Full Sail University Case Study

Client Background

Full Sail University is a private university offering undergraduate and graduate programs in entertainment, media, arts, and technology. With a campus in Winter Park, Florida and an expanding online program, Full Sail University serves thousands of students. Despite their innovative approach to education, Full Sail University was struggling with outdated systems for managing student recruitment, enrollment, and retention.

The Challenge

Full Sail University faced several critical challenges in their student lifecycle management:

Fragmented systems across departments, with separate databases for admissions, financial aid, student services, and alumni relations
Manual, paper-based processes for application review and enrollment that were time-consuming and error-prone
Limited visibility into the recruitment funnel, making it difficult to forecast enrollment and optimize marketing spend
Inconsistent communication with prospective and current students, leading to confusion and missed opportunities
Inability to identify at-risk students early enough to implement effective intervention strategies
Poor engagement with alumni, resulting in missed opportunities for donations, mentorship, and job placement partnerships
Limited data for strategic decision-making about program offerings, marketing strategies, and student support services

These challenges were impacting Full Sail University's ability to grow enrollment, improve student outcomes, and build lasting relationships with alumni. The institution was experiencing declining application-to-enrollment conversion rates and higher-than-desired student attrition, particularly in the first year of study.

Our Approach

After a thorough assessment of Full Sail University's processes, systems, and strategic goals, we developed a comprehensive implementation plan focused on creating an integrated student lifecycle management solution:

Process Mapping & Requirements Gathering

We conducted workshops with stakeholders from all departments to map current processes, identify pain points, and define requirements for the new system. This collaborative approach ensured that the solution would address the specific needs of each department while creating a unified view of the student.

Salesforce Education Cloud Implementation

We implemented Salesforce Education Cloud as the foundation for Full Sail University's student lifecycle management. This included configuring the platform to support Full Sail University's specific programs, admissions requirements, and student journey stages.

Digital Application & Enrollment Process

We developed a streamlined digital application and enrollment process using Salesforce Experience Cloud. This included online application forms, document upload capabilities, application status tracking, and electronic signature functionality for enrollment agreements.

Marketing Automation & Recruitment Campaigns

We configured Salesforce Marketing Cloud to support targeted recruitment campaigns based on prospect interests, demographics, and behavior. This included email nurture sequences, event invitations, and personalized content delivery to guide prospects through the application process.

Student Success Early Warning System

We developed a predictive analytics model to identify at-risk students based on academic performance, attendance, engagement metrics, and other factors. This early warning system triggered automated alerts to advisors and enabled proactive intervention strategies.

Alumni Engagement Portal

We created an alumni portal using Salesforce Experience Cloud that facilitated ongoing engagement with graduates. This included job boards, mentorship opportunities, continuing education offerings, and donation capabilities.

System Integrations

We integrated Salesforce with Full Sail University's learning management system, financial aid system, and student information system to create a unified view of each student and eliminate data silos.

Analytics & Reporting Dashboard

We developed comprehensive dashboards and reports that provided real-time insights into recruitment funnel metrics, enrollment trends, student success indicators, and alumni engagement. These analytics enabled data-driven decision-making at all levels of the institution.

Training & Change Management

We developed role-specific training programs and conducted change management activities to ensure successful adoption of the new system across all departments. This included creating super-users within each department who could provide ongoing support to their colleagues.

The Results

The implementation of our comprehensive Salesforce solution delivered significant measurable results for Full Sail University:

Enrollment Growth

New student enrollment increased by 24% in the first year after implementation, with application-to-enrollment conversion rates improving from 18% to 29%.

Improved Retention

First-year student retention rates improved by 36%, from 72% to 98%, due to early identification of at-risk students and timely intervention strategies.

Operational Efficiency

The admissions process became 42% more efficient, with application review time decreasing from 3 weeks to 5 days and staff able to handle 65% more applications without additional headcount.

Marketing ROI

Marketing ROI improved by 53% through better targeting and personalization, with cost per enrolled student decreasing from $1,200 to $560.

Alumni Engagement

Alumni engagement increased by 78%, with a 45% increase in alumni donations and a 120% increase in alumni participating in mentorship programs.

Data-Driven Decisions

The analytics dashboards enabled Full Sail University to make data-driven decisions about program offerings, resulting in the launch of two new high-demand programs and the optimization of existing curricula.

"Barrington Bay's implementation of Salesforce has transformed how we manage the entire student lifecycle. The system has not only improved our operational efficiency but has also enabled us to provide a much more personalized and supportive experience for our students. The data insights we now have access to are invaluable for strategic planning and continuous improvement."

Dr. Michael Thompson

Vice President of Enrollment Management, Full Sail University

Key Takeaways

The success of this project demonstrates the power of a comprehensive, integrated approach to student lifecycle management. By breaking down data silos and creating a unified view of each student, Full Sail University was able to significantly improve recruitment, retention, and alumni engagement outcomes.

The implementation of predictive analytics and early warning systems proved particularly valuable for improving student success rates, while the digital transformation of the application and enrollment process dramatically improved operational efficiency and the prospective student experience.

This case study highlights the importance of a strategic approach to Salesforce implementation that aligns technology solutions with institutional goals and processes. By focusing on the specific needs and challenges of Full Sail University, we were able to deliver a solution that drove meaningful improvements across all aspects of the student lifecycle.