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SUNY Initiatives Supporting Online Learning Panel
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March 8, 2017
SUNY Initiatives Supporting Online Learning
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Early Alerts Michele Forte, Open SUNY and Empire State College Recruitment for Online Programs Meghan Dinan, SUNY Enrollment Services Cross Registration Automation Tara Conrad, Genesee Community College
Panel
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SUNY – The Goal
3
150,000 DEGREES by 2025
(up from 93,000)
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A C S I E Access Complet ion Success Inquiry Engagement
D I V E R S I T Y A N D I N C L U S I O N
C O M P L E T I O N A G E N D A I M P A C T O N C H A L L E N G E S
SUNY Excels
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Open SUNY Vision
Open SUNY aims to provide students with the nation’s leading online learning experience. Open SUNY aims to draw on the Power of SUNY and support campuses and faculty to:
▪ Dramatically expand access to higher education ▪ Raise completion rates ▪ Prepare students for success in
their lives and careers, and contribute to the economic success of New York State and beyond
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Open SUNY Scale
500+ Online Programs from 43 Campuses
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Open SUNY Scale
Students taking 50% or more of their courses online
annually is increasing
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Open SUNY Scale
# of course sections offered
online is increasing annually
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Open SUNY Initiatives Take Three Forms
▪ Open SUNY team is responsible for setting strategic direction and project managing/ executing the work
Description
Examples ▪ COTE Community of Practice
▪ Early Alerts ▪ Institutional Readiness
Open SUNY Role
Define initiative and provide leadership and resources for execution with input from stakeholders
▪ Open SUNY team works closely on shared initiative with other Sys Admin or campus group(s)
▪ OERs ▪ Enrollment marketing ▪ State Authorization
Reciprocity
▪ Work in collaboration with partners to determine the path forward and share execution
▪ Open SUNY team provides targeted insights and contributions to System and/or campus-led initiatives
▪ Cross-campus credits and financial aid
▪ Non-NYS Resident Online Tuition Rate
▪ PLA
▪ Inform overall strategy and identify ways in which Open SUNY can help/support/reinforce solution
Leadership Partnership Support
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Michele Forte Project Manager for Student Supports, Open SUNY
Assistant Professor, Empire State College
Early Alerts
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Project Overview
Goals Timeline Status Next Steps
Implications for SUNY system and campuses:
Work flow – adjustments, lessons learned Technology - infrastructure and implications Professional development
Early Alerts Project
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• Performance Improvement Plans (2016 PIP) > System investment in Early Alert tool Starfish
• Rethink how the funds are distributed and utilized • Alignment with EXCELS • Mentor/ Cohort experiment: scalable, duplicable
Early Alerts Project: Context
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• Establishment of new shared service
• Enhanced guidance for new campuses
• Support to build capability of mentor campuses
• Building the community of practice
High Level Goals: New Model
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• Dutchess County Community College • Finger Lakes Community College • Mohawk Valley Community College • Monroe Community College • SUNY Broome • SUNY Oswego
Campuses Partners: Mentors
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• Buffalo State College • Fulton-Montgomery CC • Herkimer CC • Jefferson CC • Morrisville State College • Schenectady CCC • Sullivan CCC
Campuses Partners: Cohort 1
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• Build cross-system collaboration • Increase efficiencies • Capture and scale success • Support new mentor campus model
Systemness: Enhanced Guidance and Mentoring Model
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• The Commons – SUNY/Starfish Team – Mentor campuses – New campuses
• Basecamp – Individual campus teams with Starfish
CoP: Tools
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Challenge: SUNY campuses are diverse and the use of EA is equally diverse. To measure, we need to identify supported cohorts and understand current stats on items we’re trying to impact so SUNY can - keep in mind these supported cohort will be different per campus.
Need: Demonstrate efficacy of tool for improving completion and
value of investment in scaling best practices via new shared services model
Our charge: Define metrics to speak to system level goals of improved
retention and completion, identify baseline to understand impact of EA over time, and produce project deliverables/outcomes to help inform project
Project Metrics: Testing New Model
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• Ease of implementation – this model versus regular timeline
• How Starfish is utilized
• Use of recommended minimum standard configurations
• Stepped implementation process
• Number of campuses active in CoP
• Number of best practices/resources shared in CoP
• Testing efficacy of “shared services” mentoring model – Is this model better?
Draft metrics: Project
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• Faculty/ staff use of reports, data • Adoption rates • Student learning outcomes • Student initiated usage • Retention: year-to-year and semester-to-
semester
Draft metrics: Impact of Starfish
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Cohort 1: February 2017 through July 2017 campuses licensed for up to 750 students. August 2017 through July 2018> all students.
Project Timeline
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• Starfish provided timeline • Connect Mentors and Cohort 1 • Populate CoP Commons • CIT presentation • Metrics refresh
Next Steps:
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• Team based effort • Faculty advisory piece • March meeting RSVP list reflects number os
stakeholders • Need for executive or administrative sponsorship • Data integration necessary • Mentoring work began almost right away
•
Work Flow: Observations to date
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Meghan Dinan Assistant Director, Recruitment Response Center
SUNY Enrollment Services
Recruitment for Online Programs
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CampusConnect Demo
August 2016 New Website Launch
The Status of Online Recruitment
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CampusConnect Demo
11,417 Leads 8,291 Unique Prospects
The Status of Online Recruitment
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Lead Management
Web Request for Information SUNY System CRM
Individual Response from SUNY System Call Center
Distribution to Campus
29 Auto-responder
Response from Campus
Recruitment Workflow
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Student Experience
Use Case
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Lead Management
Web Request for Information
Individual Response from SUNY System Call Center
33 Auto-responder
Response from Campus
Student Experience
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Call Center Agent Experience
Use Case
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Lead Management
Web Request for Information SUNY System CRM
Individual Response from SUNY System Call Center
36
Call Center Agent Experience
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Campus Experience
Use Case
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Lead Management
Web Request for Information SUNY System CRM
Distribution to Campus
41
Response from Campus
Campus Experience
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Modifying Lead Distribution
December 2016 • New tab in CampusConnect and a new
permission that allows access to only Open SUNY leads
• Data available within 24 hours of submission
• Sending raw data vs tradiNonal lead data
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Request for Proposal
Next Steps • ConNnued lead generaNon • More detailed program informaNon • Enhanced course search capability
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Request for Proposal
Timeline • February 2017, posted • March 2017, submission deadline • August 2017, anNcipated start
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Tara Conrad Assistant Registrar, Genesee Community College
Cross-Registration Automation
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SUNY System Electronic Cross Registra6on Request Automa6on Project
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Cross Registra6on Ini6a6ve Progress
• SUNY Board of Trustees approved resoluNon on 11/2/2016
• MTP is currently being draTed • Financial Aid ConsorNum Agreement is in the final stages of being revised
• Electronic Request Form is being created
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Design Team Representa6on
Campuses • Suffolk • Albany • Brockport • Nassau • Broome • Farmingdale • Mohawk Valley
Offices • Records • Student Accounts • Financial Aid • Academic Advisement
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Design Team Tasks
Create An Electronic Version An ExisNng Paper Form • DraT requirements • Test the new tool • Create documentaNon and training materials
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SUNY Cross Registra6on Form 1.0
Not Included: • Auto populate student informaNon
• Address scrubbing • SIS data stream
• Course catalog informaNon • Enrollment informaNon • Prerequisite requirements • Student course history • Register the student
Will Feature: • Building off of the Reverse Transfer ApplicaNon
• Sit behind federaNon • Campus ability to update contacts
• 3 views • Administrator • Campus • Student
• Workflow type funcNonality
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Implementa6on Timeframe
4 Phases • Design: Fall 2016 • TesNng: Spring 2017 • Pilot: Summer 2017 • ImplementaNon: Late Summer 2017-‐Fall 2017
Working in tandem with policy and procedure updates • Take advantage of technology now • Update an electronic form as opposed to updaNng the paper form and then creaNng an electronic version
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Possible Campus Level Ac6ons
• InvesNgate and foster opportuniNes for Cross RegistraNon • IdenNfy campus contacts in various student administraNve offices • Review Cross RegistraNon procedures • Adapt office processes that foster paperless cross registraNon requests
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Thank You
• QuesNons • Concerns • Comments
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Michele Forte - [email protected] Meghan Dinan – [email protected] Tara Conrad – [email protected] Kim Scalzo – [email protected]
Questions