About the Episode
About the Episode:
In this episode of In Your Element, Brendan Henkel talks with Luis Caloca, Dean of Student Access at the College of Western Idaho (CWI) and winner of the 2024 Student Centric Institution Award. Luis shares how CWI has transformed its approach to student access and engagement using Element451. From fostering buy-in for new technology to leveraging AI for improved efficiency, Luis offers actionable insights on how institutions can better serve students. He also shares the impressive results of their recent efforts, including a dramatic increase in event attendance and streamlined student communications. Tune in to learn how CWI is setting new standards for student-centered leadership in higher education.
Key Takeaways:
- Proactive Buy-In Creation: Luis emphasized the importance of proactive buy-in when implementing new technology. CWI set aside regular training times, even during peak periods, to ensure staff were on board and equipped to use new tools effectively.
- Data-Driven Adjustments: By closely monitoring student interactions with their systems, CWI made on-the-fly adjustments to improve the user experience, like tweaking their admissions application to reduce user friction.
- Impact of Application Enhancements on Yield Rates: CWI made significant improvements to their admissions application process by closely monitoring student interactions and making real-time adjustments. These changes led to a noticeable improvement in application yield rates, with an estimated 20% increase from applicant to admitted student, highlighting the effectiveness of their streamlined, user-friendly approach.
- AI-Enhanced Efficiency: CWI is leveraging Element451's AI capabilities to automate routine tasks, allowing the team to focus on higher-impact student interactions. This shift has dramatically improved their responsiveness during peak periods.
- Engagement Success: CWI saw a significant increase in event attendance—from 88 to 250—by using personalized communication strategies through Element451, demonstrating the power of targeted outreach.
How CWI Created Institutional Buy-In for Element 451
A key challenge institutions face when implementing new technology is fostering staff buy-in. Luis emphasizes that creating a culture of enablement at CWI was built on intentionality. By setting aside specific time for training and communication, the team ensured everyone was onboard from day one. Luis shares how they utilized Friday mornings for training sessions and low-pressure introductions to the platform, which gave staff the confidence to engage with Element 451 even before it went live.
Moreover, Luis highlights how they’ve approached training during peak periods. While it's difficult to dedicate time during busy stretches, the CWI team has made it a priority to issue bite-sized training updates to ensure consistent performance. The importance of open, ongoing communication meant that staff always knew about adjustments made to workflows and processes—helping maintain alignment across teams. This proactive approach to buy-in has been pivotal to the platform’s success.
What is the Role of a Dean of Student Access?
Luis’s role as Dean of Student Access is centered around making the institution as accessible as possible to incoming students, whether they are traditional high school graduates or non-traditional learners. He leads multiple teams, including recruiters and the one-stop support center, ensuring that prospective students get the information and guidance they need quickly and efficiently.
The integration of Element 451 has transformed how these teams work, providing them with tools to streamline interactions, track student progress, and follow up on tasks. Luis shares how the CRM has made it easier to understand student behavior—helping his team engage more effectively. With clearer insights, his role has also shifted to focus on large-scale projects, such as expanding access to Pell Grants for incarcerated individuals reentering society, which aligns with CWI's mission of inclusivity.
How Has Element 451 Enhanced Student Engagement?
Element 451’s CRM tool has enabled CWI to take a data-driven approach to student engagement. Luis explains how the platform allows his team to analyze every interaction students have with the admissions process, from filling out applications to responding to emails. He describes watching real-time student interactions with their admissions forms and making immediate adjustments to improve the experience.
One major benefit has been the integration of tasks within the system, which helps CWI follow up with prospective students in a timely manner. Luis mentions that the tool’s task automation and load-balancing capabilities ensure no students slip through the cracks. The introduction of AI-powered tools like BoltBot has further optimized these processes by prioritizing high-importance tasks.
What Impact Has Element 451 Had on Event Participation?
The episode also explores how CWI’s event engagement skyrocketed after implementing Element 451. Prior to using the platform, one of their key events had an attendance of just 88 students. After incorporating Element 451’s personalized communication and RSVP system, that number soared to 250. Luis credits the success to the customization features of the platform, which allowed for targeted messaging that kept students engaged both before and after they RSVP’d.
By partnering with Copilot, they crafted a strategic communication plan that resonated with students, resulting in higher turnout. Even more impressive, half of the students who attended didn’t RSVP, showing how effective their messaging was in driving last-minute participation.
What’s Next for CWI and Element 451?
Looking ahead, Luis is excited about further utilizing the platform’s AI capabilities, specifically focusing on automating more of the simpler student inquiries to free up time for his staff to handle more complex issues. With tools like BoltBot taking over routine tasks, CWI is poised to enhance the student experience even further.
Luis also mentions plans to integrate Element 451’s event module across all institutional events, ensuring every interaction is tracked and managed within a seamless system. These forward-thinking plans position CWI as a leader in student access and engagement.
Calls to Action:
- Evaluate Your Technology Adoption Strategy: Reflect on how your institution approaches the adoption of new technologies. Are you creating the necessary buy-in among your team? Consider setting aside regular training sessions to ensure everyone is on board and fully utilizing the tools at their disposal.
- Optimize Student Interactions: Take a closer look at your admissions processes. Can you identify any areas where students may be struggling? Consider implementing data-driven adjustments like CWI did to enhance the student experience and improve yield rates.
- Leverage AI for Efficiency: Explore how AI tools can help your team manage routine tasks more effectively. Start by identifying repetitive tasks in your current workflows that could be automated to free up time for higher-impact activities.
- Personalize Event Outreach: Review your institution's approach to event marketing and communication. Are you using personalized messaging to increase engagement? Consider tailoring your outreach efforts based on the audience's level of interaction, similar to how CWI boosted event attendance.
- Join the Conversation: Engage with the broader higher education community by sharing your experiences and challenges on platforms like LinkedIn. Connect with others who are also leveraging technology to enhance student experiences, and learn from their successes and insights.
Connect With Our Co-Hosts:
About The Enrollify Podcast Network: In Your Element is a part of the Enrollify Podcast Network. If you like this podcast, chances are you’ll like other Enrollify shows too!
Some of our favorites include Visionary Voices: The College President’s Playbook and Higher Ed Pulse.
Enrollify is produced by Element451 — the next-generation AI student engagement platform helping institutions create meaningful and personalized interactions with students. Learn more at element451.com.
Element451 is hosting the AI Engage Summit on Oct 29 and 30. Register now for this free, virtual event.The future of higher ed is being redefined by the transformative power of AI. The AI Engage Summit brings together higher ed leaders, innovators, and many of your favorite Enrollify creators to explore AI’s impact on student engagement, enrollment marketing, and institutional success.
Experience firsthand how AI is improving content personalization at scale, impacting strategic decision-making, and intuitively automating the mundane tasks that consume our time. The schedule is packed with real examples and case studies, so you leave knowing how to harness AI to drive meaningful change at your institution.
Whether you’re looking to enhance student outcomes, optimize enrollment marketing, or simply stay ahead of the curve, the AI Engage Summit is your gateway to the next level of higher education innovation. Registration is free, save your spot today.
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