Using Technology to Bring Together a Large Decentralized Campus for Student Success
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Using Technology to Bring Together a Large Decentralized Campus for Student Success Presented by Tina Balser Hobsons University 2015
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Using Technology to Bring Together a Large Decentralized Campus for Student Success
- 1. Using Technology to Bring Together a Large Decentralized Campus for Student Success July 28, 2015 Tina Balser, M.Ed. Sr. Student Success Coordinator University of Missouri-Columbia
- 2. Overview Context Background Our Approach Stakeholders Implementation Success & Challenges Support & Resources
- 3. Early Warning & Student Tracking System • Student concerns can be manually flagged when observed or through periodic surveys. • Recommendations can be communicated to the student. • Appropriate personnel are informed of flags raised and cleared. • Close the loop with faculty when progress is made. Slide 3 Educational Support Networking System • Each student has personal My Success Network of instructors and campus staff. • Online scheduling for in-person meetings – both individual and group appointments. • Appointment confirmation by email. • Documentation of contact with students through private and shared notes. • Service catalog of available campus support resources.
- 4. Change Management What is Change Management? • Focus on People, Communications, Influence Strategies 1. Create a Climate for Change 2. Engage and enable the whole organization 3. Implement and Sustain the Change • “Changes are not entrenched until they are “how we do things around here” and not “new” behaviors” (Kotter, 1996)
- 5. University of Missouri • Large 4-year public research Institution • Major land-grant institution • Flagship campus UM System • AAU Member • 18 Schools and Colleges • 307 Degrees and Certificate Programs
- 6. University of Missouri • Fall 2014 Enrollment • Total: 35,441 • In-state: 24,586 (69.4 %) • Out-of-state: 10,855 (30.6 %) • Undergraduate: 27,654 (78 %) • First Time College (FTC): 6,515 • Moderately Selective • ACT 25.9 • Retention (Fresh-Soph)-86.2% • Graduation Rate (6 yr)- 69.4% • Gender • Female (52.0%) • Ethnicity • White (76.4%) • African American (7.2) • Hispanic (3.3) • Asian (2.3) • American Indian (0.2) • Multiple Race (2.5) • Non-Res Alien (6.8) • International • 2,393 Students (7.2%) • 120 Countries
- 7. Background • Commission for Student Success, 2011 • UM System Initiative • Performance Funding • Comprehensive Retention Initiative (CRI) • MU Strategic Operating Plan • Institutional Analytics Creating a Climate for Change
- 11. • “MU Connect has enabled me to keep in-touch with my advisors, it’s kept me on a path to graduation from MU. Once I found out how to access the service, it has reduced the time it takes to schedule and verify my appointments.” MU Student, Class of 2016 • MU Connect has streamlined the advising operations in our office. It has created less traffic and chaos during pre-registration time. Students are able to sign up for an appointment with ease and get reminders from the system. It has also helped me to be more efficient to be able to spend more time with my advisees rather than scheduling appointments on my own. – MU Academic Advisor • “As an educator, my main goal is to reach out to students to ensure that they are keeping up with their progress. Using the early warning system is helping me greatly achieve my objective.” MU faculty member
- 12. Stakeholders •Vice Provost for Undergraduate Studies •Deans, Student Affairs, Academic Affairs, DirectorsSponsor & Leadership •Faculty Council, Advising Council, Admin Team, Early Alert Advisory Board Advisory Areas •Advising, Course Support, Academic Resource Support Faculty & Staff •Student Government •Student AssociationsStudents •Data & Analytics Institutional Research •ET@MO- Blackboard, SIS- PeopleSoft Technology Creating a Climate for Change
- 13. Strategy • Starfish Connect • Academic Advising Units and Student Serving Centers • Homegrown systems • Purchased other scheduling systems • Relied heavily on support staff to make appointments • Starfish Early Alert • 1000 & 2000 Level Courses, High Enrollment, High DFW • MU did not have an existing Academic Alert system already in place • Some Departments had their own EA systems in place Creating a Climate for Change
- 14. Implementation Approach • Intentional, Clear, Simple, Transparent • Appreciative Inquiry • Live Demonstrations and Q&A • Share background and benefits for students • Technology Adoption Framework • Appointed admins from each school/college/service • Balance technology with the School/College/Service needs “We are doing this with you, not to you.” Dr. Jim Spain, Vice Provost for Undergraduate Studies
- 15. Connect Implementation Plan Academic • 9 Academic Schools/Colleges • Academic Exploration • Honors College • Athletics • Mizzou Online • Student Success Center • International Center Financial • Financial Aid • Cashier’s Office • Office of Financial Success Student Affairs • Residential Life • Disability Center • Veteran’s Center • Student Conduct • New Student Programs • Student Life • Social Justice Units High Impact Practices • Service Learning • Study Abroad • UG Research Engaging the Whole Organization
- 16. Sharing Permissions • Based on Relationship • Based on Role Permissions • Based on Feature Permissions Academic Advisors Disability Center Financial Aid Residential Life Career Center • How you restrict access? • How do people gain access? • I’m not sure if I am comfortable with sharing information in the system if everyone can see everything.
- 17. Academic Advising Appointment Mechanisms Advising Reasons • Add/Drop Course • Withdraw from Course • Withdraw from Term/University • Change Major • Graduation Plan • General Advising • Probation/Dismissal Questions • Career Exploration • Study Abroad • Personal/Financial/Illness • My Success Network • One-to-One Relationship from PeopleSoft • Academic Advisor • Student Facing Kiosk • Advisor Waiting Room • Office Hour Blocks- Term Based • Scheduling Deadlines
- 19. Residential Life Appointment Mechanisms • My Success Network • One-to-One Relationships, Housing Director • Hall Coordinator • Staff & Student Initiated • Office Hour Blocks- Term Based Reasons • Academic Support/Resources • Roommate Concern • Community Concern • Personal Concern • Involvement Opportunities
- 20. Financial Aid Office Appointment Mechanisms • My Success Network • One-to-One Relationship from PeopleSoft • Financial Aid Advisor • Staff Facing Kiosk • Advisor Waiting Room Financial Aid Reasons • Additional Financial Aid • Adjustments to Financial Aid • Aid for Non-MU Courses • Aid for Online Courses • Drop/Withdraw Course • FAFSA Assistance • Loan Questions • Satisfactory Academic Progress (SAP) • Scholarships • Study Abroad
- 22. Service Catalog
- 23. Connect Highlights Fall 2014 • 38,098 appointments (including walk- ins) were scheduled • 20,431 undergraduate students (75% of UG students) had at least one appointment • 227 Faculty and Staff members had at least one appointment Spring 2015 • 42,859 appointments (including walk- ins) were scheduled • 20,735 undergraduate students (81% of UG students) had at least one appointment • 70% of Scheduled Appointments were student initiated • 255 Faculty and Staff members had at least one appointment
- 24. Early Alert Implementation Spring 2014 •Small Pilot •Math Course Pilot •Exhausted Features Fall 2014 •Large Pilot •Targeted 20 Large Lecture Courses •Progress Surveys 4 & 8 Week Spring 2015 •All Arts and Science Courses •Replaced Homegrown System •1000 Level & 2000 Level Courses Summer 2015 •Targeted Progress Surveys •Trial Admission Program •Athletics Fall 2015 •Targeted Courses •High Enrollment •DFW •1000 & 2000 •General Education Courses •Intervention Plan Development Engaging the Whole Organization
- 25. Early Alert Flags • Manual Flags • Attendance Concern • Missing Assignment • Poor Class Performance • Low Exam Score • In Danger of Being Dropped • In Danger of Failing • Experimental • Student Flagged 6 Times • Attribute Based • Cashier’s Flag- Stop Registration • Financial Aid- FA SAP Not Met • Self Paced- No Progress @ 6 months Kudos • Outstanding Academic Performance • Keep Up the Good Work • Showing Improvement • Tutoring Referral • Writing Center Referrals
- 26. MU Early Alert- Action Hierarchy Flag Level Description Flag Type Informational • Notification about a student concern • Does not necessarily rise to the level of calling for specific action • Provides important and accurate information about a students progress • Faculty/other data providers understand that not all informational flags will be addressed/cleared Attendance Concern Not Accessing Online Class Missing Assignment Action • Identifies student in need of intervention • Action may be initiated • Flag will only be cleared when student responds to outreach Low Exam Score Poor Class Performance Urgent • Calls for immediate intervention • Carries an expectation of outreach • Flag will only be cleared when student responds to outreach In Danger of Failing In Danger of Being Dropped Student Flagged 6 Times
- 27. Intervention Steps • Outreach Email to Students • Email provided contact suggestions and invited student to schedule • Students were contacted by academic advisor Urgent Flags 480 Flags 369 Unique Students Student Interventions 42 Unique Student Meetings
- 28. Spring 2015 Outcomes Urgent Flag & Intervention • 65% of students earned a C or better or Withdrew from the course. • 26% of students earned a passing grade of a C or better Urgent Flag and No Intervention • 53% of students earned a C or better or Withdrew from the course. • 15% of students earned a passing grade of a C or better
- 29. Website
- 30. Successes & Challenges Successes • Leadership Support • Starfish Coordinator • Admin Team • Train the Trainor Approach • Early Alert Advisory Board Challenges • Resources • Time • Faculty Buy-In • Balance administrative functions • Troubleshooting Support Implement and Sustain the Change
- 31. Next Steps • Expand Early Alert • Develop Additional Referrals & Templates • Strengthen Intervention Strategies • Student Life Implementation • Advanced User Trainings-Technology to Practice • Integrations with Degree Audit and EAB Implement and Sustain the Change
- 32. What Did We Learn? • Assess Readiness (Readiness Framework) • Engage Leadership & Stakeholders • Clear Consistent Messaging • Share Implementation Goals • Keep it Simple • Leverage Resources • Network with Institutions • Celebrate Small Wins and Share Success
- 33. Questions?
- 34. Contact Information Tina Balser, M.Ed. Sr. Student Success Coordinator University of Missouri balsert@missouri.edu (573) 884-5720
- 35. References • Kotter, J.P. (1996). Leading Change. Boston, MA: Harvard Business School Press.