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Admissions University of Hawai`i at Hilo Division of Student Affairs

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DIVISION OF STUDENT AFFAIRS
2012-14 Biennium Period Report
Unit Name: ____________________________________________________________________
Unit Manager: _____________________________________ Date Compiled: _______________
PART A: Please provide 1-2 significant or major examples of how your unit’s activities,
programs, services, etc., substantively/meaningfully contributed to achieving each of the
following: (a) the Division of Student Affairs strategic plan implementation matrix
(http://hilo.hawaii.edu/uhh/vcsa/documents/UHHiloDSA2011-
15StrategicPlanImplementationMatrix.pdf); (b) UH Hilo’s strategic priorities
(http://hilo.hawaii.edu/strategicplan/); and/or (c) the UH System’s strategic priorities
(http://www.hawaii.edu/ovppp/uhplan/)? Please be sure to identify/reference specific
priorities and provide specific examples and sufficient detail.
1 | Page
Admissions Office
Mahealani Jones
6/10/2014
VCSA Strategic Plan Priority Action 1.2, Supporting Action 6.5: Enhance our visibility by
investing in varied and effective strategic marketing and promotion that showcase UH
Hilo....and Priority Action 4.3: Implement a comprehensive plan to cultivate, sustain and
reflect diversity in the academic and social activities of UH Hilo....Ensure UH Hilo
addresses the unique responsibilities of the state to students of Native Hawaiian
ancestry;
UH Hilo's Strategic Plan Goal 4: Cultivate, sustain and reflect a diverse, multicultural
university that is rooted in the indigenous history of Hawai'i;
and the UH System Strategic Plan, Objective 2: ...give admission preference to qualified
residents, increase and support the participation of underrepresented populations.....
Through a Gear Up grant, the Admissions Office initiated outreach visits composed of a
team of one faculty member from Ka Haka 'Ula O Ke'elikolani, one student from Ka Haka
'Ula, and one Admissions representative to present at select Gear Up and non-Gear Up
schools' Hawaiian language and culture classes around the state. Students in these
classes are typically, though not only, of Native Hawaiian ancestry. Opportunities and
advantages of enrolling in UH Hilo's Ka Haka 'Ula Hawaiian Studies major were
presented, along with careers that previous graduates of the program have entered. The
majority of the time was assigned to the student representative, who spoke about his/her
experiences as a student in the College, and the impact the study of Hawaiian language
has had on his/her life, family, and community.
School visits were made in March, 2014. Students who attended the outreach sessions
were in grades 9-12 (and varied at each school).
As of 6/4/2014, at least 9 students we visited applied and have been accepted. There
may be more, but a list of names was not available from all the schools visited. Since
our visits were late in the application cycle, it is not clear if our visits impacted students'
decisions to choose UH Hilo.
The schools we did not have time to visit in Spring 2014 will be visited in Fall 2014. An
additional request will be added to this year's grant proposal, to fund one Ka Haka 'Ula
faculty to travel to Maui and O'ahu to administer the language proficiency test for
students intending to enroll in Hawaiian language classes. We learned that UH Manoa
offers this service, and know that students will appreciate that we also give them the
opportunity to know their placement earlier. This is also an advantage to UH Hilo staff
who build the First Year Schedules for freshmen. It is hoped that these efforts will create
a greater impact on enrollment for next year's students at UH Hilo.
We also plan to include CoBE in this kind of creative outreach, pending Gear Up
approval.
PART B: Please list and describe your unit’s 2-3 priority areas for focus to improve outcomes
or enhance positive impact for students or the constituents your serve. How will you know if
you have achieved your desired outcome or impact? Note that both quantitative and
qualitative measures are acceptable.
2 | Page
The number one priority is to send out acceptance letters in a more timely way. We want
students to hear from UH Hilo first, providing them early access to the best financial aid
package and housing opportunities.
Evaluation will be done by assessing frequency of letters printed and mailed out, and
Transfer Credit Evaluations completed and sent to accepted students.
The second priority is to create even better relationships and more frequent visits with
high school students and counselors in the state. We are planning a counselor visit this
fall to present new academic opportunities, to show our new buildings and to introduce
counselors to the vast network of supports in place for their students. We plan to have
them complete evaluations following the visit to measure what they knew before and
after this event.
The second (and perhaps more important) strategy to improve relationships with local
high school counselors is to enhance Admissions counselors' contacts with the high
schools. Visits to high schools include: 1) the initial presentation in the fall, with follow up
visits: 2) Decision on the Spot (where students sign up with their counselor to meet with
an Admissions counselor, their applications and application fee are complete, and
transcripts are available for review by the Admissions Counselor), and 3) What's Next,
the presentation that helps students understand the steps they need to take as they
complete high school and prepare to enter college. Ideally, the Admissions staff will be
stabilized, so that there are enough counselors to perform these outreach tasks as well
as all the other functions assigned to the office.
PART C: How are you reallocating your fiscal, human, facility, technology and other resources
to support your priorities?
PART D: What strategies have you implemented, if any, to either increase efficiency and
productivity in your unit, reduce waste and unnecessary cost, and/or increase your access to
alternative funding sources, including extramural funding? What new strategies do you have
planned in the coming year?
PART E: So that we can better plan and prepare for future UH System biennial budget and
supplemental budget requests, please indicate your most urgent resource needs (e.g.,
human, fiscal, facility, etc.) in the next several years and provide an estimate of the annual
recurring funds required, i.e., base dollars, and justification for the need.
3 | Page
See PART D.
We have implemented a team approach with clerical staff serving as team leaders and
students assigned to specific teams. This provides leadership opportunities for clerical
staff, and back up for essential office functions. Our student staff is smaller than usual,
so it is not a perfect solution. We plan to increase cross training among all staff, in
particular the functions of the clerical staff, but to include some counselor staff cross
training in the clerical tasks as well.
As mentioned previously, a Gear up grant was written and funded in 2013-2014.
Expansion of this grant will be submitted in July 2014 for the 2014-2015 academic year,
to support college/Admissions staff outreach efforts, and to support the on-campus high
school counselor visit.
Our most urgent need is in the area of staffing to be able to complete all the myriad tasks
assigned to the Admissions Office, including allowing us to develop solid relationships
and recruit at highs schools, attend college fairs, conduct campus visits, communicate
via various methods in a timely way with applicants, evaluate and process applications
and notify students of their acceptance. Previously, the Admissions Office had 7 student
workers. We currently have only 5 Federal Work Study students and recently gained
one G-funded student.
We have only 4 full time counselors, (one of whom manages high schools on O'ahu and
one of whom is currently performing administrative tasks), which is not enough to
complete the professional tasks in the office. To build and maintain good relationships
with high school counselors, conduct high school and college fair visits, process
application decisions including Transfer Credit Evaluations, return to high schools for
follow-up informational sessions, answer questions from prospective and accepted
students in person, by phone and email, provide counseling in relation to transitioning to
UH Hilo, plan and host on-campus events, and perform other duties as assigned, a
permanent professional staff of at least 5 counselors, not counting the supervisor is
needed. To focus more on recruitment than we already have done would require 6
professional staff. It also appears that there is enough work on O'ahu to justify 2 full-time
counselors on that island, as the current counselor is not able to service the 4 community
colleges there in the most effective way. A second counselor there could help with
outreach to Maui, Lana'i, Moloka'i and Kaua'i, should a position be funded, thus
providing those islands with more a more consistent presence of UH Hilo in those
communities.
We will also need to replace one office computer and the 2 laptop computers used for
high school and other presentations. These are all Windows XE whose support has
been terminated.
PART F: (if applicable) Please describe at least one learning outcome that you intended to
achieve for students who interface/interact with your unit’s functions, programs, and/or
services for the coming year. How will you measure student learning relative to this
outcome? (For units who are exempt, please note what efforts you made to assess program
outcomes, e.g., conduct self-study using CAS standards. Units may conduct both learning and
program assessment.)
PART G: How can the Office of the Vice Chancellor for Student Affairs better assist with or
support your unit’s mission, goals, priorities, etc.? Examples might include helping to
change/update a policy, establishing a pathway for better communication with another unit
on campus, receiving information about a particular issue, etc.
PART H: Are their additional comments or information you wish to provide? List attachments
included with your submission.
Please submit report electronically to your cluster leader (if applicable) with copy to the VCSA by
Friday, June 20th at 5:00 PM HST. Additional sheets may be attached. All reports will be posted online.
4 | Page
Since the Admissions Office is typically the first contact people have with UH Hilo, it is
imperative that we have current information about all aspects of the university, including
academic and non-academic programs, events, deadlines, etc.
Of particular importance is cooperation between the Housing Office and Admissions,
since students often make college decisions based on early, confirmed availability of
dorm space on campus. It would help UH Hilo and potential students if admissions,
financial aid and housing applications were more aligned in relation to availability, and as
regards priority deadlines. Many, if not most students wait until they have received word
of both their financial aid package and housing placement before deciding to attend a
college. Since the national College Decision Day is May 1, UH Hilo would be in the best
position to enroll the students we've accepted if housing placements were sent out in
March and April, well in advance of the May 1 decision date.
Of equal importance is to know any changes/additions/deletions from the academic side
of the house, so that the Admissions staff can accurately speak about UH Hilo programs
to potential students. A better conduit for transmission of information would help in this
area.
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