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Enrollment Services Accomplishments and Projects

This listing reflects work of individual units in Enrollment Services as well as collaborative efforts with various units across campus. 

 

Awards:

Staff

Award

Year

 Dr. Ronnie Gross

 Walter O. Mason Award, Council for Opportunity in   Education

2014

 Kathy Feagins

 Bach Servant Leadership Award

2013

 Dr. Stacy Onks

 Bach Servant Leadership Award

2015

 Teresa Williams

 Outstanding Service Award

2013

Professional Organizations:

 

Professional organizations

 

Leadership Title

Term

 

 

 

 

 

 ACPA

 American College Personnel Association

 

 

 

 COE

Council for Opportunity in Education

 Dr. Ronnie Gross  

President
  Parliamentarian

2006 – 2007
  2009 – present

 NACADA

 The Global Community for Academic Advising

 

 

 

 NADE

 National Association for Developmental Education

 Dr. Stacy Onks

Presenter

2015

 NAVUBPP

 National Association of Veterans Upward Bound Program

 

 

 

 NEOCA

 National Educational Opportunity Center Association

 

 

 

 SACRAO

 Southern Association of Collegiate Registrars and Admissions Officers

 Sheryl Burnette

 Registration Techniques and Records Management Program   Committee

2010 – 2013

 

 

 Dr. Tom Donohoe

 Information Technology Program Committee

2014 – 2016

 SAEOPP

Southeastern Association of Educational Opportunity Program Personnel

 Dr. Ronnie Gross

 Parliamentarian
  Finance Committee Chair

2005 – present
  2005 – present

 TACRAO

 Tennessee Association of Collegiate Registrars and Admissions Officers

 Dusty Duncan

 President

2015

 

 

 Sheryl Burnette

 President

2013 – 2014

 

 

 Sheryl Burnette

 Vice-President of Records and Registration

2008 – 2010

 

 

 Sheryl Burnette

 President-Elect

2012 – 2013

 

 

 Sheryl Burnette

 Past President

2014 – 2015

 TASP

 Tennessee Association of Special Program

 Dr. Ronnie Gross

 Parliamentarian
  Finance Committee Chair

2001 – present
  2010 – present 

 TASSAR

 Tennessee Association for Student Success and Retention

 Dr. Stacy Onks

 President
  President-Elect

2014 – 2016
  2012 – 2014

 

 

 Teresa Williams

 Upper East Representative

2012 – 2016

 

Academic Records

The Office of the Registrar maintains an accurate and complete academic history for each student; to maintain student records in compliance with FERPA; to report accurate information to the National Student Clearinghouse; to preserve accurate and secure records (both graduate and undergraduate) for the university; to process grade changes provided by the faculty and provide official transcripts.   

 

Advisement

The Office of Undergraduate Student Advisement coordinates and distributes information to advisors to promoting academic success.  This includes a pilot program with Financial Aid where advisors contacted students who were in danger of losing funds due to non-attendance. 

 

Advisor Grade Tool

The Advisor Grade Tool, developed and implemented in 2008, was a collaborative effort between ITS, Student Affairs and Undergraduate Student Advisement.  This tool allows advisors to create a list of students using various selection criteria (e.g., freshmen, transfers, major, failing mid-term or end-of-term grades, etc.).  Advisors and others can identify students who are at-risk and provide additional advisement and referrals to campus resources.  This has been updated to include additional parameters populating lists by student attributes, residence hall, ethnicity, veteran status, etc.

 

Advisor E Newsletter

Developed by the Office of Undergraduate Student Advisement to provide timely updates and information to academic advisors and others in the form of an E newsletter.  Includes information from Enrollment Services, but also includes updates, policy and procedure changes related to Orientation, graduation, calendar dates, Bursar, etc. 

 

Advisor Training

The Office of Undergraduate Student Advisement offers Banner Training (Self-Service Banner and Internet Native Banner) for the ETSU campus.  This office also provides advisor training and resources for advisors, staff and graduate assistants who will be advising or assisting undergraduate students.  This has expanded to include more in-depth workshops which include presentations from Admissions, Athletics, International Programs, Bursar’s Office, Financial Aid, Disability Services, Student Affairs and others.  This office also works with the Graduation Office to provide training opportunities for Degree Works and helps coordinate and present training for Academic Alert and EAB Student Success Collaborative programs.

 

In spring 2015, a week long, in-depth training was provided for all new professional advisors.  This training included the basic advisor training along with information sessions from Admissions, Registrar, Disability Services, Financial Aid, Athletics, Scholarship and others.  Training continues as these advisors finish their first year in new positions.    

 

Advising Summary

In 2010, the Office of Undergraduate Student Advisement collaborated with ITS to develop and implement the Advising Summary for advisors in Self-Service Banner.  The Advising Summary contains the basic information needed to advise a selected undergraduate student without having to select multiple options in Self-Service Banner.  The Advising Summary identifies information that may impact registration and retention.   The Advising Summary is viewable by students and advisors.   Information includes admissions status, missing immunization requirements, holds information, etc.  Recent updates include:  Student Account Payment Status, Financial Aid Status, Reverse Transfer indicator, TN Transfer Indicator and TELS GPA information.  Each of these informational items are used as advisor talking points designed to connect students, advisors and other offices. 

Through training and the advising summary notifications, advisors are encouraged to assist students with resolving admission, financial aid, old and transcript concerns.  Advisors work to help students and to eliminate, as much as possible, the proverbial “run around”. 

 

Alumni Mentoring Program

This is an opportunity for students to form rewarding and mutually beneficial relationships with alumni in their area of study or career interest.  The University Advisement Center is one of the areas that is working with the Office of Alumni to promote this program.  The program is a strategic support designed to help undeclared students find a suitable and fitting major so that they may accomplish their career goals. 

 

Applications

The number of freshmen applications processed in the Office of Admissions has increased from 5124 in fall 2012 to 7977 for fall 2015.  Transfer applications have decreased slightly between 2012 (2265) and fall 2015 (2038).  Given the implementation of Tennessee Promise, this decrease was anticipated.  A recent improvement to the application is the addition of the label student cell phone number.  Within the past couple of years, two significant improvements were added that improved communication related to the application process for all undergraduate students applying to ETSU:

 

  • My Application

Appears on the applicant’s GoldLink portal so that various administrative offices can communicate with the student. Applicants are able to check their application status, schedule a campus tour, and access the address to send official transcripts. These students are also provided Scholarship, Financial Aid, and Veterans Affairs office information.

 

  • My Next Steps

Appears on applicant’s GoldLink portal after their admission to ETSU. This allows a student to easily access areas to assist in their enrollment at ETSU.  An applicant is able to view Scholarship, Financial Aid, Veterans Affairs, Housing and New Student Orientation information.

 

Argos User Group

Created to coordinate development of additional advisor needed reports.  Areas working with this project include:  Undergraduate Student Advisement, IT and Technical Systems for Enrollment Services.

 

Attendance Reporting

The Office of the Registrar is responsible for recording attendance information provided by the faculty member for each student in accordance with federal regulations related to Title IV funding and the management of institutional enrollment. 

 

Banner

Student Banner version 7.3 was fully implemented in 2008.  Student Banner version 7.4 was implemented in 2009 followed by Student Banner 8.2 in 2010 and version 8.5 in 2011, etc.  Extensive testing and modifications to processes are required for each new version of Banner.  Quarterly patches are sent to each institution for testing and implementation.   This requires comprehensive testing of processes by Enrollment Services units to ensure that Banner is accurate.  Changes that have been implemented include: 

 

  • 150% reporting
  • 14th Day Reporting and Edits
  • Federal requirements pertaining to National Student Clearinghouse reporting
  • TBR Reverse Transfer Program
  • Transfer GPA changes
  • Prior Learning Assessment along with Admissions
  • Learning Support

To limit risk associated with access to FERPA protected data, all requests for access to Banner Student are reviewed according to security roles.  This also includes request for access to UC4, Workflow, BDM, Argos and Degree Works.

Banner Student Team

This committee was initially organized during the Banner implementation.  It continues to convene as needed and reviews data standards, patch updates and procedural issues that need to be addressed in various units.   

BDMS

This system will integrate with the INB administrative system and will allow departments across the university to associate electronic documents with specific students, employees, alumni, accounts, etc.  For many offices that take in physical documents from students, staff members will be able to scan those documents in, retrieve them quickly and share them with other offices as necessary.  Students will no longer have to worry about paper forms getting lost in processing.  Neither will they have to wait while a staff member hunts down a form that's in a file cabinet across the hall.  In addition to scanning, BDM will provide a structured, university-wide system for storing electronic documents for students.  Josh Whitlock worked with units in Enrollment Services, Student Affairs and Financial Services to implement this system.   

 

BLUE Weekend

BLUE Weekend is a college immersion experience/recruitment that includes: assigning a near-peer mentor, staying in the residence halls as guests of the college mentor hosts, joining peers for meals in campus dining, facilities, attending a class with near-peer hosts, participating in other official on-campus events with near peers, connecting students with key college administrators, student support personnel, financial aid, housing, and admissions staff and touring the campus.  The University Advisement Center and Undergraduate Student Advisement are working with the ETSU Center of Excellence in Mathematics and Science Education to develop a Math/Science pilot for spring 2016.  The College of Clinical and Rehabilitative Health Sciences, who originally piloted the program, shared program information about BLUE Weekend.

Campus Tours

The Office of Admissions provides over 4000 campus tours per year to prospective students and their parents and guests.  Tours are scheduled online.

 

Commencement Ceremony

Beginning in 2008, the Commencement Ceremony has been available for viewing live via the internet.  This is a cooperative effort with the Office of eLearning.   The Office of the Registrar coordinates the ceremony for undergraduate and graduate students as well as College of Pharmacy and College of Medicine.  Several enhancements have been made to the Commencement Ceremony since 2012.  These include: a Bagpiper, fresh flowers, new chairs, regalia, diploma size and wording with the addition of undergraduate degree listed for graduate students and the addition of undergraduate major. 

 

Course Changes (Electronic Process)

The Registrar’s Office implemented an electronic process for submission of course changes in 2009.  This includes: additions and cancellations, adjustments to maximum enrollment, day/time, instructor, credit hours and instructional method. 

 

Curriculum

Staff members from the Office of the Registrar serve as non-voting members of the Undergraduate Curriculum Advisory Committee and Graduate Council committees.  Course additions, modifications, terminations and editorial changes recommended by these committees are processed by the Office of the Registrar.  Accuracy is critical due to the adverse impact on students using incorrect or outdated information.  Changes are made in Degree Works, Undergraduate and Graduate catalogs and in Banner.

 

Degree Works

Degree Works is an easy-to-use online set of academic planning tools that help students and advisors identify courses and requirements students need to complete in order to graduate. Degree Worksis an academic advising and degree audit tool that helps advisors and students track their degree progress in real-time.  It is fully integrated with GoldLink and allows students to perform "What If..." scenarios to experiment with changing majors or degree plans.  This system was implemented on May 1, 2013.  Between January 1, 2015 and January 26, 2016 there were 16,500 unique student views.  An extensive catalog review of courses and removal of old courses from the course inventory was performed by the Office of the Registrar in 2015.  This was necessary to develop four year plans for all programs in Degree Works.  In 2015, over 1100 courses not offered in three years were still listed in the course inventory.  Additionally, TBR general education requirements can be tracked in Degree Works based on attributes for transfer students. Training is provided by the Office of the Registrar to groups and individuals.

Developmental Studies Redesign

The transition from Developmental Studies to Learning Support has been underway since 2009.  Representatives involved include:   Academic Affairs, Admissions, Arts and Sciences, University Testing, Center for Academic Achievement, IT, University Advisement Center, Undergraduate Student Advisement, Registrar and Technical Systems.  The redesign required significant changes in Banner regarding scores, learning support coding, course coding, etc., to ensure proper placement for these students.  These changes involved several offices, but were primarily coordinated by Undergraduate Student Advisement and the Registrar.

The University Advisement Center is the administrative unit that oversees the Learning Support program at ETSU.  This includes placement, testing, advisement, registration, course scheduling, academic support and state-wide collaboration regarding best practices.

Discover ETSU

This program, held in conjunction with the fall and spring Open House events, is designed to recruit underrepresented high school students.  Representatives from Enrollment Services involved in this event include:  Undergraduate Student Advisement, University Advisement Center, Admissions and Scholarship Office.

 

Dual Enrollment

The number of dual enrollment students has grown from 21 in 2007 to 196 in spring 2015.   There are several offices involved in this multi-step process including:   Admissions, Scholarship, University Advisement Center, Bursar, Financial Aid, Registrar, Arts and Sciences, Continuing Studies and Academic Outreach. 

 

ETSU’s Dual Enrollment Scholarship was implemented in fall 2010 to ensure that eligible DE students receive both the DE Grant from the Tennessee Student Assistance Corporation and the ETSU DE Scholarship.  Typically, 180 - 200 DE students are enrolled each semester.

 

Dual Admission

Since 2010, ETSU has worked to establish Dual Admission agreements with our primary transfer feeders, TBR Community Colleges:  Northeast, Roane, Chattanooga, Cleveland, Pellissippi, Walters and Motlow.  During 2015 Enrollment Services worked along with representatives from Student Affairs, Housing, ID Services, Athletics and Continuing Studies and Academic Outreach to improve the terms of the agreements.  These agreements have been revised to provide additional services and opportunities for transfer students (including an ETSU Campus Student ID card with dual admission designation) and will be expanded to additional schools.    This designation will provide access to the following services and activities:   

 

  • Access to services and resources in the Sherrod Library and the Advisement Resources as well as Career Center (ARC) and general advising referral and support.
  • Dual admission students will be eligible to apply for housing in on-campus ETSU residence hall and apartment facilities and are subject to all applicable housing and university rules and policies.
  • Dual admission students will be eligible to purchase a ticket at the designated student guest rate at ETSU athletic events.
  • Dual admission students will be eligible to pay the $20 per semester SGA fee to receive student tickets to the designated SGA major event/concert each semester per the allotment procedures for the designated event.  This fee is subject to change.
  • Available services and activities will not include access to ETSU Student Health Services or the Basler Center for Physical Activity.  All services and activities offered are subject to ETSU policies and ETSU reserves the right to suspend access to any service and/or activity at any time.

 

Early Semester Progress Reports (ESPR / mid-term grades) 

ETSU has successfully used the Early Semester Progress Report (ESPR) for almost 20 years to help our undergraduate students succeed in their courses and stay in college.  The ESPR, processed by the Office of the Registrar, gives students a snapshot of their academic standing approximately midway through the semester, while they can still use this feedback to improve.  Academic advisors use the ESPR to identify students who are performing poorly, then contact them to offer assistance or referrals. 

Eligibility

The Office of the Registrar is responsible for the NCAA athlete certification process for student athletes engaged in intercollegiate athletics.  This involves the evaluation and certification of eligibility of new, continuing, transfer, and international student athletes each semester.  

 

Email

Beginning in 2010, new students were assigned ETSU email addresses upon admission.  Previously, undergraduate students did not receive an ETSU email address until after participating in new student Orientation.  We are now able to use a secure and valid email address for communicating with new students.  Students are now more aware of critical deadlines before attending new student orientation.  ETSU is in the process of transitioning to 365. 

 

Financial Aid/Financial Services/Enrollment Services

This group was initially established when Financial Aid was part of Enrollment Services in an effort to improve communication about processes to develop a collaborative operations calendar.  Regular meetings have occurred between Financial Aid and Financial Services since 2008.  This group was expanded in 2010 to include representatives from the Office of the Registrar, College of Medicine and College of Pharmacy.  We continue to meet on a regular basis. 

 

Fifteen to Finish

The “15 to Finish” Initiative encourages students to take 15 credits per semester.  This initiative is used with Degree Works; it allows students to see how 15 credits per semester will affect their graduation date.   The Office of the Registrar developed a video; distributed T-shirts, foldable Frisbees and stress footballs with Degree Works/“15 to Finish” logos at orientation; placed mouse pads with Degree Works information in the computer labs; created displays, distributed materials, placed yard signs, posters, and bookmarks around campus to promote Degree Works.  

 

First Mate

Developed by Enrollment Services, First Mate allows you to grant your parent, spouse or another person view-only access to specific GoldLink pages that a student authorizes.  A First Mate can login using their own email address and password to see only the GoldLink pages that a student selects.  These pages can include: financial aid information, course schedule information, etc.  The First Mate information was added to the Advising Summary page in GoldLink as an easy reference location for advisors to verify pass phrases before discussing FERPA protected information with designees.

First Look

Developed with the Department of Housing and Residence Life as an added activity to New Student Orientations, First Look allows students to arrive the day before their Orientation and stay free of charge in the residence hall with meals and activities provided.  Advisors in the UAC assist with the programming and offer pre-advisement sessions to students who are in Academic Focus Areas or in need of Learning Support.

 

Go2ETSU

The Office of Admissions responds to emails from prospective students who have various questions about the admission process.   

 

Graduation Celebration

The Graduation Office participates in this event hosted by the Alumni Office held each term.  Academic regalia and honors medallions are distributed to students.  Additionally, students can talk with representatives from the Office of the Registrar to confirm student information for the program as well as their major and honors.   

 

Graduation Forum

All students with 60 hours are invited to attend a workshop held each semester.  Graduation requirements are outlined and questions are addressed by staff members from the Graduation Office.  To improve efficiency, an online submission of Intent to Graduate form was created within SSB that populates INB Banner.  A form for course substitutions and catalog changes is available online. 

 

 

 

 

INtopFORM grant

UAC Received for 2013-14 and 2014-15.

ü  2013-14 grant was a three part initiative to sponsor a campus-wide major fair, to collaborate with Department of Housing and Residence Life (DHRL) on student success initiatives in the residence halls and to offer study skills workshops campus wide.

ü  2014-15 grant was to develop marketing and educational information for transition from undecided major language to Academic Focus Areas. The target population was students, faculty and staff. The student population involved current and transfer students.

 

International Recruitment

In 2012 a pro forma for doubling international enrollment (undergraduate and graduate) in five years was established.  In the baseline year of fall 2012, a total of 361 international students were enrolled.  In fall 2015, a total of 537 international students were enrolled.  Several strategies have been implemented to achieve the goal.  These include: 

  • Hiring an International Recruiter (shared position Admissions and Graduate Studies)
  • Hiring an International Student Advisor in International Programs
  • Establishing and maintaining a social media presence by posting to @ETSU_Global twitter feed, ETSU International Students Facebook page, and the etsu_international Instagram feed. As well as submitting information on the International Student’s Academic Merit Scholarship to the U.S. State Department’s EducationUSA group, which distributes information to EducationUSA advising centers located in 170 countries
  • Using TOEFL search service to purchase names and contact information of prospective international students who registered for the internet-based Test of English as a Foreign Language (TOEFL)
  • Maintaining a presence at the ELS Language Center to meet with prospective students.
  • Developing and following an electronic communication plan tailored for communication with prospective students throughout the different stages of the admissions process

ü Suspects: students who have not contacted ETSU (mostly TOEFL names)

ü Prospects: students who have contacted ETSU but have not applied for admission

ü Applicants: students who have submitted an admissions application

ü Admits: students who have been admitted to ETSU to apply

                                   ·           Making Community College Visits

 

Additional activities include: 

  • Visiting Student Program:  An IIE-administered program, The Brazil Scientific Mobility Program, pays students’ fees and expenses.
  • State Consortium for International Student Recruitment:  A founding member of Study Tennessee, a new consortium for international student recruitment, made up of colleges and universities across the state of Tennessee. Possible consortium activities include: group overseas travel for recruitment purposes, events at TN community colleges for recruitment of international transfer students, and a consortium web site designed to promote member schools and advertising.

Johnson City Mall

Space in the food court at the Johnson City Mall is leased by ETSU.  This is a large space to display banners with names and photographs that promote ETSU.  Working with University Relations, updates were made to the banners in 2015 and 2016.

Language and Cultural Resource Center

The LCRC works with Undergraduate Student Advisement.  This combination represents an overall focus to increase the number and diversity of degree-seeking students who enroll in the institution and support these students to ensure success.    A Hispanic/Latino recruiter position was funded for the Office of Admissions as part of the Overall College Completion Items for Funding by Tuition Increase, FY 2015.  The admissions counselor will work closely with the LCRC to expand community partnerships and to bridge boundaries between the Spanish-speaking and English-speaking communities and to serve as liaison between the Office of Undergraduate Admissions, the Director of Undergraduate Advisement and the Language and Cultural Resource Center. 

Major Fair

Beginning in 2014, the University Advisement Center (UAC) organized a campus-wide major fair in conjunction with the annual Buctainment Winter Cruise.  The UAC also helped organize the ETSU Welcome Week events where advisors staffed tables and answered questions. 

 

Need Help

The Office of Undergraduate Student Advisement continues to update the Need Help quick reference webpage and also answers phone calls and emails from ETSU website visitors that need assistance.  In 2015, over 100 email inquiries were received and answered. 

 

Online Catalog

TAF funds were used to purchase Acalog (Academic Catalog Management System) to create an online catalog.  Acalog allows for real-time corrections, offers advanced search features and a customized backdrop.  New catalogs are available earlier, and printed catalogs are no longer produced – a significant contribution to ETSU's green efforts.  The committee included representatives from the Registrar’s Office, Academic Affairs, Student Affairs, Graduate Studies and eLearning.  A mobile app version of the online catalog is available.    

 

Open House

Fall Open House and Spring Open House events coordinated by the Office of Admission are held annually to provide prospective students and their parents the opportunity to visit ETSU. These events offer students with firsthand knowledge of the campus and its facilities and provide an opportunity to meet with faculty and staff from numerous departments across campus.  To improve and streamline communication with prospective students, an online registration and confirmation for Open House and Student Reception events was added. 

 

Orientation

New student orientation is coordinated by the Division of Student Affairs.  All Enrollment Services offices are involved with check in/check out, advisement and registration of students.  Staff members from Admissions, Undergraduate Student Advisement, University Advisement Center and Registrar serve on the Orientation Committee. 

 

Quest

Quest is a college transition program for new underrepresented students held two days before the Preview ETSU program.  Office representatives involved in this event include:   Undergraduate Student Advisement, University Advisement Center, Scholarship Office and Office of Admissions.

 

Recruitment

The Office of Admissions led the geographic expansion of recruitment along with staff members from the Scholarship Office, Veterans Affairs, Undergraduate Student Advisement and University Advisement Center in a number of events: 

 

  • Travel for admission counselors expanded to include Greeneville/Spartanburg, Charlotte, Atlanta and Columbus, OH to promote new scholarship initiatives (beginning fall 2014)
  • Hired a new admission counselor who will concentrate on the recruitment of Latino students
  • Hosted Top Scholar events at Shelbridge and in Knoxville (beginning in fall 2014)
  • Hosted Buccaneer Family Night at Shelbridge (new fall 2015)
  • Hosted Yield events for admitted students in Chattanooga and Knoxville
  • Supplemented Welcome Packets with admission certificates and a lanyard that says ETSU class of 2019
  • Sent personalized luggage tags to students outside the local area who accepted ETSU scholarships (2014)
  • Developed a list of advantages of attending a university which was used to create a “yield” brochure intended to offset the challenges presented by Tennessee Promise. This brochure was mailed to all admitted students
  • Implemented an “intent-to-enroll” process for first-year students to provide a better estimate for the number of students who will enroll
  • Implemented international student communication plan to recruit students from TOEFL names purchased
  • Responded to inquiries from prospective students and others via GO2ETSU@etsu.edu
  • Created “What Buc Are You?” Facebook pages for prospective ETSU students from a collaboration with DJ Jessee, Stephen Marshall, Jonathan Hounshell and their students
  • Visited community colleges to meet with students interested in transferring to ETSU

 

Refund Appeals Process

Representatives from Student Affairs, Scholarship, Undergraduate Student Advisement, Housing, Registrar, Bursar, and Financial Aid met numerous times in 2009-10 to improve the withdrawal and refund appeal process.  Students now submit documentation to the Registrar instead of being required to submit documentation multiple times to several offices.  The Records Office serves as the repository for the documentation and maintains the database of documentation that is accessible by other offices.  Representatives from Financial Services, Undergraduate Student Advisement and the Registrar continue to meet on a regular basis to discuss ways to improve efficiency especially those related to purge processes.

 

Reports

Numerous reports are generated by Enrollment Services.  Examples include: 

 

  • Applicants and admitted students  (current and prior year comparison)
  • Attendance Reporting
  • Classroom Utilization
  • Course offering current and prior year
  • Early Semester Progress Report (ESPR)
    • Historical Fall and Spring enrollment by level
    • Holds
    • Inclement Weather
    • Lottery
    • Missing grades
    • Non-returning list
    • Orientation follow-up and review
    • Potential Purge
    • Registration/enrollment by term  (current and prior year comparison for undergraduate and graduate students)
    • Report of graduates
    • Scholarship awards
    • And other selected enrollment data

 Reverse Transfer

Reverse Transfer is a process that allows a student who completed a minimum of 15 hours at a participating Tennessee two-year institution and transferred to a participating Tennessee four-year institution to combine college credits from both institutions and apply them toward an associate degree.  ETSU piloted a process with Northeast State and Walters State prior to implementation for Tennessee.  Working with Continuing Studies and Academic Outreach, the Registrar’s Office and Admissions developed an effective and efficient process.    

 

Scheduling

The Office of the Registrar provides class registration; manages a degree audit system; maintains up-to-date undergraduate and graduate course catalogs; prepares and publishes class and examination schedules and manages the use of the classrooms.  An electronic blue card process was created for submitting all course related updates, changes and deletions.  The Academic calendar is also maintained by the Office of the Registrar.  It is available on line and integrated with Plan It. Most recently, staff members are working with Follett to integrate text book information in GoldLink. 

 

Schedule Builder

Schedule Builder, managed by the Office of the Registrar is an interface that provides students with the ability to generate schedules for their classes.  Students can compare up to four schedules at a time. As an example, a student can “lock in” their first choice professor and search for a new set of schedules around that choice. Students can then send the schedule to their Registration Cart until they can register.  The Registrar’s staff provided training for advisors/students/staff using the Schedule Builder, tested INB and SSB for Schedule Planner 3 Upgrade and developed training videos shared in emails to students.      

 

Scholarships

The Scholarship Office provides information to prospective students and currently enrolled students.  This requires an understanding of the admission process for undergraduate and graduate programs, financial aid and other ETSU academic and student services policies.  New scholarship initiatives were developed in 2011 and include the following: Guaranteed APS, Academic Excellence, Regional Scholarships and ETSU Students of Distinction.  In 2014, several changes were made to the existing scholarships in order to address the growth agenda and the challenges of Tennessee Promise: 

 

  • Created two new out-of-state scholarships:  Carter and Gilbreath
  • Implemented ETSU Promise Scholarship
  • Worked with Office of Residential Life to create new Housing Scholarship
  • Worked with Alumni Office to develop Legacy Scholarship for fall 2015
  • Worked with Academic Technology Services to develop new web page
  • Worked with Honors College to consolidate scholarship application deadlines
  • Developed new APS structure

 

Scholarship On-Line Search and Application

The Scholarship Office implemented an on-line search and application in 2009.  This system was completely upgraded by Office of Emerging Technology and replaced in 2015.  The critical deadline of October 1 required for implementation of the new system was achieved.  Approximately 3200 students submit an online application each year.   

 

SERS Grant

Part of collaboration with other campus offices to receive a SERS Grant for a second year in a row.  One of the activities of this year's grant involves an Alternative Spring Break to take students on a Civil Rights Tour.  The UAC Director is involved with writing and planning for Alternate Spring Break.  An advisor from the UAC served as facilitator and videographer for trip.

 

SSC

Staff members from Enrollment Services (Registrar, Technical Systems and Advisement) as well as Academic Affairs provide critical support to advisors in promoting student success. 

  • Changes in classroom locations to better accommodate participants with physical disabilities
  • Modifications to Intake Application Prescription Plan, Contact Information sheet, Monthly Report, and additional information fields to accommodate Department of Education APR format changes

 

Veterans Affairs

The goal of Veterans Affairs is to promote student success.  This is accomplished by managing and administering US Department of VA education benefits, assisting veterans and dependents through the transition from military to academic life and serving as advisor/liaison to advocate on campus and in the community.  A pro forma was developed in 2012 with the goal of doubling enrollment by 2017.  Enrollment grew from 262 in 2007 to 483 students in 2012.  Current enrollment is 507. 

 

 

Steps taken to achieve the pro forma goal include: 

 

  • Established Veterans Lounge in 2013
  • Filled all three critical manpower requirements in 2015 :  Director of Veterans Affairs, Coordinator and Secretary
  • Reviewed, implemented and executed a marketing strategy primarily focused on transitioning Active Duty, Guard/Reserve and dependents in TN, VA and NC; aired new TV commercial spot and two new longer promotional videos for web use
  • Revised the Pro Forma document to be used as a major budget decision tool in prioritizing tasks, allocating appropriate resources and measuring success factors
  • Assisted in securing the first-ever Active Duty U.S. Army Soldier into the Doctor of Public Health program, a 3-year controlled assignment
  • Increased Buc Hero scholarship to cover out-of-state costs for eligible participants
  • Awarded TN Veteran Reconnect Grant in August for $95,000 to  fund one full-time position focused on student retention and placement (i.e. internships/externships)
  • Listed in Victory Media (formerly G.I. Jobs) as a top 15-20% of Military Friendly Schools for the last seven years. 
  • Began work on the first-ever Veterans Affairs Strategic Plan to identify and communicate goals, supporting actions and resources. 

-          Develop and coordinate an action plan for granting in-state tuition rates to Active Duty military members and expand online programs to support these students.

-          Conducted an exhaustive review of the current marketing plan and implemented changes at the beginning of FY15/16

-          Established and implemented a robust continuity plan that meets all requirements while still furthering progress on major initiatives

-          Veterans Success and Veterans Standing Committees

 Welcome Center

The Welcome Center was housed in the D. P. Culp Center in 2006. In 2014, the Welcome Center was moved to a more visible location on State of Franklin (attached to the new parking garage).  In 2015, a Welcome Center Director was hired.  Additionally, the Office of Admissions assumed responsibility for the supervision of the campus-wide switchboard.   During this transition, the Office of Undergraduate Student Advisement and Scholarship Office were relocated to the ARC.

 

Welcome Tables

Enrollment Services coordinates volunteer tables across campus to provide information and assistance to students during the first two days of classes.  Faculty and staff members as well as retirees participate in this activity. 

 

Workflow

Workflow is a process within Banner that was implemented by the Registrar’s Office to automate grade changes and undergraduate change of majors in 2011. This provides a convenient and efficient method for advisors and faculty to submit change of majors and grade changes without completing paper forms or visiting the Records Office.  The Registrar’s Office implemented several Workflows used for course substitutions and course cancellation notices, to students in 2012.  Most recently, the Intent to Graduate and Transcript request notification (request received and sent) were added. 

 

 

Enrollment Services is represented on the following committees: 

Academic Council

Academic Program Review

Access to Success (A2S) Committee

Admissions and Readmissions Advisory Committee

Banner Advisory Committee

Buccaneer Bash

Classroom Utilization Advisory Committee

College Scheduler Customer Advisory Board

Commencement Committee

Data Standards Committee

Doctoral Screening Committee, Department of Educational Leadership and Policy Analysis

Dean’s Council

Developmental Studies Redesign Committee

Enhancing Revenue through Enrollment Growth Strategies Task Force

Federal Work Study Work Group

Financial Aid Continuous Improvement Team

Financial Aid / Financial Services / Enrollment Services Committee

General Education Advisory Council

Graduate Curriculum Committee

Information Technology Governance Committee

National Science Foundation Grant, Preparation of Data Driven Mathematical Scientists for the Workforce, co-directed with Ariel Cintron-Arias, Edith Seier, Jeff R. Knisley, Anant P. Godbole, funded 2014-2019. 

Non-Faculty Grievance Committee

ODS Implementation Team

One-Stop Shop Committee

Orientation Committee

Portal Advisory Committee

President’s Council

Quality Enhancement Plan (QEP) Leadership Team

Ready to Teach (R2T) Student Recruitment and Advisement Group

Registration Committee

Residency Classification Appeal Committee, Ex-Officio

Residential Curriculum Review Team

Scholarship Task Force

SACS Reaffirmation Site Visit Team

Student Success Collaborative (SSC/ EAB) Leadership Team

Strategic Planning Committee

Student Services Ad Hoc Council

Summer and Winter Session Advisory Committee

Technology Access Fee Committee

TN eCampus Curriculum Committee

TBR Enrollment Management Advisory Group

Transfer GPA Workgroup

Undergraduate Curriculum Committee

University Planning Committee

Veterans Affairs Standing Committee

Web Portal Implementation Team

Web Steering Sub-Committee, Homepage Redesign

 

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