Case Study
West Georgia Technical College
West Georgia Technical College Increases Personal Touch with Student Outreach Program

West Georgia Technical College (WGTC) is a unit of the Technical College System of Georgia serving its surrounding communities through relevant training that leads to associate degrees, diplomas, technical certifications as well as continuing education. One of the ways WGTC supports student success is through a variety of class sessions including the “mini-mester.” Looking to increase enrollment for this beneficial session, they needed to find a way to reach students in time.

Staffing Challenges

With the mini-mester fast approaching, WGTC faced additional challenges in the form of technology updates and staffing changes – common disruptions to which many campuses can relate. This resulted in increased time spent on training, while still tasked with assisting students through the enrollment funnel and maintaining diligent student contact.


Lori Basham, Director of Admissions, knew they needed to find another way to boost their enrollment. “Mini-mesters are always an enrollment challenge because there aren’t as many classes and students may not be ready, but the benefit to meeting a deadline and earning credit in half the time is well worth it. Having had various roles in the department, I knew we didn’t have the time as a team to provide the level of personal touch that is necessary for students to realize these benefits in time.”, said Basham.

Matching Values & Reputation Lead to Inceptia

WGTC’s mission is to be a model of innovation and excellence in technical education, recognized as an outstanding economic and community partner, and a nimble provider of pathways to rewarding careers. Basham explains, “Three of our core values are integrity, professionalism, and student success. We knew Inceptia would be able to relay our values through the training that is provided to their student advocates and that our students would be taken care of just as if we were communicating with them.”


Each member of the Inceptia student advocate counseling team goes through extensive initial training, including assessments and quality assurance checks. In addition, the team participates in monthly internal and external training to keep their skills current along with soft skills practices to thoughtfully manage their student conversations for a successful outcome.

Enrollment & Student Data Gets a Boost

WGTC provided a targeted list of students to be contacted through Inceptia’s strategic Student Outreach Program. With a 30% phone contact rate and nearly 64% email open rate, 35% of the students registered, and 36% enrolled by the deadline. “We provided a small list and still had success with the program. The return on our investment in the Outreach Program drastically outweighed the cost. We gained insight into what was holding our students back from mini-mester enrollment and we know our students were contacted with care,” says Basham. We’re already planning on our next campaign with Inceptia.”

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WGTC CC Case Study  

West Georgia Technical College knew they needed to keep up their contact with students to have successful mini-mester enrollment, but staffing challenges and a new CRM were taking more time and the registration deadline was looming.


WGTC worked with Inceptia to implement a Student Outreach Program to promote the mini-mester and give a bit of extra encouragement to students who may not understand the timing and benefit of enrollment.

  • 35% of contacts registered
  • 64% email open rate
  • 500%+ return on investment
  • Gathered student data on why they aren’t registering

West Georgia Technical College was founded in 1966 and is a unit of the Technical College System of Georgia. WGTC serves its surrounding communities’ student success, economic development, and the community, by providing a skilled workforce, through the delivery of relevant education and training, via high school equivalency, college credit associate degrees, diplomas, and technical certificates of credit, as well as corporate and continuing education opportunities.

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