Get insight into the reasons why students do not persist and the steps you can take to develop “staying power” within your own programs. Dive deep into proven retention strategies, including new leading-edge technologies, inventive enrollment services, and summer grant programs that supplement financial aid awards for students who have unforeseen financial problems. See how Hobsons’ Student Success module, including virtual orientation, advising, and faculty/student early-warning systems along with parental communications and student surveys, also contribute to increased retention. Leave with basic strategies your school can implement today to begin increasing retention rates in 2012.

1. Xavier University: A Retention
Success Story
Adrian A. Schiess
Executive Director for Student Academic Support Services
Xavier University, Cincinnati, Ohio
Brian Mikesell
V.P. Student Success Solutions, Hobsons

2. About Hobsons
We are in the business of
maximizing student success
and institutional effectiveness
to create the world changers of
tomorrow.

3. Student Lifecycle Phases
3

4. Backdrop
In 2005, expand into
The Retention Guru in our backyard
Proven methods in need of technology assistance
Perfect partnership – co-creation
XU - Hobsons Retain first customer
Retain: Early Alert, Advising and CRM System
4

5. Student Success @Hobsons
Prepare & Orient Plan & Advise Alert & Communicate
Virtual Orientation AgileGrad Retain
 Meet other students  Course planning  Contact management
 Message campus  Demand forecasting  Automated interventions
staff  Advisor messaging  Communication
 Take orientation  Appointments campaigns
 Continue orientations  Event scheduling  Early alert collection
 To-do items  Reporting and analytics
Case Management
 Degree Auditing
 Course offering
Scheduling

6. About Xavier University

7. About Xavier University
 Private, Catholic, Jesuit University
 4-year private, Masters/Selective
 Located in Cincinnati, Ohio
 Undergraduate/Graduate population of 6,400
 1,050 Freshmen (representing 40 states/12 countries)
 Academically selective
 Average ACT score of 26
 Average SAT score of 1,186
 Tuition $31,000 per year
 Alumni Giving Staff

8. US News And World Report
2012 Edition: America’s Best Colleges
Xavier named Best Universities Master’s
(Midwest Region)
#4 in Retention (86%)
#1 in 5-year Graduation Rate (79%)

9. Xavier’s Initial Retention Goals
and Objectives

10. Retention
A Dedicated Retention Person Focused on
Academic Support

11. From Paper to Automation
Paper Automation
Transition
1991 2012
11

12. The Make-up of XU’s Retention Effort
The position and the approach
1. PREP (Priority Registration Experience Program)
2. Freshman Success Program
3. Early Alert (Student Academic Warning System)
4. Parents’ Participation Program
5. Summer Survey
6. Bursar Hold Initiative
7. Special financial assistance programs
8. Evaluation process

13. Xavier’s Initial Retention Goals
and Objectives
 Retain 90% of full-time freshman cohort
 Increase student satisfaction
 Provide an intervention that enlists retention efforts from faculty, other
university personnel, and families
 Address social, financial, and academic issues
 Evaluate academic and social success
 Improve grades
 Improve persistence
 Improve graduation rates

14. Retention
A Dedicated Retention Person Focused on
Academic Support
 Reports to Executive Director – Student Academic Support Services (SASS)
 Monitors retention trends and evaluates program results
 Facilitates problem resolution in the areas of academic, financial, social, and
personal
 Provides personal attention, service-oriented ombudsman (appointments are not
necessary)
 Coordinates retention data, reasons for student attrition, monitors graduation
statistics
 Actively develops new and refined undergraduate student retention programs
 Monitors academic progress of all undergraduate students
(GPAs, course withdrawals, failed classes, absenteeism)

15. What it Costs to Lose a Freshman
at Xavier (ROI)
COST PER SEMESTER
TUITION $15,000
ADMISSION BUDGET ($2,000,000)
ROOM $2,800
1050 FRESHMEN IN THE CLASS
BOARD $2,200
=$1,905 TO RECRUIT A FRESHMAN
FEES $500
$20,500
DISCOUNT 40% OF $20,500 = $8,200 WHICH IS A COST OF $12,300 PER SEMESTER
IT IS MORE THAN TWO TIMES MORE EXPENSIVE
$1,905
TO RECRUIT A FRESHMAN THAN TO RETAIN ONE
- 762
$1,143 DIFFERENCE PER STUDENT
RETENTION BUDGET ($800,000)
1050 X 5% = 52 STUDENTS LOST IN 1st SEMESTER
1050 FRESHMEN IN THE CLASS
$12,300 =$762 TO RETAIN A FRESHMAN
x 52 students
$639,600 = 1st SEMESTER LOST REVENUE
998 x 20% = 200 STUDENTS LOST IN 2nd SEMESTER
$12,300
x 200 students AVERAGE ATTRITION FOR SCHOOLS
$2,460,000 = 2nd SEMESTER LOST REVENUE LIKE US IS 25% PER YEAR
52 + 200 = 252 STUDENTS X $12,300 = $3,099,600 LOST REVENUE FOR THE YEAR

16. 1. Priority Registration Experience
Program (PREP)
1

17. Priority Registration Experience
Program (PREP)
Purpose
Locks in the freshman class
Focused on completing fall academic preparation in the summer
Creates a sense of belonging
Begins parental involvement (Parents come to PREP) in student
academic and social success
- Mid-term grade authorization form
- Supportive environment
Heighten the level of academic expectation for students and parents

18. Priority Registration Experience
Program (PREP)
Objectives for the day
Online placement tests completed and evaluated in mathematics and
foreign language
Academic advising – meet your advisor
Schedule fall classes, build a schedule with your academic advisor
Register – lock in your classes for the fall
New students receive their official university ID Card

19. 2. Freshman Success Program
1 2

20. Freshman Success Program
The Office of Admission selects these students and admits them on a conditional
basis. These students are from the lower 8% of all admitted freshmen.
The program is designed for the fall semester only
Requirements:
- May not declare a major
- Advised as “undeclared”
- Must take a one credit hour study skills course
- Either mathematics or foreign language
in the first semester, not both
- Limited to 13 credit hours
- Mentored by a graduate assistant from
the Office of Student Success and Retention
Results: From Fall of 2010 to Spring of 2011 – 92% matriculation

21. 3. Early Alert Initiative
1 2 3

22. Early Alert Initiative “Retain”
(E-Communication)
Faculty identify attendance and academic
problems in fourth week of semester
Retention office receives electronic academic
feedback early in fall and spring semesters
Early warning for adjustment problems
Allows time for appropriate intervention
Requires faculty get to know their students early
Follow up contacts made by the Office for Student
Success and Retention, Athletic Advising, TRiO,
and Academic Advising
Shared information through “Retain”

23. FRESHMAN FACULTY
FEEDBACK FORM (paper copy)
TO: (TEACHER’S NAME IN ALPHABETIC ORDER, WITH ML LOCATION)
FROM: ADRIAN A. SCHIESS, DIRECTOR FOR STUDENT SUCCESS AND RETENTION
This is the Faculty Feedback Form for freshmen. It is an early warning mechanism that helps to identify
students that may be having difficulty adjusting to your class. Listed below are freshmen in the class and
section that you teach. Please mark in the appropriate blocks to indicate any problems at this time. The
Faculty Feedback Form has been very successful in assisting freshmen with their adjustment to college.
The Office of Student Success and Retention and the Academic Advising Center will collaborate to contact
those students who you indicate are showing signs of having academic difficulty. Collegial sharing of this
information allows us to work more closely with you to assist students with academic issues. If you would
like us to follow up with you regarding our contact with a student please indicate this on the form.
Please return all Faculty Feedback Forms within FIVE DAYS to: Adrian A. Schiess, Director for Student
Success and Retention, Alter Hall, Room 103, ML 3111. We encourage faculty to make comments on
this form concerning any other adjustment issues.

24. FRESHMAN FACULTY
FEEDBACK FORM (paper copy)
FALL 05 COMM 101-25 ORAL COMMUNICATION
STUDENT'S NAME ATTENDING CLASS? GRADE AT THIS TIME
Smith, Joe Yes___ No___ GRADE ____
Johnson, Nikki Yes___ No___ GRADE ____
Miracle, Paul Yes___ No___ GRADE ____
Jones, Davy Yes___ No___ GRADE ____
Preston, Bill Yes___ No___ GRADE ____
Research, John Yes___ No___ GRADE ____
COMMENTS: Please feel free to use this space to add comments related to the need
for tutoring, observed changes in
demeanor (anxiety, aggression, depression) or to expand on the feedback provided
above.

25. FRESHMAN FACULTY
FEEDBACK FORM
Faculty Feedback – Fall 2010
Faculty Feedback – Fall 2010

26. Faculty Feedback Email
26

27. Faculty Intervention
The Results
• Student is sent an automated email immediately after faculty
submits feedback
• Results from the Faculty Feedback are automatically sent to the
Retention Office
• Automated reminder to faculty who have not responded
• Office of Retention immediately contacts the student via phone
and/or email
• Intervention via online Faculty Feedback is 2-3 weeks faster than
previous paper version
RESULTS – 28% increase in faculty participation

28. 4. Parent Participation Program
1 2 3 4

29. Family Educational Rights and
Privacy Act (FERPA)
Obtain consent at PREP to release student
information
(mid-term grades go home to freshman
parents)
Parental notification of academic, medical
and personal student information
Student releases required for information to
go to parents

30. Parents Participation Program
Methods:
Three written contacts each semester
Established an 800 number for parents
Mid-term grades sent home to parents
Parent card
Results:
Uncovered student needs by talking with parents – information
bonanza!
Established good communication with parents, makes them feel
comfortable in calling
Associate Director for Student Success and Retention, Advising
Center, Athletic Advising, and Learning Assistance Center work
closely together, and then follow up to solve problems

31. Parent Participation Program
Freshman Adjustment Survey
Survey sent to parents during the first three days
of the 1st semester of the student’s freshman year
Parents ask students questions and PHONE IN
if they are worried about their student’s
responses.
Have you set a goal for your GPA Can you name four friends that you
at Sample questions: semester?
the end of the first have at Xavier?
Do you have at least one activity that
you are participating in at Xavier?

32. From Paper to e-Communication
2005 Results - Sent to 765 parents
25 parents called in results (3%)
25 interventions (3%)
2010 Results - Sent to 1037 parents
207 took survey (20%)
127 interventions (13%)

33. 5. Summer Survey
1 2 3 4 5

34. Summer Survey
Purpose:
To identify students at risk for not returning for
the next fall semester and provide intervention
before it’s too late!
Electronic survey sent to all students in the
last week of May
Designed to identify retention issues for rising

35. Summer Survey The Results
• 2005 - Sent paper Summer Survey to 812 rising sophomores
- We had 185 sophomores respond to the Summer Survey (23%)
• 2010 – Sent electronic version of Summer Survey to 820 rising
sophomores
- We had 365 students respond to the Summer Survey (44%)
Note: Summer Survey is now also sent to rising juniors and seniors
RESULTS DOUBLED!

36. Summer Survey
Process improvements: Planning on returning to Xavier in the Fall?
• Quick distribution of survey 450
via e-mail 400
385 89.12%
• Made submitting results 350
easier - online 300
• Immediate identification of 250
at-risk students – no waiting 200
150
for paper information to be
100
returned 10 2.31% 37 8.56%
50
0
Definitely Definitely Not Probably

37. 6. Special Financial Assistance Programs
1 2 3 4 5 6

38. Financial Assistance Programs
Enrollment Services Retention Grants ($565,000)
Awarded to upperclassmen who file the FAFSA
Are in good academic standing
Show financial need/possibly impacting return to Xavier
$200,000 new grants awarded per year
Summer School Grants ($65,000)
Awarded to upperclassmen who file the FAFSA
Show financial need
Dollars awarded based on credit hours taken
(averages $300 per student per course)
Helps students regain academic scholarships, financial aid
eligibility and keeps students academically aligned toward
graduation

39. 7. Bursar Hold Initiative
1 2 3 4 5 6 7

40. Bursar Hold Initiative
 Developed list of undergraduate students who
owe the university an amount of money from a
previous semester and are unable to register
 E-Communication with students to determine
reason for non-payment
 Work with financial aid to resolve payment issues
 Increase students’ financial aid with loans or
grants
 Match registered students to non-registered
students after Priority Registration is completed
 Review and evaluate students who are removed
from delinquent list
 Set dollar threshold (e.g., $500) for students to be
able to register

41. Bursar Hold Initiative
• 2005 Results – no means of tracking results
• 2009 & 2011 Results (undergrad only)
SPRING 2009 FALL 2011
Start: Update: Start: Update:
7/1/09 7/5/09 10/15/11 1/19/12
Students with 96 43 687 89
Bursar Holds
Total Bursar $542,866 $222,400 $2,355,000 $305,000
Hold Amount
($)
Total Amount $320,466 $2,050,000
Collected ($)

42. Retain and the Changes
(a summary)
2006: Faculty feedback developed
Freshman parent adjustment survey sent out
Mid-term grades sent home to parents
2007: Bursar Hold: Letters sent to those who cannot register
2008: Letter Writing Campaigns
Summer school letters to all undergraduates
Freshman parent adjustment survey
Freshman parent letter beginning of each semester
2009: Consolidated four different early warning notifications under Retain (Retention,
Athletics, Advising, TRiO)
2010: Integrated “Retain” with Banner
All academic advisors can now see remarks of visits with Retention Office,
Athletic Advising, and TRiO Program
2011: Retain now campus wide
2012: Virtual orientation, Case Management and AgileGrad

43. Xavier Retention Program
Evaluation
 Number and percentage of students retained by cohort (fall
to fall)
 Graduation rate
 Number of students in Freshman Success Program who
return for fall classes
 Number of mid-term grade indicators, (GPA below 2.0,
number of class withdrawals, grades of F), compared to final
grade indicators
 Number of student visits to the Student Success and
Retention Office
 Number of parental responses from parent survey
 Number of Faculty Feedback Forms returned
 Dollars committed for Summer Grant Program and
Enrollment Services Grant Program
 Number of students whose academic scholarship or financial
aid has been restored

44. Summary of Success
 Remarkable first-year results
 Early and quick identification of a larger population
of at-risk students
 Outstanding revenue rewards
 High Tech = High Touch
 Increased student service and satisfaction
 Forecasted 90% retention rate for Fall 2011
 Forecasted 72%-Hit 71% 4-year graduation rate
- 2% increase from previous year
 Increased engagement of faculty in
identifying and mentoring at-risk students
 Increased FERPA-approved parental
interaction to 99%
QUESTIONS?

45. Hobsons’ Student Success Suite
Orientation Staff Advisors, Coaches,
(Prepare and Orient) Faculty, Financial
Aid, Tutoring
Virtual AgileGrad
Orientation (Plan and Advise)
Retain
Student Success Officers
(Communicate and Alert)

46. Virtual Orientation
What issues are students facing?
 High level of anxiety pre-arrival
 Potential doubt around school choice
 Absorbing lots of new information
 Hungry to know what campus will be like

47. Benefits of Virtual Orientation
 Make students feel comfortable, welcome and appreciated resulting
in a rise in overall retention rates
 Measure your program effectiveness by monitoring and testing
student progress
 Customize modules to meet the needs of your institution
 Easily integrate with your current communication system including
Hobsons Retain & Connect solutions
 Demonstrate your school’s desire to work with students on their
schedule, offering online orientation 24/7
 Increase in-person orientation participation due to online excitement
 Build a more connected community of students

48. AgileGrad
Easy to use, one click technology that allows
students and advisors to create student-specific
degree based roadmaps to graduation.

49. Benefits of AgileGrad
 Allows advisors and students to review, alter and monitor
student course load & path to graduation based on degree.
 Aids students in making crucial decisions pertaining to course
selection
 Provides school with accurate curriculum and class forecasting
 Equips advisors with detailed information to help students
make informed decisions
 Encourages student retention by providing a clear path to
graduation

50. Retain
Hobsons’ RetainTM is an early alert and student
retention CRM solution crucial to supporting an
institution’s student success strategies.
50

51. Benefits of Retain
 Ensure cross-campus collaboration
 by centralizing execution strategies.
 Monitor student activity and notify advisors
 if there is an issue with a student.
 Give you the tools to proactively flag
 and target at-risk students.
 Allow student success advisors to
 intervene and connect with at-risk
 students.
 Use innovative tools and technology
 to keep students and faculty up to date
 on activities, alerts, and campus-wide
 initiatives.
51

52. Partnerships
Noel Levitz
– strengthen existing partnership
– RMS+ (student assessments, predictive
modeling and retention audits)

53. Hobsons – NL Partnership
53

54. Contacts
Adrian A. Schiess
schiessa@xavier.edu
Executive Director for Student Academic
Support Services
Xavier University, Cincinnati, Ohio
Brian Mikesell
brian.mikesell@hobsons.com
V.P. Student Success Solutions, Hobsons