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More than 200 career training, university transfer and coll

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Title: More than 200 career training, university transfer and coll


1
  • Florida Community College at Jacksonville
  • (FCCJ)
  • Jacksonville, FL
  • Susan Lewis, Academic Advisor
  • Lin White, Student Success and Services Manager

2
FCCJ
  • One of the largest and most comprehensive
    colleges in the US
  • Serves 60,000 students each year
  • More than 200 career training, university
    transfer and college preparatory programs
  • Five campuses and five major educational centers
  • One of the nations largest long distance
    learning programs

3
Campus and Center locations
4
Advising Students
  • Professional Advisor Model
  • Multi Campuses and Centers
  • Appointments
  • Walk-ins
  • Phone
  • Emails
  • Open Campus Distance Learners
  • Phone
  • Emails

5
How do we know if our students are satisfied with
advising? Noel Levitz Student Satisfactory
Inventory (SSI
6
Community College Survey of Student
Engagement 2004 Benchmark Florida Community
College at Jacksonville
7
College-wide data
  • Colleges traditional Fall-to-Fall retention rate
    was less than 50 percent
  • Long-term and consistent student dissatisfaction
    with the quality of academic advising and
    counseling as indicated on the SSI and CCSSE

8
Why are we getting these results?
  • Review of Current Enrollment Process Flow
  • Enrollment Services- Application
  • Advising and Counseling Walk-in or Make
    appointment
  • Assessment Appointment
  • Advising/Counseling - Schedule orientation
    appointment
  • Orientation
  • Initial Advising Session
  • Financial Aid
  • Register On Campus or On Line
  • Business Office

9
Student objective Get to class.
10
How are we going to fix this? College-wide Goals
  • Elevate customer service to a level unsurpassed
    in higher education
  • Enhance institutional performance and
    accountability

11
Student Success objectives
  • Minimize the number of required contacts with the
    College necessary to enroll
  • Minimize time required to enroll
  • Provide good customer service
  • ID students who need expanded services and
    connect students to the services

12
What is Student Success going to do to meet these
goals and objectives?
  • In Fall, 2002, a college-wide task force convened
    consisting of
  • Advisors
  • Counselors
  • Enrollment Services Staff

13
Recommendation
  • Merge current enrollment services with advising
    functions
  • to integrate campus-based enrollment into
  • a single employee, single contact interaction

14
Recommendation Re-organization of the Student
Success area The Center One Stop Concept
  • Dean of Student Success
  • Student Achievement Student Enrollment
  • Leader Leader
  • Counselors Student Success Advisors Lead
  • Career Development Student Success Advisors
  • Student Activities Enrollment Specialist
  • Career Placement Financial Aid
    Specialist
  • Disabled Student Services Student
    Accounts

15
Recommended Strategies
  • 1. Training and Professional Development The
    professional development office, Florida
    Community College University (FCCU) will be
    tasked with leading the training, development and
    certification of employees whose new job
    responsibilities will include an expanded
    definition of student services.
  • 2. Facilities Planning Facilities and Planning
    and Re-fitting-
  • The assistance of facilities will be
    needed to evaluate existing space and plan for
    transition to space which optimizes the physical
    organization to meet the goals and objectives.
  • 3. Human Resources Analysis and Action - Evaluate
    existing jobs and desired assignments and make
    recommendations for Cabinet approval regarding
    compensation and placement of large groups of
    affected employees in career, faculty and
    administrative employment groups.
  • 4. Funding- Budget Analysis, It is estimated that
    implementation of the two can be accomplished at
    a long term operation savings to the College.

16
HOW DO WE BEGIN?
  • ? ? ? ? ? ?
  • ? ? ? ? ? ? ?
  • ? ? ? ? ? ? ? ? ?
  • ? ? ?
  • ? ? ?
  • ? ? ? ? ? ? ? ? ? ? ? ?

17
Step 1.
  • Needs survey of the following areas
  • Enrollment Services
  • Student Accounts
  • Financial Aid
  • Academic Advising
  • What are the recommended knowledge and skills
    needed in your area to integrate campus-based
    enrollment into
  • A single employee
  • Single contact interaction for students

18
Step 2. COLLEGE-WIDE ADVISING COUNCIL
  • Formed the College-wide ADVISING COUNCIL
  • Mission
  • The mission of the advising function is to
    guide, educate, support, and empower students to
    develop and achieve their academic and career
    goals.
  • Learning Outcomes
  • In pursuit of that mission, we will pursue and
    achieve the following learning outcomes for
    students who seek the assistance of advising.

19
Advising Council Learning Outcomes
  • 1. Students will have a properly declared program
    of study and for AA students, an identified
    major. Undecided is an acceptable major and
    indicates the students need for additional
    support and direction.
  • 2. Students will have an educational plan that is
    related to their stage in the career development
    process. They will understand prerequisites and
    how to proceed term by term through their plan,
    choosing correct classes and minimizing time to
    their degree.
  • 3. Students will be aware of, aggressively pushed
    to, and rewarded for participating in the support
    services that will enhance their probability of
    success.
  • 4. Students will increase their confidence,
    esteem, and motivation toward accomplishing their
    educational objectives through academic advising.
  • 5. Enrollment in the Student Life Skills (SLS)
    courses will increase.

20
Step 3. Training and Professional Development-
  • Advisors will need to be trained in the process
    and functions of enrollment services, student
    accounts, financial aid, and enrollment services
    professionals will need to be trained in all
    areas of advising.
  • Additionally, the Colleges advising and service
    philosophy must be clearly expressed during
    training and exhibited during implementation.
  • Ongoing training will be needed for new employees
    assigned to this area.

21
  • How many of you were placed in the role of
    academic advising without any training?
  • For most Colleges, student services training is
    on the job.

22
Not so anymore at Florida Community College
  • The Colleges student success team designed a
    comprehensive training program covering
  • Student Enrollment Services
  • Student Accounts
  • Financial Aid
  • Academic Advising
  • Developmental Advising-communication and
    relational skills
  • Customer Service The FCCJ Way (in development)

23
Training Outcome
  • STUDENT SUCCESS ADVISOR
  • New position
  • Hire as an academic advisor
  • Become certified
  • Attend workshops
  • Internship
  • Assessment
  • Apply for Student Success Advisor position

24
Buy in
  • Administration - Yes
  • Cabinet Campus Presidents - No
  • Human Resources HR- No
  • FCCU Professional Development - No
  • Campus Deans of Student Success - Yes
  • Staff - Yes
  • Funding - No

25
Opportunity
  • Learner Support Center
  • Information Center
  • Due to growth of distance learning students who
    can not or do not want to come to campus
  • LSC Staff were getting a lot of ES, SA, FA and AA
    questions.

26
LSC staff job descriptions rewritten to Academic
Advisor.
  • In the past, training was on the job.
  • Sink or swim, and so could the student.

27
Basic Advising 101/102 spring 2003
  • Susan Lewis developed one day trainings
  • Basic advising 101/102
  • Education Goals
  • Admissions
  • Programs of Study
  • Assessment
  • Orientation
  • First Term Advising
  • Advising all student populations
  • Utilize advising tools

28
Step 4. PILOT, existing Financial Aid training,
Spring and Summer 2003
  • Participants were staff not in the Student
    Success area
  • Rationale if they could go through the training
    and pass the assessments, anyone could
  • PITFALL Did NOT work!
  • Not area of interest or expertise

29
Fall 2003 Developed Spring and Summer 2004 PILOT
training with Student Success Staff
  • Financial Aid
  • Academic Advising
  • Enrollment Services
  • Went better but still was not exactly what we
    needed.

30
Fall 2004, design a training and professional
development program to PILOT
  • From the Needs Survey
  • Learning Outcomes
  • Existing Basic Advising 101/102
  • Existing Financial Aid training
  • Evaluation of our previous pilot trainings

31
Timeline Fall 2004
  • Fall 2005 training
  • Develop curriculum
  • Pilot
  • Revise
  • Curriculum design
  • Curriculum printed
  • Training

32
Step 5. Hired a curriculum developer/writer
  • Content
  • Enrollment Services Experts
  • Student Accounts Experts
  • Financial Aid Experts
  • Academic Advising Experts
  • Training Curriculum Format
  • LeaderGuidePro software
  • Cost 820 Student Success Budget

33
FUNDING
  • Title III
  • Quality Enhancement Program (QEP) (SACS)
  • Project Renaissance budget
  • Training of Student Success Staff is one of the
    initiatives


34
Curriculum Development Process Spring, Summer,
Fall 2004, Spring, 2005
  • Enrollment Services Experts, district office
    staff, met weekly 33 hours
  • Student Accounts Experts, district office staff,
    met as needed 33 hours
  • Financial Aid Experts, district office staff, met
    as needed 16 hours
  • Academic Advising Expert, Susan Lewis, campus
    Academic Advisor, met weekly 264 hours
  • Total cost _at_ 25 hours 7,825.00

35
Step 6. Curriculum Design
  • 3 Ring Binder
  • 3 Leader Guides
  • 3 Participant Guides
  • 6 Print Documents
  • Training Web site
  • 8,640 Project Renaissance Budget

36
Student Success Training Curriculum Draft
  • Testing
  • Web sites
  • Links
  • Appendices
  • Table of Contents links

37
Pilot each curriculum Spring, 2005
  • Participants were experts in each area from each
    campus, plus an academic advisor expert
  • Offer feedback
  • Train to be trainers and/or mentors
  • Fine tuned curriculum in each area
  • 6 days
  • Final changes sent to printer

38
Step 7. Curriculum Printing
  • Enrollment Services to include Student Accounts
  • Financial Aid
  • Academic Advising
  • 20 Leader Guides each area 60
  • 100 participant guides each area 300
  • Cost 22,500 to include 3 ring binders and
    binder title page Project Renaissance
  • www.fccj.edu/resources/ssprofdev/

39
Challenges Buy in
  • Administration - Yes
  • Cabinet Campus Presidents - No
  • Human Resources HR No
  • FCCU - No
  • Campus Deans of Student Success -Yes
  • Staff - Yes

40
Funding - Yes and No
  • LeaderPro Software 820
  • Curriculum Developer/Writer 7,825
  • Curriculum Designer 8,640
  • Curriculum Printer 22,500
  • 39,785
  • Advising Survey 36,000

41
MOVE FORWARD WITH TRAINING Fall, 2005
  • Deans wanted to cross train
  • Bit the bullet
  • Made the commitment
  • Were not enough days in Fall term to do AA/AA,
    ES/ES, SA/SA, FA/FA
  • Sent list of staff to be cross trained
  • Used the numbers to set number of 5 day sessions
  • 3 academic advising sessions
  • 5 enrollment services sessions
  • 4 financial aid sessions

42
Fall 2005 training
  • Best time for training for both staff and
    trainers
  • Enrollment services
  • Financial aid
  • Student accounts
  • Academic advising
  • We scheduled 5 day sessions
  • Location
  • Emailed the schedule for Fall 2005 registration
  • Training New advisors

43
Fall, 2006 Training Schedule
  • 20 per session ES/SA FA AA
  • 9/18-9/23 X
  • 9/26-9/30 X
  • 10/3-10-/7 X
  • 10/10-10/14 X
  • 10/17-10/21 X
  • 10/24-10/27 X
  • 10/31-11/3 X
  • TCF
  • 11/14-11/18 X X
  • 11/28-12/2 X
  • 12/5-12/9 X
  • 12/12-12/18 X

44
Challenges
  • Same old same old, PLUS
  • Workshops - Yes
  • Mentoring was sporadic - Yes, NO
  • Assessments- No
  • No one was taking the assessments.
  • Why? Why should they? No incentive
  • FCCU - Yes
  • 1 Step Salary Incentive offered

45
One Step Salary Incentive
  • Board Rule 6Hx7-4.24 - Pay Plan
  • Full-time employees will be eligible for a one
    (1) step increase as an educational promotion
    after the completion of eight (8) credit hours
    with a grade of C or better or the equivalent
    supplemental prescribed course. This is for
    classes taken at FCCJ and an employee may receive
    no more than one (1) step every three years.
    Full-time employees who are at the cap of their
    salary range will receive the one (1) step
    increase when earned.
  • APM 03-0911 - One Step Salary Incentive for
    Courses Taken at Florida Community College at
    Jacksonville
  • In addition, the college will develop a listing
    of non-college credit (supplemental) classes that
    will count toward the one step increase. For
    purposes of this procedure, 15 hours of classroom
    instruction will equal one credit hour.

46
FCCU
  • Florida Community College University
  • What is Florida Community College University?
  • FCCU is a department within Florida
    Community College that provides professional and
    personal development opportunities for staff of
    the College. Who can attend FCCU? Enrollment is
    open to any staff of the College, including
    full-time and part-time career staff, adjunct and
    full-time faculty and College administrators and
    professional staff. Are FCCU courses/workshops
    open to all College staff? Certain courses and
    workshops may be more appropriate for faculty
    certain courses may be designed for career. If
    so, the course description will contain that
    designation.

47
Positive Outcomes
  • Student Success staff loved it!
  • Valuable training
  • Guides were a valuable resource
  • hard copies
  • on line
  • Trained trainers
  • Positive feed back from trainers, participants,
    deans
  • Developed a Developmental Advising session using
    the Noel Levitz Academic Advising for Student
    Success for Retention program

48
Positive Outcomes cont.
  • Developing a customer service session
  • Assessment training is being developed and
    piloted
  • Disabled Student Services training will be
    developed
  • In the future to include FERPA and customer
    service training during the new employee
    orientation
  • Instructional Program Managers are attending the
    trainings

49
How to make the training a part of the FCCJ
culture? Spring 2006
  • Divided the training modules and lessons into
    smaller sessions.
  • Link to FCCU catalog .

50
FCCU
  • FCCU responsibilities
  • Set Spring and Fall training schedules
  • Schedule location
  • Schedule trainers
  • Advertise training sessions
  • Collect evaluations

51
Student Success Responsibilities
  • Annual update of curriculum
  • Master training sets, by session for each area
    for duplication
  • Trainer database

52
Spring 2006
  • Spring 2006 schedule was posted
  • Scheduled Train the Trainer
  • Reviewed technology - Proxima
  • TIPS for trainers - FCCU
  • Reviewed each hard copy and online session

53
Trainer Instruction Sheet
  • SECURITY Contact 2650
  • 1. First person, trainer, or participant, to
    arrive at A1105 will need to get security to
    unlock the door. Go up the escalator, second
    floor turn right to go to the security desk.
  • 2. Place the wooden block inside the door to hold
    it open or the door will lock.
  • 3. Ask security to unlock the A1105 storage
    closet. Place a chair in the doorway or the door
    will lock.
  • 4. Locate materials for your session. Materials
    will be marked. FCCU contacts Brenda
    Baldree 8122
  • Bill Ganza 3114
  • 5. Distribute guides/session materials to the
    participants.
  • 6. White board markers will be in the closet. I
    suggest you take one and keep it with you at all
    times. They do tend to disappear.
  • PROXIMA SYSTEM DWC techies
  • Bill Vollers 2588
  • Michael James 2520
  • 1. Pull down the screen at the front of the room.
  • 2. Point the remote control at the black box in
    the ceiling. A green light should appear and
    reflect light on the screen.
  • Log in for trainers and participants
  • 1. Use your FCCJ user ID and password
  • 2. Click on Explorer to go to the FCCJ home page
  • 3. enter www.fccj.edu/resources/ssprofdev/
  • 4. Click on the guide that pertains to your
    session

54
Trainer Instruction Sheet page 2
  • SIGN IN SHEETS
  • Distribute sign in sheets every day. This is the
    formal record in order for the participants to
    receive the 1 incentive.
  • ACTIVITIES IN THE MATERIALS
  • The evaluations requested that the trainer
    perform all activities. The participants want to
    have the experience of applying the knowledge and
    skills you are teaching them.
  • EVALUATIONS
  • Evaluations for EACH session will be in the
    storage closet.
  • FCCU
  • Send to Brenda Baldree, FCCU, MCCS, 280, via
    campus mail all sign in sheets and completed
    evaluation forms.
  • HAVE FUN!
  • Student Success Contact Lin White 3240

55
MORE POSITIVE OUTCOMES
  • Why are the trainings only being offered one time
    in the Spring and only one time in the Fall?
  • Wanted more training opportunities
  • Training is very valuable
  • Student Success College-wide buy in
  • Groups are currently requesting condensed
    versions

56
Positive Outcome
  • Human Resources Analysis and Action - Evaluate
    existing jobs and desired assignments and make
    recommendations for Cabinet approval regarding
    compensation and placement of large groups of
    affected employees in career, faculty and
    administrative employment groups.

57
Buy In
  • Administration - Yes
  • Cabinet Campus Presidents - No
  • Human Resources HR- No Yes
  • FCCU Professional Development - No
    Yes
  • Campus Deans of Student Success - Yes
  • Staff -
    Yes
  • Funding -
    No, Yes

58
SURPRISE POSITITVE OUTCOME
  • It was infectious!
  • Created College-wide Student Success Team
    concept.

59
Challenges
  • Emails from some faculty asking why they were
    included in the offer to register?
  • Were they going to have to advise in the future?

60
How do know if the training has made a positive
difference for the student?
  • Noel Levitz SSI
  • CCSSEE
  • Student Success designed their own Advisor Survey
    Instrument on our advising outcomes
  • Process piloted on one of the campuses
  • Deans compile a list of students and inform them
    that someone may or may not be calling them
  • Send a list every Friday until we reach 200
    students from each campus, total 1,000
  • Hired a research firm to call students, 36,000,
    Strategic Imitative

61
On going assessment
  • NACADA Model
  • Start with the end in mind.
  • Part I. Purpose
  • Part II. Values, Mission, Goals, Outcomes
  • Part III. Collection of Data, Setting Performance
    Expectation, Outcomes
  • Part IV. Sharing and Acting on Results (putting
    it all together)

62
SUGGESTION
  • Be PERSISENT
  • Research
  • Decide on College wide, student success and
    advising goals and objectives
  • Outcomes
  • Do needs survey
  • Recommendations for implementation of strategies
    to meet goals, objectives and outcomes
  • Develop action plan- timelines, timelines,
    timelines
  • Buy in
  • Funding
  • Be FLEXIBLE
  • Be PERSISENT

63
Thanks!
  • We needed that.
  • PowerPoint
  • www.fccj.edu/resources/ssprofdev/
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