Student Experience Redesign

CASE STUDY: Cal State East Bay Continuing Ed

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Creating a new student experience

California State University, East Bay's Continuing Education identified a need for a new website experience—in large part because they wanted to integrate an enterprise customer relationship management system (CRM). The website would need to change to accommodate this new system. CSU East Bay had already identified Salesforce as their CRM technology and had moved their registration experience to PeopleSoft.

 
 

Challenges

  • Continuing Education’s identity, personality, and content no longer reflected the potential value of the university.

  • Market position was not clearly defined. It offered little to differentiation over regional competitors.

  • The website was very dated in its appearance and functionality.

  • Students found the new PeopleSoft registration process confusing.

  • Current systems lacked the ability to track the journey of a prospective student from interest to conversion.

SOLUTIONS

  • Designed a seamless experience through all parts of the student journey.

  • Created a new website that effectively communicates Continuing Ed's value proposition.

  • Developed CRM methodology that helped align marketing campaigns with strategic goals.

  • Implemented a new CRM that can track and measure the prospects’ pathway through the recruitment journey.

  • Removed barriers to registration and improved student satisfaction at key transaction points by developing a custom shopping cart registration system that integrated with client's CMS, CRM, and ERP (Cascade, Salesforce, and PeopleSoft, respectively).

 
 

 
 
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Challenge: Creating a modern student experience that reflected the value of a
Cal State East Bay education

Much had changed at CSU East Bay over the years, but Continuing Education’s identity, personality, and content had remained static. It no longer reflected the potential value of the university to prospective students.

  • The market position of Continuing Education was not clearly defined. It offered little to differentiate its offerings or give prospective students a reason to choose Cal State East Bay over regional competitors.
  • The website was very dated in its appearance and functionality. The underlying structure, its content, and pathways to conversion had been conceived from the perspective of the institution, and did not meet the expectations or needs of student-customers.
  • Students found the new PeopleSoft registration process confusing. It presented many barriers to completing a course registration, including a 48 hour delay between creation of an ID and the ability to actually register for a course. This led to a high rate of “shopping cart abandonment” and a dramatic 37% drop in registrations.
  • Continuing Education lacked the ability to track the journey of a prospective student from interest to conversion. The solution would need to integrate the CRM platform with both the website experience and registration system so metrics could be captured. That would allow CSUEB Continuing Education to implement data-driven forecasting into their plans.
  • There was limited understanding of the role of recruiting and a gap in recruiting methodology, particularly as it related to marketing. Staff and faculty typically described the student experience and their obligations to the student as beginning at the application step.
  • The organization had a self-perception of being student-centered, but deliberate and robust processes that enabled a truly student-centered culture to flourish were largely absent.

CSU East Bay had embarked on several ambitious projects, but had done so with a “technology first” perspective. There was no common framework from which to view the role and purpose of these systems or to measure their effectiveness. The student experience was largely missing from the equation.


Solution: A collaborative effort that aligned strategy, technology and customer experience

S+S worked collaboratively with the staff, faculty, and students at CSU East Bay to understand the organization.

  • We looked at the organization’s purpose and mission, strategic aims, its market and competitive position, offerings, types of students, and organizational makeup.
  • We met and interviewed with every staff member in the CE department, as well as faculty and college administrators.
  • We interviewed and surveyed students, and mapped with them an ideal student experience that would guide subsequent design work.

Our ultimate goal was to get a picture of what we call the brand/marketing/ recruiting ecosystem.

The notion of an ecosystem is a great way to illustrate the reality that as the techniques and tools we use to fill classes have gotten more diverse and complex, they all still exist in this interdependent world. Changes to one can affect all of the others. Building a website that makes promises the organization can’t keep is just as detrimental as not picking up the phone when someone calls.

Essentially the ecosystem is an acknowledgement that all of these things are interdependent. Every part of your organization — from the location of the classrooms, to the website, to the person who answers your questions — all play a role in either keeping the brand promise or breaking expectations.


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Results: New student experience

Story+Structure designed a seamless experience through all parts of the student journey. The new website effectively communicates CSUEB’s value propositions and helps to build positive relationships with prospects.

  • The system can now track and measure the prospects’ pathway through the recruitment funnel and CRM methodology while collecting data to help align marketing campaigns with strategic goals. This has moved CSU East Bay from a reactive to a more proactive, data-driven organization.
  • We used the existing CMS — Cascade — to build a mobile-ready, compelling new experience. This has not only delivered a better online student experience, but also leveraged an IT supported system so that staff can focus on connecting students to the educational product that’s right for them, rather than having to maintain a technical system themselves.
  • CSU East Bay had selected Salesforce prior to our engagement, and working with vendor partners, we were able to implement recruitment funnels and comm plans that moved prospects effectively through the awareness, consideration, and decision phases. CSU East Bay was able to realize their investment in this technology by positioning it to support recruiting as a methodology.
  • The new design removed barriers to registration and improved student satisfaction with key transaction points. While the move to PeopleSoft had been problematic (and costly in terms of lost registrations), we understood that the student experience could be improved by building off of the migration to this enterprise system. We designed and implemented a shopping cart experience on top of PeopleSoft. This required no changes to the backend process, yet delivered an intuitive, easy to use experience that completely reversed the decline in registrations..
  • Story+Structure developed a stronger brand, market position, and targeted messaging that differentiates CSU East Bay from competitors. Content now speaks to student needs — benefits, proof points, and outcomes — and offers a clear reason why they should choose CSU East Bay. This acknowledges the position CSU East Bay occupies in the regional marketplace and more closely aligns their external brand with their purpose and mission.

Results: 700% increase in new inquiries and 33% increase in revenue from new

Since launch, inquiries from the website have increased over 700% and revenue increase by 33%. We also optimized their recruiting activities to maximize conversions from this dramatic increase in initial engagement. 

Story+Structure helped us define a clear call to action with a seamless online experience. They helped to bring together the communication process so it all blends together – that’s a big home run.
— Dan Bellone, Director of Marketing, CSUEB
 
 

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