Cohort Size Policy

I. Scope

This policy impacts all National and Global recruitment efforts.

II. Policy Statement

In order to demonstrate fiscal responsibility and to provide for viable and sustainable recruitment of cohorts, IWU National and Global has adopted a policy to govern the process by which small cohorts are approved.

III. Reason for the Policy

The purpose of this policy is to ensure that National and Global maintains fiscally responsible practices in the approval and servicing of small cohorts.

IV. Procedures

Cohort Start Size:

The decision as to whether a cohort can start and be maintained based on enrollment will be determined according to the following parameters:

1. The cohort size is considered to be the combined number of students from both NonResidential Adult Enrollment Services (AES) and Helix Education.
2. A minimum of nine (9) students is required to begin a cohort without additional approval.
3. If the cohort size is less than nine (9) students, approval is required from both the CEO for Non-Res Education and the VP of NR Enrollment Management & Marketing according to the steps below. Decisions will be made in consultation with the respective PAU leader. The CEO for Non-Res will have final authority.
   1. The appropriate recruiting office will fill out the Request for Small Cohort Petition attesting that all students are financially clear and stating the justification for starting with less than the required number of students.
   2. The recruiting offices (AES/Helix) will ensure that all onsite students sign the Small Class Size Letter which indicates that the students have read and understand that if at any point the cohort drops below six (6) students, an alternate delivery model will be provided. These signed declarations must be presented to the approving agents (CEO & VP) at the time of the request.
   3. Signatures from both the CEO for Non-Res and the VP of NR Enrollment Management & Marketing are required to move the petition forward.
4. New cohorts will not be started with less than six (6) students.
5. Multiple entry point situations are exempt from this policy.
6. Any enrollment decision or scenario not specifically addressed by this policy will be reviewed by the CEO for Non-Res and the VP of NR Enrollment Management & Marketing, in consultation with the appropriate PAU leader. The CEO for Non-Res will make a final determination with respect to an exemption.
7. The Cohort Registration Form will include a statement that informs students that if an onsite cohort group drops below six (6) students, an alternate delivery method may be required.

• “Please be aware that circumstances may require a portion of your IWU program to be offered in a format other than the onsite classroom. An alternate delivery method may be required for cohorts whose enrollment falls below six (6) students.”

Alternate Delivery Policy for Onsite Cohorts Below the Minimum Size:

The procedure below is to be utilized to determine alternative delivery methods when onsite cohort enrollment falls below the required six (6) student minimum.

1. The Regional Systems Manager runs a bi-weekly report of cohort courses to monitor the enrollment.
2. The Region (Regional Systems Manager, Regional Dean and/or Academic Advisor) identifies any small cohorts (less than 6 students) and verifies enrollment in all courses (not just the cohort).
3. The Region notifies Student Services (Registration Change) that the cohort will potentially be disbanded. Registration Change will put a “Hold Cancellation” status on all sections of the cohort that will eliminate future registrations.
4. The Region (including the Academic Advisor), in consultation with the appropriate PAU leader, will look for options for the cohort including but not limited to:
   1. Merge with another cohort
   2. Cancel onsite classes and transfer students to online classes
   3. Video-conferencing (See Video Conferencing Guidelines.)
   4. Individual plan specific to student
5. Once an option has been agreed upon, the Region (AVP for Regional Education) will notify the School for approval of the option.
6. Upon School approval, the Advisor will work with individual students to make the changes. The Advisor will:
   1. Email directions for each student to Registration Change.
   2. Copy the Leave of Absence (LOA) Specialist in Student Services on the email if a scheduled break is necessary (more than a two week gap in classes)
   3. Indicate waiver of Registration Change fee
   4. Notify the Region when this step has been completed.
7. Upon notification by the Advisor, the Region will email the School that the process is complete.
8. The School will send notice to apsdatechange@indwes.edu
   1. Student Services will cancel the classes
   2. Sites will adjust site records
   3. Scheduler will notify faculty
9. In extenuating circumstances, approval for continuing a small cohort is determined by the Dean of the respective School in consultation with the AVP for Regional Education.

Video Conferencing Guidelines:

1. Video-conferencing is not to be used for weather cancellation situations.
2. Video-conferencing can only be utilized from one education center to another. Options could include, but are not limited to, the use of Adobe Connect rooms at the education center.
3. The student must attend class at his/her regional site.
4. The advisor and building coordinator will facilitate the technology to allow the student to attend the class through the alternate method. The attendance requirement must be met.
5. Student Services will adjust classes as necessary:
   1. Classes will be cross-listed; the class at the education center where the normal classroom activity is being held will be the primary section.
   2. The instructional method of the section that is utilizing the alternate delivery method will have a different instructional method in Datatel for reporting purposes.