Registrar s Office 1 Registrar s Office Strategic Plan & Responses Division Mission Statement The Division of Enrollment Services will assist the College in achieving its mission of nurturing and developing the whole student in a caring, Christian environment by ensuring institutional effectiveness, securing institutional viability, directing enrollment management efforts, advancing the Christian distinctiveness of the College, and providing student services. Institutional Goal 1 Enhanced through continually improving academic quality. Portion of the Mission Statement Addressed by Institutional Goal 1 ensuring institutional effectiveness. Division Strategic Plan Objective Addressed by Institutional Goal 1 Develop, implement, and improve current and new initiatives (safety net) to enhance students total academic experience. Action Plan The Office of the Registrar will increase effectiveness of communication to students concerning graduation through improved use of online systems. Email distribution of graduation information through campus online publications. At least 100% of all current students will receive campus online newsletters with graduation information Year 1: Benchmark 100% Year 2: 100% Year 3: 100% Year 4: 100% Year 5: 100% Graduation information was sent to students via two online publications: Connections and Motivations. 100% of the student body received this information during the 2008-2009 academic year. One of our online publications venues, Motivations, is no longer being published. Our goal is to increase student awareness through the use of our college s online communication tools: Facebook and My Space.
Registrar s Office 2 Institutional Goal 1 Enhanced through continually improving academic quality. Portion of the Mission Statement Addressed by Institutional Goal 1 ensuring institutional effectiveness. Division Strategic Plan Objective Addressed by Institutional Goal 1 Shape the academic preparedness of current and prospective students. Action Plan 1 The Office of the Registrar will evaluate transcripts for prospective students in a timely manner. Processing of transcripts evaluation requests will be tracked through Microsoft Access. Year 1: Develop a data base to track prospective student transcript evaluation requests Year 2: turn around time 5 business days Year 3: turn around time 4 business days Year 4: turn around time 3 business days Year 5: turn around time 2 business days. We completed a database system using Microsoft Access to gather data for student services. The program includes the main table, queries and reports. We developed it in such a way that it is user friendly: tables with drop-down list, queries that allow the user to pick a span of time, a specific service provided or a specific service provider. The reports are programmed to include totals and averages. Through testing of data gathered, we feel, we will be able to meet or exceed our goals. We tested the system for one year including transcript evaluations for one year and found that we performed 132 evaluations and the average turn around was 1.26 days.
Registrar s Office 3 Institutional Goal 1 Enhanced through continually improving academic quality. Portion of the Mission Statement Addressed by Institutional Goal 1 Improving academic quality, directing enrollment management efforts Division Strategic Plan Objective Addressed by Institutional Goal 1 Ensuring institutional effectiveness. Action Plan 2 The Office of the Registrar will process degree audits requests for current student requests in a timely manner. Processing of degree audits will be tracked through Microsoft Access. Year 1: Develop a data base to track degree audit requests Year 2: 4 weeks turn around time Year 3: 3 ½ weeks turn around time Year 4: 3 weeks turn around time Year 5: 2 weeks turn around time We completed a database system using Microsoft Access to gather data for student services. The program includes the main table, queries and reports. We developed it in such a way that it is user friendly: tables with drop-down list, queries that allow the user to pick a span of time, a specific service provided or a specific service provider. The reports are programmed to include totals and averages. Through beta testing of data gathered, we feel, we will be able to meet or exceed our goals. We tested the system for one year including degree audits for one year and found that we performed 215 degree audits and the average turn around was 6 days.
Registrar s Office 4 Institutional Goal 1 Enhanced through continually improving academic quality. Portion of the Mission Statement Addressed by Institutional Goal 1 Improving academic quality, directing enrollment management efforts Division Strategic Plan Objective Addressed by Institutional Goal 1 Ensuring institutional effectiveness. Action Plan 3 The Office of the Registrar will process change of majors in a timely manner. Processing of Change of Majors will be tracked through Microsoft Access. Year 1: develop a database to track degree audit requests Year 2: 15 business days Year 3: 13 business days Year 4: 10 business days Year 5: 7 business day We completed a database system using Microsoft Access to gather data for student services. The program includes the main table, queries and reports. We developed it in such a way that it is user friendly: tables with drop-down list, queries that allow the user to pick a span of time, a specific service provided or a specific service provider. The reports are programmed to include totals and averages. Through beta testing of data gathered, we feel, will be able to meet or exceed our goals. We tested the system for one year including change of majors for one year and found that we performed 260 change of majors and the average turn around was 6 days.
Registrar s Office 5 Institutional Goal 2 Inspired by commitment to Christian distinctiveness in programs and activities Portion of the Mission Statement Addressed by Institutional Goal 2 Advancing the Christian distinctiveness of the College. Division Strategic Plan Objective Addressed by Institutional Goal 2 All programs and activities of enrollment services demonstrate Christian faith. Action Plan 1 The Office of the Registrar will display a Christian respect for the individual student. Student Satisfaction Surveys (service survey cards) Year 1: 70% positive feedback Year 2: 75% positive feedback Year 3: 80% positive feedback Year 4: 85% positive feedback Year 5: 90% positive feedback Our office received three responses from the Exemplary Service Response Cards. All responses were positive.
Registrar s Office 6 Institutional Goal 3 Expanded through an enriched student experience. Portion of the Mission Statement Addressed by Institutional Goal 3 Providing student services. Division Strategic Plan Objective 3 Addressed by Institutional Goal 3 Improve quality customer services. Action Plan 1 The Office of the Registrar will increase the use of online transcript request system. Processing of transcript requests will be tracked using Microsoft Access. Year 1: Develop a data base to track transcript requests Year 2: 70% online requests Year 3: 75% online requests Year 4: 80% online requests Year 5: 85% online requests Our original plan was to use an online system through AIMS, our Student Information System, but it was not user friendly and our students were unable to navigate the steps in the process. Our former students were not able to use the system as their student ID and PIN no longer worked, and therefore, could not login and access the system. After five months we discontinued using this system. We had also planned to track requests using Microsoft Access, but did not have data to include in it as students were not using the online system. We did not develop this program. We investigated other means of ordering transcripts online and found that the National Student Clearinghouse had developed a transcript request system that would not only benefit our current students, but we will also benefit our former students as student ID and PINs were not needed. We signed our contract with National Student Clearinghouse October 2009 and implementation began November 1, 2009 and ended January 29, 2009. Our go-live date was February 1, 2009. We beta tested the system and the results for the year 2008-2009 was an overall 33.64%.This data included our original online transcript request system as well as our new system with the National Student Clearinghouse. The National Student Clearinghouse reporting capabilities proved invaluable. We do not have to track requests using Microsoft Access as we have downloadable reports.
Registrar s Office 7 Institutional Goal 3 Expanded through an enriched student experience. Portion of the Mission Statement Addressed by Institutional Goal 3 Providing student services. Division Strategic Plan Objective 3 Addressed by Institutional Goal 3 Improve quality customer services. Action Plan 2 The Office of the Registrar will increase response time to questions and requests through use of online systems. Processing of transcripts evaluation requests, degree audits requests, and change of majors requests will be tracked through Microsoft Access. At the end of year 5: Transcript evaluation requests are turned around in 2 business days. Degree audit requests are turned around in 2 weeks time Change of major requests are turned around in 7 business days Method of Assessment 2 Student Satisfaction Surveys (service survey cards) Year 1: 70% positive feedback Year 2: 75% positive feedback Year 3: 80% positive feedback Year 4: 85% positive feedback Year 5: 90% positive feedback The Office of the Registrar received three responses from the Exemplary Service Response Cards. All responses were positive.
Registrar s Office 8 Institutional Goal 4 Sustained by financial viability. Portion of the Mission Statement Addressed by Institutional Goal 4 Securing institutional viability. Division Strategic Plan Objective 1 Addressed by Institutional Goal 4 Increase enrollment of new and returning students. Action Plan 1 The Office of the Registrar will evaluate transfer transcripts for prospective students in a timely manner. Processed transfer transcripts will be tracked in Microsoft Access. Year 1: Develop a data base to track prospective student transcript evaluation requests Year 2: turn around time 5 business days Year 3: turn around time 4 business days Year 4: turn around time 3 business days Year 5: turn around time 2 business day We completed a database system using Microsoft Access to gather data for student services. The program includes the main table, queries and reports. We developed it in such a way that it is user friendly: tables with drop-down list, queries that allow the user to pick a span of time, a specific service provided or a specific service provider. The reports are programmed to include totals and averages. Through testing of data gathered, we feel, we will be able to meet or exceed our goals. We tested the system for one year including transcript evaluations for one year and found that we performed 132 evaluations and the average turn around was 1.26 days.
Registrar s Office 9 Institutional Goal 4 Sustained by financial viability. Portion of the Mission Statement Addressed by Institutional Goal 4 Securing institutional viability. Division Strategic Plan Objective 1 Addressed by Institutional Goal 4 Increase enrollment of new and returning students. Action Plan 2 The Office of the Registrar will encourage enrollment of returning students through greater communication to identify potential student concerns and problems as early as possible. Emailed summer survey(s) will be tracked using EMT Retain. Responses to the survey will be: Year 1: 40% Year 2: 45% Year 3: 50% Year 4: 55% Year 5: 60% The Office of the Registrar did not send out survey during the summer of 2009. Our office will send out the survey during the summer of 2010.
Registrar s Office 10 Institutional Goal 4 Sustained by financial viability. Portion of the Mission Statement Addressed by Institutional Goal 4 Securing institutional viability. Division Strategic Plan Objective 2 Addressed by Institutional Goal 4 Increasing efficiency and stewardship of resources. Action Plan 1 Increase use of online systems, EMT Retain and campus online publications. Surveys, emails, and announcements sent will be tracked using EMT Retain. Year 1: Development and Training on the EMT Retain Software. Year 2: 40% receipt of information Year 3: 45% receipt of information Year 4: 50% receipt of information Year 5: 55% receipt of information Brewton-Parker College purchased the software EMT-Retain as a communication tool for our students with the capabilities that include the development of student satisfaction surveys, early alert surveys and emails. During 2008-2009, our office used this time to acquire the skills needed to operate the system and to use it. As a result, we were able to send out two student satisfaction surveys during spring 2009. Students response to the satisfaction surveys were above national average. For the first survey we included 263 students and a 30 percent response. For the second survey, we sent it to 322 students and had a 37 percent response. The use of emailing student for specific matters such as graduates only, proved more difficult than originally estimated. Our goal is to utilize EMT-Retain s email program to target specific groups of students with customized information. To achieve this, we will require more training on importing information and further developing the communication plan. Method of Assessment 2 Announcement tracked through online publications. At least 100% of all current students will receive campus online newsletters with graduation information. Year 1: Benchmark 100%
Registrar s Office 11 Year 2: 100% Year 3: 100% Year 4: 100% Year 5: 100% The Office of the Registrar used our online publications Connections and Motivations to communicate information concerning graduation, degree audits, being a transient student, etc. The entire student body received this information through email. Motivations is no longer published, but we have other venues that we may utilize to communicate with our students. Our goal is to use Facebook and MySpace as a communication tool.