Transcript Document
Division of Enrollment Management Budget Review FY ‘14
Overview
Organizational Structure, Mission & Goals Department Summary Benchmarks Impact of Budget Reduction Key Funding Requests
Total Staff: 150 Accounting Coordinator 2 Director of Admissions Operations
Organizational Structure
Vice President & Associate Provost Accounting Coordinator 3 Executive Assistant Senior Secretary Associate Vice President Director of Freshmen and International Admissions Informations and Publications Coordinator Publications Specialist Director of Student Financial Affairs Sr. Associate Director Student Financial Affairs Assistant Vice President & University Registrar Sr. Associate University Registrar
Mission
The Division of Enrollment Management is committed to the development and implementation of data-driven strategies and collaborative campus-wide partnerships that optimize university resources to recruit, enroll, support and graduate a community of diverse and talented students.
Goals
Optimize university resources to enroll and support students by implementing best practices and appropriate technological solutions.
Develop an administrative infrastructure to enhance and support innovative teaching and learning.
Work collaboratively to broaden the university’s presence nationally and internationally.
Purpose
Charged with the administrative functions associated with: Outreach and Recruitment of freshmen Admission of new students (freshman, transfer, graduate and professional) Providing administrative infrastructure to support students and the academic community Ensuring the development and maintenance of technology associated with the student information system Collaborating on the creation, development, and implementation of UF academic support infrastructure, data management and analytics supporting the UF campus enrollment needs and mission Maintaining academic records for all students in perpetuity Forecasting and calculating financial need and coordinating financial aid programs Awarding and managing financial aid Advising students on financial literacy (debt management workshops, loans advising, etc.) Contributing to the development, implementation, and adherence to federal, state, and institutional enrollment and financial support policies All of these activities are fundamental to the generation of student credit hours and thus revenue for UF.
Reach
The Division of Enrollment Management interacts with numerous constituent groups on campus, at the state and federal level as well as nationally
Academic Colleges and Administrative Departments Current and Former students Federal and State agencies Prospective students and parents (domestic and international) Secondary and postsecondary institutions
Office of the Vice President for Enrollment Management
Office of the Vice President
Providing leadership and vision in executing the strategic recruitment, admission, registration, academic records management, and student financial support functions including the appropriate technology tools Modeling and projecting future enrollment Interpreting and implementing new and existing campus policies and procedures and legislative mandates related to enrollment Formulating strategic use of scholarships and tuition discounting Identifying opportunities for shared services and collaboration around issues of enrollment
Office of Admissions
Office of Admissions
Mission
The Office of Admissions develops and implements outreach, application and selection processes to build a vigorous learning community that supports the university’s mission and values.
Core Functions
Admission for Special Populations Athletic Eligibility Data Transfer, Reporting and Technology Freshman Application Review and Decisions Graduate and Professional Application Support International Application Support Outreach and Recruitment Residency Classification Transfer Application Support Transfer Credit Equivalency
Office of Admissions: Staff & Budget
Staff of 56 FTE
Administration Application Services Athletic Certification Campus Relations International Admissions Operations Outreach Recruitment Scholarships ($7.4 million in scholarships & tuition waivers)
Budget $3,119,256
Personnel $2,628,181 OPS $64,661 Operations $426,414
Office of the University Registrar
Office of the University Registrar
Mission
The Office of the University Registrar provides responsive, considerate and knowledgeable service, ensures adherence to academic policy, creates and safeguards academic records, collects and analyzes critical data and promotes collaborative, informed enrollment management decisions.
Core Functions
Student and Administrative System Technology Coordination Data Collection, Instructor Workload Management, Analytics and Reporting to Campus, State, and Federal Entities University, State and Federal Policy, Regulation and Statute Implementation and Monitoring Curriculum Inventory, Class Offerings, Course Prerequisites, Registration, Grade Processing Academic Records Creation and Maintenance in Perpetuity, Transcript Generation and Distribution Student Academic Policy Compliance, Identity Management, Student Petitions Student Enrollment, Degree Certification, Diploma Distribution Non-traditional and Distance Education Support, Calendar Management Veteran’s Benefits Eligibility, Veteran’s Advocacy, Athletic Eligibility FERPA Compliance, Security Management, Undergraduate Catalog, Residency Reclassification
Office of the University Registrar: Staff & Budget Staff of 46 FTE
Office Services Registration and Curriculum Services Student Records and Degree Services Systems, Data and Administrative Services
Budget
Personnel $2,601,419 Operations $429,850
Benchmarking
Benchmarking: Services, Staff and Budgets
As benchmarking tools we utilized information from the Common Data Set and surveyed AAU institutions and other large public universities to examine the scope of services provided by the Office of Admissions and the Office of the University Registrar.
(Institutions included in the benchmarking: University of North Carolina at Chapel Hill; Indiana University at Bloomington; University of Michigan at Ann Arbor; Ohio State University; Penn State University; University of Texas at Austin; Texas A&M University; University of California at Berkley; University of Illinois at Urbana Champagne; and the University of Wisconsin at Madison; University of Washington; University of Missouri)
Common Data Set Findings
Of the 10 Institutions used for benchmarking UF ranks*:
Enrollment 1st in graduate student enrollment (16,991) 3rd in overall enrollment (49,589) 4th in transfer enrollment (1,784) 5th in undergraduate enrollment (32,598) 6th in freshmen class size (6,400) Applications 3rd in transfer apps (5,674) 6 th in freshmen apps (29,493) Retention 4th in FTIC first year retention rate (95%) 6th in six-year graduation rates (83.7%) Need-based Financial Aid 3rd in the average need-based aid amount ($13,746) 4th in number of undergraduates on need-based financial aid (15,867) Degrees Conferred 2nd in total number of degree conferred (14,760) *Comparison is based on 2010-2011 Fall data.
Comparison of Admissions Services
The UF Office of Admission provides all of the following services except transfer admissions decisions* Freshman Recruitment Freshman Scholarships Freshman Application Processing Freshman Decisions Transfer Application Processing Transfer Admissions Decisions* Transfer Credit Equivalencies Graduate Admission Processing International Recruitment International Application Processing Professional Admission Processing
8 4 8 8 8 7 8 3 6 7 4 4 1 5 2 1 4
Comparison of UF and 7 other institutions who responded to a survey – University of Washington, University of Michigan, University of Texas, University of Missouri, Ohio State University, Pennsylvania State University and University of Indiana
Yes No
Office of Admissions Staff Size 160 140 120 138 100 80 60 40 57 51 85 45 85 90 47 75 20 0 University of Florida University of Washington University of Michigan - Ann Arbor University of Texas - Austin University of Missouri Ohio State University Penn State University University of Indiana Bloomington Average Staff Size
Office of Admissions Budgets $12 000 000 $10 000 000 $10 091 000 $9 100 000 $9 700 000 $8 400 000 $8 000 000 $6 507 190,13 $6 000 000 $4 000 000 $3 119 256 $4 300 000 $3 292 860 $3 600 000 $2 000 000 $2 100 000 $1 742 000 $1 708 253 $1 100 000 $426 414 $0 University of Florida University of Washington University of Michigan Ann Arbor University of Texas - Austin University of Missouri Ohio State University $4 054 405 $3 300 000 Penn State University $784 051 University of Indiana Bloomington $1 845 089,75 Average Total Budget Operating Budget
Comparison of Registrar Services
The services provided by the UF Registrar’s Office include each of the following items Excess Hours Multiple Data Files NCAA Data Files IPEDS Reporting Reporting Classroom Needs Maintain Fleet of Vehicles Data Support for Application Processing Imaging Support University Petitions Committee Coordinates Statewide Course Numbering System SCNS Course Inventory Instructional Workload Collection Coding for Fees Manage Course Repeat Surcharge Statewide Transcript/Fin Aid Exchange FERPA Maintain Machine Room for Computer Output Mail Diplomas and Admissions Letters Mailroom for Admissions and Registrar
3 3 3 2 6 5 1 1 3 2 1 4 1 5 1 2 6 3 4 4 4 4 4 5 1 2 6 6 4 5 6 3 6 2 6 5 1 4 3 3
Comparison of UF and 6 other institutions who responded to a survey – University of Wisconsin, University of Michigan, University of Texas, Ohio State University, Pennsylvania State University and University of Indiana
Yes No
Comparison of Registrar Services (continued)
The services provided by the UF Registrar’s Office include each of the following items Changes to Residency Status Classroom Scheduling Critical University Email to Students University Curriculum Committee Support Certificate Conferral Process Math and Writing Compliance Process Grades Every Two Weeks Presidential Honor Roll Awards Production of Commencement Program Academic Scholar Recognition Veterans Benefits/Eligibility Veterans Advocacy/Support Collect 98-99% of Grades by Deadline Property Inventory for Admissions and Registrar Building Liaison for Registrar and Admissions Maintain Enrollment Management COOP Plan Copy and Editorial Support of Commencement Program Design of Commencement Program Office of the Veterans Affairs Website Website Design for Commencement Information
5 5 1 6 5 3 6 4 3 4 3 4 4 3 6 2 2 1 2 1 2 2 6 1 2 4 1 3 4 3 4 3 3 4 1 4 5 6 5 6
Comparison of UF and 6 other institutions who responded to a survey – University of Wisconsin, University of Michigan, University of Texas, Ohio State University, Pennsylvania State University and University of Indiana
Yes No
University Registrar Staff Size
40 30 60 50 80 70 46 53 49 72 51 36 51 20 10 0 University of Florida University of Wisconsin Madison University of Michigan - Ann Arbor University of Texas - Austin University of Indiana – Bloomington Penn State University Ohio State University 51 Average Staff Size
University Registrar Budget Comparison $5 000 000 $4 500 000 $4 000 000 $3 500 000 $3 000 000 $3 031 269 $2 500 000 $3 600 000 $3 600 000 $4 000 000 $4 072 580 $2 900 000 $4 400 000 $3 657 693 $2 000 000 $1 500 000 $1 261 256 $1 000 000 $1 000 000 $500 000 $429 850 $300 000 $400 000 $500 000 $0 University of Florida University of Wisconsin Madison University of Michigan - Ann Arbor University of Texas - Austin University of Indiana – Bloomington Penn State University $500 000 Ohio State University $627 301 Average Total Budget Operating Budget
Impact of Budget Reductions
Impacts of Budget Reductions: Office of the Vice President Office of the Vice President for Enrollment Management
The office was established with no operating budget – funds and personnel were taken from Office of Admissions and Office of the University Registrar to fund and support functions of the office Unsustainable budget model
Impacts of Budget Reductions: Admissions Admissions
Reduction of 30.6% ($807,197) in overall budget since 2007 while seeing a 32.2% increase in freshmen application numbers Staff reductions Recruitment travel reduced significantly Elimination or consolidation of recruitment programs Reduced outreach to community-based organizations and high school guidance counselors
Impacts of Budget Reductions: Registrar
Office of the University Registrar Reduction of 26.4% ($659,208) since 2007 while seeing new mandates such as enforcement of excess hours, implementation of graduation survey, increased tracking requirements for Veterans, increased requests from former students for transcripts due to economic downturn Reducing staffing levels or delaying filling of positions Eliminating many OPS positions Training and professional development curtailed Delaying replacement of aging technology Eliminating needed consulting services for technology development
Key Initiatives and Funding Requests
Division Initiatives
• • • • • • Developing and implementing an international undergraduate recruitment strategy to further diversify the university’s undergraduate population Expanding services for ever-increasing distance education, online and eLearning programs to provide efficient, consistent service for students and program developers Responding to new mandates from state and federal government initiatives Identifying and implementing appropriate upgrades to the student information system or other technological solutions to support enrollment services Collaborating with colleges to meet enrollment goals Increasing responsiveness to inquiries from students, faculty, staff, alum and external constituencies
Key Funding Requests
Staffing – Both the Admissions and Registrar’s Offices are understaffed as compared to many peer institution and are hard pressed to meet ever increasing demands. The addition of the following positions are critical to the future success of the Division of Enrollment Management Admissions – $423,000 for 8 key positions – 2 – positions to replace those redirected to the OVP 3 – positions to support distance, online and eLearning programs 3 – positions to support freshmen and international credential review, data analysis and assessment Registrar - $416,000 for 9 key positions – 2 – positions to support distance, online and eLearning programs 5 – positions to create the OUR contact center to more rapidly respond to campus, state and federal mandates and initiatives 1 – position to support Post 9/11 GI Bill veterans/dependents requirements 1 – position to support NCAA Academic eligibility monitoring
Summary
Division of Enrollment Management provides cost-efficient methods of delivering mission-critical services More services are being delivered by fewer people with a substantially smaller budget as compared to many of our peers Budgetary support for the VP’s office is essential to the continued success of the division UF lags behind our peers in spending on recruitment and enrollment services UF lags behind our peers in spending on academic records management and student registration services