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Making Progress with Academic Progress Reporting A Customized Tool for Faculty and Advisors

Making Progress with Academic Progress Reporting A Customized Tool for Faculty and Advisors. Your Presenters Tyneka L. Harris Current Project Leader for the VP of Student Affairs 14 departments Technical Liaison between the division and the University

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Making Progress with Academic Progress Reporting A Customized Tool for Faculty and Advisors

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  1. Making Progress with Academic Progress ReportingA Customized Tool for Faculty and Advisors

  2. Your Presenters Tyneka L. Harris • Current Project Leader for the VP of Student Affairs • 14 departments • Technical Liaison between the division and the University • At DePaul for 6.5 years (previously a Research Analyst) • BS & MS in Computer Science Michael Wright • Senior Director for Student Records • At DePaul for 4.5 years • MA in Higher Education Administration

  3. Overview See how a collaborative effort between Student Records, Student Affairs, Information Services and the academic colleges at DePaul University results in a PeopleSoft customization that allows for an integrated approach to student academic progress tracking and advising.

  4. Agenda/Contents • Background • Current System • Faculty View • Advisor View • Admin View • Student View • Change Management • Challenges • Without PeopleSoft • Questions

  5. DePaul University • Founded in 1898 • One of the largest private, largest Catholic • Over 25, 000 active students (16,000 undergraduate) • 10 schools/colleges • 10-week quarter system More Facts: http://www.depaul.edu/about/key_facts/

  6. Progress Reporting Before PeopleSoft Background

  7. Background • Specialized Populations Only • Multicultural Student Affairs (online application) • Program for students with Learning Disabilities (online/paper form) • Athletic Academic Advising (paper form) • Students gave consent for academic tracking • Staff conducted individualized interventions

  8. Background - Issues • Duplicate Requests to Faculty (student crossover) • Decentralized Report Data • Isolated Advising Methods • Cumbersome Reporting View (1 page per student )

  9. Background – Collaboration Student Affairs (2006-Present) • Athletic Academic Advising • Multicultural Student Affairs • PLuS Program (learning disabilities) Office of Student Records Information Services

  10. Background – Collaboration Academic Affairs (2009-Present) • College of Commerce • College of Communications • College of Computing & Digital Media • College of Liberal Arts & Social Sciences • College of Health & Science • School for New Learning • School of Education • School of Music • The Theatre School • First-Year Academic Success (FYAS) • Honors Program • Office of Academic Advising Support Student Affairs (2006-Present) • Athletic Academic Advising • Multicultural Student Affairs • PLuS Program (learning disabilities) Office of Student Records Information Services

  11. Background - Solution • Defined report structure for all departments • Submitted a request to Information Services • Worked with IS for 1 year to develop a custom system for Student Affairs (version 1.0) • Costs: time & effort of staff involved Other areas heard about the APR and asked to join

  12. Background - Solution • Submitted a request to Information Services • APR System version 2.0 built for Student Affairs & Academic Affairs • Current system since Fall 2009 • Core Team drives system requirements • Advisor Group (~ 50) • System Administrator (1) • Inbox (AcademicProgress@depaul.edu – 2 admins)

  13. Academic Progress Reporting in PeopleSoft Current System

  14. Current System • One Request per Student to Faculty • Faculty receive one request for students in multiple groups • Centralized Report Data • All submitted data stored in University System (PS) • Reporting on the overall system possible • Simplified Reporting View • One line per student view reporting (entire roster in one view) • Faculty can flag students they are concerned about • Integrated Advising Methods • Quarterly Advising Meetings • Advising Materials shared via Group site • Hierarchy for advising (primary vs secondary contact)

  15. Current System - Timeline Weeks 1-3 of the Quarter • APR advisor meeting • FYI Communication sent to all faculty and deans • All populations added to their respective student group in the system Weeks 4-6 of the Quarter • Application Live • APR invitation and reminder e-mails go out to faculty with students in the system • Department & College Staff review submitted reports & reach out to students • Students receive e-mails if they have reports to view • Application closes at the end of week 6 Week 8 of the Quarter • Thank you e-mail to all faculty and deans

  16. Current System Completed Report Stats • Reports per term: ~7000 • Students per term: ~4000 (1/4 UGRD popn.) • Faculty per term: ~620 • Classes per term: ~ 1050 On average, a report is receive for about 50% of the courses.

  17. Opportunities Reporting • Predictive Studies (APR grade vs Final Grade) Increase Student Participation • Initiatives to get students to respond • Grant students access to reports from faculty

  18. Current System Final grades earned typically equal to or a grade higher than grade reported at the midpoint (80% of the time) for those APRs with midpoint grades indicated.

  19. 2009-2010 Extracted from 2009-2010 APR report by Jaclyn Cameron, Institutional Research & Market Analytics

  20. Academic Progress Reporting Faculty View

  21. Faculty View Screenshots If Faculty have students to report on, the APR icon appears

  22. Faculty View Once in the system, A tutorial can be accessed. Faculty can use student photos to jog their memory

  23. Faculty View

  24. Faculty View Removes ‘Missed Classes’ Column

  25. Faculty View Screenshots Faculty don’t have to submit for all students

  26. Faculty View Screenshots #Naspatech15: Student Affairs Technology Conference | October 27-29, 2011 | Newport, Rhode Island

  27. Academic Progress Reporting Advisor View

  28. Advisor View Screenshots • Search for reports from faculty based on multiple criteria • Immediately find students that have been “flagged” by their instructors for academic reasons

  29. Advisor View The results from the search page allow advisors to know whether their student has another advisor at the University and whether the student has been contacted by that person. Advisors can sort by letter grade to find students who are reported as having C or below at the mid-point of the quarter PDFs and excel spreadsheets of data can be downloaded for sharing and analysis

  30. Advisor View Advisors can Communicate with advisees, primary academic advisors and faculty through the tool

  31. Advisor View Advisors can save a PDF of the report as a document

  32. Advisor View Advisors can • Write and share notes on students • Track their attempted and successful contact of students

  33. Advisor View

  34. Academic Progress Reporting Admin View

  35. Admin View Process Student Groups –Add students to student groups by predefined criteria APR Schedule Set-up – System availability & communications APR Send Email Process – Schedule APR communications Student Group Hierarchy – Define primary group affiliation

  36. Admin View Admin can set the trigger dates for the system every term

  37. Admin View PS Mailer messages

  38. Academic Progress Reporting Student View

  39. Student View

  40. Student View

  41. Change Management • Advisors: APR advisor meeting, APR e-mail address • Faculty: APR e-mail address • Core Team considers and creates list of possible enhancements • New Request form submitted for enhancements • IS & SR work together to perform system enhancements • Enhancements are tested by Core Team, Advisors and Faculty • Enhancements are made live by next possible Go-Live date

  42. Challenges • Defining faculty report format • Identifying advisors within academic areas • Troubleshooting with faculty • Establishing regular reports/metrics • Encouraging more faculty to report • Encouraging students to respond

  43. What if I don’t have PS? • Know what’s possible in-house • Choose a tool/solution that is scalable • Communicate the Initiative (retention implications) • Partner with Advisors in Academic Affairs • Don’t collect more than you can act on • Constantly collect feedback from stakeholders • Study Metrics (midterm vs final grades, retention rates)

  44. Questions?

  45. Contact • Tyneka L. Harris • Project Leader • Office of the VP for Student Affairs • DePaul University • E-mail: tharris6@depaul.edu • Michael Wright • Senior Director for Student Records • Email: mwrigh21@depaul.edu

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