“Easy As A-B-C”

TECHNOLOGYAND RETENTION

George Carbart, William Haun, Neil Keith, and Janice ThielSt. Petersburg College, FLwww.spcollege.edu/spg/sss

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)

I. INTRODUCTION

• Lessons Learned

• Other Technical & Retention initiatives

• Questions and Answers

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.

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.

III. FACULTY DEMO

• Imagine you’re a faculty member who is asked to do PR’s for multiple students each session (e.g., shuffling papers, interoffice mail, etc.)

• We’ll now see a demo on how faculty members enter this information

III. FACULTY DEMO

• Here is the eProgress Report email an Instructor would receive

• http://itdev.spcollege.edu:8500/sss_acadprog_demo/admin/htmlemail.cfm?inst_id=185614

IV. 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 success…they pushed this with their faculty

– Training of mentors/advisors w/ Demo

IV. 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

IV. Development andImplementation

Relationships for sss_acadprog_demo

V. Mentor Demo• http://itdev.spcollege.edu:8500/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

V. Mentor Demo• http://itdev.spcollege.edu:8500/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.edu:8500/sss_acadprog_demo/league2004/mentordemo.html

or see the CD-ROM in your information packet

VI. Administrative Demo• http://itdev.spcollege.edu:8500/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

VI. Administrative Demo

• http://itdev.spcollege.edu:8500/sss_acadprog_demo/admin/

Admin Functions• Edit, Preview, and Launch a “Heads-Up” Enrollment notice

email http://itdev.spcollege.edu:8500/sss_acadprog_demo/league2004/headsupemail.htm

• Edit and Preview the eProgress Report Notification email with link for faculty

• Print instructor’s unsubmitted reports in bulk for snail-mail• For a narrated demo of the Administrative side, go to

http://itdev.spcollege.edu:8500/sss_acadprog_demo/league2004/admindemo.html

or see the CD-ROM in your information packet

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).

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.

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

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

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%)

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.edu:8500/sss_acadprog_demo/league2004/headsupemail.htm

• A valuable by-product of this

project was better relationships between faculty & student services

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

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

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 Systems”sheet in your information packet

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

IX. Other Tech/Retention Initiatives

• SSS Alumni Transfer Network – Bio’s of alumni student’s 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

X. Questions and AnswersGeorge Carbart Neil Keith(727) 341-3527 (727) 341-3528

carbartg@spcollege.edu keithn@spcollege.edu Student Support Services Student Support Services

Janice Thiel William Haun(727) 341-3519 (727) 394-6173thielj@spcollege.edu haunw@spcollege.edu Web & Inst. Tech. Services Web & Inst. Tech. Services

• View this presentation online at: http://itdev.spcollege.edu:8500/sss_acadprog_demo/league2004/

• SSS website: http://www.spcollege.edu/spg/sss/• WITS website: http://it.spcollege.edu/