Reinventing the Student Entry Process through Distributed Leadership

LEAGUE FOR INNOVATION / MARCH 4, 2014

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COMMUNITY COLLEGE RESEARCH CENTER / MACOMB COMMUNITY COLLEGE

Reinventing the Student Entry Process through Distributed Leadership Jill Little & Sue Boyd, Ed.D.Macomb Community College

Shanna Jaggars, Ph.D.Community College Research CenterTeachers College, Columbia University @sjaggars @CommunityCCRC @MacombCollege


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COMMUNITY COLLEGE RESEARCH CENTER / MACOMB COMMUNITY COLLEGE LEAGUE FOR INNOVATION / MARCH 4, 2014COMMUNITY COLLEGE RESEARCH CENTER / MACOMB COMMUNITY COLLEGE

• Jill M. Little–Vice President of Student Services, Macomb

Community College•Sue Boyd, Ed.D.

–Dean of Student Success, Macomb Community College

•Shanna Jaggars, Ph.D.–Assistant Director, Community College Research

Center (CCRC)

Presenters


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•Welcome and Introductions•Project Overview & Relevant Data•Q&A•Macomb Strategy in Resolving Issues Identified by the Data

• Implementation Plan, Engaging Key Stakeholders and Leadership Strategies

•Q&A

AGENDA


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Macomb Community College• Located 4-miles north of Detroit, MI• One college with multiple campuses

– South Campus – Warren – Center Campus – Clinton Township– East Campus – Clinton Township– MTEC – Warren

• Fall 2013 Credit Headcount 23,725• Consistently award the most associate

degrees in Michigan, top 2% nationally• Comprehensive community college with

mission of education, enrichment and economic development

• Early College, University Center, Michigan State University College of Osteopathic Medicine, Performing Arts Center and Cultural Center


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Project Overview and Relevant Data

Shanna Jaggars, Assistant DirectorCommunity College Research Center


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Dizzying array of program & course

options

“Mistakes” = lost time, money, delayed / derailed graduation

The Challenge of Choice


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Research Questions

What kinds of information do entering students need to move forward with

confidence?

What information is currently provided to students, and how?

Do student needs appear to be met by current resources & services?


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Emerging Findings

Advisor Interviews

Student Focus

Groups

Document Review

Qualitative Research


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Entry process

confusing

Orientation didn’t lay

groundwork

Advisors rushed, didn’t

“teach” self-

advising skills

Catalog & online

resources designed

by/for administration

Challenges of self-advising


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Questions?

Do the data/findings resonate with what you see on your college campus?


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You have the data – Now what?

Jill M. Little, Vice President, Student Services

Macomb Community College


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•Determine what makes sense for your institution •Use the data to start the conversation•What story does the data tell?

Identify Themes


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• Identify key stakeholders early on to engage in the conversation

•Develop targeted work teams with clear expectations

Move Forward Strategically


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Implementation through Distributed Leadership

Sue Boyd, Dean of Student SuccessMacomb Community College


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• Clear expectations• Accountability • Student-driven decisions

How did Macomb accomplish so much in such a small period of time?


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How Macomb identified work team members•Orientation Work Team

–Key faculty members–Key student services staff

• Information Review Work Team –Key faculty member(s)–Key academic administrators–Key communications staff

Structure of Work Teams


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• Highly unionized environment– 9 unions that include administrators, faculty (full-time and adjunct),

clerical, managers, part-time non-teaching, maintenance, and police force– Executive leadership only non-union positions

• Student Services has two-full service locations – one at each main campus (South and Center)

• 12 full-time academic advisors – 6 at each main campus• 6 full-time counselors – 3 at each main campus• 5 full-time special services counselors – district-wide• Financial Aid & Cashiers are not part of Student Services,

these departments are in the Business Unit

Unique Qualities of Macomb Community College


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• Orientation Work Team– Kickoff January 2012 with intent to focus orientation on immediate

and critical information needs– Design to be dynamic, with content responsive to the information

needs of the particular student– Require students to complete concrete helpful activities

• Information Review Work Team– Kickoff January 2012 with intent to develop and maintain

resources that provide consistent information on courses, programs, transfer and careers

– Across programs, provide consistent information in style and content

– Ensure student-facing information is student-focused

Work Teams Tasks


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Work Team Accomplishments• Orientation Work Team

– Implemented new steps to enter Macomb for Fall 2013 (Went Live: April 29, 2013)

– Opened new Student Services Labs (Went Live: April 29)– Implemented redesigned new student orientation for all new

students• Modified version on April 29• New version on July 8

• Information Review Work Team– Implemented new process for marketing programs– Created newly designed catalog (delivered June 2013)


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• Structured meetings with clear agendas• Working meetings with action items team members were held

accountable for• Frequent meetings to keep the momentum going• Always, always, always with student needs at the center of all

decisions made

Achievement of Work Teams through Distributed Leadership


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• Get back to basics– Purpose, Goals, Learning Outcomes

• Data revealed different needs for different student populations– FTIAC, Transfer, Guest, etc.

• Leverage resources and timely institutional projects– Use of website consultant expertise

• View through the lens of a new student

Orientation Work Team


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New Student Orientation: What it Looks Like


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New Entry ProcessOLD: 7 Easy Steps 1) Complete Application2) Apply for Financial Aid3) Student ID Photo Taken4) Placement Test5) Orientation/Course

Planning Session6) Register7) Pay for Classes

NEW: Macomb Easy Start 1-2-31) Discover Online

– Apply for Admission– Apply for Financial Aid– Participate in Orientation– Prep for Placement

2) Connect On-Campus– Meet with Advisor– Take Student ID Photo– Take Placement Test– Course Planning Session


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Improve the Entry Process7 Easy Steps1) Complete Application2) Apply for Financial Aid3) Student ID Photo Taken4) Placement Test5) Orientation/Course

Planning Session6) Register7) Pay for Classes

Macomb Easy Start 1-2-31) Discover Online2) Connect On-Campus3) Advance at Macomb

– Register for Classes– Pay for Classes– Buy textbooks– Participate in Introduction

to Online Learning


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•Computer labs formerly used for onsite orientation•Repurposed for students with technology needs related to in-take processes

•Using technology to track and monitor usage

Student Services Labs


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Student Services Labs Student Usage• Most common reasons:

– New Student Orientation– Registration Help

• Student Services Labs by the Numbers:– May: 690 students – June: 866 students – July: 2,200 students – August: 1,583 students

• Winter 2014 registration period was just as busy• Total unduplicated students to date: 7,974


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Information Review Work Team

• Identify student communication points– Comprehensive review college-wide

• Review other college catalogs – Identify layout and template ideas

• Determine elements necessary to meet student and institutional needs• Develop template to ensure consistency across college programs• Seek appropriate institutional approvals


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College Catalog Redesign• Old Catalog • New Catalog


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Recommendations for Implementation

• Get the right players involved– Executive leadership support required

• Leverage institutional resources• Alignment with priorities at your organization


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•Commit to extensive review of in-take processes and then do the review– Review materials from student perspective

•Conduct student focus groups or student surveys to receive feedback directly from the students on processes

•Conduct interviews/surveys with front-line staff to determine where they see gaps

•Review findings and commit to tackling those that fit your institutions’ priorities and resources

Implementation Anywhere


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Budget Implications

• Staff time and effort• Incentives for students to participate in focus groups and

surveys• Snacks for staff and students

• Major implementation changes may require professional services (e.g. technology improvements)


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Budget Implications at Macomb • Received $378,000 over 4 years

– Included IR & IT resources to compile 50,000 student records to study registration habits of new students

– Travel costs to disseminate findings to colleagues– Consultant fees for technology improvements– Professional services for initial focus groups

• Included outreach, mailings, scheduling, facilitating, recording and initial analysis

– Incentives for students to participate– Project coordination which included reimbursement for staff

time and effort


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Leveraging Institutional Resources at Macomb Community College• Website redesign• Planning done in the past• Realignment of Organization

– Student Services– Credit and Non-Credit offerings

• Timing is everything!


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•Focus on Student Success and Achievement of Educational Goals

Keep Students at the Center


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Questions?


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Macomb Community College Contacts:Jill Little: [email protected] or Sue Boyd: [email protected] Please visit us on the web at

http://ccrc.tc.columbia.eduwhere you can download presentations, reports, and briefs, and sign-up for news announcements. We’re also on Facebook and Twitter.

Community College Research Center Institute on Education and the Economy, Teachers College, Columbia University 525 West 120th Street, Box 174, New York, NY 10027 E-mail: [email protected] Telephone: 212.678.3091

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Reinventing the Student Entry Process through Distributed Leadership

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