Background

The Mason Gross School of the Arts Extension Division (MGED) provides high quality instruction in the arts to students of all ages and ability levels. Offering adult and summer programs as well as a preparatory school and teacher advancement opportunities, MGED brings the community interesting and fulfilling experiences in the arts from infancy to seniority.

Challenge

In January 2009, Mason Gross School of the Arts launched their new Extension Division with a diverse group of approximately 370 students. The registration process was performed either over the phone or in person, with MGED staff relying on binders, pencils and FileMaker to track sign ups and payments. “I knew immediately an upgrade was necessary,” notes Julie Roth, Executive Director of MGED. “We needed online access to a system that would generate useful data, instead of wasting valuable time working with a static spreadsheet.” In addition to incorporating a tool that would manage and report on data, it was crucial to bring on a system to book private lessons. Private instruction comprises a large majority of enrollment at the Extension Division and MGED needed to offer students the ability to view instructor availability and book online. With a small staff and limited budget, Julie was looking to increase class offerings for students while simultaneously lightening the administrative work load.

Solution

After researching a variety of technology options, MGED selected Active Network’s hosted, Web-based software for schools to fill the gaps in operations. Julie and her team decided to debut the software during the slower summer registration period in order to ease both staff and students into the new process. In an effort to save money (as well as the environment), MGED also decided to eliminate registration via postal mail. Students may still sign up for classes over the phone or in person, but a “first come first serve” policy encourages the use of the quicker online option. With the new processes in place, online registration opened for Extension Division students in May 2009 and they haven’t looked back since.

Every aspect of registration was improved and expedited. Students can now search the class schedule, view availability, register and submit payment all in one sitting and without any help from MGED staff. This includes group classes as well as the more popular private lessons. “Individual scheduling of private lessons is a big benefit of Active’s system,” states Julie. “Adding this option to online registration has made things so much easier.” Julie and her team have access to detailed reporting on class attendance as well as instructor and facility reservations. In particular, the Resource Scheduler feature provides a handy snapshot of daily or weekly schedules with drag-and-drop functionality to easily make updates. The system is built to be flexible so MGED can make changes, like transferring students or refunding fees, effortlessly.

Results

With less manual data entry and more automation, the staff now has the bandwidth to focus on more meaningful (and fulfilling) projects. MGED has consequently added new classes and broadened their offerings to the community. New programs include East Indian and African dancing as well as Little Knights, a children’s choir for K-2nd grades to compliment the 3rd-8th grade choir. “We have been able to grow the Extension Division without adding staff,” explains Julie. “This is a huge benefit considering the lack of funding currently available for schools.”

With the powerful reporting features, Julie and her team have a real-time view of all activity within the division and are thereby able to make better, quicker decisions on everything from class offerings to budget allotment. MGED has also decided to further invest in another type of online technology—the Extension Division will be launching social media initiatives to increase community interaction and further build enrollment. From online registration solutions to social media, MGED has demonstrated a commitment to invest in technology that will help them grow and thrive. New programs, more students and efficient operations are just the beginning for Julie and her team.