Easy As ABC

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Easy As A-B-C TECHNOLOGY AND RETENTION
George Carbart, William Haun, Neil Keith, and
Janice Thiel St. Petersburg College,
FL www.spcollege.edu/spg/sss
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I. INTRODUCTION

• Background and Purpose of the progress Report
• Faculty Demo
• Development Implementation
• Mentors Demo (counselor/advisor)
• Administrative Demo (reports)
• Outcomes Results (Spring 2004 Fall 2004)

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I. INTRODUCTION

• Lessons Learned
• Other Technical Retention initiatives
• Questions and Answers

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II. Background Purpose

• What is the eProgress system?
• It is an electronic system used to monitor
  students academic progress and increase students
  course completion, retention and graduation
  rates.
• SSS/B2B previously used a Card Stock paper
  version of this report.

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II. Background Purpose

• Faculty members requested some type of electronic
  system be used.
• Reports go out around 5th week.
• Paper version took about 2 weeks longer to be
  returned to counselors.
• Paper version sometimes got lost.
• Reports and data are harder to track using the
  paper version.

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III. FACULTY DEMO

• Imagine youre a faculty member who is asked to
  do PRs for multiple students each session (e.g.,
  shuffling papers, interoffice mail, etc.)
• Well now see a demo on how faculty members enter
  this information

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III. FACULTY DEMO

• Here is the eProgress Report email an Instructor
  would receive
• http//itdev.spcollege.edu8500/sss_acadprog_demo/
  admin/htmlemail.cfm?inst_id185614

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Development andImplementation

• Needed to sell our Instructional Tech dept on
  idea in order to task people/resources to this
  project
• Started with idea to keep this as easy as
  possible for faculty (e-mail based, no user-name
  / password, etc.)
• Marketing Training efforts
• Faculty training at faculty meetings
• Presentations at Admin staff mtgs
• Support of program directors (e.g. Math,
  Communications, etc.) was critical to
  successthey pushed this with their faculty
• Training of mentors/advisors w/ Demo

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Development andImplementation

• Collaboration from Faculty, SSS
  Counselor-In-Charge, SSS Project Director,
  Instructional Technologist, Technical Design
  Specialist.
• Software Design/Programming Details (by William
  Haun)
• Please refer to the Geek Sheet in your packet

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Development andImplementation
Relationships for sss_acadprog_demo
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V. Mentor Demo

• http//itdev.spcollege.edu8500/sss_acadprog_demo/
  mentor/
• Mentor Functions
• Monitor their students progress throughout their
  involvement in the program
• Download all their students Progress Reports as
  Excel spreadsheets
• Follow up on Reports immediately after they are
  submitted by faculty
• Add comments to Reports
• Keep track of which ones they have reviewed with
  students

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V. Mentor Demo

• http//itdev.spcollege.edu8500/sss_acadprog_demo/
  mentor/
• Mentor Functions (cont.)
• Print reports that were not submitted
  electronically
• Manually enter results of reports that are
  submitted on paper
• For a narrated demo of the Mentor side of this
  system, please go to http//itdev.spcollege.edu85
  00/sss_acadprog_demo/league2004/mentordemo.html
  or see the CD-ROM in your information packet

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VI. Administrative Demo

• http//itdev.spcollege.edu8500/sss_acadprog_demo/
  admin/
• Admin Functions
• Launch reports once a session
• Add/Edit Mentors and assign permissions
• Monitor all students progress throughout their
  involvement in all the programs
• Edit or Delete Students, Courses, or Instructors
• Upload Batches of Students and their Courses each
  session from a CSV file provided by PeopleSoft

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VI. Administrative Demo

• http//itdev.spcollege.edu8500/sss_acadprog_demo/
  admin/
• Admin Functions
• Edit, Preview, and Launch a Heads-Up Enrollment
  notice email http//itdev.spcollege.edu8500/sss_a
  cadprog_demo/league2004/headsupemail.htm
• Edit and Preview the eProgress Report
  Notification email with link for faculty
• Print instructors unsubmitted reports in bulk
  for snail-mail
• For a narrated demo of the Administrative side,
  go to http//itdev.spcollege.edu8500/sss_acadprog
  _demo/league2004/admindemo.html or see the
  CD-ROM in your information packet

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VI. Administrative Demo

• Accurate and up-to-date reports.
• Reminder e-mail to all faculty to return their
  reports (after 2 wks).
• Discussing eProgress reports with Department
  Heads and other SPC Administrators.
• Run or Sort reports in various ways. (Cohort
  groups, course, etc).

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VI. Administrative Demo

• Ability to Launch several reports again.
  (remediation courses only).
• Another way to communicate with
• SPC Faculty.
• Another way to promote your students and program.

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VII. Outcomes / Results

• Spring 2004 and Fall 2004
• Card Stock paper e-progress report for grades
  C or lower
• Increase faculty e-mail addresses
• Takes less than 1 minute to complete and return
  to SSSP for one student
• Faster turn-around time
• Increase in student academic awareness
• Increase in Faculty/SSSP Collaboration

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VII. Outcomes / Results

• Increase in retention from Spring 2004 to Summer
  2004 by 5
• Decrease in course withdrawals from Spring 2004
  and Fall 2004
• Improved academic advisement
• Increased student early registration
• Improved communications between SSS mentor and
  students
• Improved student recruitment

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VII. Outcomes / Results

• Spring 2004 Fall 2004
• Enrolled 364 Enrolled 386
• Launched 1214 Launched 1061
• Received 794 Received 624
• or 65 or 58
• Reviewed 466 Reviewed 284
• or 59 or 45
• Totals Enrolled 750, Launched 2275, Received
  from instructors 1418 (or 62)
  Reviewed by mentors 750 (or 52)

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VIII. Lessons Learned

• After first launch, faculty feedback led to
  creation of the Heads-Up Enrollment Notice
  (e-mailed to instructors during first week)
• http//itdev.spcollege.edu8500/sss_acadprog_demo/
  league2004/headsupemail.htm
• A valuable by-product of this project was better
  relationships between faculty student services

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VIII. Lessons Learned

• On the Technical side
• Scalability, Scalability, Scalability
• Ability to easily customize report questions
• Allows addition of other programs
• Develop more universal launching system

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VIII. Lessons Learned

• The ideal would be a system that different
  programs could use yet had one central login area
  for instructors.
• eProgress Reports placed more demands on mentors,
  as more reports are immediately available, also
  they need to check for reports

Athletics Department added automatic emails to
Coaches on low performance
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VIII. Lessons Learned

• Other Applications of an eProgress Report System
• Athletics
• Tutoring Services
• Title III Early Alert Program
• see Other SPC Programs that are Implementing
  eProgress Report Systemssheet in your
  information packet

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IX. Other Tech/Retention Initiatives

• ACCUTRACK provides data on student traffic
  flow into office
• http//www.accutrack.org/Products/index.htm
• SSS Web Site A One-stop info resource for
  scholarships, careers, study skills, and
  university transfer www.spcollege.edu/spg/sss

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IX. Other Tech/Retention Initiatives

• SSS Alumni Transfer Network
• Bios of alumni students transfer experience
  to University http//it.spcollege.edu/atn/
• On-line College Student Inventory (Noel-Levitz)
  Assesses college-readiness of new students
• https//earlyalert.noellevitz.com/default.aspx
  top

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X. Questions and Answers

• George Carbart Neil Keith
• [phone] [phone]
• carbartg_at_spcollege.edu keithn_at_spcollege.edu
• Student Support Services Student Support
  Services
• Janice Thiel William Haun
• [phone] [phone]
• thielj_at_spcollege.edu haunw_at_spcollege.edu
• Web Inst. Tech. Services Web Inst. Tech.
  Services
• View this presentation online at
  http//itdev.spcollege.edu8500/sss_acadprog_demo/
  league2004/
• SSS website http//www.spcollege.edu/spg/sss/
• WITS website http//it.spcollege.edu/