Category: Enrollment

  • Hundreds Waitlisted for Pre-K in South Carolina Despite Thousands of Open Seats – The 74

    Hundreds Waitlisted for Pre-K in South Carolina Despite Thousands of Open Seats – The 74


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    COLUMBIA — Hundreds of 4-year-olds across South Carolina are on waitlists to access state-funded preschool programs, even though there are thousands of open seats, according to a report presented Monday to the state Education Oversight Committee.

    The state funds a dual system of full-day kindergarten for 4-year-olds deemed “at risk.” Students are eligible under state law if they qualify for Medicaid or free or reduced-price meals, or if they are homeless, in foster care or show developmental delays. Many public school districts use local property tax dollars to expand that eligibility.

    The state Department of Education oversees programs in public schools, while First Steps, a separate state agency, oversees state-funded classes in approved private schools and child care centers.

    As of November, 400 4-year-olds were waiting for spots to open up to enroll at their local public school. At the same time, First Steps 4K reported more than 2,300 open seats, often in the same counties as the districts with the longest waitlists, according to the report.

    “It’s just a matter of finding an open seat for a child on a waitlist or finding an eligible child for the open seat,” said Jenny May, a committee researcher who presented the report.

    Because 4K is a one-year program, students who are on the waitlist are unlikely to end up in a preschool program before starting kindergarten. Children need at least 120 days of preschool to prepare, so even if a slot happens to open up toward the end of the school year, they will start kindergarten less ready than other 5-year-olds, according to the study.

    It’s not clear why some 4-year-olds are on a waiting list for a public school when vacancies exist in private programs, May said.

    In some cases, the issue could be that another preschool program isn’t available nearby. The four counties with the longest waitlists — Lexington, Anderson, Berkeley and Newberry — all have at least one First Steps 4K program with availability, according to the report. However, that doesn’t account for potential cross-county drives.

    Other parents may not know that other options are available, May said. Having a person designated to help direct parents to other preschool options, such as the nearest First Steps 4K program with open seats, could help reduce that waitlist, May said.

    “It’s likely that if we had a more efficient process, we could serve most of the 400 kids on a waitlist on one of the First Steps seats,” May said.

    The state already has several websites meant to help parents figure out what programs they’re eligible for and how to enroll. Palmetto Pre-K, launched in 2020, tells parents whether they’re eligible for state-funded preschool programs. First Five SC does the same but includes all early childhood programs with federal or state funding.

    But having a person parents can call, or who can reach out to families with children on waitlists, could help reach some parents who might not know about the websites or have other concerns, the study suggests. That person, who the committee dubbed a 4K navigator, could then talk parents through the differences in programs, find available seats and answer any other questions parents might have, researchers said.

    First Steps 4K has a similar program, in which applicants are directed to a central phone line or website that helps parents find the right fit for their child. That has helped prevent First Steps from having its own waitlist, May said. The 4K navigators, who the study suggested trying out in areas with the largest waitlists first, would have a broader knowledge of pre-K programs, the report said.

    If a school district has a persistent waitlist of more than 20 students, that suggests the population has risen in that area, and state officials should consider giving the district more funding to create enough slots for those students, the report suggested.

    The waitlisted students represent less than 1% of students who are eligible for the program but not enrolled. More than 18,000 4-year-olds, or about 55% of all eligible, are living in poverty but not enrolled in a 4K program, according to the report.

    That’s a decrease from the 2022-2024 school year, when 60% of eligible students were not enrolled in districts. Still, it’s not enough, May said.

    Even if every student on a waitlist enrolled in one of the available spots, programs would have space left over to take on at least 1,900 more students, according to the report. That suggests there are barriers other than program space keeping parents from enrolling their students in state-funded preschool, May said.

    In many cases, the problem might be that parents don’t know about 4K programs or their benefits, May said. The state should put more funding and effort into outreach to help those students, the report suggests.

    Data shows preschool programs are highly beneficial, helping students learn skills in reading, math and socialization, studies have found. According to the report, at-risk students who attended a state-funded pre-K program were more likely to be prepared for school than their counterparts who didn’t, according to the report.

    “So, we want those students who are eligible and not served to be able to access it, and we definitely want those students who are on a waitlist to be able to access the program,” said Dana Yow, executive director of the committee.

    SC Daily Gazette is part of States Newsroom, a nonprofit news network supported by grants and a coalition of donors as a 501c(3) public charity. SC Daily Gazette maintains editorial independence. Contact Editor Seanna Adcox for questions: info@scdailygazette.com.


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  • AI Runs on Data — And Higher Ed Is Running on Empty

    AI Runs on Data — And Higher Ed Is Running on Empty

    Let’s cut to it: Higher ed is sprinting toward the AI revolution with its shoelaces untied.

    Presidents are in boardrooms making bold declarations. Provosts are throwing out buzzwords like “machine learning” and “predictive modeling.” Enrollment and marketing teams are eager to automate personalization, deploy chatbots, and rewrite campaigns using tools like ChatGPT.

    The energy is real. The urgency is understandable. But there’s an uncomfortable truth institutions need to face: You’re not ready.

    Not because you’re not visionary. Not because your teams aren’t capable. But because your data is a disaster.

    AI is not an easy button

    Somewhere along the way, higher ed started treating AI like a miracle shortcut — a shiny object that could revolutionize enrollment, retention, and student services overnight.

    But AI isn’t a magic wand. It’s more like a magnifying glass, exposing what’s underneath.

    If your systems are fragmented, your records are outdated, and your departments are still hoarding spreadsheets like it’s 1999, AI will only scale the chaos. It won’t save you – it’ll just amplify your problems.

    When AI goes sideways

    Take the California State University system. They announced their ambition to become the nation’s first AI-powered public university system. But after the headlines faded, faculty across the system were left with more questions than answers. Where was the strategy? Who was in charge? What’s the plan?

    The disconnect between vision and infrastructure was glaring.

    Elsewhere, institutions have already bolted AI tools onto outdated systems, without first doing the foundational work. The result? Predictive models that misidentify which students are at risk. Dashboards that contradict themselves. Chatbots that confuse students more than they support them.

    This isn’t an AI failure. It’s a data hygiene failure.

    You don’t need hype — You need hygiene

    Before your institution invests another dollar in AI, ask these real questions:

    • Do we trust the accuracy of our enrollment, academic, and financial data?
    • Are we still manually wrangling CSVs each month just to build reports?
    • Do our systems speak the same language, or are they siloed and outdated?
    • Is our data governance robust enough to ensure privacy, security, and usefulness?
    • Have we invested in the unglamorous but essential work (e.g., integration pipelines, metadata management, and cross-functional alignment)?

    If the answer is “not yet,” then congratulations — you’ve found your starting point. That’s your AI strategy.

    Because institutions that are succeeding with AI, like Ivy Tech Community College, didn’t chase the trend. They built the infrastructure. They did the work. They cleaned up first.

    What true AI readiness looks like (a not-so-subtle sales pitch)

    Let’s be honest: there’s no shortage of vendors selling the AI dream right now. Slick demos, lofty promises, flashy outcomes. But most of them are missing the part that actually matters — a real, proven plan to get from vision to execution.

    This is where Collegis is different. We don’t just sell transformation. We deliver it. Our approach is grounded in decades of experience, built for higher ed, and designed to scale.

    Here’s how we help institutions clean up the mess and build a foundation that makes AI actually work:

    Connected Core®: Your data’s new best friend

    Our proprietary Connected Core solution connects systems, eliminates silos, and creates a single source of truth. It’s the backbone of innovation — powering everything from recruitment to reporting with real-time, reliable data.

    Strategy + AI alignment: Tech that knows where it’s going

    We don’t just implement tools. We align technology to your mission, operational goals, and student success strategy. And we help you implement AI ethically, with governance frameworks that prioritize transparency and accountability.

    Analytics that drive action

    We transform raw data into real insights. From integration and warehousing to dashboards and predictive models, we help institutions interpret what’s really happening — and act on it with confidence.

    Smarter resource utilization

    We help you reimagine how your institution operates. By identifying inefficiencies and eliminating redundancies, we create more agile, collaborative workflows that maximize impact across departments.

    Boosted conversion and retention

    Our solutions enable personalized student engagement, supporting the full lifecycle from inquiry to graduation. That means better conversion rates, stronger persistence, and improved outcomes.

    AI wins when the infrastructure works

    Clean data isn’t a project — it’s a prerequisite. It’s the thing that makes AI more than a buzzword. More than a dashboard. It’s what turns hype into help.

    And when you get it right, the impact is transformational.

    “The level of data mastery and internal talent at Collegis is some of the best-in-class we’ve seen in the EdTech market. When you pair that with Google Cloud’s cutting-edge AI innovation and application development, you get a partnership that can enable transformation not only at the institutional level but within the higher education category at large.”

    — Brad Hoffman, Director, State & Local Government and Higher Education, Google

    There are no shortcuts to smart AI

    AI can only be as effective as the foundation it’s built on. Until your systems are aligned and your data is trustworthy, you’re not ready to scale innovation.

    If you want AI to work for your institution — really work — it starts with getting your data house in order. Let’s build something that lasts. Something that works. Something that’s ready.

    Curious what that looks like? Let’s talk. We’ll help you map out a real, achievable foundation for AI in higher ed.

    You stuck with me to the end? I like you already! Let’s keep the momentum going. If your wheels are turning and you’re wondering where to start, our Napkin Sketch session might be the perfect next step. It’s a fast, collaborative way to map out your biggest data and tech challenges—no pressure, no sales pitch, just a conversation. Check it out!

    Innovation Starts Here

    Higher ed is evolving — don’t get left behind. Explore how Collegis can help your institution thrive.

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  • How a Napkin Sketch Can Unlock Higher Ed Innovation at Your Institution

    How a Napkin Sketch Can Unlock Higher Ed Innovation at Your Institution

    In higher education, it’s easy to feel stuck.

    You know something isn’t working — maybe enrollment processes are clunky, or student support services feel disconnected. You’ve tried new tools, updated systems, created initiatives to create change, and added staff, but the problem persists.  It’s like there’s a giant boulder in your way, and no matter how hard you push, it doesn’t budge.

    It turns out, you don’t need a bulldozer – just a napkin sketch to start building momentum to move the boulder standing in the way.

    It’s a surprisingly simple concept, using visual design thinking exercises to help colleges and universities get unstuck. Not with more tech, or a fancy AI solution, but with more clarity to understand how things work today to create a framework for change tomorrow.

    Because real innovation in higher education doesn’t come from software or a technology — it starts with understanding the systems and the processes you already have so you can visualize what they could be.

    What is a napkin sketch?

    The napkin sketch is exactly what it sounds like: a back-of-the-napkin-style drawing that quickly maps out how a particular process actually works in your institution so it can be reimagined.

    It’s low-tech, but high-impact.

    Think of it as building a gameboard for players to play. Like a Monopoly board, everyone knows the players, the rules, and the steps. It makes the choices that need to be made for each player’s turn clear.  When these choices are laid out visually, it becomes much easier to pinpoint where the real opportunities (and challenges) are.

    What does the napkin sketch exercise entail?

    I usually start these sessions by asking one simple questions with a key follow-up

    • What’s the opportunity for ‘impact’? (What are you trying to accomplish?)
    • What’s preventing progress?

    Then we get to work. Together, we sketch out the entire process: from first interaction to the final outcome. We account for every step, system, and stakeholder that’s involved. We highlight the costs, the tools and technology handoffs, potential delays, and where things might be falling through the cracks.

    We typically conduct the sketch in a virtual drawing space, where we can collaborate in real time to map out the full process. It’s not about polished visuals — it’s about building a shared understanding of how things operate today.

    And in about 60-90 minutes, we always have at least one person in the group say out loud “I didn’t realize that’s how it actually works.” And another will inevitably ask “You’re going to send us this napkin sketch, right? I want to print it out.”

    Ready for a Smarter Way Forward?

    Higher ed is hard — but you don’t have to figure it out alone. We can help you transform challenges into opportunities.

    What can the napkin sketch reveal?

    In our experience working with hundreds of institutions of all shapes and sizes, we’ve found that many face surprisingly similar challenges. This exercise consistently shines a light on hidden opportunities, creating a blueprint for change.

    Common things we uncover include:

    • Manual, repetitive tasks that could be automated or streamlined
    • Workarounds that have become permanent fixtures without anyone questioning them
    • Disconnects between departments, systems, or technologies
    • Operational silos that prevent teams from seeing the full picture or collaborating effectively
    • Missed opportunities to better track, analyze, or act on data
    • Unclear ownership of key steps in the process

    In short, the napkin sketch helps institutions see what’s really going on — and what needs to change to move forward.

    Why does it work?

    Higher ed innovation often stalls because teams are too close to the problem or too deep in their own silo to see the bigger picture. The napkin sketch breaks through that by creating a space for everyone involved to step back and collaborate.

    Here’s why it’s effective:

    • It’s fast — most sessions take an hour or two.
    • It’s visual — helping teams align quickly and clearly.
    • It’s collaborative — bringing together voices from across departments.
    • It’s actionable — revealing next steps that are grounded in reality.

    Most importantly, it shifts the focus away from jumping to solutions and toward understanding the system. Once you understand the system, smart solutions become much more obvious — and effective.

    Real examples of the napkin sketch in action

    Whether it’s enrollment workflows, transcript processing, student communications, or data handoffs between systems or teams, the napkin sketch exercise can help untangle a wide variety of operational challenges. No two institutions are exactly alike, but many face similar complexities — manual processes, siloed teams, and unclear ownership that stall progress.

    Here are a few discoveries we uncovered in recent napkin sketch sessions I’ve led:

    • One institution realized how many steps were involved in processing transcripts — with staff toggling between platforms, uploading the same file in multiple places, and doing manual comparisons. Once the process was mapped, we explored how AI could handle the course match evaluations — saving hours of staff time each week.
    • Another team sketched out their enrollment outreach process and discovered they were sending multiple conflicting messages to students at the same time. The sketch helped them realign their communications and reduce student confusion.
    • A third school wanted to integrate a new tool into their tech stack, but the sketch revealed that the underlying workflow was broken — and that no tool would help until the foundational process was improved.

    In each case, the aha moment didn’t come from buying something new — it came from clearly seeing what was already happening so it could be improved upon.

    What could your napkin sketch uncover?

    If you’re wrestling with outdated processes, disconnected systems, or unclear handoffs — you’re not alone. Many institutions are trying to drive higher ed innovation with limited resources and overwhelming complexity.

    But you don’t need to have all the answers right now. You just need a clearer view of the problem so you can develop a thoughtful solution.

    That’s what the napkin sketch offers: a simple, collaborative way to map your reality, uncover opportunity, and take a smarter next step forward.

    Let’s sketch it out — and see what we find!

    Ready to uncover what’s holding you back?

    Reach out to schedule your own session and take the first step toward smarter solutions.

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  • Why Timing Matters: Enhancing Graduate Recruitment Strategies with Prompt Communication

    Why Timing Matters: Enhancing Graduate Recruitment Strategies with Prompt Communication

    Graduate enrollment is more competitive than ever. As an admissions leader, you’re not just striving to hit enrollment targets––you’re also navigating the complex needs of prospects who are balancing careers, families, and other responsibilities. It’s no small task. 

    Our recent collaboration with UPCEA confirmed something many of us already suspected: Timely, meaningful communication is the key to standing out in a crowded market. 

    To dig deeper, we enlisted Kate Monteiro, associate director of communication strategy at Collegis Education, to share her perspective on why prompt, responsive interactions matter. Her insights reveal how intentional communication builds trust and drives results. 

    3 key benefits of effective, early communication 

    “Plans and interests can change as quickly as they develop,” Monteiro explains. “Capitalizing on a prospective student’s excitement early can help you keep their momentum going — and dramatically improve their likelihood of enrolling.” 

    From that very first touchpoint, graduate students are evaluating your institution. Are you responsive? Are you supportive? These early interactions set the tone for how they perceive your school will engage with them once they are enrolled – and this can make or break their decision. Here’s why they matter so much: 

    1. Making a strong first impression 

    Your first interaction says a lot. A quick, thoughtful response shows students that their time and interest matter. “Quick responses instill confidence,” Monteiro shares. “They signal that your institution is organized, efficient, and genuinely cares—all of which are qualities students associate with the experience they’ll have if they enroll.” 

    2. Alleviating anxiety and uncertainty 

    Navigating graduate admissions can be overwhelming, especially for students juggling applications to multiple institutions. A delayed response could be viewed as a red flag by students who feel overlooked or unworthy of attention. 

    On the flip side, timely and helpful communication reassures students that they’re a priority. That sense of trust could be the difference between a completed application and a missed opportunity. 

    3. Setting the tone for future interactions 

    “Students notice when there’s a lack of responsiveness,” Monteiro cautions. “If their early experiences are stressful or unclear, they’ll assume that’s what they can expect moving forward.” 

    Consistency is key. A reliable, nurturing communication strategy not only establishes trust but encourages forward momentum toward enrollment. 

    The data on communication preferences 

    If you’re wondering just how much communication matters, numbers tell the story. A 2023 Ruffalo Noel Levitz study found that 65% of enrolled students identified personalized attention as a critical factor in choosing their school. 

    And when it comes to how students want to connect, the data from our survey with UPCEA confirms that email is the clear favorite for all stages. Email was reported as preferred by 47% of students for initial inquiries, 67% for follow-ups, 74% when approaching application, and 69% for application decision notifications.  

    “Email provides a professional yet low-pressure way to engage,” Monteiro adds. “It’s also something students can reference later, which helps minimize miscommunication or misunderstanding.” 

    This data emphasizes a key takeaway: Schools that respond quickly and deliberately, particularly through the channels students prefer, are the most likely to earn trust and secure enrollments. 

    5 strategies to master timely communication 

    A thoughtful approach to communication doesn’t just make a good impression—it sets your team up for long-term success. Here are five strategies to help you get there: 

    1. Develop a structured outreach plan 

    Without a clear communication plan, students can easily fall through the cracks. Monteiro often sees institutions struggle here: “A lot of schools don’t have an outlined communication plan or fail to hold their staff accountable to it. By having a clear and structured plan, you ensure students receive the outreach they need at the right time.” 

    Your outreach plan should have a strategic mix of emails, calls, and texts, with pre-written templates, clear timelines, and designated responsibilities outlined for your team. This ensures consistent, proactive communication with prospective students throughout the funnel. 

    2. Leverage technology 

    Technology is your ally in timely communication, but its effectiveness depends on the strength of your data foundation. CRM systems, AI chatbots, and automated workflows streamline outreach while keeping things personal—provided your data is accurate and well-organized. 

    Automated emails can deliver the communication students prefer, and chatbots can address frequently asked questions 24/7, ensuring students get quick answers—even outside standard business hours. However, without a solid data infrastructure, these tools may fall short. While not a replacement for human connection, they can provide efficient support when and where students need it most—if your data house is in order. 

    3. Foster collaboration across teams 

    Admissions, marketing, and academic teams all play a role in student outreach. Monteiro highlights the disconnect she often sees: “Each team assumes the other is responsible. But ultimately, prospective students are everyone’s responsibility.” 

    Breaking down silos between teams ensures consistent messaging and a seamless student experience. 

    4. Use data to inform strategies 

    Data can reveal what’s working in your current graduate recruitment strategies—and what isn’t. For example, if students are engaging more with email than phone calls, it might be time to shift your focus toward crafting compelling email campaigns. Data can also provide insights into how long students typically take to move through the admissions funnel, allowing teams to optimize communication frequency, timing, and format. 

    5. Balance speed with personalization 

    Quick responses powered by automation are essential, but it’s the personal touch that leaves a lasting impression. Pairing automated emails with personalized follow-ups—whether by phone, text, or email—ensures your outreach feels both efficient and authentic. 

    Level up your graduate recruitment strategies 

    Improving communication isn’t just a nice-to-have—it’s a need-to-have for institutions looking to thrive in today’s competitive graduate market. With a structured plan, the right tools, and data-driven insights, you can build trust and guide more students to enrollment. 

    “Our Collegis Enrollment Specialists hear it all the time from the students at our partner institutions: The level of support and responsiveness is what ultimately compels them to move forward.” 

    – Kate Monteiro, Associate Director of Communication Strategy

    To learn more about how Collegis Education can help enhance your graduate recruitment strategies, explore our Enrollment and Recruitment Services page. For more actionable insights on engaging and enrolling graduate students, request your copy of the report below.

    Optimize Your Enrollment Funnel

    Get the latest on graduate student enrollment trends. Download the full report now.

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  • Do More with Less: 7 Strategic Advantages of Shared Services in Higher Education

    Do More with Less: 7 Strategic Advantages of Shared Services in Higher Education

    College administrators wear many hats to ensure their institutions thrive. Stakeholders expect them to be visionaries, budget stewards, tech experts, and student champions. However, wearing too many hats can hinder the ability to meet more strategic and forward-thinking institutional demands, effectively diluting leadership capacity and outcomes. 

    How can administrators remove some of those hats without losing control or spending more? 

    How can they guide their institutions to achieve better outcomes with fewer resources?  

    At the 2024 Collegis Education Summit, keynote speaker Dr. John Smith-Coppes, president of Joyce University, shared his advice for achieving higher ed excellence amid market paradigms, shifting learner expectations, and capacity constraints.

    “Embrace your institutional superpower and then partner for expertise. You have to know what you are really good at, but also where you might need help. Having the bravery to objectively look at the brutal facts can take you from good to great. Keep this in mind: Your institution is perfectly designed to get the outcomes it’s getting.”

    -Dr. John Smith-Coppes, President of Joyce University

    Dr. Smith-Coppes is right. If you’re not getting the results you want, you have to shine a light on the operation and consider what adjustments or changes will better position your institution for desired outcomes.

    To echo Dr. Smith-Coppes and answer the earlier questions, working with a strategic partner who has deep expertise in higher education shared services and can manage certain responsibilities more efficiently can get your institution closer to turning aspiration into reality. A true partnership is not about simply outsourcing tasks. Rather, it’s a strategic way to gain access to specialized knowledge, proven methodologies, and scalable resources, all while enabling administrators to focus on their core areas of expertise.

    Mounting challenges facing higher ed leaders

    When I talk to administrators, the conversation inevitably turns to the challenge of doing more with less. They consistently grapple with four key issues:

    • Budget Cuts: Funding is uncertain or shrinking, forcing them to rethink the allocation of resources.
    • Advancing Technology: Technology is rapidly evolving, leaving administrators to scramble after the next advancement or emerging capability.
    • Socioeconomic Pressures: With some questioning the value of postsecondary education, relevant programs with affordable tuition have never been more critical.
    • Employee Turnover: Retaining top talent is difficult, leaving critical gaps.

    But none of these issues surprise us. On the contrary, Collegis Education has partnered with numerous public and private institutions of varying sizes and levels of brand recognition to address these challenges, uncovering advantageous pathways toward more sustainable and fruitful operations.

    The results speak for themselves. Administrators gain more time to leverage their core strengths to elevate their institution’s mission and educational outcomes while actualizing a variety of clear benefits. Here is what Collegis Education continues to deliver for our shared-service partners.

    Seven ways shared services in higher education deliver results

    Institutions that leverage shared services experience benefits in a variety of key areas. Explore some of the most significant advantages:

    1. Improved financial stability

    Predictability and optimization are the key words here. With our solutions for technology management, enrollment management, and student services, institutions know exactly what to budget every year. At the same time, we find cost savings by getting a better return on technology investments, strategically decommissioning redundancies, and renegotiating contracts.

    2. Enhanced operational efficiency

    Is there a better way to reach an institution’s goals more efficiently? More often than not, the answer is yes. We help bring these opportunities to the surface by fully assessing the school’s infrastructure, technology, processes, and other operating procedures. This assessment denotes areas of excellence and points of failure as well as identifies where lag or waste exists. With these insights, we can identify and prioritize emerging opportunities to drive improvement. All this informs a multiyear roadmap that guides higher ed leaders on how to thoughtfully implement changes that engage key stakeholders to accelerate the change management cycle.

    3. Objective perspective & best practices

    We bring a unique perspective to our recommendations based on our work with other schools while protecting each school’s anonymity and uniqueness. This helps give you a baseline of how your school performs when compared to similar ones. Are you leading or lagging? As an unbiased third party, we offer fresh ideas backed by the knowledge of the results they have produced. It’s a great way to eliminate the “but this is how we’ve always done it” objection and gain buy-in from internal staff.

    4. Risk mitigation & accountability

    There’s rarely a higher ed situation we haven’t already dealt with at another institution. Our partners benefit from this experience, allowing them to proactively avoid operational and technical risks. They also benefit tremendously from having a partner who holds themselves accountable to quantifiable outcomes measured by agreed-upon service level agreements (SLAs). Together, these provide a lot of peace of mind when it comes to issues like cybersecurity, compliance, disaster recovery, and business continuity.

    5. Specialized expertise without the overhead

    Hiring and retaining experienced staff is challenging enough. Finding people with skill sets to leverage evolving technology capabilities like artificial intelligence (AI) is a whole other story. That’s why our partners rely on Collegis to provide the expertise that’s hard to find. We’re software-agnostic and implement solutions that are in the school’s best interest from a financial, operational, and strategic perspective without the need for full-time employees to manage them.

    6. Data-enabled decision making with full transparency

    Data at most institutions is stored in siloes, with limited stewardship and governance over its quality and consistency. However, many of the “data” solutions in the market today are complicated and difficult to implement and support.

    This is why we built Connected Core, a scalable higher education industry cloud solution that integrates siloed data sets, systems, and applications to enable institutional intelligence. This proven approach and methodology for collecting, connecting, and activating institutional data eliminates data doubt and gives leaders the confidence to make quickly make strategic decisions with confidence.

    7. Focus on core mission & educational outcomes

    By outsourcing some functions, administrators can redirect resources and energy to what truly matters: student success. By reducing the number of hats they wear, leaders can instead focus on using the tools they have on hand to manage strategic initiatives that drive institutional growth.

    Strategic delegation to yield better outcomes

    Some leaders fear losing control through outsourcing, and rightfully so. Too many vendors tout “partnership” when, in fact, they are trying to build an unhealthy dependency that is not mutually beneficial.

    That’s just not us. It fundamentally goes against our values and who we are as a company.

    Our partnerships are built on collaboration and shared governance. Institutions set priorities, and all actions follow clear assessments, implementation plans, and progress reviews. Our partners gain greater control over technology, enrollment, and budgets. Control isn’t lost, but visibility and accountability are gained.

    Shared-services models allow administrators to confidently offload specific responsibilities. Leveraging external expertise amplifies your internal strengths and empowers your leaders to focus on building and maintaining a thriving campus community.

    But the first step is starting the conversation with the right partner.

    Innovation Starts Here

    Higher ed is evolving — don’t get left behind. Explore how Collegis can help your institution thrive.

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  • Leading Your Institution in Times of Disruption and Uncertainty

    Leading Your Institution in Times of Disruption and Uncertainty

    Blog on higher education navigating turbulent waters: Image of a lighthouse in rough seass
    How can you illuminate a path to success in a turbulent environment?

    This last half decade has delivered unprecedented disruption for university leaders. The pandemic, economic uncertainty, greater need among students and families, and sweeping governmental changes have buffeted campuses of every size, type, and mission. As we move through 2025 and look at the landscape beyond, it’s clear that adaptability, resilience, and innovative thinking are crucial for successful university management.

    As my colleagues and I partner with university leaders on key areas such as strategic enrollment planning and working with university boards, we help leaders assess and address five key challenges that impact institutional sustainability. Addressing these areas strengthens fiscal health, campus alignment and collaboration, efficiency, and other challenges that are roadblocks to a campus achieving its full potential.

    Embracing Enterprise Risk Management

    There is one preliminary key strategy that has become especially vital for navigating uncertain times: Enterprise Risk Management (ERM). This approach replaces siloed risk management that dilutes campus resources and responses with a stronger, integrated perspective—allowing senior leaders and boards of trustees to gain a comprehensive view of potential threats and their interconnections. By implementing ERM, universities can develop more effective strategies for identifying, mitigating, and managing risks across all aspects of their operations.

    Addressing five key challenges

    Once you have embraced ERM, that can help guide your strategies and tactics in addressing these five key university challenges.

    1. Financial stability and funding

    With potential changes in federal funding and financial aid structures, universities must diversify their revenue streams and explore new partnerships. This may include collaborations with private industry, international organizations, and philanthropic entities to sustain critical academic research and support student access to education.

    Additionally and perhaps more urgently, leaders need to dive deep into financial aid budgets, leveraging strategies, funding sources, and how they tie to recruitment and admissions strategies. RNL is working closely with our partners to redesign models if/when funding sources disappear, ensuring that you can meet your enrollment goals and serve your mission amidst tremendous uncertainly regarding government sources of funding.

    2. Technological integration

    The rapid advancement of technology, particularly artificial intelligence, is disrupting traditional teaching and learning methods. University leaders must navigate this transformation by:

    • Investing in faculty training for AI integration
    • Updating curricula to reflect emerging technologies
    • Developing ethical guidelines for AI use in academia

    Along those lines, it is critical that institutions have an AI governance framework in place. However, few universities do. In our recent survey of marketing and recruitment practices for undergraduate students, only one out of 10 four-year institutions reported having an AI governance plan. With AI revolutionizing the college journey for students and families, you need to ensure you have a sound AI governance framework.

    3. Crisis preparedness

    From pandemics to natural disasters disrupting higher education, having a comprehensive crisis management plan is essential. This should include:

    • Regular scenario planning and contingency exercises
    • Clear communication protocols for all stakeholders
    • Ongoing training for staff and administrators

    Most institutions have the logistics of crisis management figured out: crisis captains, protocols, policies, and procedures. What they have not accommodated for in the midst of myriad external forces is the long-term impact of these singular events and ongoing circumstances on their communities—students, families, faculty, and staff. The mental health crisis in education is on the rise and now, more than ever, campuses need to lead with compassion and understanding to bring communities together. Ultimately, your institution needs to be able to anticipate potential crisis and be ready to adapt rapidly to ensure that students are cared for and their college experience can continue.

    4. Fostering a culture of innovation and adaptability

    Taking the optimal approach to technological changes and crisis preparedness requires cultivating a culture of continuous innovation. This involves:

    • Creating dedicated teams to explore new areas of innovation
    • Encouraging interdisciplinary collaboration
    • Promoting flexibility in learning paths and program offerings

    The higher education marketplace does not stand still, and universities therefore cannot afford to be set in their ways and be slow to adapt.

    5. Prioritizing stakeholder trust and communication

    Addressing these challenges and achieving goals in a period of disruption requires unity, transparency, and communication among key stakeholders. University leaders should:

    • Maintain open lines of communication with all stakeholders
    • Build trust through consistent and honest messaging
    • Engage in active listening to address concerns and gather feedback

    Difficult messages can be difficult to deliver, but more transparency and dialogue with stakeholders will increase collaboration and focus that will produce transformative results.

    Great university leadership is needed more than ever

    Managing a university during times of great disruption and uncertainty requires a delicate balance of strategic foresight, agile decision-making, and compassionate leadership. By embracing risk management, fostering innovation, and prioritizing clear communication, university leaders can navigate these challenging waters and emerge stronger, more resilient, and better equipped to fulfill their educational missions in an ever-changing world.

    As we face the future, it’s clear that the most successful universities will be those that can adapt quickly, leverage new technologies thoughtfully, and maintain an unwavering commitment to their core values and the communities they serve. My colleagues and I stand ready to help you face this future and achieve immediate and long-term success. Please reach out and we can arrange a convenient time to share our insights and what’s working for institution’s like yours.

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  • How 24/7 Technical Support Drives Student Success and Retention

    How 24/7 Technical Support Drives Student Success and Retention

    From speed-to-lead to 24/7 support: Meeting student needs in the digital age

    In our recent webinar, “The Importance of Speed to Lead in Meeting Your Enrollment Goals,” we highlighted how rapid, personalized responses to prospective students can significantly impact their perception of an institution’s quality and commitment. This principle of timely, relevant communication extends beyond the admissions process and into the heart of the student experience, particularly in online education. In this post, we’ll delve into how this same philosophy applies to technical support, forming a crucial component of student success and retention.

    The critical role of 24/7 technical support in online education

    Building on the speed-to-lead concept, the need for swift and effective technical support in online learning environments has become paramount. As we transition from initial student engagement to ongoing support, responsive assistance becomes even more critical. Let’s explore why timely technical support is essential and how it ties to student retention, institutional credibility, and mission fulfillment.

    The importance of quick response to technical needs

    Just as rapid responses to inquiries can influence a student’s decision to enroll, quick resolution of technical issues can determine a student’s ability to succeed in their coursework. Student satisfaction is closely tied to the quality of the overall experience institutions provide to students, including addressing technical issues and how the institution responds to the students as individuals when they have a concern. When students encounter technical barriers without immediate resolution, their frustration can lead to disengagement and even withdrawal from courses.

    The importance of swift technical support in higher education cannot be overstated, as exemplified by several leading institutions.

    • Penn State University’s IT Service Desk stands out with its comprehensive 24/7 technology support model. Utilizing a blend of 20 students and full-time staff members, they efficiently manage up to 600 daily requests during peak periods. This continuous operation throughout the year, pausing only for university holidays, ensures that the Penn State community receives timely assistance for diverse IT-related issues, from learning management systems to account access and new IT service implementations.
    • Arizona State University (ASU): ASU’s help center provides round-the-clock service for their large student body. They have 81 employees and 22 student representatives who offer 24/7 support for approximately 100,000 students, including both on-campus and online learners. The center serves as a comprehensive “front door” to the university, assisting with various inquiries beyond just technical issues.
    • The University of Central Florida (UCF) has adopted a strategic approach to technical support. By deploying technicians during high-demand hours, UCF effectively minimizes downtime for both students and faculty. This proactive strategy maintains the continuity of the learning process and demonstrates the institution’s commitment to student success.

    In instances where staffing may be limited, universities are increasingly turning to AI-powered solutions to meet the demand for immediate, round-the-clock support. For example, Thompson Rivers University has implemented a 24/7 chatbot support system. This AI-driven tool automates 83% of incoming chats to their Future Student department, providing instant responses outside of regular business hours. Moreover, a number of innovative platforms such as RNL’s Compass digital assistant provide AI-powered chatbots designed for higher education. These AI-powered assistants can seamlessly integrate with various campus systems, including SIS/ERP, ITSM, and LMS, to address a wide range of inquiries related to IT, admissions, financial aid, and more. By leveraging such technologies, institutions can significantly reduce support costs while ensuring students and faculty receive timely, personalized assistance at any hour.

    The case for a 24×7 support model

    A 24/7 support model aligns with the flexibility that online education promises. Students often engage with coursework outside traditional hours, making access to technical assistance at any time a necessity rather than a luxury. Institutions like Faith Christian School emphasize the importance of uninterrupted access to educational resources, which fosters independence and self-directed learning. Similarly, Google Cloud’s Student Success Services leverage virtual assistants to provide instant answers around the clock, freeing up staff for more personalized guidance.

    Moreover, research shows that institutions offering comprehensive support services see higher retention rates. RNL data show how targeted outreach and timely interventions can significantly improve student outcomes and graduation rates. By addressing technical issues promptly, universities not only retain students but also fulfill their mission of guiding them toward successful program completion.

    Perception of a well-equipped university

    The availability of 24/7 technical support is increasingly viewed as a marker of institutional quality. Students now expect seamless access to both academic content and support services when selecting a university. Institutions that fail to meet these expectations risk damaging their reputation and losing prospective students. RNL student satisfaction and priorities data shows that approximately two-thirds of students value institutions addressing their personal needs throughout the recruitment process, which can factor in their decision to enroll at the institution. Offering robust technical support signals that a university is technologically advanced and committed to providing an optimal learning environment.

    Enabling student success and institutional mission

    Timely technical support directly contributes to student success by removing barriers to learning. When students can focus on their studies without being derailed by technical difficulties, they are more likely to persist in their programs. This aligns with the broader mission of most universities: helping students succeed academically and graduate. Demonstrating the lived expression of institutional mission through 24/7 support for student services can enhance retention and overall well-being. By addressing both academic and non-academic challenges in real-time, universities create an ecosystem where students thrive.

    Conclusion: Timely support is critical to the online student experience

    From the initial point of contact through to graduation, the principle of timely, personalized support remains crucial. The importance of responding quickly to students’ technical needs is a natural extension of the speed-to-lead philosophy in enrollment management. A 24/7 support model not only ensures uninterrupted learning but also strengthens institutional credibility and fosters student retention. By prioritizing timely assistance across all aspects of the student journey, universities can live up to their mission of empowering students to succeed academically and graduate with confidence. As these examples illustrate, investing in comprehensive support systems is an investment in both student success and institutional sustainability.

    We’re here to help you navigate the technology you need to engage students and provide them with that 24/7 support. Reach out and we’ll set up a time to talk with an RNL enrollment technology expert.

    How can you leverage technology across the student lifecycle?

    With students expecting personalized attention 24/7, you need to be able to engage them at any point in the student lifecycle. Talk with our experts about how you can use the latest technology to create those connections to strengthen recruitment and retention.

    Ask for a complimentary consultation

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  • AI and College Planning: The Four Types of Students

    AI and College Planning: The Four Types of Students

    How different students navigate college planning

    Let’s talk about how students really tackle college planning. Forget the stereotypes about Gen Z being glued to their phones or allergic to human interaction. Our latest research reveals something more interesting: there isn’t just one type of college searcher anymore.

    In our recent research with TeenVoice we identified four distinct personalities in how students approach their college planning, especially when it comes to using AI tools. And trust me, the results might surprise you!

    Meet the cast of characters

    First are the AI Pioneers – your early adopters who aren’t afraid to try new things. They’re all over college websites (62% of them use them!), but here’s the kicker: they still heavily rely on counselors (46%) and family input (48%). These students aren’t replacing human connection with technology; they combine both. They’re natural experimenters, comfortable jumping between digital and traditional resources to find what works best for each task.

    Then there’s the AI Resistors. Despite their name, these students aren’t living under a rock – they’re actually the most likely to use counselors (55%). They’re old school in the best way possible, preferring face-to-face conversations over digital solutions. They are the “let’s grab a coffee and talk about it” crowd. For them, learning is deeply personal and relationship-based.

    The AI Aspirers are our “interested but cautious” group. They’re spread evenly across their resources – about 40% use college websites, counselors, and social media. They’re curious about AI but haven’t fully embraced it yet. Think of them as methodical learners who want to understand all their options before diving in.

    Finally, we have the AI Fence Sitters. These students are taking a more minimal approach across the board. They use college websites (40%) and family advice (38%), but they’re less likely to engage with any resource intensively. They might be overwhelmed by choices or still finding their preferred learning style.

    The bigger picture: it’s about learning styles, not just tools

    Here’s what makes these personas so fascinating: they’re not just about technology preferences. They reveal fundamental differences in how students learn, process information, and make decisions. The AI Pioneer isn’t just tech-savvy; they’re likely an active learner who thrives on exploring multiple information channels. The AI Resistor isn’t anti-technology; they’re probably someone who processes information best through dialogue and personal interaction.

    Remember when we started talking about differentiated instruction in education? How we recognized that students learn differently and need various pathways to success? Well, these personas are telling us the same story about college planning. Some students will grasp complex college decisions better through AI-powered interactive tools, while others need face-to-face conversations to process the same information, and that’s OK, or it should be!

    The evolution of college planning

    This isn’t just about adding new tools to the toolbox. It’s about recognizing that the college planning journey itself looks different for each student. An AI Pioneer might start their search with ChatGPT, bounce to a college’s website, then validate their findings with a counselor. An AI Resistor might begin with a counselor meeting, use that framework to explore college websites, and rely on family discussions to process what they’ve learned.

    Think about it: we’ve spent decades in K-12 education adapting to different learning styles – visual, auditory, kinesthetic, you name it. Isn’t it time we brought that same thoughtful approach to college planning? Our research suggests students are already naturally gravitating toward their preferred learning styles. Now it’s our turn to meet them there!

    Supercharge your enrollment outreach with AI

    RNL’s enrollment experts can help you understand how AI can help you engage more students on a personalized level at a scale your institution can handle. Ask for a complimentary consultation and we’ll discuss the best ways to add AI to your toolkit.

    Request now

    What does this mean for institutions?

    Understanding these personalities is only helpful if it leads to action. So, how can colleges adapt?

    1. Mix it up, but keep it human

    Every group, even the most tech-savvy, still values real human connections. AI can be useful, but it shouldn’t replace personalized outreach. Offer multiple ways for students to engage—AI chat tools, live Q&A sessions, and good old-fashioned phone calls.

    2. Optimize college websites for different search styles

    Since college websites are a top resource across all groups, they must serve different user preferences. Consider interactive AI tools for Pioneers and Aspirers while ensuring Resistors and Fence Sitters can easily find traditional contact options.

    3. Equip counselors with the right tools

    Counselors are still a major influence, especially for Resistors. Provide them with updated guides, resources, and training so they can confidently support all types of students—whether AI-driven or not.

    4. Keep families in the loop

    Parents remain a critical influence in college decisions. Institutions should create family-friendly resources that explain AI tools while reinforcing the importance of personal conversations.

    5. Offer AI as an option—not a requirement

    Some students love AI, and some won’t touch it. The key is providing flexibility. Let students decide how they engage rather than pushing AI as the default solution.

    The bottom line

    College planning isn’t one-size-fits-all (if it ever was). Some students will embrace AI, while others prefer traditional methods. The most successful institutions will be those that respect these differences, offering flexible pathways that meet students where they are—not where we think they should be. Because, at the end of the day, college search is personal. Whether students chat with AI, sit down with a counselor, or lean on family advice, what truly matters is that they feel supported in finding the right fit.

    Click for larger size

    Learn more in our webinar

    Be sure to watch our webinar, The Four Faces of AI In College Planning, where we will dive into these personas and what we have learned about them. During our session, we will discuss how to:

    • Identify and understand student personas: Gain practical insights into the four distinct student personas.
    • Optimize AI tool strategies: Develop actionable strategies to effectively integrate AI tools in college planning, tailored to meet the needs and preferences of each student persona, ensuring maximum engagement and support.
    • Enhance communication and support systems: Learn how to implement communication and support systems that resonate with each persona, utilizing a blend of digital outreach, peer interaction, and traditional counseling to create a comprehensive support environment.

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  • The Evolution of College Recruitment: What’s Working in 2025

    The Evolution of College Recruitment: What’s Working in 2025

    As higher education faces what experts call an “enrollment cliff,” with projections showing a potential 15% decline in traditional college-aged students, institutions are radically re-imagining their recruitment strategies. The latest data from RNL’s 2025 Marketing and Recruitment Practices For Undergraduate Students report reveals fascinating shifts in how different institutions connect with prospective students in this challenging landscape.

    The human touch remains supreme

    In an era dominated by digital technology, the enduring power of human connection stands out prominently in the data. Face-to-face interactions continue to be the most effective recruitment tool for both four-year private and public institutions while ranking as the second most effective strategy for two-year colleges. This finding reinforces what many enrollment professionals have long suspected: despite technological advances, students crave authentic, personal connections when making significant life decisions.

    The effectiveness of in-person meetings spans various formats—from traditional campus tours to innovative “mini-sessions” with faculty and current students. These interactions provide prospective students with tangible experiences that digital alternatives cannot replicate. Recent research from Higher Education Marketing confirms that prospective students in 2025 seek personalized experiences that resonate with their individual aspirations and concerns.

    Digital innovation takes center stage

    While the human element remains crucial, the digital recruitment landscape has evolved beyond basic email campaigns into a sophisticated ecosystem of interconnected strategies. Two-year institutions are particularly notable for successfully adopting digital advertising as their primary recruitment tool, demonstrating how smaller institutions can effectively compete in the digital space.

    Personalized videos have emerged as a powerful medium across all institution types, appearing in the top three most effective strategies for public universities and community colleges in the RNL Marketing and Recruitment report. These aren’t generic promotional videos—they’re customized content pieces that speak directly to individual student interests, academic goals, and career aspirations.

    Text messaging has become a crucial communication channel, particularly for four-year institutions. This shift reflects the broader trend of meeting students where they are—on their mobile devices. Successful institutions are using texting not just for announcements but for meaningful engagement, including quick Q&A sessions, application status updates, and deadline reminders.

    The advertising landscape

    The advertising strategies employed by institutions reveal a nuanced understanding of their target audiences. Social media advertising dominates the scene for four-year private and two-year institutions, while public universities are finding success with a more diverse media mix, including television ads. This divergence suggests that different institutional types successfully identify and leverage the channels most effective for their specific audience segments.

    Re-targeted ads have proven particularly effective in the top three strategies for private institutions and community colleges. This sophisticated approach indicates a deep understanding of the modern student’s digital journey—from initial awareness through the final enrollment decision. Video advertising’s strong performance across all categories underscores the growing importance of dynamic, visual content in capturing and maintaining student attention in an increasingly competitive digital landscape.

    Digital strategy deep dive

    Search engine optimization (SEO) has emerged as a cornerstone of digital strategy, particularly for private institutions. This emphasis on SEO reflects a fundamental truth about modern student behavior: the college search process overwhelmingly begins online. Institutions that excel at SEO are ensuring they’re visible at the crucial moment when students begin their higher education journey.

    Request for information (RFI) forms continue to play a vital role, though their implementation has evolved significantly. The most successful institutions are now embedding RFI forms within interactive content experiences and using AI-powered chatbots to provide immediate, personalized responses. This shift toward automated yet personalized engagement represents a crucial evolution in how institutions manage initial student inquiries.

    Management practices: The rise of AI and analytics

    Behind the scenes, the most transformative changes occur in how institutions manage and analyze their recruitment efforts. The integration of AI in admissions has reached a tipping point, with eight in 10 colleges now utilizing some form of artificial intelligence in their processes. This technology is used for basic tasks, sophisticated predictive modeling, and personalized communication strategies.

    Private institutions are leading the charge in leveraging AI for enrollment operations, while all institution types are embracing increasingly sophisticated tracking and analytics tools. Behavioral scoring and engagement tracking have moved from an innovative approach to an essential practice, indicating a decisive shift toward data-driven decision-making in enrollment management.

    CRM systems have become particularly crucial for two-year institutions according to the RNL report, suggesting a growing emphasis on relationship management throughout the enrollment funnel. These systems are no longer simple contact databases but have evolved into comprehensive platforms that track, analyze, and optimize every student interaction.

    Looking forward

    These findings paint a picture of an industry in transition, balancing traditional high-touch approaches with innovative digital solutions. Success in 2025’s challenging enrollment landscape requires a sophisticated blend of:

    • Personal connection through face-to-face interactions
    • Strategic digital engagement across multiple channels
    • Data-driven decision-making powered by AI and analytics
    • Personalized communication at scale

    For enrollment professionals, the message is clear: while the tools and techniques may evolve, the fundamental goal remains unchanged—connecting with prospective students in meaningful ways that address their individual needs and aspirations.

    The institutions that will thrive can effectively combine the warmth of personal interaction with the efficiency of digital innovation, all while maintaining authentic connections with their prospective students.

    Want to dive deeper? Read the report

    2025 Marketing and Recruitment Practices for Undergraduate Students: Effective practices for undergraduate recruitment at four-year and two-year institutions.

    Ready to transform your institution’s recruitment strategy with data-driven insights? Download the complete 2025 Marketing and Recruitment Practices Report to access:

    • Detailed breakdowns by institution type
    • Implementation guides for top strategies
    • Benchmark data to compare your performance
    • Expert analysis and recommendations
    • Case studies from successful institutions

    Download the full report now and get exclusive access to comprehensive data and insights that will shape your 2025 recruitment strategy.

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  • Graduate Student Insights and Perspectives

    Graduate Student Insights and Perspectives

    Facing challenges in enrollment, retention, or tech integration? Seeking growth in new markets? Our strategic insights pave a clear path for overcoming obstacles and driving success in higher education.

    Unlock the transformative potential within your institution – partner with us to turn today’s roadblocks into tomorrow’s achievements. Let’s chat.

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