At ITT it is an unwritten (or maybe even written?) policy that a student visiting for the first time MUST complete a FAFSA (Free Application for Federal Student Aid (FAFSA). All students interested in financial aid for college will need to complete this form). First-time visiting student prospects are not supposed to be "allowed" to leave the building without completing FAFSA or getting an exception to this approved by management. Otherwise, the "admissions rep" will be "chewed out", glared at, or heatedly questioned for not following procedure.
Every single call must be logged into an antique dos-style database, so HQ can know what every rep and chair is doing to call students to enroll or reenter.
HQ has reentry conference calls every week with every single campus, to badger or put pressure on each campus to get students. Missing a call is a bad move.
HQ has additional special weekly calls for identified campuses that came up short in the previous quarter...to put on even more pressure--this would also include all the chairs.
ACADEMIC Chairs are required to schedule multiple phonathons every term to badger students into reentering the programs. They are required to spend at least 10 hours every week on such calls.
Here is actual text from a ITT reentry document:
The next Reentry Quarter Activity
Window, to be discussed later, provides increasing activity levels to
ensure the School Chair achieves desired and planned results.
Director and Dean should partner on initial rollout and understand the model
and functionality. Work the model together to move through the process prior
to any rollout. The more you know about the Reentry Plan vs. Actual, the more
you will be able to work through and bridge any differences or hesitation in the
usage by the School Chair. By working the model, you too will be able to coach
and role‐play as you begin to see potential irregularities in activity standards as
the School Chairs move throughout the quarter activity weeks (the within the
Quarter Activity Window). If difficulty or resistance within the concept, work
with each School Chair independently vs. collectively. It is easier to address items
when it is one‐on‐one than a collective group.
Ensure you have a process that supports the Reentry Plan when potential
Reentries come to school and meet with a School Chair. Does the School Chair
personally take them to Finance or does the potential reentry walk to the
department? Do they work on an open calendar system (Finance FAA’s and
School Chairs) to review the reentries status and disposition? Is the
communication fluid with check and balances on follow‐up calling and
appointment reminders and needed materials?
Write down areas of hesitancy and work independently (Dean) with any objections or
issues to ensure buy‐in with the School Chair.
Dean should meet with School Chairs on their Reentry Plan and within
that week agree on the Reentry Plan and events identified (phonathons
ect) that support the Plan.
Dean should work with DOR to coincide some group
interdepartmental phonathons between Academic School Chairs
and Representatives. School Chairs simply seeing and hearing the
occurrence and the level of motivation can be helpful. Unlike the
Recruitment Representatives, the School Chairs should have a
background of their respective reentry and an ability to approach
it slightly differently. Dean and Director should “manage by
observation” during this time and one should sit in the
phonathons listening to the content of their School Chairs for
potential coaching / role‐playing opportunities.
Example: Large amount of Dials and Contact rates but poor
Scheduling may warrant specific coaching opportunities in the
scheduling process and their approach.
Example: Appropriate Contacts and Schedule volume but poor
Conducts may indentify inadequate follow‐up or reviewing the
content of what is being communicated. Am I stressing the
importance and urgency of the appointment? Am I following up
the day before as a reminder? Do I leave the caller after the
scheduling, “see you on Friday and if you can’t make it just give
me a call to reschedule” vs. “Johnny, can you arrive about 15
minutes early on Friday so I can show you some exciting options
I’ve created in your class schedule to get you back on‐track”.
Dean should meet weekly with Director (if standing meeting already
exists) to fold in the Reentry Plan vs. Actual model. The Dean should have
the updated School Chair Quarter Activity Window (tab 2) from each
School Chair to review. Discussion should take place on current activity
and any variance or acceleration opportunities in the Quarter Activity
Window (tab 2) or process. Strategies on coaching and role‐playing
should be dealt with to support the School Chairs’ effort
Chairs
should present “negative variances” (off‐track of Reentry Plan) in Reentry
Quarterly Activity Sheet (tab 3) to Director and Dean in a formal meeting
each week. Dean and Director determine who will attend based on
current performance and issues outstanding that are impacting Target (T)
or Stretch (S) goals. Role playing should be conducted by Director / Dean
to flush out opportunities and what the Chair will do to get back on track
/ above pace to Reentry Plan.