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.
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If your systems are fragmented, your records are outdated, and your departments are still hoarding spreadsheets like it’s 1999, AI will only scale the chaos.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Elsewhere, institutions have already bolted AI tools onto outdated systems, without first doing the foundational work.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Do our systems speak the same language, or are they siloed and outdated?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:
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.
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.
Strategies for Each Stage of the Enrollment Journey
Higher education institutions face many challenges in their efforts to engage with potential students and keep them motivated while they navigate the enrollment process. In a 2024 Lumina Foundation/Gallup survey on the state of higher education, prospective adult students cited cost, work conflicts, emotional stress, and lack of remote learning opportunities as their top barriers to enrolling in a college program.
Institutions and enrollment teams have the unique opportunity to support students on their journey through each stage of the enrollment funnel — awareness, interest, consideration, intent, application, and enrollment — to help them achieve their goals.
In the first stage of the enrollment funnel, prospective students search for colleges and universities and find out about the different programs they offer. The challenge that universities face during this stage is: How do we reach as many potential students as possible?
Prospective students learn about institutions in the following ways:
College and university websites
Emails from schools
Videos
Printed brochures
Financial aid and scholarship calculators
Marketing campaigns
According to a recent survey of prospective students, 83% find videos from colleges and universities helpful, 79% find virtual tours helpful, and 63% have clicked on a college’s digital ad.
Universities can use the following strategies to reach potential students:
Use a mix of digital and traditional marketing. Digital tactics include social media ads, blog content, and search engine optimization (SEO), while traditional methods include college fairs, in-person events, direct mail, and phone calls.
Personalize your tactics. Recent high school graduates may prefer text messages and emails, while adult students may prefer phone calls.
Stage 2: Interest
In the next stage, also known as the familiarity stage, students narrow their focus and move closer to deciding which program is right for them. Universities face this challenge during the interest stage: How do we stand out among the competition and promote our institution’s brand?
Strategies to stand out include the following:
Promote your brand. Use strategic marketing strategies to emphasize the unique value propositions (UVPs) and benefits of earning a degree at your institution.
Provide informative content. Anticipate your audience’s questions by describing how a degree can benefit their life and help them reach their career goals. Tactics include career-focused blog articles, informational webinars, and customized emails.
Stage 3: Consideration
At this stage, students have several options and may now take the time to reach out to the institutions they’re interested in to get more information before they make their decision. By engaging directly with students, colleges and enrollment teams can build relationships with them and establish trust.
Universities at this stage wonder: How do we build trust and encourage prospective students to enroll?
To build trust with prospective students, universities should employ tactics such as the following:
Maintain one-on-one communication. Admissions counselors can contact students directly via emails, phone calls, or video meetings to answer their specific questions and address any issues they may have on topics such as financial aid opportunities, program lengths and delivery formats, and support services. Adult students may prefer adult-specific messaging that relates to their lives, such as information about work-life-school balance, family-centered goals, and increased earning potential.
Connect students with faculty and alumni. Virtual Q&A sessions give students an opportunity to meet professors and faculty face-to-face and hear about the real experiences of current and former students.
Provide materials and resources. Be prepared to answer questions about credit hours and course descriptions, and to provide any other information that can help them make their decision.
Stage 4: Intent
In this stage, sometimes known as the choice stage, prospective students are very close to making a decision. Enrollment teams need to be ready and available to help them take the necessary steps to enroll.
These teams have the following challenge questions to solve: How do we continue to keep students engaged? What other information and encouragement can we provide?
Over 14,000 prospective adult students who responded to the 2024 Lumina/Gallup survey ranked their reasons for not enrolling in a college program. The following challenges were flagged as very important or moderately important:
Cost: 85%
Work conflicts: 77%
Emotional stress: 72%
Program length (too long): 72%
Favorable job market: 71%
Lack of remote learning: 68%
Personal mental health reasons: 64%
Degree/credential not needed for job: 62%
Unprepared academically: 58%
Getting accepted: 56%
Personal physical health reasons: 55%
Lack of value in further education: 52%
Child care/adult family care: 47%
Degree doesn’t fit with personal beliefs: 47%
Universities can employ strategies such as the following:
Continue personal engagement. As students come closer to making a decision, they may have more detailed concerns about costs, financial aid, and program specifics, so it’s important to check in and be available to answer any new questions.
Create urgency. Remind students about upcoming deadlines for enrollment and financial aid applications.
Provide incentives. Offer application fee waivers and other benefits for early application.
Stage 5: Application
At this stage, students have made their decision and are ready to apply to the institution. This is a big step for students who may need help submitting documents and fulfilling admission requirements.
The challenge universities face involves this question: What can we do to ease the application process?
Schools can employ strategies such as the following:
Check in regularly. Streamline the application process, and provide reminders of important dates and deadlines.
Create a help desk. Provide resources, application checklists, and video guides to students, and help them locate any missing or remaining information.
Encourage and motivate. Send positive messages to students letting them know they’re near the finish line.
Stage 6: Enrollment
In the last stage, students complete their registration and begin the orientation process. Admissions advisors at this stage must keep students engaged and set them up for success. Students will choose classes, buy books, and meet teachers and other students, while also making decisions about how to manage their other life obligations while they are in school.
The challenge question for universities: How can we provide support and promote retention?
These schools can benefit from strategies such as the following:
Provide guidance and resources. Support students through the registration process, help them create manageable course loads, prepare them with the resources they need to succeed, and help them create long-term plans with the goal of graduating.
Analyze and evaluate enrollment process successes. Gather feedback from students and parents, analyze data, and make improvements to each stage of the enrollment process.
Create Enrollment Strategies to Support the Student Journey
Enrollment teams not only help students choose the best program to reach their goals, they also support them throughout the enrollment and admissions process to ensure their success through graduation.
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.
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.
Higher education is facing a pivotal moment. Institutions across the country are bracing for a significant decline in enrollment—a phenomenon widely known as the Enrollment Cliff. This looming challenge is not a distant threat but a present reality. According to EducationDynamics’ 2025 Landscape of Higher Education report, 29% of Americans perceive the cost of education as unjustifiable, raising concerns about affordability and value. At the same time, the last several years have been marked by year-over-year enrollment declines, with freshman enrollment declining by 1.5% overall in fall 2022, including a 5.6% drop at highly selective institutions. These continued losses signal a diminishing undergraduate pipeline, making it increasingly difficult for colleges to recover pre-pandemic enrollment levels.
Colleges and universities that rely on traditional enrollment strategies find themselves at risk as the pool of prospective students shrinks.
The question is no longer whether institutions will be impacted but rather how they will adapt. Understanding and engaging the Modern Learner is critical to developing sustainable enrollment strategies. Institutions that recognize this shift and align their marketing, recruitment and engagement strategies accordingly will be the ones that thrive in the changing landscape.
What Caused the Enrollment Cliff?
The Enrollment Cliff stems from a variety of factors, including demographic and behavioral changes. Declining birth rates in the early 2000s have resulted in fewer high school graduates, meaning a smaller population of traditional college-aged students. At the same time, the percentage of high school graduates choosing to enroll in college has been significantly decreasing, with 9% choosing not to pursue college after completing high school. Amid this environment, the value of a degree has also been increasingly questioned. Rising tuition costs, skepticism about degree value, and the rise in alternative pathways have all contributed to this shift.
For decades, institutions have relied on a steady pipeline of high school graduates to sustain enrollment. However, this model is no longer sustainable. Institutions must rethink their recruitment strategies and expand their focus beyond the traditional student demographic to remain competitive in an increasingly uncertain landscape.
Why is College Enrollment Declining?
While the Enrollment Cliff is primarily driven by demographic trends, the decline in college enrollment is also influenced by shifting student priorities and perceptions of higher education. Economic uncertainties, rising concerns about student debt, and the growing number of alternative credentials have made prospective students more hesitant about pursuing a four-year degree. As we discussed in our previous blog article, Seeing Past the Enrollment Cliff of 2025, this shift is compounded by the growing demand for more flexible, career-oriented education options, alongside the growing belief among students that the cost of a traditional college education is increasingly unjustifiable.
Despite overall enrollment projections remaining flat throughout 2030, this stagnation masks a critical shift—the student population is becoming more diverse in age and educational backgrounds. Non-traditional students—working adults, career changers, and life-long learners—are now a growing factor in higher education. Institutions that fail to recognize and adapt to these changing dynamics are falling behind.
Additionally, the financial health of many colleges and universities is increasingly at stake. Since 2019, institutional risk levels have risen, signaling heightened financial pressures due to enrollment declines. As tuition revenue declines, schools must find innovative ways to attract and retain students.
Who is the New College Student? It’s the Modern Learner.
To combat the Enrollment Cliff, institutions must first understand who they are trying to reach—the Modern Learner.
The Modern Learner is not bound by traditional academic pathways. They prioritize flexibility and accessibility, seeking educational experiences that align with career objectives, financial constraints, and personal commitments. Modern Learners are the architects of their own educational journeys, emphasizing cost, convenience, and career outcomes as their primary decision-factors.
Modern Learners expect institutions to meet them where they are—whether that means offering online and hybrid courses, providing transparent career-aligned curriculums, or delivering personalized learning experiences. The assumption that age determines learning modality is outdated. Today, students of all backgrounds demand control over how, when, and where they learn.
Institutions that recognize these evolving preferences and tailor their offerings accordingly will be best positioned to sustain and grow their enrollment in coming years.
How to Combat the Enrollment Cliff with a Unified Strategy
Higher education professionals can effectively navigate the enrollment cliff, but success in this new landscape necessitates intentional strategic adjustments. Higher education professionals must adopt a unified enrollment and marketing strategy that directly addresses the evolving preferences of Modern Learners. A nonunified approach will not be sufficient; institutions need an integrated strategy that builds brand strength, prioritizes engagement and delivers tailored messaging at critical moments to impact student decision-making
Build a Strong Brand and Reputation
A strong institutional brand is essential for long-terms sustainability. More than just a marketing tool, a well-defined brand communicates an institution’s value proposition and helps establish trust with prospective students. A compelling brand differentiates an institution from its competitors, making it easier to attract and retain students.
Data from the 2025 Modern Learner report underscores the importance of brand on enrollment decisions, with 58% of students initiating their search by looking for schools first, not programs. Institutions that effectively position themselves as student-centered, outcome-focused and accessible will gain a competitive advantage.
Focus on Engagement and Personalization
Understanding Modern Learners is only the first step. Engaging them effectively is what is truly critical. Institutions must shift from broad, one-size-fits all marketing approaches to highly personalized engagement strategies. Modern Learners want to feel valued. Their perception of higher education is influenced by their interactions with an institution, from the first website visit to ongoing conversations with admissions personnel. Research from the Modern Learner Report reveals that only one-third of Modern Learners are considered active promoters when it comes to their educational experience. This highlights a significant opportunity to innovate engagement strategies and approach outreach with a student-oriented mindset, as institutions that prioritize personalized communication and meaningful interactions can foster stronger connections, increase student satisfaction, and ultimately drive enrollment and retention.
Deliver the Right Message at the Right Time in the Right Place
Modern Learners move quickly through the decision-making process. Institutions must ensure their messaging is consistent, compelling, and delivered at the right time. A cohesive communication strategy is essential for guiding students through their enrollment journey.
Data from the Modern Learner Report illustrates how rapidly prospective students compile a shortlist of schools. Once they identify potential institutions, they make application decisions swiftly. Across both undergraduate and graduate Modern Learners, most students take fewer than three weeks between building a consideration set and making their initial inquiries. Notably, 20% of undergraduate Modern Learners complete this process within just one week. While this trend holds across most Modern Learner segments, traditional undergraduate students tend to take longer, with 34% waiting one to months before making inquiries. Colleges and universities that provide timely, relevant, and persuasive messaging will have a stronger chance of converting interest into enrollment by remaining top of mind.
Will Higher Education Survive?
The Enrollment Cliff is not merely a challenge; it is a catalyst for change. While institutions that fail to adapt may struggle, those that embrace change will find opportunities for growth and innovation.
The future of higher education belongs to institutions that recognize the needs of the Modern Learner and evolve accordingly. Those that prioritize flexibility, career alignment, and student-centric engagement will not just endure the Enrollment Cliff—they will turn it into an opportunity for strategic transformation.
At EducationDynamics, we aim to be a trusted partner in your journey. By leveraging data-driven insights, personalized marketing and strategic enrollment management, we help you build stronger connections with prospective students, strengthen institutional reputation, and drive sustainable revenue growth. Together, we can navigate these changes and create lasting impact.
The Enrollment Cliff is here. The time to act is now. Partner with EducationDynamics to create a unified enrollment and communication strategy that will position your institution for long-term success.
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.
Reskilling, upskilling and lifelong learning are creating a big opportunity for higher education to become the go-to resource for career-minded adults. But not all adult learners are alike. In this report, we break them down into four types of adult learners (Career Advancer, Career Builder, Discerning Academic and Hesitant Learner).
Download the white paper with the following insights for each persona:
Top motivations
Recruitment strategies
Program optimization recommendations
Collegis Education surveyed 1,000 adult learners interested in pursuing degrees for this white paper, Rethink Your Student Population. Discover who makes up the majority of the adult learner market and how to target your outreach to grow your enrollment in this untapped population.
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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Your graduate programs should be thriving, but if you’re relying on outdated outreach tactics, you’re leaving enrollments on the table. Today’s grad students expect more personalization, relevance, and connection. And if you’re not aligning with their needs, another institution will. The only way to meet them where they are is by asking the right questions and getting real answers. That’s exactly what Collegis Education and UPCEA did, and now we’re pulling back the curtain to share what we found.
Unlock Graduate Enrollment Growth Proven Strategies for Engaging Graduate Students Date: April 8, 2025 Time: 2:00 pm (Eastern) / 1:00 pm (Central)
Tracy Chapman
Chief Academic Officer
Collegis Education
Bruce Etter
Senior Director Research & Consulting UPCEA
Join Tracy Chapman, Chief Academic Officer at Collegis Education, and Bruce Etter, Senior Director of Research & Consulting at UPCEA, for their upcoming webinar “Unlock Graduate Enrollment Growth: Proven Strategies for Engaging Graduate Students.” In this session, they’ll reveal some surprising discoveries about graduate enrollment and the factors that drive impact and growth.
Graduate student needs and expectations
Why grad students disengage during their enrollment journey
What information grad students are willing to give you and when
How to best communicate and reach graduate students actively evaluating programs
Presidents
Provosts
Enrollment leaders
Marketing leaders
At the end, we’ll leave room for questions and conversion, and all attendees will receive a copy of the entire research report.
As a school administrator or marketer, you’re likely already familiar with the challenges of traditional admissions processes: manual paperwork, miscommunication, long timelines, and a lack of transparency.
Implementing an online enrollment system can revolutionize your institution’s operations. It can help you create a seamless experience for prospective students while significantly easing administrative burdens.
At Higher Education Marketing, we’ve spent years partnering with institutions to understand their unique needs. Our Student Portal is designed specifically for education providers like you, offering an all-in-one solution to streamline admissions and enhance the student journey.
Let’s explore ten benefits of adopting an online admissions and enrollment system and how HEM’s Student Portal can help you transform your processes. You’ll see how much value you can add to your student experience and how a sophisticated CRM can boost enrollment.
Simplify student management and boost recruitment efficiency!
Transform your student portal experience. Get a FREE HEM-SP demo today.
Understanding Online Enrollment Systems
What does an enrollment system do? An online admissions and enrollment system is a digital platform that streamlines student recruitment, application management, and enrollment. By moving these processes online, institutions can eliminate manual paperwork, reduce processing times, and improve the overall experience for students and staff.
These systems typically include customizable application forms, real-time tracking, automated communication tools, and integration with other institutional systems like CRMs and financial platforms. Now, let’s get to the good part–the many benefits of enrollment system tools.
Want to know what our Student Portal System can do for your school? Let’s connect!
A Brief Overview of the Enrollment Process
To maximize the benefits of an online admissions and enrollment system, it’s important to understand the enrollment funnel. What is the process for enrollment? It’s a framework that outlines the four key stages prospective students go through when deciding to enroll at your institution. These include awareness, interest, decision, and action.
Awareness is the first stage, where students become familiar with your school through marketing efforts, social media, or word-of-mouth. During this phase, you aim to make a positive impression and highlight what sets your institution apart.
Interest follows as students actively seek more information about your programs and offerings. At this stage, providing detailed program descriptions, virtual tours, and engaging content becomes crucial to capturing their attention.
Decision is the third stage, where students weigh their options and determine if your institution aligns with their goals. Clear application processes, transparent cost estimates, and personalized communication can help sway their decision.
Action is the final stage, where students commit by completing their application and enrollment. An intuitive and efficient online system, like HEM’s Student Portal, ensures this final step is seamless and stress-free, setting the tone for a positive student experience.
Source: HEM
1. Simplifying the Application Process
An online admissions system allows you to simplify and accelerate the application process, providing a smoother experience for prospective students. Instead of requiring students to navigate complex paper forms or disjointed systems, you can offer them a centralized, user-friendly portal where they can complete their applications step-by-step.
HEM’s Student Portal includes a customizable WYSIWYG (what you see is what you get) form builder, allowing you to tailor applications to your institution’s specific requirements. With options for e-signatures, document uploads, and guided prompts, your students can complete their applications quickly and confidently.
For administrators, this streamlined process means less time spent tracking incomplete applications and more time focusing on strategic initiatives. You can view, manage, and update application statuses in real time, ensuring nothing slips through the cracks.
Example: The key benefit of online enrollment systems regarding the student journey is convenience. Here, American Public University is the perfect example.
At the click of a button, students can begin their applications.
They are immediately led to a simple, free application form where they’ll provide vital information needed for the American Public University to determine whether admission into their program will be granted and allow them to track their journey.
Source: American Public University
2. Enhancing Recruitment Efforts
With an online system, you can improve how you engage with prospective students from the beginning of their journey. HEM’s Student Portal integrates powerful marketing automation tools, allowing you to nurture leads with personalized communications at every stage of the admissions funnel. You can keep prospective students engaged and informed by sending timely emails, reminders, and updates, increasing their likelihood of completing enrollment.
Furthermore, the system’s data insights enable you to identify trends in student inquiries, monitor which marketing campaigns are most effective, and adjust your strategies accordingly. This data-driven approach ensures your recruitment efforts are consistently targeted and impactful.
Example: Once a prospect has filled out a contact form or inquired about a program, they should receive a personalized follow-up message that provides program details and prompts them to follow the next steps.
Here, the Academy of Learning sends an automated email about its Accelerated PSW Program to a prospect who recently expressed interest. Our Student Portal integrates email and messaging services to facilitate and automate communication with prospects, a key part of the recruitment process.
Source: Academy of Learning | Gmail
3. Reducing Administrative Burden
One of the most immediate benefits of implementing an online admissions and enrollment system is the reduction in administrative workload. Manual processes can be time-consuming and prone to errors, but with an online platform like HEM’s Student Portal, you can centralize all tasks in one intuitive interface. From managing inquiries to processing payments, every step is organized and automated.
Staff members across departments can collaborate more effectively, ensuring seamless communication and reducing duplication of efforts. The result? A more efficient admissions team with more time to focus on higher-value tasks, such as building relationships with students and refining institutional strategies.
4. Offering Real-Time Insights
Making informed decisions is essential in a competitive education landscape, and real-time insights from your admissions system can give you a critical advantage. HEM’s Student Portal provides robust reporting and tracking tools, giving visibility into key metrics such as completed applications, outstanding payments, and enrollment trends.
Imagine identifying bottlenecks in your process as they happen, enabling you to resolve issues before they escalate. With this level of visibility, you can forecast enrollment numbers more accurately, allocate resources efficiently, and continuously optimize your processes.
Example: The Student Portal allows you to create comprehensive, updated CRM reports to track enrollment data. Find out what kind of requests are being made, what desired action has been taken, and what’s next.
Source: HEM
5. Improving Communication and Transparency
A common frustration for both students and staff in traditional admissions processes is a lack of clarity. With an online system, communication becomes seamless and transparent. Students can log into their portal anytime to check their application status, access important updates, and even chat with a virtual admissions assistant for guidance.
HEM’s Student Portal goes a step further with its integrated communication tools. From automated notifications to direct messaging capabilities, the platform ensures that every student feels supported and informed throughout their journey. This transparency fosters trust and builds a stronger connection between students and your institution.
6. Enhancing the Student Experience
Your admissions process is often the first interaction prospective students have with your institution, making it crucial to leave a positive impression. An online admissions and enrollment system demonstrates that your school values convenience, efficiency, and modern technology, which resonate with today’s tech-savvy students.
HEM’s Student Portal includes features like virtual admissions assistance and a quote builder, which allows students to estimate program costs upfront. These tools empower students with the information they need to make confident decisions, enhancing their overall experience and reinforcing their trust in your institution.
Example: The Student Portal prioritizes a seamless experience for students, guiding them from step to step, making it easy to share important files, and providing a full picture of their enrollment journey.
Source: HEM
7. Facilitating Financial Planning
Financial concerns are one of the most significant barriers prospective students face when considering enrollment. You can address these concerns head-on by incorporating tools like HEM’s quote builder and seamless payment gateway integration. The quote builder provides students and their families with transparent cost estimates for tuition and fees, enabling them to plan their finances effectively.
The payment gateway integration simplifies the payment process, allowing students to make secure transactions directly through the portal. You can also track real-time payment statuses, ensuring that financial records are always current.
Example: Accademia Italiana Salerno utilizes our Student Portal’s Quote Builder feature, which provides students with a close estimate of their school expenses. Your students will appreciate being able to plan when making a significant investment in their education.
Source: HEM
8. Supporting Institutional Flexibility
Every institution is unique, with its own set of requirements and processes. That’s why customization is essential in any online admissions system. HEM’s Student Portal offers a flexible framework that adapts to your needs, whether you’re managing applications for a university, language school, or K-12 provider.
You can customize application forms, workflows, and communications to align with your institutional goals. This flexibility ensures that the system serves as a seamless extension of your team rather than a one-size-fits-all solution.
9. Boosting Efficiency with Integrated Tools
Efficiency is at the heart of any successful admissions process; integrated tools can make a significant difference. HEM’s Student Portal combines essential functionalities like CRM systems, marketing automation, and data analytics into one centralized platform. This integration eliminates the need for multiple disconnected systems, streamlining your operations and improving collaboration across departments.
For example, marketing teams can use the portal to track campaign effectiveness, admissions staff can manage inquiries and applications, and financial teams can monitor payments—all within the same system. This level of integration enhances productivity and ensures that every team member has access to the information they need.
10. Preparing for the Future
As the education sector evolves, embracing technology is no longer optional but essential! Implementing an online admissions and enrollment system positions your institution as a forward-thinking leader ready to adapt to changing student expectations and market demands.
HEM’s Student Portal is built with the future in mind, incorporating scalable features that grow with your institution. Whether you want to expand your programs, attract international students, or enhance your digital presence, the portal provides the tools you need to succeed.
Why Choose HEM’s Student Portal?
At Higher Education Marketing, we consider ourselves your partners in success. Benefit from the advantages of enrollment system technology, from simplifying application management to enhancing communication and providing real-time insights. Our platform empowers you to transform your admissions process. Request a demo today and discover how HEM’s Student Portal can help you achieve your institutional goals while creating a superior experience for students and staff.
Simplify student management and boost recruitment efficiency!
Transform your student portal experience. Get a FREE HEM-SP demo today.
Frequently Asked Questions
What does an enrollment system do?
An online admissions and enrollment system is a digital platform that streamlines student recruitment, application management, and enrollment.
What is the process for enrollment?
It’s a framework that outlines the four key stages prospective students go through when deciding to enroll at your institution. These include awareness, interest, decision, and action.
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