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Joanne T. CeresDirector of Enrollment
Management & RegistrarPitt Community College
Converting Applicants to Students:
Keep in Touch Using Communications Management
• Welcome Packet sent to all new students when application was processed
• Problem: No follow-up, no further contact until time for registration
• Problem: Information Overload
• Problem: Too generic, not tailored to specific needs
Advisor List
Transcript Request
Important Dates
Program Brochures
Registration Information
Information Packet
• All information sent in one packet
• Ability to personalize correspondence
• You control the timing of mailings either with the “days” function or with “send by” option
• Allows you to continuously keep in contact with prospects, keeping your institution’s name in the forefront
• Keeps a history, so you can measure the effectiveness of each piece sent
• Formed in Fall 2006 in response to declining enrollment in Spring 2006
•Academic areas•Student Development services•Admissions•Distance Learning•Other areas as needed
Representation From Across Campus:
Define what communication tracks are needed
Decide which specific materials need to go to all students and which will go to targeted populations
Determine optimum timing for receiving materials
1. Review existing Welcome Packet to see what was currently being sent
2. Re-design initial welcome letter
3. Form sub-committees to do the work
Review the generic documents currently included in the welcome packets and make suggestions for changes and/or
additions to these materials
Welcome Packet
Registration Information
Important
Dates
Advisor List
Transcript requests
Program Brochures
Review the generic documents currently included in the welcome packets and make suggestions for changes and/or additions to these materials
Office of Admissions & Records P.O. Drawer 7007 Greenville, NC 27835 252-493-7232 www.pittcc.edu September 26, 2008 «Firstname» «Middlename» «Lastname» «Addresslines1» «Addresslines2» «City», «State» «Zip» Dear «Prefix» «Lastname»: I am pleased to inform you that you have been accepted into Pitt Community College! We are glad you have chosen Pitt Community College to continue or pursue your educational goals. Please note your enrollment information below: Student ID Number: «Id» Major: «XPersonAcpgTitle» Advisor: «XPstAdvisorName» Advisor Phone: (252) 493-«XsPstAdvisorPhone» Tuition Rate: «XPstResStatus» STATE In order to complete the admissions process, the office of the Registrar will need official high school/college transcripts for all students. Note that you may not pass the prerequisite check for registration in certain courses if your transcripts are not received and posted before the next registration period. If you have NOT already requested transcripts to be sent to the Office of the Registrar, please use the enclosed form to make your request. Student copies of transcripts cannot be accepted as official documents. You will be receiving additional information in separate mailings. If you haven’t already done so, you should speak with an admissions counselor at (252) 493-7245 to discuss your educational goals and the next step of the admissions process. If you have a need for a disability-related accommodation, please contact Disability Services at (252-493-7294. Questions about the information above? Please call the Office of the Registrar at (252) 493-7232. Welcome to Pitt Community College – Home of the Bulldogs! Joanne T. Ceres Director of Enrollment Management & Registrar Enclosures
Make recommendations regarding the initial communication with students who have been accepted or readmitted
• Determine what materials students need to receive about available services on campus such as financial aid, distance learning, weekend college, disability services, career services, etc
• Make recommendations as to when and how students should receive this info.
Three distinct Welcome Letters should be designed
A letter to Health Science students placed into AGE
A letter for University Transfer students
Generic letter for all other students
Eventually a 4th track for Business Division students was added
Three tracks were set up to include the 3 types of welcome letters
Admissions workflow chart currently in use by Admissions Counseling should be re-designed and included in initial mailing
Advisor contact information should be incorporated into each welcome letter to eliminate need for separate contact sheet
Transcript Request forms should be included in 1st mailing
Mailings in each track should correspond with the steps outlined in the Admissions flowchart.
14 days after welcome letter
Personalized welcome letter with advisor info, admissions flowchart
Upon receipt of admissions application
Financial aid step-by-step
Placement testing info
7 days after welcome letter
2nd Letter
1st Letter
3rd Letter
60 days after welcome letter
Campus Cruiser mailing
21 days after welcome letter
President’s letter
Advising letter (separate letters for AGE, University Transfer, Business)
45 days after welcome letter
5th Letter
4th Letter
6th Letter
Registration information
2 weeks before Priority Registration
Services Piece
90 days after welcome
8th Letter
Final Letter
7th Letter
Enrollment has increased every term since CM has been implemented
— Fall 2008 showed a 9.48% increase in headcount from Fall 2007
The number of no-show students has decreased by 2% from Fall 2007 to Fall 2008
Smoother admissions & registration processes
Change of major notification
Letter to prospective graduates
Instructions to Learn & Earn applicants
Letter to Dual Enrolled students who have graduated
Address changes (out-of-state students)
Awarding of articulated credit
Registrar’s Office
Personalized follow-up letters from Admissions Counselors & Recruiters
Letter to prospects when SAT or placement test scores are received without an application
Congratulatory letter to GED/AHS grads with info about curriculum programs
Recruitment
Build a Recruitment track incorporating communication with parents for high school students
Incorporate email communications into existing tracks to reduce postage costs
Do more data mining of historical files to build forecast models