Is the IPAS solution effective or just another resource consuming - PowerPoint PPT Presentation

Is the IPAS solution effective or just another resource consuming diversion to improve the Student Planning and Advisement Process? The Real Facts from Two Community Colleges

Presenters Montgomery County Community College  Kathrine Swanson , Vice President for Student Affairs and Enrollment Management  Celeste Schwartz , Vice President of Information Technology and College Services Prince George’s Community College  Tyjaun Lee , Vice President for Student Services  Joseph Rossmeier , Vice President for Technology Services

About Us  Serve over 21,000 credit students annually  Comprehensive campuses in Blue Bell, Pottstown, Culinary Arts Institute, and Virtual Campus  Over 100 associate degree, certificate and workforce training programs  Dual Admissions with over 30 colleges/universities, including highly selective and international institutions  Achieving the Dream Leader College and 2014 Leah Meyer Austin Awardee  One of 43 Gateway to College programs in the country  Voluntary Framework for Accountability

About Us • 2014 Student Body Credit Students 19,451 Noncredit Students 25,579 Total Students 42,712 • Employees 2,665 • National Center of Academic Excellence in Information Security Two-Year Education (2010-2015) • One of only 16 college across the country named a White House Champion of Change • Headquarters for CyberWatch, an NSF regional consortium dedicated to Cybersecurity • Home to the first middle college in Maryland — The Academic of Health Sciences at Prince George’s Community College • Top 25 associate degree producers among African-American students • Achieving the Dream • Complete College America • AACU Roadmap

Project Overview • What is IPAS? • Each schools reflection • Lessons Learned/The Real Facts • Discussion/Q&A

What is IPAS? This project focused on the development of Integrated Planning and Advising Support Systems (IPAS) with emphasis on all three of the broad, student-facing functions:  educational planning  counseling and coaching  risk targeting and intervention The project was driven by student success and process efficiency.

Student Success Network • Redesigned Student Planning and Advising • Technology Support for Student Success • Project Timelines • Expected Outcomes Achieved

Original Expected Outcomes • Noel-Levitz Student Satisfaction Inventory - reduce the student gap score in advising • CCSSE - improve ratings on the benchmark for students who believe the college provides support for learners • SENSE - improve performance on the early connections benchmark • Improve student completion

Original Expected Outcomes • Increase the number of faculty engaged in early alert • Noel-Levitz - reduce the student gap score for the question: “students are notified early in the term if they are doing poorly in class”

Original Expected Outcomes • SENSE – Improve ratings on: – “Advisor helped set academic goals to create a plan achieving those goals” SENSE – Improve ratings on “College staff member talked with them about commitments outside of school ” – “Specific person assigned to them to see if the needed information or assistance” • Noel-Levitz - reduce the gap score for : “my academic advisor is concerned about my success as an individual ”

Original Expected Outcomes • Improve student persistence from fall-to- spring for first-time students • Improve fall-to-fall persistence for first-time students • Improve student course success outcomes as measured by the percentage of students receiving an A, B, C, or P, for first-time students

Project Summary • Provide students with academic planning tools • Allow advisors to provide intrusive advising through academic planning and early intervention • Allow faculty and advisors to monitor progress and identify at-risk students to inform early intervention plans • Empower students with feedback on their own academic progress • Allow advisors to track student progress through completion

Project Summary Recruitment – Educational Placement Prospect – Planning Testing Applicant Between Weeks 4 - 8 NO (1 st semester) Applicant New Student Mandatory meeting with receives packet Registration Assigned Advisor Session Assignment of Advisor YES 2 nd Semester College & Beyond New Student Ready? Holistic Orientation Student Success Evaluation Network Assigned Advisor Communication Completion, Commencement, to accepted students Transfer and/or Job Placement by Assigned Advisor

Technologies Utilized Recruitment – Prospect – On-line prep Placement Testing Applicant Accuplacer & Ex: Plato, My Educational Planning Student Educational (CRM) virtual proctoring Foundations Planning (SEP) Lab Focus 2 New Student NO Montco Money Registration Session Applicant receives packet Portal, PA TRAC Communications WebAdvisor, Starfish, SEP, Management Email, Blackboard (CRM) YES 2 nd Semester & Beyond College Student Success Network Ready? New Student Orientation SEP, Starfish + OrgSync Holistic Evaluation (Advisor/Student Image Now Dashboards) (Transcript (Online Capture/Evaluation) Orientation Tool) Communication to accepted students Completion, Commencement, CROA reports and Outlook Transfer and/or Job Placement (CRM) PA TRAC, PA Job Gateway, College Central

Next Step

Overall Project Impact

Project Timeline/Cost • Project timeline 20 months – Early Alert – Students appointment scheduling – Student planning/degree audit – Student Dashboard – Assessment • Project funding – Gates Foundation – College Tech Fee Budget

Original Expected Outcomes  Decrease wait time for student advising during peak and non- peak periods from 1 1/2 hours to 30 minutes — Achieved.  Decrease time to complete Satisfactory Academic Progress plans from 1 hour and 45 minutes to 1 hour — Data still being collected but achievement highly likely.  Decrease number of yearly advising appointments by 10% annually — Data still being collected but achievement highly likely.  Increased number of Satisfactory Academic Progress students that Advising will serve from 30% to 75%-- Data still being collected but achievement highly likely.

Original Expected Outcomes  Increase students who use technology for educational planning purposes to 80% from 39% today — Achieved — All new students required to have a plan and returning students placed on registration hold until plan is developed.  Increase retention services from 30 to 100 in first year from 100 to 250 in the second year — Too early to tell as additional year of tracking required.  Decrease the number of students graduating each year with 90 credits or more by 10% through the use of faculty advisement — Achieved.

Project Summary  This IPAS solution facilitated the acquisition and deployment of new self-service software modules to enhance the student advising and programming planning and tuition/fees payment activities.  Project also improved the students’ front door experience by providing them with a digital student appointment system to schedule meetings with Student Services and faculty.  Project also simplified access to vital course/class information from the learning management system via the portal.

Technologies Utilized  New —  Ellucian Colleague Student Finance  Ellucian Colleague Student Planning  Ellucian Integrated Learning Platform  Starfish Connect Student Appointment Scheduling System  Upgraded —  Ellucian Colleague Portal  Ellucian Mobile

Overall Project Impact  Project benefits achieved improved initial front door experience of students.  IPAS grant stepped up College’s timetable to acquire and deploy these new self-service modules.  Project very successfully applied the use of technology in the process to improve the student’s front door experience.  Project depended heavily on student input garnered through special “Feedback Friday” meetings with students.

Overall Project Impact  Student Finance module now offers students a single stop to review their entire financial status in terms of accounts receivable and financial aid.  Student Planning module now offers students, on a self- service basis, complete details about their academic program status.  Starfish Connect now provides students with the ability to schedule appointments with Student Services and faculty advisors without coming on campus.

Overall Project Impact  ILP provides a dynamic link to transmit information between LMS and ERP, and shows students pertinent learning information on portal. Also provides:  Grade submission  Portal access to LMS courses  Course creation and student enrollment information  Daily attendance  Retention alert messaging

Project Timeline/Cost  Project duration per the grant was 18 months, effective July 1, 2013, with the IPAS solution to be sustainable and expandable beyond this timeframe.  Total project cost was $399,000, of which $100,000 was Gates funded.  Balance of funds came from a combination of strategic funds via the College’s Strategic Plan and the Technology Services operational budget.  Project cost included project manager salary/benefits for 18 months.

Lessons Learned Successes and Challenges