Division of Enrollment Management Fiscal Year 2013 Budget Presentation Presented by: Kathleen Teehan...

Division of Enrollment ManagementFiscal Year 2013Budget Presentation

Presented by: Kathleen Teehan

Vice Chancellor for Enrollment Management

INTRODUCTION

VC Area Departments

Division of Enrollment Management is composed of:

•Office of Undergraduate Admissions

•Office of Financial Aid Services

•Office of the Registrar

•Office of Merit-based Scholarships

•Office of Enrollment Information Services

•Office of Veterans Affairs

•One Stop Student Center

•Office of Student Employment

•WUMB Radio

•Confucius Institute

Total full-time and part-time benefited employees: 100+

Enrollment Management Organizational Chart

ENROLLMENT MANAGEMENT RESPONSIBILITIES

ENROLLMENT MARKETING & PROSPECTIVE STUDENT MANAGEMENTRECRUITING AND ADMISSION, FRESHMAN AND TRANSFERINTERNATIONAL RECRUITING AND ADMISSIONSPECIAL PROGRAMS AND YIELD ACTIVITIESPARTNER IN ORIENTATION PROGRAMSDUAL ENROLLMENTTITLE III ACTIVITIES COURSE SCHEDULINGREGISTRATIONGRADES AND TRANSCRIPTSGRADUATIONIMAGINGFINANCIAL AIDSTUDENT EMPLOYMENT AND COLLEGE WORK STUDYMERIT SCHOLARSHIPS/HONORS PROGRAM RECRUITMENT & ADMISSIONVETERAN’S AFFAIRS, CERTIFICATIONS AND ENROLLMENT SUPPORTONE STOP INTEGRATED ENROLLMENT SERVICESWUMB RADIOCONFUCIUS INSTITUTE ACTIVITIES FOR THE UMASS SYSTEM

Employees in VC Area• Authorized, benefited positions: 97.69 (FTEs)

• Newly Granted Positions for FY12:

FY12 REVIEW

FY12 Revenue• Enrollment Management Service Fees

– ere…

Undergraduate Application fee (in-state and out-of-state) $60.00

Undergraduate Application fee (international) $100.00

Reactivation Fee $60.00

Non-degree Registration Fee $60.00

Registrar’s Service Fee $125.00

Non-degree Transcript Fee $10.00

Late Registration Fee $100.00

New Student Fee Deposit $200.00

End of Year Projections-Enrollment Management Service Fees

Enrollment Management Fees FY 12 Projections

Undergraduate Application fee (in-state and out of state)

$780,000.00 (which includes international and reactivation fees)

Undergraduate Application fee (international) Included in above

Reactivation Fee Included in above

Non-degree Registration Fee $79,000.00

Registrar’s Service Fee $670,000.00 (which includes non-degree transcript fee)

Non-degree Transcript Fee Included in above

Late Registration Fee $117,000.00

New Student Fee Deposit $111,000.00

FY12 Budget Reductions Accepted• Total Percentage of Overall Budget 0.13%

Total: 102,485.00

Dept. Fund Fund Detail Category Amount Percentage Explanation

Enrollment Marketing

51025 Curriculum Advertising $19,075.00 1 Reduced Advertising

Enrollment Marketing

51025 Curriculum Non-Capital IT Equipment

$10,900.00 1 Reduced Non-Capital Equipment

VC-Enrollment Management

51025 Curriculum Contracted Seasonal Employees

$15,260.00 1 Reduced Seasonal Employment

VC-Enrollment Management

51025 Curriculum Business Meetings

$16,350.00 1 Reduced Business Meetings

VC-Enrollment Management

51025 Curriculum Non-Capital Equipment

$10,900.00 1 Reduced Non-Capital Equipment

Welcome Home Fee Waiver

51025 Curriculum Waivers $30,000.00 1 Reduced Welcome Back Waivers

Total $102,485.00

FY12 Budget Reductions Accepted

Impact (Permanent Reductions)

• Reduced support for the WUMB’s Commonwealth Journal• Without the support from the Boston Globe, we eliminated our

spending on advertising and other associated costs for hosting the Media Matters

Conference• Reduced the number of hours our seasonal O3 students can work for the Division• Cut down the number of events we offer refreshments for guests• With the Replace Program on the horizon, we reduced our budget for new desktop

computers and laptops

• Welcome Home allocation adjusted to align with new GI Bill benefits

FY12 Increase in VC Area ActivityNew initiatives in FY12 without any additional fundingAcalog, electronic versions of our undergraduate and graduate catalogsImaging project underway in Undergraduate AdmissionsSunapsis, international interface projectNew undergraduate web applicationDegree Audit upgradeStart on track, stay on track planning for course schedulingEnrollment pathway program in Vietnam, University of Social Sciences and HumanitiesEnrollment pathway program in South Korea, The Academy at Harvard SquareRestructured and enhanced Welcome Day program to accommodate a

growing number of students and guestsAnalysis for reconfiguring office space in Registrars and Financial Aid in response

to an audit findingGainful EmploymentNet Price CalculatorRecertification of the Federal Program Participation Agreement

FY13 BUDGET OVERVIEW

FY12 Base Budget Compared to FY13 Targeted Budget After Reductions

• FY12 Base Budget: $24,904,674.00

(minus restricted funds)

Fee Waiver                                         $15,658,215.00

Welcome Home Fee Waiver       $  70,000.00

Talent Scholarships                         $    406,274.00

Boston City Scholars                       $      70,000.00

Base Budget minus Restricted Funds: $8,700,185.00

Total Reduction Amount : $435,009.25

FY13 BUDGET REDUCTION PROPOSAL

FY13 Budget Reduction Proposal

Department Current Fiscal YearBudget

Request/JustificationDetail

Enrollment Marketing $23,980.00 Reduce advertising

Undergraduate Admissions, Enrollment Mgt., Financial Aid,One Stop and Registrars

$376,590.82 Layoff a total of 7 benefited positions

Registrar’s office $30,000 Back fill the Assoc. Registrar position at a lower salary, as a result of a retirement

Registrar’s office $4,000 Convert a classified staff position into an entry professional position, as a result of a retirement

Total $434,570.82

FY13 Budget Reduction Proposal

• Anticipated Impact:

Reduce our advertising campaign for Open House, which could impact the attendance Slower front line service and processing in Enrollment Management,

Student Employment, Financial Aid, Undergraduate Admissions, Registrars and the

One Stop Longer response time for answering inquiries Slower service to students in the One Stop Service area especially during peak times Longer response time for answering Financial Aid inquires and managing incoming calls Reduced assistance with finding employment opportunities for students

Including any impact on other VC Areas These impacts would reduce our support to many departments including

Bursar, Academic Advising, Student Affairs and Campus Services

FY13 NEW STRATEGIC REQUESTS

FY13 New Strategic Requests

* For FY 13, the additional 1.5 million request for Financial Aid fee waiver is included in the Strategic Plan/ Growth Report. (the FY13 fee waiver allocation, according to FAST, already includes an additional $788,912 to the base budget)

FY13 New Strategic RequestsAny Additional Information including impact on other VC Areas

Support web maintenance, personalized prospect and applicant communication,

better manage interface with PeopleSoft Recruitment and Admissions Provide assistance with web development and updates and assist with

the planning and development of ACALOG Assist with marketing materials and provide faster response time for editing and design Assist Academic Advising and colleges with improved planning and

scheduling analytics and communication of start on track, stay on track

messaging

Outlined Space Plan to accompany New Strategic Request

A total of 6 space requests were submitted in FY12:

•Enrollment Management & Student Affairs 4th floor reconfiguration to address security•Financial Aid•Enrollment Marketing•Veterans Affairs•Confucius Institute•WUMB

FY13 New Strategic Requests

• Top 3, Ranked in Order

1. Senior Project and Communications Manager

2. Asst. Registrar for Systems Analysis and Reporting

3. CRM Service Specialist

Increases in Enrollment Activity

AY 07-08 AY 11-12 % Increase

UG Admissions Applications (fall & spring) 11,398 15,793 38.55%

Enrolled New Undergraduates (fall & spring) 3,488 4,005 14.82%

Total Enrollment (fall only) 13,433 15,741 17.18%

Fall 2013 undergraduate applications are up 6.8%

Undergraduate acceptances are up 4%

Deposits for new undergraduates are up 2.5%

Projected enrollment at 16,276 or an additional 3.0%

Division of Enrollment Management

Thank you,Kathleen Teehan, Vice Chancellor for Enrollment Management

Lisa Johnson, Associate Vice Chancellor for Enrollment Management

Michael Todorsky, Director of Administration and Finance

David Cesario, Registrar

Judy Keyes, Director of Financial Aid

Kelly McLaughlin, Scholarship Coordinator

Mike Pollard, Associate Registrar

Pat Monteith, WUMB General Manager