How Waukesha County Tech Simplified Student Registration to Boost Enrollment

About the Episode: 

In this episode of The Hidden Gem, host Maya Demishkevich speaks with Kaylan Gaines, Director of Recruitment and Engagement at Waukesha County Technical College, about the college's innovative approach to in-person registration events. Kaylan shares the story behind the creation of the "Admission Accomplished" event—a one-stop enrollment experience designed to simplify the registration process for students, streamline their journey, and ensure they receive the necessary support to start their college education confidently.

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Key Takeaways:

- Addressing Challenges in Registration: Hear about how Waukesha County Technical College created a one-stop registration event to simplify the enrollment process and address common student challenges.

- Design and Execution of the Event: Learn how the event involves collaboration across departments, offering students comprehensive support from application to enrollment, all in one day.

- Significant Impact on Enrollment: Discover the impact of the "Admission Accomplished" event, which boosted attendance and now contributes to 25% of fall enrollments.

- Effective Marketing Strategies: Find out about the targeted marketing strategies—like email and text messaging—that successfully attract students to the event.

- Advice for Other Institutions: Get insights on how other colleges can streamline their registration process, reduce barriers, and create a more student-friendly experience.

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Admission Accomplished Checklist

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Episode Summary

What Inspired the Creation of the “Admission Accomplished” Event?

Kaylan shares that Admission Accomplished was launched to help students overcome common barriers in the registration process. Initially, students had to visit campus multiple times, causing frustration and potential drop-off. This new model aims to streamline everything from admissions to advising, financial aid, and course registration—all in one place. Waukesha County Technical College also saw the need to replace their virtual orientation with a more supportive, in-person option for those who needed face-to-face guidance. By consolidating all services, students experience an easy, efficient journey from initial inquiry to enrollment, fostering confidence in their decision to start college.

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How Is the Event Structured?

The event is designed to function as a “one-stop enrollment shop.” Students are welcomed at check-in and given a clear, easy-to-follow checklist that guides them through each step. After discussing program options, students are admitted on the spot, proceed to group advising for course selection, and finally connect with additional resources like financial aid, student life, and mental health counseling. Each department is represented, ensuring all student needs are met without multiple visits. To wrap up, students celebrate their enrollment by ringing a cowbell, making the process both efficient and enjoyable. The event concludes with an invitation to another event called Jumpstart, aimed at building community among incoming students.

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What Has Been the Outcome of These In-Person Events?

The Admission Accomplished events have grown tremendously since they began. Originally, each event attracted around 50 students, but recent sessions have seen attendance increase to over 100 students per event. Not only has attendance increased, but so has the registration success rate, with over 83% of participants completing their enrollment on the spot. Impressively, the event now accounts for 25% of the college’s new fall enrollments. This success underscores the effectiveness of eliminating enrollment hurdles and offering comprehensive in-person support to potential students.

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How Does Waukesha County Technical College Promote the Event?

To ensure high turnout, the college employs a multi-channel marketing strategy. They reach out to students at all stages of the enrollment funnel, from applicants who haven’t yet registered to those needing guidance on final steps. Promotion includes emails, in-person invitations during campus visits, and printed materials included in admissions letters. Text messaging campaigns, in particular, have proven highly effective for driving pre-registrations. Additionally, they leverage word-of-mouth and some community marketing efforts, such as billboards, to expand reach.

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Advice for Other Institutions Considering Similar Events

Kaylan encourages other colleges to think critically about the efficiency of their enrollment processes. Combining events, like admitted student days and orientation, could make the journey smoother for students. He advises colleges to know their student body well and design events that respect their time and address their needs, especially for students who may have jobs or other commitments. Recognizing that convenience is key, Kaylan underscores the importance of creating a supportive, accessible environment to help students reach enrollment with ease.

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Connect With Our Host:

Maya Demishkevich

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About The Enrollify Podcast Network:

The Hidden Gem: Marketing Community Colleges 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 Confessions of a Higher Ed CMO.

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.

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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.

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