Designing a Comprehensive Student Planning System

1. Designing a Comprehensive Student Planning System Brigham Young University’s Approach

2. Presenters: William H. Cope Programmer Analyst billcope@byu.edu Julie S. Nelson Assistant Registrar julie_nelson@byu.edu Gene F. Priday University Registrar gene_priday@byu.edu Raylene J. Hadley Director of Academic Advisement raylene@byu.edu Brigham Young University B-150 ASB Provo, UT 84602 (801) 378-4530

3. WHO ARE YOU?

4. Operators Senator Carter Glass – Virginia 1930 Whereas dial telephones are more difficult to operate than are manual telephones; and Whereas senators are required since the installation of dial telephones in the Capitol to perform the duties of telephone operators in order to enjoy the benefits of telephone service; and Whereas dial telephones have failed to expedite telephone service; therefore, be it

5. Resolved that the sergeant-at-arms of the Senate is authorized and directed to order the Chesapeake & Potomac Telephone Co., to replace with manual telephones, within 30 days after the adoption of this resolution, all dial telephones in the Senate wing of the United States Capitol and in the Senate Office Building.

6. Looking for a better way? Beware! Lakota tribal wisdom says that when you discover you are riding a dead horse, the best strategy is to dismount. However, in business (and academia) we often try other strategies, such as:

7. Buying a bigger whip. • Changing riders. • Saying “This is the way we have always ridden this horse.”

8. Appointing a committee to study the horse. • Visiting other sites to see how they ride dead horses. • Appointing a tiger team to revive the dead horse. • Creating a training session to improve our riding ability. • Changing the requirements to declare a horse dead.

9. Harnessing several dead horses together for increased speed. • Providing additional funding to increase horse’s performance. • Do a study to see if outside contractors can ride it better. • Declare the horse is “better, faster, cheaper” dead. • Form a quality circle to find uses for the dead horse…..OR

10. Promote the dead horse to a supervisory position.

11. Designing Student Services for the Net-Generation • Students are brought up using computers and, more recently, the Internet – they have digital savvy. • They are used to interactivity, not simply viewing and listening. • They have learned to use computers for inquiry, analysis, self-expression, influence, and play. • They are used to having access to services from their homes, when they want and what they want. Don Tapscott Growing up Digital: The Rise of the Net Generation

12. “The technological revolution will combine with the continuing economic pressures to change in significant and structural ways what we do and how we do it – or we will be left behind.” Elaine Hairston, Chancellor Ohio Board of Regents

13. Students are bringing to higher education exactly the same consumer expectations they have for every other commercial enterprise they deal with. Their focus is on convenience, quality, service, and cost. Arthur Levine and Jeanette S. Cureton

14. BYU Comprehensive Student Planning System Objectives: • Connect academic, financial, and career planning. • Individualize educational planning. • Track student academic progress. • Link related educational services, i.e., internships.

15. BYU Comprehensive Student Planning System • Expand registration to include: • Course preview, faculty information. • Textbooks • Final Exams • Tuition • Course availability • Foster a spirit of collaboration among university units.

16. BYU Comprehensive Student Planning System Overview

17. BYU Comprehensive Student Planning System Completed

18. Completed BYU Comprehensive Student Planning System

19. BYU Comprehensive Student Planning System Overview

20. Review of Written Materials

21. Numerous mailings caused some confusion. Students had difficulty knowing what was important. We used the Cornell University model of combining information into one mailing.

22. Steps to Accomplish • Coordinate with all representative areas. • Gather and edit information. 3. Decide on graphic presentation.

23. Mailing • Hired temporary staff to stuff folders. • Sent first class. • Went out February 15 (application deadline).

24. Other Mailings to Freshmen (Mailed May 1) • Registration Notice and Charting Your Academic Course pamphlet. • Class Schedule Bulletin. Note: The catalog is free to those who request it. Otherwise, they can view it on the Web.

25. Personalized Advisement

26. What the colleges have done in the past: • Mailings • Welcome letter from the Dean of the College • Copy of the student’s Major Academic Plan (MAP) • Review of Freshman schedules • Follow-up with letter or phone call

27. The University Student Assistant (USA) Program • Began in 1982 • Currently enrolled students, who are returning home for the spring/summer terms, conduct a pre-orientation workshop for newly admitted freshmen • Approximately 125 workshops this year, with over 200 USA volunteers

28. Purpose: To connect to freshmen with a student from the university; alleviate anxiety; prepare them for registration; and answer any questions Incentives: T-shirt, new catalog, fall class schedule Training: 4 hours on a Saturday morning Topics: Registration, Academic Advisement, Student Life, and Freshman Academy (Learning communities)

29. Newly admitted BYU Students by Region Fall 2000

30. Taking Personalized Advisement One Step Further… • A personal phone call to all new students Purpose: Answer questions; make them aware of planning on the Web, dates of freshman registration; invite them to call back on an 800 number. • Follow-up with letter or e-mail if unable to reach student

31. Online Demonstration