MEMORANDUM Code: ASA-2016-31 - California State University · MEMORANDUM Code: ASA-2016-31 Date:...

Student Academic Support, Academic Affairs Eric G. Forbes

401 Golden Shore, 6th Floor Assistant Vice Chancellor Long Beach, CA 90802-4210 (562) 951-4744

www.calstate.edu [email protected]

CSU Campuses

Bakersfield • Channel Islands • Chico • Dominguez Hills • East Bay • Fresno • Fullerton • Humboldt • Long Beach • Los Angeles • Maritime Academy • Monterey Bay

Northridge • Pomona • Sacramento • San Bernardino • San Diego • San Francisco • San José • San Luis Obispo • San Marcos • Sonoma • Stanislaus

MEMORANDUM Code: ASA-2016-31

Date: December 9, 2016

To: CSU Presidents

From: Eric G. Forbes

Assistant Vice Chancellor

Subject: Impacted Campuses/Programs, 2018-2019

With the close of the Fall 2017 initial application filing period on November 30, 2016, it is again

necessary to determine if your campus and its programs will likely be impacted for 2018-2019.

Section 89030.5 of the California Education Code provides for a series of public hearings and

notifications in the event that a campus wishes to change its admission criteria by declaring

impaction or discontinuing impaction for specific programs or categories. Ordinarily, the minimum

time-period would be one year after approval by the Chancellor’s Office; however, the code permits

a period of 6 months if the request is based on the absence of resources. A copy of Section 89030.5

is attached for your review.

The California State University is likely to continue to face increased enrollment pressures over the

next several years. Many campuses will face considerable challenges as they seek to provide access

to new students at the same time they encourage continuing students to finish more courses in an

academic year. In order to meet enrollment targets, campuses should continue to utilize the

enrollment management policy and practices adopted by the CSU Board of Trustees at its March

2000 meeting and modified at its September 2002 meeting (Office of the Chancellor, AA, SAS,

“Admission Priorities,” 9-19-2002). Campuses should utilize this policy to avoid impaction where

possible. Please provide a narrative of your on-going efforts to manage enrollment and increase

capacity. See Appendix 1 for sample areas to address. For more robust enrollment and capacity

planning you may need to seek a model that will assist in this process. A method that may be

helpful is a Matriculation Decay Enrollment Model. For further information, see Appendix 2 and

attachments.

Please be reminded that the Board of Trustees has authorized the Chancellor to designate academic

areas (program impaction for discipline, division, major) and class levels (campus impaction for

freshmen, upper-division transfers, post-baccalaureate/graduate students) as “impacted” in cases

where there is compelling evidence that significantly more CSU-eligible applicants and currently

enrolled students seeking to change majors are likely to request access during the initial filing period

than can be accommodated. Campus requests for admission impaction must indicate and

demonstrate trends toward over-enrollment that will continue into the future. Once impaction is

Action is required from

Provosts/Vice Presidents

for Academic Affairs

Provosts/Vice Presidents for Academic Affairs

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declared, supplemental admission criteria authorized by the Chancellor may be used for academic

areas and class levels in the selection of candidates for admission to those areas.

Since the initial application filing period for Fall 2018 will begin on October 1, 2017, all new

impaction requests must be approved by April 1, 2017, which is 6 months prior to the receipt of

applications. Campuses are not permitted to request or discontinue impaction after the fact of

receiving applications for any given term. Moreover, given the complexity involved with the

notification procedures, program and campus impaction can only be considered for the college year

beginning with the fall term.

RETENTION OF CURRENT IMPACTION STATUSES

Data collection has been simplified for campuses wishing to continue impaction for first-time

freshmen, upper division transfers, or for academic programs already impacted. Please provide the

data requested for each area on the enclosed Attachment 1. The requested data is now based on

actual application and enrollment numbers.

For undergraduate programs with more than one concentration, campuses are encouraged to submit a

separate form reflecting the application and enrollment trends for each option. Specific adjustments

in the supplemental admission criteria regarding the eligibility index for first-time freshmen or cutoff

grade point averages are not required to be designated as these items along with the opportunity to

use wait lists can only be determined after the enrollment capacity is known and the applications

received are processed.

Impacted campuses are reminded that they should abide by the following restrictions and not admit

students from these catagories:

Lower division transfer applicants;

Applicants in pursuit of second bachelor’s degrees, unless in STEM disciplines or nursing;

Unclassified post-baccalaureate students;

Upper division transfer students, who are not fully eligible.

Academic areas and class levels designated as impacted for the 2017-2018 academic year are shown

online at www.calstate.edu/sas/impactioninfo.shtml. Please indicate which areas, if any, will

continue to be impacted at your campus during the 2018-2019 academic year by completing the

program data form for each academic area and class level, and a narrative detailing efforts to

increase capacity (see Appendix 1). Indicate deletions where appropriate. The deadline to submit a

renewal request is March 15, 2017. Requests to retain current impaction designations can be

submitted without engaging public hearings or notifications.

INTRODUCING OR MODIFYING CAMPUS IMPACTION

Campuses wishing to introduce or modify campus impaction by level for first-time freshmen or

upper division transfers or campuses wishing to modify the local admission area are subject to

proceedings under Section 89030.5. A local admission area must be designated. Local applicants

who meet standard criteria for CSU eligibility must be accorded high priority whereas those

applicants from institutions outside the local area will be subject to supplemental admission criteria.

A list of school districts that are within the local admission area must be included in the impaction

plan, and only the largest districts, e.g. LAUSD, may be subdivided for impaction purposes. Absent

http://www.calstate.edu/sas/impactioninfo.shtml


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strong evidence to the contrary, designated local admission areas should adjoin geographic areas that

are contiguous to the campus.

Coded memo AA-2010-20 distinguishes the local admission areas from the outreach service areas

for each campus. Refer to the most updated matrix on CSU local admission and service areas at

www.calstate.edu/sas/impactioninfo.shtml for more information. Unless the entire service area is

included in the local admission area, campuses should not extend the local admission area into

regions beyond the established service area.

INTRODUCING OR MODIFYING ACADEMIC PROGRAM OR MAJOR IMPACTION Campuses wishing to introduce or significantly modify impaction for an academic program, major,

or group of majors must present the evidence for program impaction on Attachment 2 and a detailed

description of the proposed supplemental admission criteria and change of major procedures. For

undergraduate programs with more than one concentration, campuses are encouraged to submit a

separate form reflecting the application and enrollment trends for each option.

Campus impaction at the class level or program impaction can only be designated if the campus can

demonstrate that it has exhausted existing enrollment capacity by implementing other enrollment

management strategies. Please provide a narrative detailing efforts to increase capacity (see

Appendix 1). Impaction will be approved for the entire academic year enabling campuses to set

supplemental admission criteria and utilize wait lists during each filing period. Once impacted,

campuses may not accept applications for the impacted category after the initial filing period closes.

Campuses wishing to discontinue impaction for an academic program, major, or group of majors

must present evidence of sufficient, long-term capacity. A detailed explanation should be included

with the request. For undergraduate programs with more than one concentration, campuses are

encouraged to submit a separate form reflecting the application and enrollment trends for each

option.

When a campus receives its preliminary approval to declare or discontinue impaction, it must then

fulfill the requirements of Section 89030.5 of the California Education Code before impaction can

actually be instituted. A final formal approval will be granted for the new or adjusted impaction

request by April 1, 2017, after the confirmation of the public hearing and notification process is

received. An outline of the expected activities and deadline dates are indicated on the next page.

Please submit all responses to Dr. April Grommo, Director, Enrollment Management Services,

Student Academic Services by the established deadlines. Questions concerning this memorandum

may be directed to Dr. Grommo by telephone at (562) 951-4726 or by email at

[email protected] or to me at (562) 951-4744 or [email protected].

Attachments

c: Chancellor Timothy P. White

http://www.calstate.edu/sas/impactioninfo.shtml


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Dr. Loren J. Blanchard, Executive Vice Chancellor for Academic and Student Affairs

Mr. Steve Relyea, Executive Vice Chancellor and Chief Financial Officer

Mr. Nathan S. Evans, Chief of Staff for Academic and Student Affairs

Dr. April Grommo, Director of Enrollment Management Services

Vice Presidents for Student Affairs

Vice Provosts/Vice Presidents of Enrollment Management/Services

Directors of Admissions and Records

Directors of Outreach and Recruitment

Directors of Institutional Research

Enrollment Reporting Officers


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NEW IMPACTION REQUESTS

BEFORE PROCEEDING WITH THE PUBLIC DISCLOSURE AND NOTIFICATION REQUIREMENTS

AS DESCRIBED IN SECTION 89030.5 OF THE CALIFORNIA EDUCATION CODE, IT IS IMPORTANT

TO FIRST APPLY FOR IMPACTION WITH THIS OFFICE BY COMPLETING THE ENCLOSED

FORMS AND RETURNING THEM WITH YOUR OFFICIAL REQUEST TO IMPACT. ONCE YOU

RECEIVE TENTATIVE APPROVAL FOR IMPACTION FROM THIS OFFICE, THEN YOU SHOULD

PROCEED AS OUTLINED BELOW. IN ORDER TO FULFILL EACH OF THE REQUIREMENTS, YOU

SHOULD SUBMIT YOUR NEW OR MODIFIED REQUEST NO LATER THAN DECEMBER 22, 2016.

IMPACTION PROPOSAL TIMELINE December 22, 2016 Deadline for campuses to submit preliminary requests for new or modified campus

impaction, for new or modified program impaction, or discontinuation of campus or

program impaction to the CSU Chancellor’s Office (CO). Requests must include

program data forms, a narrative on managing enrollment and increasing capacity and

a detailed description of the proposed supplemental criteria. Please send requests

directly to Dr. April Grommo at [email protected]. January 20, 2017 Campuses receive tentative approval or denial for new or modified impaction

requests from the Chancellor’s Office.

February 1, 2017 Each campus with impaction requests subject to Section 89030.5 announces its

proposed impaction plans on its individual websites and publishes the plans in three

newspapers within the campus service area (see coded memo AA-2010-20).

February 1-13, 2017 Each campus arranges a public meeting with stakeholders, including the governing

boards of school districts, governing boards of community college districts, and

community organizations that are located within the campus service area. Feb 15 – Mar 10, 2017 Hold three public hearings in various locations/times in the service area of the

affected campus. Post and retain comments or composites solicited at these hearings

on the campus website. March 15, 2017 Submit final request for 2018-2019 impaction including renewal/continuation of

impaction with any adjustments to the CO. Requests must include program data

forms, a summary of proposed supplemental criteria and a narrative on managing

enrollment and increasing capacity. New or modified impaction requests must also

include documentation demonstrating public hearing and communication process. April 1, 2017 Deadline for Chancellor’s Office to grant final approval for new or modified

impaction requests. May 24, 2017 Chancellor reports impaction decisions in writing to the Board of Trustees. June 2, 2017 Public comments and responses may be removed from campus websites.

mailto:[email protected]


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DEFINITIONS OF TERMS

Academic area is defined as a discipline, division, major, or group of majors.

Application quota is the number of applications determined necessary to yield the enrollment capacity.

Applications received represent the number of applications received during the initial filing period and include applications from currently enrolled students seeking access to the academic area or class level, as well as new applications for admission to the campus that specify the academic area or class level.

Class level is defined as freshman, sophomore, junior, senior, lower division, upper division, postbaccalaureate, or graduate.

Continuing enrollment represents the number of students accepted into the academic area or class level in previous terms who continue in that area during the specified years.

Enrollment capacity is the number of students for whom facilities and staff are available to provide an opportunity for an adequate college education.

Enrollment total is the number of students enrolled in the academic area or class level during the specified year. It is the sum of continuing students in addition to new and returning student enrollments. Current year enrollment may be estimated.

Impacted Major/Campus at CSU is designated as impacted when the number of CSU eligible applications received in the initial filing period is greater than the number that can be accommodated by the major or campus.

Initial filing period is October 1 through November 30 for the fall term and the first month of the announced filing period for all other terms. All applicants to an academic area or class level during the initial filing period must receive equal consideration regardless of the filing date within the initial filing period.

New and returning students data include applicants for admission to the campus who designate the academic area or class level, and former students who are returning after an absence of one or more terms of regular sessions. There have been a number of questions raised about how to accurately reflect the number of applicants to impacted programs. Please take the following into consideration as you complete line (E) on the “Program Data” chart:

Applications received during the initial filing period must include those who are new applicants to the university as well as those continuing students who are expected to seek a change of major to the impacted academic area or class level. If you believe it more adequately reflects the situation at your campus, you may use two values in line E:

One for applicants new to the university, and One for currently enrolled students who seek to enter an impacted academic major.

Where impaction occurs for an academic area at an advanced class level (e.g., sophomore or junior), it is not appropriate to reflect the number of applications received at lower class levels where you may admit the student to the university in a “pre-major” category. For example, if admission to your business or clinical nursing program requires successful completion of specified lower division prerequisite courses, you should not include first-time freshman applicants in the number of applications received during the initial filing period (line E); however, you should include sophomore, junior, and senior applicants applying for admission to that program.

Reporting period data usually reflect fall enrollments. Campuses may include other terms, in addition to the fall term, if the combined data better represents enrollment conditions.

Transfers First Time Freshmen Transfers

Continuing students

New students

0

Transfers

First Time Freshmen

First Time Freshmen

0B. Enrollment Total

D. Applications Quota (New & Returning). Maximum applications to reach capacity E. Actual applications received during initial 2017 filing period

F. Applications received as percent of quota (E/D)

FALL TERM - APPLICATIONS

A. Academic Area/Class Level: Capacity in terms of headcount

C. Enrollment as percent of capacity (Total/B/A)

CSU CONTINUING IMPACTION 2018-2019

Executive Order No. 563 requires campuses to supply historical data for each academic area and class level for which the impaction designation is requested. For requests to continue impaction, please complete the following form, one form for each relevant class level or impacted major (undergraduates only, no 2nd BA/BS). Definitions of the data required to complete the form are attached. Please type your responses.

CSU Campus:

Academic Program/Class Level:

Fall 2017

Attachment 1

Fall 2016FALL TERM - ENROLLMENTS

G. CSU eligible applicants denied for fall term in this academic area/class level

Enrollment Numbers In terms of headcount

Returning students

FALL TERM - APPLICANTS DENIED Fall 2016

Projected

2014 2015 2016 Fall 2017

*Fall 2017 enrollment may be estimated.

Please provide a summary of supplemental criteria used for admission for this class level or

program/major.

New students

C. Enrollment as percent of capacity

(Total/B/A)

D. Applications Quota (New & Returning)

Maximum applications to reach capacity

Actual

Attachment 2

E. Applications received during initial filing

period

F. Applications received as percent of

quota (E/D)

A. Academic Area/Class Level:

Capacity in terms of headcount

Enrollment Numbers

In terms of headcount

Continuing students

CSU IMPACTION 2018-2019

Executive Order No. 563 requires campuses to supply historical data for each academic area and

class level for which the impaction designation is requested. Definitions of the data required to

complete the form are attached. Please type your responses.

CSU Campus:

Academic Program/Class Level:

FALL TERM - APPLICATIONS AND ENROLLMENTS

Returning students

B. Enrollment Total*


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APPENDIX 1

CAMPUS EFFORTS TO INCREASE CAPACITY

While enrollment pressures continue, concerns from the public and the legislature regarding

campus impaction also continue to be raised. To assist the Chancellor’s Office and campuses to

respond to these concerns, it would be helpful to understand the work being done at the

individual campuses to increase capacity. As part of your impaction request, please provide a

comprehensive narrative regarding your campus efforts to manage enrollments. The narrative

may include information on the following:

Course Demand/Bottleneck Analysis

Reduction in high-unit majors

Implementation of degree audits and planning tools

Course planning software

Course demand analysis and class schedule optimization

Distance Learning and Technology

Technology solutions such as hybrid courses, virtual labs, etc.

Expansion of distance learning and CSU Online (Course Match)

Flexible Scheduling

Improvements in space allocation of large and small classrooms based on actual

enrollments

Classroom transformation – development of larger learning spaces

Year-round operations, state and/or self-support

Off-site Centers

Advising Initiatives (including e-Advising) to support timely graduation

Early Start efforts to reduce remediation

Super Senior interventions

Early alert systems

Course transformation to improve success in high fail courses

Other advising enhancements as appropriate

Miscellaneous Best Practices

Reduction/elimination of exceptional admits

Other areas relevant to your campus


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APPENDIX 2

MATRICULATION DECAY ENROLLMENT MODEL

Enrollment planning requires campuses to reflect on past and anticipate future outcomes. One

way to do this is through use of an enrollment model. Attached are examples of a model that

relies on matriculation decay. The model sorts students into “entered as” groups (first-time

freshmen, new UG transfers, new master/doctoral, new PB credential, new PB other, and

transitory) and the uses prior like term retention and unit taking behavior as proxies for the

behavior of the next cohort at a similar point in time. Computations are made for Academic

Year enrollments in the decay model while state support summer enrollment FTES are loaded

into the model summary without computation within the decay model. Campus resident and

NRT targets are loaded on the summary page to form targets for comparison.

The decay model is vulnerable to large shifts in outcomes (large shift in retention, short time to

degree, increased or decrease units per student, unrealistic new student assumptions) and should

be viewed in the university’s context.

The excel sheet contains a working version of the model (if you change headcount inputs for new

students in spring 2017 or beyond the model will recalculate FTES). You can look at the data

sheet to better understand what is entered and how it moves through the model (yellow fields on

the data sheet reflect known data for fall 2015-fall 2016). The PDF includes a view of the

summary sheet.

If you are interested in learning more about the model please contact Ed Sullivan, Assistant Vice

Chancellor for Academic Research and Resources ([email protected]).

mailto:[email protected]

matriculation decay enrollment model.xlsx

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A B C D E F G H I J K L M N O P Q R S T U

Headcount FTES

fall 2015spring 2016



fall 2018 spring 2019 fall 2015 spring 2016 fall 2016spring 2017



New FTF 4,276 127 3,642 120 3,750 120 3,700 120 3,684 114 3,232 108 3,328 108 3,283 108

New Transfers 3,661 1,116 2,928 1,500 3,750 800 3,700 1,150 2,982 888 2,458 1,194 3,148 637 3,106 915

Continuing UG 17,839 23,024 18,257 22,187 17,839 22,581 17,760 22,496 15,168 19,962 15,672 19,240 15,278 19,589 15,246 19,495

New Masters/EDD 975 175 929 175 925 175 925 175 787 113 773 113 769 113 769 113

Continuing Masters/EDD

2,107 2,617 1,877 2,360 1,711 2,230 1,648 2,187 1,492 1,921 1,313 1,731 1,204 1,650 1,166 1,626

New PB Cred 195 65 169 65 170 65 170 65 192 52 168 52 169 52 169 52

Continuing PB Cred 31 198 100 215 108 222 110 223 15 184 64 183 67 194 69 192

New PB Other 64 6 19 6 20 6 20 6 55 5 13 5 13 5 13 5

Continuing PB Other 59 72 36 35 16 22 14 20 44 55 25 27 11 16 10 15

Transitory 1,049 879 1,088 879 1,088 879 1,088 879 430 346 390 346 390 346 390 346

Total 30,256 28,279 29,045 27,542 29,377 27,100 29,135 27,321 24,850 23,639 24,108 23,000 24,378 22,710 24,222 22,867

res 23,100 22,006 22,397.0 21,410.8 22,648.2 21,141.0 22,503.7 21,287.4nrt 1,750.0 1,633.3 1,710.5 1,589.2 1,729.7 1,569.1 1,718.7 1,580.0

2015-16 2016-17 2017-18 2018-19 nrt rat 0.07 0.07 0.07 0.07 0.07 0.07 0.07 0.07

Target (resident +NRT) 24,500 24,500 24,500 24,500 1,734pct of

resident target

YRO 1,200 1,200 1,200 1,200 23,020 100.1%

AY 24,245 23,554 23,544 23,545

CY 25,445 24,754 24,744 24,745

Amount over Target (minus is under)

945 254 244 245

% over resident and NRT Target in CY (minus is under)

3.9% 1.0% 1.0% 1.0% 1,733pct of

resident target

% over resident Target in CY (minus is under)

0.1% 0.0% 23,011 100.0%

CY 2016-17 Resident FTES

estimate

Sample of Hypothetical Semester Campus (composite example drawn from multiple campuses)Matriculation Decay Planning Model for 2016-17 based on Hypothetical FTES targets (resident and NRT)

(hypothetical Spring 2017, 2017-18 and 2018-19 new student estimates in bold)HC and FTES include Resident and NRT students

24,7542016-17 Resident CY FTES

Target 23,000

CY 2016-17 NRT est

20CY 2016-17 Resident estimate

minus 2016-17 Resident Target

Projected NRT overage ( 1,500 NRT FTES expectation)

234

CY 2016-17 total (Resident + NRT)

CY 2017-18NRT Estimate

CY 2017-18 Resident FTES

Estimate

2017-18 Resident CY FTES Target (hypothetical) 23,000

CY 2017-18 total (Resident + NRT)

24,744

CY 2017-18 Resident estimate minus Hypothetical 2017-18

Resident Target11

Projected NRT overage (assumes 1,500 NRT FTES expectation)

233

.pdf

Copy of Matriculation Decay Enrollment Model

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A B C D E F G H I J K L M N O P Q R S T U V W X Y Z AA AB AC

Headcount FTES

fall 2015spring

2016fall 2016

spring

2017fall 2017

spring

2018fall 2018 spring 2019 fall 2015 spring 2016 fall 2016

spring

2017fall 2017

spring

2018fall 2018

spring

2019

New FTF 4,276 127 3,642 120 3,750 120 3,700 120 3,684 114 3,232 108 3,328 108 3,283 108

New Transfers 3,661 1,116 2,928 1,500 3,750 800 3,700 1,150 2,982 888 2,458 1,194 3,148 637 3,106 915

Continuing UG 17,839 23,024 18,257 22,187 17,839 22,581 17,760 22,496 15,168 19,962 15,672 19,240 15,278 19,589 15,246 19,495

New Masters/EDD 975 175 929 175 925 175 925 175 787 113 773 113 769 113 769 113

Continuing

Masters/EDD2,107 2,617 1,877 2,360 1,711 2,230 1,648 2,187 1,492 1,921 1,313 1,731 1,204 1,650 1,166 1,626

New PB Cred 195 65 169 65 170 65 170 65 192 52 168 52 169 52 169 52

Continuing PB Cred 31 198 100 215 108 222 110 223 15 184 64 183 67 194 69 192

New PB Other 64 6 19 6 20 6 20 6 55 5 13 5 13 5 13 5

Continuing PB Other 59 72 36 35 16 22 14 20 44 55 25 27 11 16 10 15

Transitory 1,049 879 1,088 879 1,088 879 1,088 879 430 346 390 346 390 346 390 346

Total 30,256 28,279 29,045 27,542 29,377 27,100 29,135 27,321 24,850 23,639 24,108 23,000 24,378 22,710 24,222 22,867

res 23,100 22,006 22,397.0 21,410.8 22,648.2 21,141.0 22,503.7 21,287.4

nrt 1,750.0 1,633.3 1,710.5 1,589.2 1,729.7 1,569.1 1,718.7 1,580.0

2015-16 2016-17 2017-18 2018-19 nrt rat 0.07 0.07 0.07 0.07 0.07 0.07 0.07 0.07

Target (resident +NRT) 24,500 24,500 24,500 24,500 1,734

pct of

resident

target

YRO 1,200 1,200 1,200 1,200 23,020 100.1%

AY 24,245 23,554 23,544 23,545

CY 25,445 24,754 24,744 24,745

Amount over Target

(minus is under)945 254 244 245

% over resident and

NRT Target in CY (minus

is under)

3.9% 1.0% 1.0% 1.0% 1,733

pct of

resident

target

% over resident Target

in CY (minus is under)0.1% 0.0% 23,011 100.0%

excel

CY 2016-17

Resident FTES

estimate

Sample of Hypothetical Semester Campus (composite example drawn from multiple campuses)

Matriculation Decay Planning Model for 2016-17 based on Hypothetical FTES targets (resident and NRT)

(hypothetical Spring 2017, 2017-18 and 2018-19 new student estimates in bold)

HC and FTES include Resident and NRT students

24,754

2016-17 Resident CY FTES

Target 23,000

CY 2016-17

NRT est

20

CY 2016-17 Resident estimate

minus 2016-17 Resident

Target

Projected NRT overage ( 1,500 NRT

FTES expectation)234

CY 2016-17 total

(Resident + NRT)

CY 2017-18

NRT Estimate

CY 2017-18

Resident FTES

Estimate

2017-18 Resident CY FTES

Target (hypothetical) 23,000CY 2017-18 total

(Resident + NRT)24,744

CY 2017-18 Resident estimate

minus Hypothetical 2017-18

Resident Target

11

Projected NRT overage (assumes

1,500 NRT FTES expectation)233

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