Bridging Gaps: A Case Study on Elevating First-Year Experience and Orientation

The Client: A mid-sized, private, faith-based institution in the Midwest

The Client (“University”), a faith-based institution with a strong mission and history aimed to enhance its first-year experience (FYE) and orientation programs to better align with the evolving needs of its diverse student population. The University faced challenges such as decentralized coordination, inconsistent outcomes, and equity gaps. The University engaged the consultants to conduct a comprehensive external review to address these issues. The goal was to provide actionable recommendations to create a more inclusive, cohesive, and impactful transition experience for new students and their families.

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The Challenges

The University’s first-year experience and orientation programs, including the flagship summer orientation and the fall orientation program, were well-established but operated in silos. Key challenges included:

Decentralized Coordination

Programs were managed across multiple divisions with limited collaboration, resulting in inconsistent goals and outcomes.

Equity Gaps

Barriers hindered participation for underrepresented student populations, including first-generation students, international students, and students from low-income backgrounds.

Misaligned Outcomes

Program goals were not consistently defined or aligned across the student lifecycle, from summer orientation to fall welcome week.

Underutilized Student Leadership

Student leaders played a central role but lacked unified training and opportunities for extended mentorship.

The Solutions

The consultants thoroughly reviewed the University’s programs through on-campus visits, stakeholder interviews, and data analysis. Key recommendations included:

Centralized Organizational Structure

Establish a campus-wide advisory committee co-chaired by the Directors of New Student Programs and Parent and Family Engagement.
Transition program oversight from Enrollment Management to Student Development, ensuring a seamless handoff post-enrollment.

Equity-Focused Program Enhancements

Introduce virtual advising and orientation touchpoints to accommodate students unable to attend in-person sessions due to financial or geographic barriers.
Create engaging online modules to prepare students and families before in-person events.

Unified Outcomes and Training

Define shared outcomes for all FYE programs, leveraging CAS standards for consistency.
Implement tiered training for student leaders, combining online modules and in-person sessions to streamline preparation across roles.

Enhanced Collaboration and Communication

Develop a yield calendar to align communication efforts among stakeholders and reduce redundancy.
Develop a content roadmap across the student lifecycle to ensure intentional messaging and prevent information overload.

Leveraging Technology

Recommend platforms like Canvas for housing orientation materials and CampusESP for parent and family engagement.
Create a New Student Checklist to guide students from intent to enroll through their first semester.

The Impact

By adopting the recommendations, the University positioned itself to:

Strengthen Collaboration

Cross-divisional advisory committees and streamlined communication alignment in program planning and execution.

Promote Equity and Access

Virtual options reduced barriers for underrepresented students, ensuring broader participation in orientation activities.

Improve Student Retention

A unified approach to FYE programs reinforced a sense of belonging, contributing to improved persistence rates.

Enhance Student Leadership Development

Tiered training and expanded mentorship roles empowered student leaders to provide more meaningful peer support.

Conclusion

This partnership with the University exemplifies how strategic consultation can address complex challenges in higher education. By fostering collaboration, aligning outcomes, and prioritizing equity, the University is creating a more inclusive and impactful first-year experience that reflects its mission and values. These efforts empower every student—regardless of background—to feel supported, engaged, and prepared for success.