Student Success Collaborative · by March 28th to schedule an appointment so I may assist you with...

©2017 EAB • All Rights Reserved • eab.com • 34952G

Campaign Strategy & ExecutionHouston GPS SSC Conference

Student Success Collaborative

https://www.eab.com/



ROAD MAP

1

2

3

2

Using Targeted Campaigns to Support

Proactive and Strategic Advising

Five Steps to Planning, Executing, and Analyzing Campaigns

Houston GPS Campaign Ideas




3Proactive, Strategic Intervention

Traditional, Passive Advising Proactive & Strategic Advising

Students Off Path

Students Receiving General Support

Students Receiving Tailored Support

Students Off Path

Campaigns focus outreach and advising efforts on a subpopulation with a shared concern and clear intervention path




4

Leveraging the Network for Proactive Campaigns

The “Coordinated Care Network”

Academic Support

Advisors

Financial Aid

Tutoring

Case Referrals

Proactive Campaigns SSC

Advisors manage cases and triage care

Analytics prioritize cases based on need

Support offices provide specialized interventions

Better adviceMore targeted outreach

Feedback loops continuously improve system




5




ROAD MAP

1

2

3

6

Using Targeted Campaigns to Support Proactive and Strategic Advising

Five Steps to Planning, Executing, and

Analyzing Campaigns





7Step 1: Focus

Murky Middle Finance Majors

Mid-career Finance majors with moderate GPAs but high risk predictions and at least one missed Success Marker. Students in this math-intensive major may need help to succeed but might not realize it yet. They still have time to make significant changes.

1. Contact all identified students at least three times to encourage them to initiate an advising session

2. Schedule an individual advising session with at least 75 percent of identified students

3. Connect 50 percent of students with the tutoring center or other resources to work on their academic standing

4. Reduce these students’ chance of dropping out

Objectives: This campaign will…

Articulating Campaign Objectives

Choose specific campaign objectives in coordination with institutional and professional goals

Find areas for opportunity by combining your first-person experience and institutional student success data – these are places where your interventions will have great impact! From there, define your campaign by choosing a handful of specific campaign objectives.




8

Select ≤6 Metrics Ranging From Immediate Actions to Long-Term Outcomes

Choose Ways to Measure Your Success

What is the initial action you will

take to kick off the campaign?

What do you hope students immediately do in response to

your outreach?

What behavior or action do students

need to take as a result of the campaign?

What is the impactyou hope to see with

this group in one term or one year?

Examples:

• Outreach emails• Follow-up calls

Examples:

• Response rate• Schedule advising

appointment

Examples:

• Declare major• Attend tutoring

Examples:

• Improve GPA• Obtain scholarship




9

Defining Your Target Student Population

Step 2: Identify

Export

Export your list from the SSC platform for additional tracking and analysis if desired

Select

Determine the filters to apply that will identify this student population

Save

Save your list as a ‘Watch List’ in order to monitor throughout the length of your campaign

Pinpointing Students You Want to Target for Intervention

Following objective setting, identify the target group of students by selecting the parameters in SSC that will define this population.

Generate

Use the filters in the SSC Advanced Search to understand which students will be part of the targeted outreach




10SSC Advanced Search Filters

Common Filters for Campaigns

• Grade/Enrollment in a course

• Term GPA

• Cumulative GPA

• Advisor

• College/major/concentration

• Credit completion %

• Credits earned

• Term enrollment

• Transfer Student

• Concern level

• Success markers missed

Using the SSC Platform to Generate Focused Lists

Can’t generate your selected population with just the filters?

Use the ‘Upload a List’ functionality in SSC

• Put all student IDs in column 1 of an Excel file

• Save it as a .csv

• Upload the list by going to the ‘Watch List’ section of SSC

• Save as new or existing Watch List!

Check that your parameters generate a

manageable number of students. We recommend 30 to 75 students.




11

Toolkit Includes Samples and Guidelines for Selecting Metrics

Deciding What You Want to Measure

Advisor Action

Student Engagement

Student Behavior or Action

Long-Term Impact

Sample Campaign

Target Population: students currently enrolled in the School of Business with GPAs 1.5 to 2.0

Objective: to inform students on warning or probation of university policies for dismissal and connect them to support resources to help improve their academic performance

Metrics:

• % of target population emailed

• % of target population advised in person

• % of those advised who attend tutoring or supplemental instruction

• % of those advised that achieve a cumulative GPA greater than 2.0




12

Planning Your Communication Strategy

Step 3: Contact

Share

Consider sharing your strategies with others on campus

Determine

How frequently and in what way you will contact targeted students?

Identify

Slate out next steps you will need to take to follow up with these students and ensure campaign impact

Defining an Effective Outreach Strategy

Now that you have the students, the next step is to determine how you will outreach to them to meet your objectives.

Articulate

Prepare the messages you want to communicate and resources you want to provide at each interaction




13Outreach Strategy

Suggested Outreach Frequency

In successful previous campaigns, advisors outreached to students 3 to 5 times over a one or two month period of the semester

Phone Call

Week

1

2

3

Example Timeline

Targeted Email #1

Targeted Email #2

Follow Up Email

Advising Sessions

6




14

Before Launching the Campaign, Craft Outreach Language and Sequence

Building (and Borrowing!) Outreach Templates

First EmailNotification of risk status, encourage to make appointment

Second EmailMore urgent encouragement, suggest tutoring/resources before midterms

Phone ScriptMeeting Outline




15

Library of Templates for Different Campaigns and Populations

Sample Email and Phone Scripts Available




16

Successful Emails are Individualized, Urgent, and Actionable

Targeted Outreach Best Practices

Sample Language

from Emails with High Response Rates

“In order to continue in the College of

Business and succeed at obtaining an

Accounting major, the minimum requirement is a 2.5 GPA. I would like

to meet to further discuss your goals

and create action steps together to make this obtainable. Please call me

by March 28th to schedule an

appointment so I may assist you with necessary resources.”

“I am increasingly concerned about

your progression toward admittance to

the program and graduation…I ask that you email me back by this

Friday (March 21) with dates/times

that we can set an appointment within the next two weeks.”

Ineffective Emails

Use vague subject lines (e.g.“Good Afternoon” or “Office of Student Success”)

Suggest resources, but no immediate action steps

Reduce urgency by saying “If you would like to schedule a meeting…” or “I would be happy to help you with…”

Bury critical information in lengthy exposition

Effective Emails

Pique interest in the subject line (e.g. “Academic Concerns”)

Mention the student’s major and missed requirements or thresholds

Express explicit concern about progress, program admittance, or graduation

Directly ask students to make appointments and provide deadlines




17

Making your outreach personal

Step 4: Intervene

Document

Relevant information should be documented for reference

Diagnose

What issues is this student facing? The answer might be “none,” and that’s OK

Act

It’s now time for students to take the next step based on your interactions

Connecting Students With The Right Resources

After your meeting, it is now up to you to direct the student down the most appropriate path. Make sure you document this for your campaign tracking!

Direct

After diagnosis, direct that student towards the appropriate action




18

Tracking student outcomes to ensure success

Step 5: Follow-up

Share Your Results

Share your results with other advisors in your campaign, the Dean of your department, etc.

Communicate

Seek to reestablish contact with the student within two weeks of your meeting

Analyze

Based on the metrics you set, did you achieve your goal? If not, how close did you come?

Quantifying The Success Of Your Efforts

After intervention, you must now follow-up with students to confirm action has been taken and a positive result has occurred.

Record Your Results

Document results in either a note or tracker




19

Process for Running a Targeted Advising Campaign with SSC

In Summary: How It Works

Focus Contact Follow UpIntervene

Focus on one of your institution’s areas of greatest opportunity

Resources:

• Institution Reports• EAB Best-Practice

Research

Identify

Create lists of students with target attributes to define your target population

Resources:

• Advanced Search• Saved Lists

• Watch Lists

Send proactive outreach to students to establish contact

Resources:

• CSV Exportation• Campaign Resources

• Mass Action Operations

Meet with students and provide tailored advising support to this population’s needs

Resources:

• Student Profiles• Risk Analysis & Major Explorer

Follow up on student progress and track campaign outcomes

Resources:

• Notes and Interaction Tracking




ROAD MAP

1

2

3

20

Using Targeted Campaigns to Support Proactive and Strategic Advising

Five Steps to Planning, Executing, and Analyzing Campaigns





21

• Students that are not grad candidates for current term or future term

• High unit students, students not registered for 15 units

• Non-probation students (by Term and Cum GPA’s)

• Students enrolled in past term

• Students enrolled in current term

• Students not enrolled in future term

• First-Time Freshmen

• Transfer

• Underrepresented Minorities (URM)

Targeting Specific Student Populations

Cohorts, Ethnicity

Enrollment History

Academic Performance

Graduation Candidacy

Using Advanced Search capabilities to find off-path students

• Increase 4 year grad rates for first-time freshmen students• Increase 2 year grad rates for transfer students• Achievement gap closure for URM students

Goals:




22

• Categories (Any): Specific FTF

cohort

– e.g. FTF 2014

• Categories (None): Grad

Candidacy in term corresponding

to timely graduation

– e.g. Spring or Summer 2018

• Cum GPA 2.0+

Advanced Search Suggestions

Students not set to graduate in 4 years

Achievement Gap Outreach

“High Flyer” Students

Ability to identify students and invite to schedule advising appointments

• Categories (Any): by ethnicity or

URM status

• Target murky middle students:

30-90 units earned, 2.0-3.0 Cum GPA

• Concern Level: Moderate or High

• Multiple success marker

notifications triggering

• Select students by College,

Major, or Minor (category)

• Target 2nd semester Freshmen

(earned 16-30 units) or Sophomores (earned 45-60

units)

• High Cum GPA: 3.6-4.0

• Enrollment History: enrolled past term or current term, not

enrolled next term

15 to Finish



• Enrollment History: enrolled

current term or next term

• Term Data: Credit hours less

than or equal to 14 units

Senior Stop Outs



• Target students with greater than

90 units earned

• Enrollment History: not enrolled

consecutive terms

– e.g. Fall 17 AND Spring 18

• Categories (Any): Specific

Transfer cohort

– e.g. Transfer cohort 2016

• Categories (None): Grad

Candidacy in term corresponding

to timely graduation

– e.g. Spring or Summer 2018

• Cum GPA 2.0+

Students not set to graduate in 2 years




23Campaign Calendars

• 11,820 students

• Public Research University

• 41% overall graduation rate

8:00 a.m.

Light Breakfast ProvidedGuest Arrival

8:30 a.m. Elevating the Advising Profession

Fall 2018

Smooth Transition

Target current and transfer students, provide a smooth transition into Spring, and define expectations for next term.

High-Concern

To improve GPA: provide High-Concern population with alternative program options, degree maps, support service referrals.

Graduation Rate

Work with population close to completion to assist and support last course efforts.

Academic Success and Attrition

The aim is to improve student academic performance by offering high-touch advising support. Spring

JanuaryEngage with new transfer students and students who are beginning with UNE for the Spring Term. Provide them all of

the information they need to make a smooth transition (including contacts to important university services, offices and program advisors.

Welcome Transfers!

February

March

April

May

June

Connect with advisees and encourage them to schedule an in-person advising session to discuss their academic

performance and work toward a major-match discussion.

High-Concern Students (First Year and beyond)

#1. Connect with all advisees to provide key midterm dates and provide withdrawal processes and information. #2

Reach out to students who were successful on midterms and send a congratulatory email. #3. Reach out to all student who were not successful on midterms and require an in-person meeting. Include support services available.

Withdrawal, Midterms, and other Milestones

Conduct appointments with students you targeted in your outreach campaign initiated last month and connect

students with appropriate support resources and interventions.

Outreach Follow Up

Tying up loose ends…

Graduation Completion Outreach

Connect with all students who have applied for and have been approved to walk in commencement, but have not

completed the requirements needed for degree completion. The plan will be to increase graduation rates.

Follow up with students you met with last month and relevant administrators to assess the effectiveness of your

interventions.



2445 M Street NW, Washington DC 20037

P 202.266.6400 F 202.266.5700 eab.com



Student Success Collaborative · by March 28th to schedule an appointment so I may assist you with...

Documents

Transcript of Student Success Collaborative · by March 28th to schedule an appointment so I may assist you with...