Admissions and Records Assessment Plan

MISSION STATEMENT: 

We support students, from inquiry through graduation, and share with them the information and tools they need to successfully navigate COCC's enrollment services in order to achieve their academic goals. 

GOALS LEARNING OUTCOMES MEASUREMENT TOOLS & TIMELINES

Goal 1. Be known to students, staff, faculty and community members as the place to go for accurate and friendly answers to their questions about COCC and its services.    

1.1  Students, staff and faculty will be able to articulate that the service they receive from the Admissions and Records Office meets or exceeds expectations CCSSE data (every three years)

   
Goal 2.  Provide responsive and proactive service to raise awareness among our constituent groups of available resources, COCC policies and procedures, and "next steps" for achieving their desired result.   2.1  Prospective and current students will know how to find information about COCC's policies and procedures and student-related deadlines. CCSSE data (every three years)
Focus groups

Goal 3.  Maintain responsible recordkeeping practices regarding student academic and fiscal records.   3.1  Student records will be maintained according to state and federal guidelines. 

Internal self audit and FERPA guidebook self audit (annual)
3.2  Student financial accounts will be maintained according to current accounting principles and with a high degree of accuracy.   External financial audit (biannual) 

 

Admissions & Records:   Summary of Assessment Findings & Actions Taken

Summary of Assessment Findings

Goal 1 and 2
Results from COCC's Graduate Survey show high levels of student satisfaction with admissions and records/registration activities:

  • 81.3% of respondents indicated they were "satisfied" or "very satisfied" with the admissions/entry procedures, noting that 14% responded as neutral  (COCC Graduate Survey, 6h);
  • 83.8% indicated they were "satisfied" or "very satisfied" regarding the accuracy of information received in Enrollment Services (COCC Graduate Survey, 6j); and
  • 91.3% indicated they were "satisfied" or "very satisfied" regarding the ease of finding information on admissions and registration policies, processes, dates, and deadlines (COCC Graduate Survey, 10c).

While the Graduate Survey is helpful in painting a general picture regarding student satisfaction with Admissions & Records, staff feel the questions are too generic in nature and do not provide specific feedback needed to tailor services and adequately gauge customer service.  The SENSE Survey and/or a customized Student Services Survey (see "In Development" section) may address more specific needs.

Goal 3
COCC's Director of Admissions/Registrar conducts a self-audit regarding students records and FERPA compliance using the AACRAO FERPA Guide.  While the College is in compliance with privacy of student records aspect of FERPA, a need to develop training applicable for all employee groups emerged.

COCC's "one-stop" center reports to the Admissions & Records Office and includes customer service for general College reception, admissions, registration, financial aid and cashiering.  Because of the cashiering/bursar function, the Admissions & Records Office is included an area reviewed via COCC's annual fiscal audit.  The audit is conducted by an outside firm who is selected by COCC's Board of Directors via a competitive bid process.  Each of the last several years' audits had no findings or areas of concern.

Summary of Actions Taken

Because the data regarding goals one and two is vague, it is difficult to pinpoint specific actions taken as a result of this data.  However, based on other feedback from students, the Admissions and Records Office implemented and/or participated in the implementation of several projects, all of which included a goal of increasing student satisfaction with and access to needed services.  These initiatives also support the accreditation core themes of transfer and articulation, workforce development and basic skills, as well as the Board priorities of access, success and institutional viability.  Examples of initiatives include:

  • Expansion of enrollment-related services (admissions, registration, financial aid and cashiering) to include evening and occasional weekend hours at the Redmond campus for appropriate services
  • Implementation of GradTracks, a real-time, interactive degree audit and planning tool
  • Implementation of transfer course articulation so that all transfer courses can be appropriately used in degree planning
  • Implementation of automated refund process, allowing students more ready access to needed financial resources
  • Implementation of new credit registration structure which allows certificate or degree seeking students the opportunity to register prior to non-certificate or degree students
  • Implementation of automatic waitlist feature which automatically moves a student from the wait list to registered status should a seat become available
  • Aligned requirements for the Associate of Arts - Oregon Transfer (AAOT) degree, AP testing scores and IB grades to be the same as used in all of Oregon's community colleges

In addition to the above initiatives, the Admissions & Records Office is exploring best practices in delivering FERPA training for all employees.  At first blush, it appears an interactive, online training may be the best tool.  Staff will further explore options and plans to have a model in place by the end of the 2012-13 academic year.  In the meantime, a statement regarding ability to comply with FERPA requirements is included in all appropriate job descriptions for vacant positions and in-person training is provided to all new full-time faculty, part-time faculty, Student Services staff and other positions which may have ready access to student information.

Assessment Work in Development

The Student Services Division is currently reviewing the best methods to solicit feedback on division-wide needs, albeit through the SENSE Survey (scheduled to be administered at COCC for the first time in fall 2012), a Student Services-specific survey or Student Services-specific focus group. This will allow the Division to holistically evaluate progress towards individual department outcomes, without inundating students with multiple surveys or requests for information. For the Admissions & Records Department, this will specifically help with outcomes 1.1 and 2.1.

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