University of Central Arkansas

1
University of Central Arkansas
Virtual Case Study 2008 Daniel Sheets (Team
Leader) Holly Rehner Thomas Bruick Crystal Henry
2
Greetings from Conway, Arkansas, We are a
small consultant committee of student affairs
professionals from the University of Central
Arkansas (UCA). We have recently been
employed by McApple College, located in Boston,
Massachusetts, and we are responding to the
agenda set forth by MCs Vice President of
Student Affairs. We believe we have prepared a
program that effectively identifies and describes
five main issues, programs or services within the
student services realm where technology has
radically changed how we, as student affairs
professionals, deliver programs and services to
our students.
3
We will explore in depth the following five areas
Communication Technology Information Technology
Systems Student Health Services Assisted
Technology Professional Development
4
Within the presentation, you will find each area
divided into three sections
Introduction- provides an overview of basic
knowledge needed in each area.
Innovation- examines technologys contributions
to each area.
Impact- displays how these technological
developments affect student affairs professionals
and our abilities to meet the needs of our
students.
5
Communication Technology
6
Introduction
Telephone technology involves the increased use
in Voicemail Direct Long Distance Fax
Machine Cellular Phones

• Student affairs administrators are quite aware
  that communications technology is having a
  profound influence on the way we live and work.
  These changes can be seen in the following three
  areas telephone technology, personal computers
  and the Internet.

Professionals and students are able to connect
with each other even if they never speak to each
other directly.
Students, staff, and faculty can call overseas
as long as they remember what time it is in the
other country.
Enables constant communication between offices,
speeding the transmission of paperwork, from
office to office within the same building or
among other offices on campus.
Offers flexibility and accessibility as
professionals are allowed to remain in constant
communication with students and each other.
7
Introduction

• Student affairs administrators are quite aware
  that communications technology is having a
  profound influence on the way we live and work.
  These changes can be seen in the following three
  areas telephone technology, personal computers
  and the Internet.

8
Introduction
The Internet
have gone on-line compared
with
(Jones, 2002, p.1) Students are now able to
complete research, communicate through e-mail and
Instant Messenger service with friends, family,
classmates and professors.

• Personal Computers
• Students today werent necessarily raised on
  paper communications (Moneta, 2005, p.4)
• In a survey completed by the Higher
  Education Research Institute, of
  college students report using a personal computer
  on a frequent basis compared to

Eighty-six percent of college students
59 of the
general population
in 2004
85.7
27.3 in 1985.
9
Innovations

• Students are becoming harder to get a hold of.
  Fewer are checkingor even activating their
  campus e-mail or voicemail accounts (Student
  Affairs, 2006, p. 6).

Text Messaging Pod Casts Interactive Websites
and Virtual Tours
So how do reach the students?
we
Baldwin-Wallace College in Ohio uses text
messages to reach prospective students.
Fitchburg State College used pod casts featuring
the FSC President announcing the good news of
students acceptance.
Self-paced online campus tours with interactive
maps are becoming more popular.
10
Impact
On Departments Frequent functional users must
have a level of technical skill which requires
continuous training.

• On Professionals
• The quality of our services to students and
  others is directly associated with the efficiency
  and effectiveness of our business transactions
  (Montea, 2005, p. 10).

• On Students
• We serve a student body that is used to
  around-the-clock access to services and students
  who are remarkably awake and electronically
  active throughout the night (Montea, 2005, p.5).

New programmatic philosophy on reaching students
where they live requires departments to invest
in laptops, PDAs, cell phones and other devices.
Personnel costs increase as frequent functional
users must possess a level of technical skill
that requires continuous training.
Students presently demonstrate an
on cell phones,
entertainment devices and transactional
technologies, including credit cards.
overwhelming dependency
Staff is expected to possess technological
competency or expertise. Staff must continuously
attend training sessions to stay abreast of
FERPA, HIPAA, and other institutional, state, and
federal regulations and policies.
Some institutions are finding it necessary to
create a new department to handle technical
advances.
11
Information Technology Systems
12
Introduction
Information Technology Systems are the electronic
database systems a university uses to collect and
maintain student information. Many universities
referred to these as Student Information Systems
or SIS.
But a new option was on the horizon
Universities would create their own systems,
which are known as
legacy systems.
Many departments within a university would
often have their own system that was
to other departments.
not compatible or
connected
13
Innovation
Why ERP?
Enterprise Resource Planning (ERP) systems, which
are Information Technology Systems originally
created for large business corporations, began to
be used by universities.
Multiple in scope, tracking a range of
activities including HR, student, and financial
systems
Integrated, meaning that when data is added in
one area, information also changes in all areas
and related functions
ERP systems also resolved Y2K problems that made
legacy administrative systems difficult, if not
impossible, to modify (King 2002).
14
Impact
Student Services as a whole is able to run more
efficiently because departments across campus are
connected.
In a recent study, 88 of universities that
recently implemented ERP systems would buy ERP
systems again versus 7 that would choose to
build their own system, and 5 expressed no
opinion (King, 2002).
To illustrate the impact of switching to ERP, the
following slides compare the daily activities of
a University of Central Arkansas (UCA) Bear
student under UCAs old legacy system versus
UCAs Banner (ERP) system, which was implemented
in 2006.
15
A Day with UCA Legacy
900 am Leave Residence Hall
Return to Residence Hall 1145 am
Change Address at Registrar

• To Do List
• Change Address
• Appointment with Advisor
• Request private room
• Price Textbooks
• Purchase Symphony Tickets

And Financial Aid Office
Setup Appointment With Academic Advisor
Purchase Symphony Tickets at Performance Hall Box
Office
Price Textbooks
Request Private Room and Change Address at
Housing Office
16
A Day With UCA Banner (ERP)
Select My UCA Tab
Select Resources Tab
Log into student account 900 am
Change address across entire campus
Select Self-Service Tab
Logout at 930 am
Price Textbooks
Schedule appointment with Academic Advisor
Purchase Symphony Tickets
Request Private Room
17
Health Services
18
Introduction
Sax (1997), reports four pressing health issues
for college students
Student Health Services is far more than treating
the sore throat at an on-campus clinic.
Substance Abuse Mental Health Physical Health

Sexual Health
Alcohol, drugs, tobacco. In 2005, 30 of college
students used tobacco at least once a month. An
estimated 80 to 90 of all underage college
students drink alcohol, and estimates of the
college rate for alcohol abuse have been as high
as 40 (Fisher, Fried, and Anushko, 2007, p. 1)
Mission of Student Health Services is.
Promote optimal student academic performance,
personal development, and life-long healthy
behaviors by providing students with essential
healthcare and the knowledge and skills needed to
sustain a healthy lifestyle.
Depression, anxiety, low self-esteem, and many
other issues inhibit college students today.
Lack of physical activity, poor diet, and poor
sleeping habits are leaving a lasting effect on
the health of todays college students.
AIDS, sexually transmitted diseases, pregnancy,
and rape are all areas todays students need to
be educated on.
19
Innovation
Communication with Students via Internet
WebMed 24/7
Ask Alice
Is a web-based triage system implemented by
University of Central Florida early 2004. Triage
is an organized process to separate individuals
who need immediate care from those with less
threatening situations. Students complete triage
on 24/7 WebMed and are then assessed into 6
levels of urgency
Health promotion website launched by Columbia
University. Students are able to ask questions
and receive feedback on a wide-range of health
issues. www.goaskalice.columbia.edu
A survey of 89 student health centers found that
64 used some form of electronic communication
with patients (Sole, Stuart, and Deichen, 2006,
p. 289).

• Communication with Students via Internet
• Web-based Triage University of South Florida 24/7
  WebMed
• Ask Alice- Columbia University where students can
  ask and receive feedback on health related
  issues. www.goaskalice.columbia.edu
• Txt messages via cell phone to assist students in
  stopping smoking.
• Web-based alcohol intervention.
• Technology within on-campus clinics.

4. Seek care within 2-3 days 5. Seek
care within 1-2 weeks 6. Self-care recommended

• Call 911
• Seek immediate care
• Seek care within 12-24 hours

20
Innovation
Promoting healthy behavior using technology
Obermayer, Riley, Asif, and Jean-Mary (2004)
developed a stop smoking prototype program, which
utilized web and cell phone technologies Students
in the program fill out their typical schedule on
a website, which sends text messages about
smoking during the participants anticipated most
at-risk or stressful times.
Study performed by Thombs, Olds, Osborn,
Casseday, Glavin, and Berkowitz (2007) in two
residence halls as a large public university in
Ohio using a social norms intervention to deter
alcohol use. The use of computer technology was
a central aspect of this project (p. 327).
21
Impact
Health Service professionals are able to meet the
needs of students when and where they arise with
the use of technology.
Health Service professionals use technology to
bring health information to students in new
effective methods.
24/7 WebMed The web-based triage system was used
by students on 1,290 occasions in the first 4
months of operation. After the triage process,
143 students requested an appointment by e-mail
as recommended by the system.

• He, who has health, has hope and he who has
  hope has everything.
• Arabian Proverb

As a whole, vital health information and programs
are more accessible, applicable, and effective in
promoting health in todays students.
22
Assistive Technology
23
Introduction

• Acts and Titles
• Rehabilitation Act of 1973
• American With Disabilities Act of 1990
• Title II
• Title III

No otherwise qualified person due to disability
may be denied the participation in, be denied
benefits of or be subjected to discrimination
under any program or activity receiving federal
funding assistance.
Before 1973, only the 14th amendment protected
the rights of people with disabilities.
Prohibits public entities from denying qualified
persons with disabilities the right to
participate in or benefit from the services,
programs, or activities that they provide, and
from subjecting such individuals to
discrimination if the exclusion or discrimination
is due to the person having a disability.
Prohibits entities that operate places of public
accommodation from discriminating against persons
with disabilities by denying them full and equal
enjoyment of the goods, services, facilities,
privileges, advantages, or accommodations they
provide.
24
Introduction
Assistive Technology (AT)

• Defined in the Technology-Related
  Assistance of Individuals with Disabilities Act
  of 1988 as
• Any item, piece of equipment, or product
  system, whether acquired commercially or off the
  shelf, modified, or customized, that is used to
  increase, maintain, or improve functional
  capabilities of individuals with disabilities.

25
Innovations
An estimated of American college
students have disabilities. The number of
college students with disabilities has grown
fivefold from three decades ago, when it was
estimated at . This number increased
greatly due to the advancements of Assistive
Technology.
11

• Imagine you are a college student carrying a
  full course load. Each of your classes require
  you to keep up with considerable amounts of
  weekly reading assignments, problem sets, labs,
  quizzes, and tests. Now imagine that you have a
  significant visual impairment, you have a hard
  time hearing, or you cant even hold a textbook.
• (Berkeley, D., Kressin, L., Oberlander, C.,
  2007, p11).

2.3
26
Innovations
Helping with Coursework

• Keyboards
• Keyguards
• Mouses
• Trackballs
• Switches
• Pointing and typing aids
• Eye Tracking devices

• The PHANToM
• Word predictions
• Abbreviations
• Electronic magnification
• Refreshable Braille/ printers
• Talking word processors
• Voice recognition technology

Can space out the keys, or reduce the number of
keys so the student presses a few keys to
produce characters.
Device that allows students who are blind to
feel computer icons by putting their finger
into a thimble-like object and moving it across a
plane.
Keyguards are designed to stabilize and position
the user's hand directly over the computer
keyboard, and to promote accuracy in keypressing
for single finger, headstick, or mouthstick
typists.
Prompts computer to predict words that a student
is typing thus improving typing speed of students
with limited mobility.
Can be controlled by mouthsticks or by the
movements of a students head.
Computer creates words based on abbreviated
versions typed by a student.
Standard device that replaces the conventional
mouse. Its advantages are a stationary position
with no cords and easy dragging.
Magnifies text to aide students with visual
impairments
Paddle, wobble, lever, light beam, and puff and
sip designs that allow students to operate a
computer.
Allows Braille to change as information changes
through a keypad device. Each line is refreshed
as the student presses a switch.
Used to activate keyboards or switches. Used
with head, mouth, chin, hand, foot, or any other
site with adequate motor control.
Student does not have to look at the screen
because keystrokes are confirmed by an echo from
the computer.
Tracks eye movement to activate computers and
other devices. Student must have enough head
control and ability to gaze directly at a camera.
Recognizes students voice and enters the
corresponding keystrokes. Student needs a clear
and consistent voice to operate this device.
27
Innovations
Helping around the Residence Halls

• Fire alarms
• Bed shakers
• Remote devices

Now with flashers to alert students who are deaf
or hard of hearing that there is a fire.
Vibrating beds to wake residents up, let them
know when someone is at their door, notify them
when there is an emergency, and more.
Allows students to open doors and operate devices
from afar which gives them independence from
requiring aides at all times.
28
Impact

• Our roles as Student Affairs professionals is to
  be familiar with the new technology available for
  students with disabilities.
• Find the right fit for the student and there will
  be more retention success and lower technology
  abandonment rates.
• Good communication between IT departments and
  Disability services.
• Always meet the special needs of your students by
  asking if there is anything you can do to enhance
  their college experience.
• Ask if they have aids that need help and access.
• Make sure all students with disabilities are
  aware of emergency procedures and discuss their
  needs during those times.

Too often IT does not have access and knowledge
about the specific needs of the student body,
while Disability Services are well aware of
needs, but have difficulty keeping up with
emerging technology.
29
Professional Development
30
Introduction

• Professional Developmentwhat is it?
• Maintaining and updating career skills.
• Offers continuing education and personal
  development.
• Enables lifelong learning.
• And for our purposes, well focus on
• Keeping professionals up to date with evolving
  technological world.

31

• Managing and using IT in student affairs has
  become difficult since there is no tradition of
  practices and policies, nor of staffing and
  technology.

Student affairs professionals on many campuses
are addressing policy issues, and others are
focusing their energies on staffing, while front
line student affairs practitioners are using IT
in new and challenging ways (Barratt, 2000, para.
1).
32

• IT in student affairs can be seen as composed of
  four elements

Policy
Staffing
Technology
Practice
... is the work accomplished. Practices
involve Both our interactions with students and
with ourselves. Web page designs. The ways in
which student organizations use technology to
provide forums or gain membership. Services for
distance education students. Web based
undergraduate and graduate applications. Alumni
e-mail accounts are some of the practices found
on campuses. Office management practices, word
processing, record keeping, communication,
conferencing and calendaring are integral parts
of IT practice and affect how we work together.
...for IT is a new endeavor in student affairs.
Some staff engage in developing new IT uses,
and some staff use IT to increase efficiency of
current practices. IT staff in student affairs
will need to do more than fix machines and
install software. They will need to Support
and help develop our practices. Help us with
policy development. Aid in connecting practices
to missions and goals. Assist with staff
development as the IT demands on current staff
change.
At this point in the development of IT in student
affairs there is often a marked disparity in
practices between offices. Typically the offices
with more advanced practices have identified
people who are capable of merging practice and
technology. The idea of best practices cannot be
used yet, since there are not yet any benchmarks.
IT practices in student affairs should be
grounded in values, theory and research.
... is the collection of formal statements about
all aspects of information technology. Within
the division, this consists of Codes of student
conduct. Guidelines for student E-mail use.
Restrictions on the uses of college owned
computers and networks. Guidelines and standards
for web pages. Legal issues and constraints.
Mission and goal statements that connect student
development and student learning to IT.
On most campuses, technology plans seldom
articulate student development and learning
goals, and policies have not kept pace with
practices. Policies are enacted often as
remediation solving current problem, and are not
often seen as preventative, nor as developmental.

New staff will have to be identified as IT
developers and designers who have as their main
assignment addressing student services needs
using IT. New staffing partnerships are being
formed as distance education staffs become
engaged in the student service business.
Managing IT within student affairs, and
managing the new partnerships will require new
types of managers who can join the staffing,
technical, policy and practice elements.
...is yesterday's, today's and tomorrow's
hardware and software. Some important aspects
are the appropriate uses of Technology Planned
growth Investigations of emerging
technologies Integrating student affairs systems
into the campus technology infrastructure
New applications software, and new types of
software are arriving on the market at a fast
pace. Proactive approaches to identifying and
using new and appropriate technology needs to be
utilized, and staff members need to be working to
discover what might help students.
(Barratt, 2000)
33
Innovations

• Compilation of tools/resources for Student
  Affairs (SA) professionals.
• Online courses, workshops and competitions for
  professional skill development.
• Databases for professional organizations and
  hiring others.
• List-serves for updated SA information.

Online commons for SA professionals. Blogs,
podcasts and forums.
Online Journal/article access.
Conference dates, times and other information.
34
Impact

• The impact of technology has dramatically changed
  professional development. As a result of these
  innovations, SA professionals have been able to

Centralize a multitude of internal
information. Spur competition among each
other. Create more specific SA jobs while
eliminating more general SA positions. Provide
an outlet for SA professionals creativity and
curiosity. Ultimately, cultivate and develop all
areas of SA professional development, with the
exception of interpersonal communication skills.
35
Insight

• The acceptance of information technology has
  become a necessity for colleges and universities.
  
• in order
  to compete in
  the job world. As

Technological advances may have decreased human
contact, but student affairs professionals must
steadily create innovative ways to maintain
student-staff contact.
Students demand access to
these technologies
to gain the
knowledge needed
student affairs professionals,we
have the responsibility to meet this need.
36
A closing thought from Larry Montea, VP of
Student Affairs, Duke University

• The pressure to succumb to the latest and
  greatest technology can be overwhelmingand
  expensive! It is ever more critical that student
  affairs staff focus on the outcomes intended by
  our various services and let technology
  follownot lead.

But bear in mind
37
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