Celebrating Our Collective Impact
Reflecting on a year of transition and innovation, the Enrollment and Retention Management team at UIS is proud to share our progress and priorities. We remain committed to fostering access, inclusion, and student success for every learner. Together, we are shaping a resilient and student-centered future.
Vice Chancellor for
Enrollment and Retention Management
Vickie Cook
Vice Chancellor Vickie Cook oversees the Division of Enrollment and Retention Management, which is comprised of the offices of Admissions Processing, Admissions Recruitment, Financial Assistance, and Records/Registration. She is responsible for aligning enrollment strategies with institutional goals to attract, enroll, and retain a successful student body.
Year in Review: 2024-25 Highlights
Enrollment
First-year enrollment stabilization with a record number of inquiries and outreach efforts for transfer and online programs
Retention
A Retention Plan Steering Committee delivered recommendations; implementation beginning in Fall 2025e
Adult Learner Reengagement
Students who stopped out at UIS
for a minimum of three semesters received personalized outreach and have returned
Fall 2024 - 76
Spring 2025 - 64
Summer 2025 - 25
(165 Total Reengaged Students)
Online Student Comparison/Growth
Fall 2023 to 2024:
1,893 to 1,967
(74 student gain)
Spring 2024 to 2025:
1,872 to 1,929
(57 student gain)
Summer 2024 to 2025:
1,119 to 1,062
(57 student loss)
Challenges Acknowledged, Progress Made and Priorities for 2025-26
Despite regional population decline, FAFSA delays, and shifting student expectations, UIS has adapted with agility. Our strategic use of data, communication, and inclusive engagement has helped mitigate these challenges. Working closely with Academic Affairs and others, as needed, we look forward to the new academic year, during which our goal is to prioritize the following strategic initiatives:
- Create and implement an updated Strategic Enrollment and Retention Management Plan
- Work to implement stackable credentials and certificates
- Review and implement AI-infused processes and communication, where possible
Call to Action: How You Can Support
Enrollment and Retention
Enrollment is everyone’s business. Help by sharing student success stories, collaborating on new initiatives, and promoting UIS as a first-choice destination for learners across the region.
Table of Contents and Important Policies
Associate Vice Chancellor for
Enrollment and Retention Management
Brian Clevenger
Associate Vice Chancellor Brian Clevenger supports the Vice Chancellor by overseeing many of the day-to-day operations of the division. He also works with cross‑campus leadership to develop and implement strategies that strengthen enrollment growth, improve retention rates, and enhance the student experience from admission to graduation through data-informed practices and student-centered initiatives. He is also responsible for providing leadership for the planning of the university's annual commencement ceremonies.
62
High-Level Enrollment
Tasks/Initiatives Completed
24
Enrollment-focused Faculty, Staff, and/or Student Group Meetings
1,065
Students Participating in
Commencement Ceremonies
32
Enrollment and Retention Presentations Given
Retention
Retention is critical to the success of both our students and the institution. When we retain students, we’re not only helping them persist toward graduation. We’re also affirming their sense of belonging, supporting their academic and personal goals, and fulfilling our mission as a public university to provide access and opportunity. Strong retention also ensures the sustainability of our programs, supports campus planning, and reflects the quality of the student experience at UIS. In the past year, numerous initiatives have been put into place including those listed below.
- Strategic Recruitment and Admissions: Engaging prospective students through targeted outreach and streamlined application processes
- Financial Assistance and Affordability: Supported access and success by connecting students with essential financial resources and conducted a thorough review and reallocation of scholarship dollars
- Data-Driven Decision Making: Utilized analytics to inform strategies and improve student outcomes
- Retention Initiatives: Collaborated with campus partners to implement programs to promote retention and student engagement
- Re-engagement: Worked with MindMax, an external partner, to learn how to re-engage with stop out students
Enrollment and Retention is a Campus-wide Responsibility!
While the Division of Enrollment and Retention Management plays a central role in coordinating strategies and services that support student success, the responsibility for enrolling and retaining students extends across the entire campus. Every interaction, whether in the classroom, advising office, residence hall, or support center, contributes to a student’s decision to enroll, persist, and graduate. Creating a welcoming, supportive, and engaging environment requires collaboration from all departments, divisions, and individuals.
Admissions Recruitment
Kathryn Kleeman
Kathryn Kleeman, Director of Admissions, leads the recruitment team at the University of Illinois Springfield in engaging and supporting prospective students throughout the admissions process. She oversees the development and execution of strategic outreach initiatives, coordinates on- and off-campus recruitment activities, and builds relationships with high schools, community colleges, and other partners to promote access to UIS. Her work ensures that prospective students receive timely, accurate information and a welcoming introduction to the university.
1049
Recruitment Visits
29,077
Email Messages Received
5,349,139
Emails Sent to Prospects, Applicants, and New Students
10,618
Attendees at UIS
Recruitment Events
Other Important Statistics
- 139,240 - logins to the Customer Relationship Management (CRM) system, Slate
- 1,827 - one-on-one meetings held with prospective students, applicants, and new students
- 760 - school visits attended
- 9,218 - furthest distance (in miles) from which an application was received
- 49,105 - application documents uploaded
- 109 - countries from which applications were received
- 2,970 - number of unique institutions (high school and college) from which we received applications
What Are Applicants Saying?
When you chose UIS over the other schools on your list, what were the top one or two things that really put UIS over the top and gave you the confidence that this was the right school?
"The top thing that put UIS over the top was the close community and how nice the admissions staff was. The community made me feel welcomed and like I belonged and the staff treated me with respect and understood everything I talked about with them."
Admissions Processing
Rhyann Morris
Director of Admissions Processing, Rhyann Morris, works with her team to process and review applications in an expedited and timely manner as well as coordinating the implementation and evaluation of program agreements that support prospective transfer students. This includes functions such as processing admissions-related applications and paperwork and evaluating materials related to admission including course credit and international credential evaluations.
88
Applications
Processed Weekly
107
First-Time First-Year Evaluations
Processed Weekly
19
Transfer Evaluations
Processed Weekly
160
Graduate Evaluations
Processed Weekly
Focus on Transfer Students
Since its founding, UIS has recognized the vital role transfer students play in our campus community. During the 2024–25 academic year, the UIS Office of Admissions Processing placed a strong focus on strengthening partnerships and articulation agreements with community colleges to enhance transfer pathways for incoming students. Listed below are just a few of the accomplishments related to transfer students.
- Completed a program foundation coursework matrix for all 48 Illinois community college transfer pathways into UIS
- Attended the City Colleges of Chicago's Partnership Palooza
- Established and published a transfer newsletter and shared it out to all transfer partners in March 2025
- In partnership with the Legal Studies program, supported the completion of course articulation requests for lower-division equivalencies for LES 401 with over 15 Illinois community colleges
- Finalized/Published 12 A+B (Associate + Bachelor) pathways between UIS and programs at community colleges throughout the state
- Finalized/Published 2+2 pathways for programs at Kankakee Community College and Oakton Community College
- With the participation and support of the UI System, visited numerous community colleges to discuss partnerships
- Represented UIS as a part of the UI System Transfer Advisory Group
Why is Admissions Processing Important?
At a regional public university, Admissions Processing is more than paperwork. It's the gateway to opportunity. Every transcript reviewed and every application processed helps turn potential into progress for students across Illinois and beyond. Timely admissions decisions significantly increase the likelihood that applicants will choose to enroll at our institution.
Financial Assistance
Laci Engelbrecht
Laci Engelbrecht, Director of Financial Assistance, leads a dedicated team committed to ensuring equitable and timely processing of financial aid applications for both current and prospective students. The office administers a wide range of financial support programs, including state of Illinois and federal student aid, with transparency and integrity. The team also manages donor-funded scholarship applications and selections, oversees military and veteran aid programs, and facilitates tuition waivers, scholarships, student loans, and the Federal Work Study program. Financial aid advisors are available to assist students and families through in-person appointments, phone consultations, and virtual support, providing personalized guidance throughout the financial aid process.
$7M+ UIS Scholarships/Grants
and $1M+ Donor-funded
Scholarships
$6.1M
Pell Grants
Almost $6M
Illinois State MAP Grants
$16.6M
Student Loans
Important Financial Aid Accomplishments
- In addition to the large number of scholarships, grants, and loans mentioned above, over 6,000 Free Applications for Federal Student Aid (FASFA) were received, approximately 4,900 financial aid packages were offered, and 429 student appointments were scheduled in addition to walk-in appointments
- A recent financial aid leveraging project assisted with increasing net tuition revenue while increasing undergraduate new student enrollment, including the introduction of the Prairie Promise program
- The donor-funded selection process has been revamped to shorten the timeframe and increase the number of students selected, impacting yield and retention
- The UIS Completion Grant, a new initiative, assisted 74 students with limited financial options to complete their first undergraduate degree. 46 of these students graduated in 2024-25
- Team members participated in the following student events: University of Illinois Salute to Academic Achievement, six open house admission events, six new student orientations, First-Year Seminar classes, Smart Start summer classes, and CAP Honors peer mentors session
- The Director and Associate Director became Certified Financial Aid Administrators through NASFAA
- Presented at the Chicago Public Schools (CPS) College Compact annual Financial Aid Symposium, educating and networking with CPS college preparation coaches and counselors
- Three staff members are active with the IL Financial Aid Administrators Association (ILASFAA) with one serving as a board member and two others on conference planning committees
- Director attended NASFAA Leadership and Legislative Conference, participating in advocacy on Capitol Hill
Is Financial Aid Important?
Financial aid plays a vital role in expanding access to higher education, particularly at regional public universities in the Midwest, where many students come from working-class or first-generation backgrounds. Institutions like UIS often serve as affordable, accessible pathways to upward mobility, but the rising costs of education can still pose significant barriers. Financial aid, through grants, scholarships, and work-study programs, helps bridge the gap between the cost of attendance and what students and families can afford.
Records and Registration
Lea Smith
Lea Smith serves as the Director of Records and Registration/Registrar and oversees the key areas of Registration, Records, Graduation, and Degree Audits. Working with her team, she manages course registration, catalog and schedule maintenance, and tuition and fee assessment. The office is also responsible for maintaining student records, including official transcripts, enrollment and degree verifications, and grade changes. In addition, Records and Registration coordinates the graduation process, from awarding degrees to issuing diplomas, and conducts degree audits, transfer articulation, and evaluations of academic progress toward degree completion.
10,834
Students
Registered
4,670
Official Student
Transcripts Processed
2,463
Graduation Applications
Reviewed
1,941
Degrees and Certificates
Awarded
UIS e-Diplomas and Diploma Replacements
UIS now offers graduates the option to receive an e-Diploma, which is a certified electronic version (PDF) of the traditional paper diploma.. The eDiploma does not replace the paper diploma. Graduates will still receive the paper diploma as usual.
- Cost: $10 for the one‑time fee to order the e-Diploma
- Availability: Once all degree(s) for the relevant semester are officially conferred, graduates can order the e-Diploma. After ordering, the e-Diploma is typically available within minutes
- Questions: Contact the Office of Records and Registration (registrar@uis.edu)
Student Privacy is Important!
UIS complies with the Family Educational Rights and Privacy Act (FERPA). The Office of Records and Registration is responsible for ensuring adherence to FERPA, including facilitating student access to, inspection of, and requests to amend their educational records. The Registrar serves as the primary campus contact for FERPA-related matters and is available to assist faculty and staff with questions or guidance regarding student privacy.
Data Analysis and Systems
Brian Catherwood
Brian Catherwood, Director of Enrollment and Retention Management Data Analysis and System Services, leads the team at UIS that supports data‑driven decisions and system infrastructure across enrollment, retention, and student success. He oversees the development and maintenance of reporting tools, dashboards, and analytics to monitor trends in student enrollment and retention. Brian works with offices across campus to ensure data integrity, system service efficiency, and timely delivery of insights that inform strategic planning, process improvements, and operational support.
406
Total Application-related
Queries Created
1,063
Application and Student
Reports Created/Run
16,700
Scheduled Exports Run
Between Applicant/Student Systems
3,341
Payments Received
and Accurately Processed
Strategic Efforts Driving Impact
A number of strategic innovations were implemented in the past year focused on enrollment planning.
- Hired a full-time Information Technology Technical Associate (ITTA) focused on maintaining our Customer Relationship Management (CRM) system, Slate
- Predictive modeling tools are being developed
- Customized student communications using our CRM
- Technology-enhanced recruitment efforts in collaboration with Marketing were developed (e.g., geo-targeted marketing campaigns)
- Explored AI capabilities to improve the applicant and student experience
Accurate Data and Reporting Are Essential for Informed Decision-Making!
In higher education, making data-driven decisions using accurate data and reporting is essential for improving student outcomes, optimizing resource allocation, and shaping effective policies. Reliable data enables institutions to identify trends, address challenges, and support student success with targeted interventions. Without accurate data, decisions may be misguided or ineffective, potentially impacting academic quality, student satisfaction, and institutional performance.
Operations and Finance
Gary Anderson
Director of Operations and Finance for Enrollment and Retention Management, Gary Anderson, provides support to all ERM units. This includes oversight of contract management, purchasing, budget management, HR functions, equipment management, etc. Also serves as a liaison to external units for ERM business matters. ERM Admin’s primary focus is to provide excellent and timely customer service to all ERM units in a professional manner so that they can exceed division and university goals.
26
Contracts
ERM Executed
56
ERM Staff Supported
by ERM Admin
$5M+
Budget Managed
(Excluding Student Aid)
154
ERM Accounts Managed
(Including All Account Types)
Campus Representation
ERM Admin staff served on several committees at the system and university level in 24/25. Through participation on these committees, we were able to make an impact by representing ERM and UIS to help shape policy and communicate the needs of the division and the university. UIS and Campus Committee ERM Admin Participation in 2024-25:
- UIS Campus HR Committee
- Chancellor’s Task Force for Belonging, Dignity, and Justice
- UIS Commencement Committee
- System Business and Finance Committee
- IBUY Customer Advisory Group
- System Policy Advisory Group
- University Planning and Budget Committee
- Student Impact Coalition
- Faculty and Staff Fundraising Committee / SECA Ambassador
Keeping Everything Organized!
The Operations and Processing team is a key component of Enrollment and Retention Management, ensuring that each unit operates efficiently and effectively. Through expert oversight of budgets, contracts, HR, and administrative processes, they provide the critical infrastructure and responsive support needed for ERM units to thrive. Their commitment to exceptional customer service enables the division to meet and exceed university goals.
Thanks for Reading
This report offers a snapshot of the commitment and collaborative efforts within Enrollment and Retention Management. We are excited to build on our progress and explore new opportunities in the coming year. We welcome your feedback through the “Contact Us” link below.
- Vice Chancellor Vickie Cook
This annual impact report is published by Enrollment and Retention Management
This report covers activities and outcomes from Fall 2024 through the end of Summer 2025