Now that you are approaching graduation….. Advancing Your Career.
Constructing an Effective Communication Plan for Your ... Academy 2020...Graduation (45+ Hours) 6...
Transcript of Constructing an Effective Communication Plan for Your ... Academy 2020...Graduation (45+ Hours) 6...
Constructing an Effective Communication Planfor Your Advising Department
ADVISING ACADEMY 2020
Jacqueline S. Taylor, Ed.D.Associate Vice President, Retention & Student Success
Student Success Council Co-ChairEquity & Inclusion Chair
• 9,500 Students• 2nd Largest Community College in the State of TN• 60% African American• 30% White• 10% Hispanic, Asian, Native, Bi-Racial• 60% Women• 75% of Student require learning support• 50% Pell Eligible• High-poverty community• Average ACT = 17• Poorest Metropolitan Statistical Area with 1M+
population• We serve Memphis, Shelby, & Fayette Counties• 7 Locations• ATD, 4th Year• Student Success Council• $2.18M Title III SIP Grant: IDEAS• $1M DOL Grant for Workforce Development• ATD Leader College Status• 20th Anniversary
Constructing an Effective Communication Plan for Your Advising DepartmentPutting an effective communication map in place is as much a cultural change as a process change. As our campuses work to minimize deficits, create clear paths to positive student outcomes, and prioritize equitable goals across multiple cross functional teams, it is important that we understand our current processes and intentionally implement them. This session will help you (1) visualize the roadmap to student success from the students’ perspective and (2) provide a framework for the touchpoints and tools needed to make informed decisions in your advising department to promote holistic student success.
Who? • Campus & Departmental Culture Change
What? • Process Change & Language Change
Why? •Social & Economic Justice
When? •NOW
The Culture Change@ Southwest…
HIGHER EDUCATION IS NO LONGER MEETING THE DEMANDS OF THE STUDENTS WE SERVE.
PROFESSIONAL ADVISORS ARE NEEDED TO ENSURE CONTINUITY OF SERVICE THROUGH A
PROACTIVE APPROACH TO STUDENT SUCCESS.
Diversity, Equity, and Inclusion work demands that we accept the moral imperative to truly educate and support our students from an equity lens.
A NEW CULTURE….
Culture of Academic Excellence
Culture of Caring (Mattering vs. Marginality)
Every student has “someone” to reach out to for support, but more importantly, Professional Academic Advisors
proactively reach out to students.
Culture ChangeProfessional Academic Advisors (PAAs)
◦ 12-month professional staff◦ Walk alongside students from
onboarding, to matriculation,to graduation day
◦ Focus on Customer Service
◦ Focus on Academic Planning & Support
◦ Focus on Advocacy & Proactive Intervention
◦ Focus on Academic Excellence and Caring◦ Assigned @ NSO, general PAA
◦ Specific PAAs assigned by caseload,beginning fall semester (by week 2)for all students by Campus & Alpha Order
◦ Focus on Professional Development
◦ Focus on Being Data-Informed
What Are the Key Strategies to an Effective Advising Communication Plan?
Key Strategies for PAAUnderstanding the Proactive, Professional Advising Model and Communication Plan
◦1-on-1 Advising◦ Guiding…Deliberately, Proactively, Intrusively, Empathetically, and
Systematically◦ Touch Points…How Many Are Enough?◦ Outreach from Connection to Completion Strategies
◦ Advising First Gens◦ Advising Undecided and Wavering Majors◦ Advising Adult Learners
◦Group Advising◦ Maximizing Advising Opportunities for Student Groups
Visualizing the Framework &Road Map
Our Framework
FacultyMentors
CareerServices
Studentat the Center
ProfessionalAcademic Advising
FT PAAs andPT PAAs (peak season)
Faculty Advising Fellows (peak season)
The Triage Approach
Our Model
PT PAAs7 @ .5 FTE
Faculty AdvisingFellows, 11 @ .5 FTE
Studentat the Center
ProfessionalAcademic Advising
20 FTE
The Triage Approach
Academic Advising Process Map
Student completes online or in-person
orientation by meeting with advisor to register for courses.
Student receives a welcome message (phone call, email, or letter) to discuss career paths
with their current major and discusses AdvisorTrac notes from Professional Academic
Advisor.
Advisor welcomes student, conducts intake
interview to assess needs, and makes appropriate referrals to finalize any outstanding
documentation.
Student is advised, given a copy of their
academic map, registers and leaves the session with a schedule. Advisor makes appropriate
referrals.
Admissions,
Records (Transcripts),
Financial Aid,
Cashier s Office
Student attends first appointment with faculty mentor. The faculty mentor will make
appropriate referrals.
No
Student receives proactive/intrusive advising bi- weekly or monthly via AdvisorTrac
communication, phone calls, and two-way texting
Academic Progress Report (APR) Intervention by Advisors via personal phone call and text during
the APR dates during the 5th and 6th weeks of the semester
Has student reached the
appropriate benchmarks for
program of study?
Yes
Faculty Mentor Professional Academic Advisor
Student is assigned a Professional Academic
Advisor and faculty mentor upon completed Admissions status. The student is notified by Advising office via official and alternate email.
Career Advising
Student receives a follow-up message (phone call, email, or letter) with encouragement,
information regarding upcoming events and/or co-curricular opportunities, and academic
support resources.
Begin the graduation workflow
Best Practice Model
Ongoing entry, progress level advising • Focus on encouraging academic progress and advising students with
45 hours or more • Referral to Career Services regarding Job and Career Readiness
Services, Experiential Learning, and E-portfolio development. • Schedule appointments with students to discuss degree evaluation
and outstanding requirements. • Outreach to students regarding steps to graduation including referrals
to program coordinators to provide program-specific forms.
Ongoing entry, progress level mentoring • Make referrals to Career Services Website to assist with employment
search and Career Services Events and Workshops. • Encourage students to develop their resume and a sample cover letter
and be willing to review these documents with students. • Letters of recommendation when requested and appropriate.
Entry
Professional Academic Advising • Outreach to students to introduce themselves and let them know that they will be
Faculty Mentoring • Outreach to students prior to early registration in the semester to introduce themselves
their advisor for the next year • Outreach via email, phone and text to students in professional advisor’s caseload who
receive Early Alerts (notified by EA team) and alert Faculty Mentor • Referrals to resources on campus • Once Progress Reports are submitted, outreach to students with 2.49 and below
(notified by R&SS team) • Advise caseload of students for following semester by setting up appointments with
students prior to Early Registration • Participate in Advising Day (Opportunity to collaborate and meet with other Advisors
and hear about Best Practices around Intrusive Advising) • Outreach to Students who have not made appointments.
• Meet with students to discuss the student’s career path, i.e. long-term planning and job opportunities; refer when necessary to auxiliary campus services, i.e. veterans services, disability services, bus pass discounts, etc.; and co-curricular experiences, i.e. guest speakers, orientations, on/off campus opportunities.
• Communicate with Student’s Advisor and Career Services regarding student’s Academic Progress and Career Aspirations with updates to AdvisorTrac
• Academic Advisor will alert Faculty Mentors when student receives Early Alert to assist with follow up when necessary.
• Send link to Career Coach and encourage students to take assessment during first semester with referral to Career Services.
• Referrals for community service/ SL contracts
• Referrals for community service/ SL contracts • Commit to complete finalization
• Referrals made to Career Services for undecided students • Commit to complete finalization
Progress
• On-going entry-level outreach and intrusive/proactive Advising • Connect students with opportunities to engage and make referral to
Student Development and Career Services • Students with 12-15 hours and a 3.25 or higher GPA are referred to
ASC to become peer tutors
• On-going Entry-Level Mentoring • Encourage students and make referrals to experiential learning
opportunities in their field of study. • Inform students of Career Services Events.
Prof
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Onb
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Completion
Best PracticeModel
Framework for Touch Points
PAA & Responsibilities◦ Intake to learn the student’s STORY◦ Advising using Academic Maps or
Guided Pathways
◦ Registration (NSO, 1-on-1 Appointments, Academic Success Classes)
◦ Bi-weekly check-ins; Early Alerts Partner
◦ Documenter of the Student’s Story and Progression towards graduation day
◦ Academic Progress Reporting (APR)
◦ Transfer Fairs, Advising Roundtables, Priority Registration
◦ SAP Appeals
◦ Career Services Partnership on Undecided/Wavering Majors
◦ Faculty Mentor Referrals
◦ Co-curricular referrals (Leadership & Engagement)
◦ Graduation Monitor (45 hours+)
◦ Professional Advisors in the Classroom - Touchpoints & Group Advising
PAA TouchpointsWelcome
Appointments, Intake & Developing the Academic Plan (Use of Academic Maps)
Barriers? And Follow-up with Resources Listing
Events (for student engagement)
Difficulties in class? Early Alerts, Layered Support
APR (Academic Progress Reporting, 5th week of the semester)
Graduation- 45+ hours, Registration for next semester (by appointment, walk-in Wednesdays)
Divide caseload by hours for registration (priority registration: 45+, 30+, 15+, <15 earned hours)
End-of-Semester grades
**** Use of email, 2-way texting, phone, and in-person
2-Way Texting ImplementationObjectives:
• Streamline communication with students and follow them through their pathway
• Nudge students to check grades, register for classes, and attend events
• Help students reach different departments and resources
Curricular/Academic
Guided Pathways @
Southwest
StrategyOutline Guided Pathways (co-curricular) and create messages to
support them
First Semester Example
Theme:Commit to Complete
Communication touchpoints
Welcome1Hi, Southwest Saluqi! I’m your Professional Academic Advisor (PAA),
Caroline. I’m located in Room 314 on Campus B. Here are some tips for
your first semester.
Follow-up with Resources2
Hi [first_name]! It’s Caroline again. Here are some resources to assist you
in making the most of your college experience.
Events/Check-in3 Hi [first_name], how is the semester going so far?
Communication touchpoints
Academic Progress Reporting (APR)
5Hi, Southwest Saluqi! It’s Caroline again. Based on your APR, I’m offering
some advice, support, and guidance for grade improvement. Here are
some of those resources.
Graduation (45+ Hours)
6Spring and Summer Registration is coming up for students approaching
their graduation day! Make your appointment with your PAA to avoid the
wait!
Difficulties in Class4Hi, Southwest Saluqi! Are you having trouble in any of your classes? Visit
the ASC online or in-person to secure your appointment for free tutoring!
Communication touchpoints
End-of-semester Grades
9Check your final grades. If you were unsuccessful in one or more courses,
please schedule an in-person appointment with your PAA.
Registration for Next Semester
7Southwest Saluqi, we’re now into the advising stage for the spring
semester. Remember you can make an appointment through your
My.Southwest account!
Divide Caseload by Hours for Registration
8Hi, Southwest Saluqi! As a freshman, you can meet with [advisor_name] to
register for next semester’s classes beginning on April 15.
Consistent outreach
Each Monday morning, students receive a text message with a link to access e-weekly announcements.
Student Success E-Weekly using 2-way Texting
Call to Action:
Advising Appointments
Academic Progress Reports
Career Services
10 AM on Mondays
Student Affairs & Academic Affairs Partnership is Critical to the Communication Plan.
In Year 1 of ATD, we were intentional to co-lead the Academic & Career Advising Sub-Committee.
Combination of Student Affairs (Professional Academic and Career Advisors) & Academic Affairs (Faculty)
Touchpoint for Academic Planning requires PAAs to engage with students, technology, the faculty, the academic maps, and now EAB and Degree Works
Script1 S T W E E K O F C L A S S E S
Results
Other Items to ConsiderProfessional Advising Training in the Community College Context
Student Development Theories Which Inform Professional Advising Practice◦ Myers-Briggs, Dewey, Du Bois, Schlossberg, Holland, Maslow
Connecting Professional Advising to Career Advising◦ Guided Pathways (systematic, consistent academic planning)
◦ Assessment, Exploration, and Solidifying the Major
◦ Experiential Learning and Co-Curricular Engagement
Tech Talk: Utilizing Technology Effectively from an Equity and Inclusion Lens◦ AdvisorTrac vs. EAB
◦ Signal Vine 2-Way Texting Technology
◦ Dual Monitor Technology
◦ Student Check-In, Tracking Wait Time
Theory & Practice to Promote Equity in Communication
MBTI TrainingWhen Advisors know how they communicate, they can better understand how students communicate.
Understanding personality preference informs how scripts are implemented and how the communication plan is executed.
Creates a sense of belonging; students feel heard and are heard.
https://prezi.com/hma0jbyxxqjm/schlossbergs-theory-of-marginality-and-mattering/
https://prezi.com/hma0jbyxxqjm/schlossbergs-theory-of-marginality-and-mattering
Du Bois & Dewey
Maslow’s Hierarchy of Needs…
Professional Academic Advising @ Southwest
It takes a committed team focused on Student Success!
Any Questions?
Contact Information:Dr. Jacqueline S. Taylor
[email protected]. 4265 (o) * 731.426.3703 (c)
More Questions