Hartnell College - System Operations

Hartnell College
Implementing Partnerships, Technology and Online
Programs to Enhance Steps to Success for College
Enrollment
Dr. Romero Jalomo, Vice-President of Student Affairs
Dr. Mark Sanchez, Dean of Student Affairs
Mary Dominguez, Dean of Enrollment Services
Dave Phillips, Vice-President of Information Technology Services
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Preparing for Change
• In Summer 2013 Hartnell College reorganizes the Division of Student Affairs
and creates the Student Success and Support Program (SSSP).
• In Fall 2013 the Dean of Enrollment Services, Dean of Student Affairs, Student
Success and Vice President of Student Affairs plan and create workgroups to
address the multiple components of the planned SSSP implementation.
• In 2013-14 the following workgroups were created began to meet: Online
Orientation, Degree Audit, Electronic Ed. Plan, and MIS Reporting. Two new
committees were also formed: Student Success and Panther Prep.
• In May, 2014 the First Annual Panther Prep Days is offered at two campuses.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Preparing for Change
• Summer 2014: the Online Orientation is piloted and implemented in Fall 2014.
• Degree Audit is piloted in Summer 2014 and implemented in Fall 2014.
• The Ellucian Education Planning Tool is piloted in Fall 2014 and implemented
in Spring 2015.
• MIS workgroup works with the IT department to create and map new SSSP
data elements for reporting. MIS counts increase in 2013-14 and 2014-15.
• The Enrollment Priorities workgroup is formed in 2014-15 to ensure that
priority groups receive registration priority and to remove registration priority
for those groups identified in the SSSP beginning in 2015-16.
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Student Success Implementation Plan
In June 2013, we developed a Student
Success Implementation Plan that
consisted of several work teams made up
of key stakeholders for each of the
projects including IT staff.
Our work teams identified tasks and
assigned completion dates to each tasks.
• Board Policies & Administrative
Procedures were written as required
going through the College’s shared
governance process.
The work team assignments were:
•
•
•
•
Enrollment Priorities
Assessment
Orientation
Degree Audit
•
Catalog years 2009-present
• Student Planning (Initial &
Comprehensive Ed. Plan)
•
New Transfer Credit Process
• MIS Requirements
•
Implemented new MIS requirements
• Academic Probation
•
•
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Loss of BOGW &
Loss of Enrollment Priorities
Sample Implementation Plan
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Partnerships
• Hartnell College maintains comprehensive partnerships with all feeder high schools
in Monterey County, adult schools, alternative schools, community based
organizations, one-stop career centers, foster youth serving organizations, migrant
serving organizations, Monterey County Office of Education, Department of Social
Services, career training programs and many more.
• The focus has been to develop and implement a broad array of transitional
preparation services for individuals interested in enrolling at Hartnell College.
• These partnerships have allowed us to deliver our “Steps to Success” services at our
high school and community based sites. Combining online tools with an in person
service delivery model has helped facilitate these services in the field.
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“Steps to Success”
•
Hartnell College established a College
Pathways program that works
collaboratively with our partners to
deliver college preparation services at
their sites well in advance of a student’s
enrollment.
•
Outlining these steps in sequential order
has helped Hartnell College message the
steps to students and our high school and
community partners.
•
Marketing has occurred at our local malls
including food courts, movie theatres,
television and radio.
•
http://www.hartnell.edu/registration-steps
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“Steps to Success”- Community Marketing
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“Steps to Success”- Community Marketing
•
Our marketing campaign has a focused and intentional message of preparation for
enrolling in college. Our service area is 100 miles long and reaches from North to
South Monterey County.
•
Our marketing is Bilingual (English/Spanish)- We utilize our students and staff in our
marketing and online products so incoming students connect with people they know
and recognize.
Television and movie theatre presentation of “Steps to Success”:
https://vimeo.com/128904550
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Online Orientation
•
In academic year 2013-2014, Hartnell College
developed a new online orientation tool in
conjunction with Cynosure New Media, Inc.
•
This orientation delivers content in English,
Spanish, and is American with Disabilities Act
(ADA) compliant, which includes the captioning
and audio for hearing and visually impaired
students.
•
Implementing an online tool in conjunction with
an in person delivery (after-school labs) has
helped significantly. High school teachers have
embedded completion of the orientation into their
curriculum as an assignment requiring
completion. We also offer In- person, on campus
orientations as a part of a one-stop delivery
model.
• http://www.hartnell.edu/onlineorientation-new-students
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Online Orientation- continued
•
Working with our IT Department we
developed the programming to upload student
orientation completion every 24 hours by
marking the completion directly into our MIS
system. IT is currently working on the
programming for real time clearance.
•
The College’s priority registration system then
checks for orientation completion before
setting up the priority registration dates.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Assessment and Curriculum
Assessment Testing and Curriculum
• Working to implement a paradigm shift towards student preparation for assessment
• Hartnell College English as a Second Language (ESL), math and English faculty developed the content for
Assessment test preparation workshops for enrolling students. This group of faculty took the Accuplacer
multiple times and used their experience and the content to deliver a study guide.
• The goal is to refresh students on the content of the assessment test, outline the format of the assessment
test (computer based) and assist students with test taking strategies. A primary goal is to also refresh
students on the content, particularly those students who have not been enrolled in college for a period of
time.
• The College also accepts criteria for assessment test exemption and developed enhanced multiple measure
criteria for student course placement which includes (Early Assessment Program (EAP)/Smarter Balance,
Advance Placement (AP), Student Academic History, Participation in college math and writing academies,
and more).
• The College is working with a “Curriculum Institute” team composed of county high school and Hartnell
English, math and ESL faculty to align curriculum between systems and discuss opportunities for
maximizing student preparation for the college assessment test.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Assessment and Curriculum
Assessment Testing and Curriculum- continued
•
Hartnell College has hosted four “Curriculum Institutes” over the last year and a half.
•
These Institutes are working sessions where English, English as a Second Language (ESL), math and
Counseling faculty work to align learning objectives and services to ensure a more seamless transition
for students. In addition, faculty and teachers receive professional development focused on Instructional
practices the positively impact student learning.
•
Through the collection of survey data from the “Curriculum Institutes”, high school faculty feel
supported and that they have a partner in working towards increasing student success. This partnership
and work through the institutes with the college is viewed as critical to enhancing student success rates
for students in the county.
•
The Hartnell College assessment team assesses students both at our high schools and community based
organizations. We worked with our IT Department to mark the student’s record with their assessment
scores directly into MIS.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Panther Prep Days
•
Panther Prep Days is an early college preparation model program in which Hartnell College works with high
school students to assist them in their transition to college months in advance of their actual enrollment. Hartnell
College is the only college in the service area to deliver this type of event at this magnitude. Panther Prep Days
is a culminating event for our new incoming first time freshmen (high school graduates) and their parents.
•
In May 2015, Panther Prep days 2015 took place:
- Friday, May 1st King City Campus – 227 students served, 7 parents participated.
- Saturday May 2nd Main Campus- 724 students served, 260 parents participated.
•
The following goals were accomplished during Panther Prep Days :
 A Student Educational Plan was developed.
 Students were fully registered for their 1st
college semester.
 Gained valuable information on academic
programs and majors.
 Involved parents in the transition from high
school to college by offering a parent
information seminar.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Panther Prep Days 2016
•
In order to be eligible for Panther Prep Days, high school seniors must complete the following by
April 1st: 1) Hartnell College Application/FAFSA/CAL Dreamers; 2) Online Orientation; 3)
Assessment; 4) RSVP through Event Brite (in collaboration with their high school Counselor):
•
Hartnell College uses a web-based software to track student completion of the steps by high school.
The software was developed in conjunction with Live Editions.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Panther Prep Days 2016
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Educational Planning Workshops
•
Academic Counseling services is offered six days a week. The hours are:
Monday-Friday: 8:00 am to 6:00 pm
Saturday- 9:15 am to 12:00 pm
•
During Fall 2014 semester, in addition to one-on-one, express and online counseling
appointments, the Counseling Department at Hartnell College developed “Educational Planning
Workshops”.
•
These workshops are designed to provide students with comprehensive information in the
following areas:
•
•
•
Completing the Hartnell College Steps
to Success process;
•
Overview of Student Support
Programs;
•
Availability of financial resources
•
(Financial aid and scholarships);
•
Development of a student educational
plan (abbreviated or comprehensive);
Steps for transfer to a university;
Major exploration;
Setting a timeline for goal completion;
• http://www.hartnell.edu/counseling-workshops-and-events
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Student Educational Planning
• In fall 2013, Hartnell College implemented the Student Educational Planning tool
(online ed. plan) for students including degree audit (Colleague).
• Students are required to have a comprehensive educational plan by the 15 degree
applicable unit mark (registration rule has been programmed into colleague to ensure
students meet this mandate).
• Working with IT, we developed the programming for automated completion of the
educational plan requirement from the Student Educational Planning tool.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Student Educational Planning
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Online Academic Probation and Student
Success Workshop for Students
•
Students on Level 1, Academic/Progress Probation are required to take the newly developed “Online Student Success (Probation)
Workshop. Student Support Programs e.g. EOPS and Counseling offer in person workshops for those students who feel the
online workshop does not work for them. The content of this workshop covers: 1) What is Probation?; 2) How Did I End Up on
Probation?; 3) Why is GPA So Important?; 4) What Services Exist to Assist Me?; 5) What Can I Do to Help Myself?
•
Students on Level 2, Academic/Progress Probation are required to take the newly developed “Online Student Success (Course)
Workshop”. This workshop focuses more on classroom success strategies designed to assist students in becoming more effective
classroom learners. The strategies focus on: 1) Active Listening; 2) Getting the Most Out of Lectures; 3) Setting Goals; 4)
Reading to Answer Questions; 5) Taking Effective Notes
Online Student Success (Probation) Workshop
http://www.cynosurenewmedia.com/demos/hcpw/hc.asp?id=guest
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Online Student Success (Course) Workshop
http://www.cynosurenewmedia.com/demos/hcsm/hc.asp?id=guest
Capturing Student Completion of Services
•
In the Spring 2015 semester, the Hartnell College team developed a customized screen to capture all the required
elements of the Student Success and Support Program (SSSP).
•
The screen below captures each element required for students to complete the enrollment and success process:
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Colleague Projects Prioritization
PRIORITIZED PROJECTS (11)
AVERAGE
PROJECT
DUE DATE
NOTES
STATUS
SARS to Colleague Integration
1/15/2016
Retrieve counseling appointment information and load onto CASM
Prioritized, not started
anticipated start week of 3/6
Online Faculty Drops through PAWS
Early June 2016
Prioritized, not started
Determine if Colleague supports letting faculty drop students online. If not,
next step - form teami n March. AA,
create custom application. See Butte College for example.
faculty, student affairs and IT.
3/2/2015
284.33
Move away from paper rosters and more to online rosters for attendance, etc.
(Find a grading/attendance system to replace paper rosters accessible for all
Late May 2016
faculty)
Requested by Dr. Lewallen. This is a major project that involves selecting an Prioritized, not started
attendance program as well as faculty training workshops. End of May may next step - form teami n March. AA,
not be realistic.
faculty, student affairs and IT.
3/2/2015
283.67
Reporting from Student Planner
TBD
Goal is to mine data from student planner - example - create demand
statistics
Prioritized, not started
next step - identify desired reports.
Mark, Mary, AA, research.
example - Demand stats for course /
schedule planning.
9/14/2015
256.00
NSLC for online transcripts/verification requests/Student Self Service
Fall 2015
Contracts are signed. Need to implement each product.
Prioritized, 2/29 - project started.
Target date end of March - early
April.
3/2/2015
248.33
Use Ellucian's’ complete Graduation Process and utilize CM processes
December 2015
2/29 - move to on hold
2/1/16 - Current version of the
Move away from Access Database. Communications Management is part of
product does not meet Hartnell's
this, and learning the Colleague forms is another
requirements. Will keep an eye on
future enhancements.
3/2/2015
246.33
IT Solution for CA Dreamer Cal Grants
Late May 2015
No Colleague solution available, custom programming required.
Prioritized, not started
3/2/2015
238.67
implement the Veterans Student Module
November 2015
Allows us to track Veteran students over time. Schedule half-day training
with consultant
Prioritized, not started
3/2/2015
232.33
Ask Hartnell
Fall 2015
Implement dynamic system of FAQ's and information. Initially student
focused, but may create a similar system for faculty
Moved from "on hold" and prioritized
on 12/7/15; not started
4/6/2015
207.00
Tracking of Student Activities
Summer 2015
Examine Colleague Campus Orgs module. If insufficient, either purchase or
create a custom product
3/14 - Campus Org demo.
Prioritized, not started
3/2/2015
173.33
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REQUEST DATE SCORE
311.00
Colleague Projects Priority Scoring Matrix
Criteria #
Criteria
VALUE TO THE INSTITUTION
Weight
37%
Score Assigned
Weighted Score
1
Is this project required or mandated? - Does the project address federal or sate compliance issues? Does it help avoid negative legal consequences?
8%
0
2
3
4
5
6
7%
2%
2%
2%
2%
0
0
0
0
0
7
Does this project support Hartnell College's strategic objectives?
Is the project an urgent need for Hartnell College?
Is there a work-around or contingency plan?
Is there a positive return on investment?
What is the impact to the academic / fiscal calendar or business cycles?
Impact to students
Admissions Impact - How does the project affect the admissions process?
2%
0
8
Fin Aid Impact - What is the impact to timely and compliant support of financial aid processing and distribution?
2%
0
9
10
2%
2%
0
0
11
12
13
Student Success -How does the project support student success?
Academic Affairs - How does the project impact - instructional delivery, curriculum, and scheduling?
Impact to business areas
Payroll / contract - Does the project impact compensation or contracts?
HR - How does the project impact onboarding, retention, and documentation?
Finance - How does the project impact fiscal operations?
2%
2%
2%
0
0
0
14
15
16
17
18
VALUE TO THE CUSTOMER
What are the consequences of doing nothing?
How are business rules and/or processes impacted?
Does it improve the ability of users to perform tasks?
What users will be impacted or benefit?
How much job training is necessary, and who will need that training?
25%
5%
5%
8%
5%
2%
0
0
0
0
0
19
20
21
22
Has a project scope been defined and documented?
Is there available funding for the project?
Budget Impact - Have the ongoing costs been identified?
Is there a member of Cabinet who is the project sponsor?
15%
6%
2%
5%
2%
0
0
0
0
23
24
25
26
27
TECHNOLOGY SYSTEM RISK
What is the effect on IT staffing or technology systems?
What is the state of the current system?
Does the project provide needed data?
What is the technology risk due to maturity or complexity of the proposed technology?
Does Hartnell IT staff have experience with the proposed technology?
23%
4%
7%
2%
5%
5%
0
0
0
0
0
PROJECT READINESS
Project Value Totals
Project Value Maximums
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100%
0
0
135
500
Follow-Up Services
• Hartnell College utilizes the “Retention Alert” component of Colleague. Faculty
generate the alerts when a student needs support (academic or program), which then
notifies the Academic Follow-Up Services Specialist, Counselor and Program Assistant
II to follow up with the student (typically within 24 hours).
• Through the Coordination of a full-time “Academic Follow-Up Services Specialist
(Faculty) working with three full-time Counselors (one at each campus/center) and threefull time Program Assistant II’s. The team has formed into an “Early Support” team on
campus.
• This team works with Instructional Faculty to conduct classroom presentations on
academic and student support services available to students e.g. tutorial services.
Instructional Faculty generate alerts to the team which then elicits follow-up with the
students. The goal is for Instructional Faculty to assess and determine which students
need support, ideally by the 2nd to 3rd week of the semester.
• Our team has researched courses over the last three academic years that have the highest
student attrition rates and have targeted services to Faculty and Students in those
courses.
GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu
Loss of BOGW/Enrollment Priorities
•
•
•
•
We noticed Level 2 students of their loss of BOGW/enrollment priorities in January 2016.
We established an Academic Standards Committee to review all of the Appeal Petitions.
(Made up of faculty, administrators, Counselors, and financial aid staff)
We developed an Appeal form that is designed to handle both types of appeals.
We established a deadline date that works with the enrollment priority schedule to ensure
decisions are made prior to Fall 2016 registration starting.
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Hartnell College
Questions/Discussion?
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