Getting rid of the Clipboard
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Transcript of Getting rid of the Clipboard
Getting rid of the Clipboard
How one department of 4.5 staff serve over 2,000 students each quarter
South Puget Sound Community College
Asst. Director of Advising & Outreach
Ed PlannerFT Perm.
Ed PlannerFT Perm.
Ed PlannerFT
Ed PlannerPT
New Student Advising & Registration 1,150 from 5/21 to 6/25
Our Staff & Students
Undecided Student Advising 896 as of SPRING QTR 2012
Running Start Student Advising 621 as of SPRING QTR 2012
Problem: How do we serve all these students without having to meet with them all individually?
• Move to a system where students choose how to see us• Make resources available online• Focus on certain groups at key points in the quarter• Make walk in quick and easy• Make booking appointments the responsibility of the
student
Appointments
No front counter receptionist
Too many students to assign individual advisors
Ever changing advisee list
How do they schedule? Phone tag Email overload
Appointments
Online Scheduling
Students make their own appointments online- any time, anywhere up to four weeks in advance
Business Hours
You set the hours of operation as well as holidays and contact information
Types of Service
Create different services to help your students plan for their appointment
Different Centers
If you have different advisors or departments that see students they can have their own services & staff calendars
Cost: $39.95/ monthFree 30 day trial
15% lifetime discount if referred by SPSCC
Easy Scheduling
Students receive a confirmation email as soon as they schedule. It also sends them a reminder email 24 hours prior to the appointment
Appointments
Highlights of Genbook Cost: $39.95 per month for unlimited staff No contracts to sign Significant upgrades made in just the three
years we’ve used it Students find it easy to use Web link easy to put on college pages Can have individual log ins for different
departments Automatically sends an icalendar email to you
so it will populate your Outlook calendar Web-based, no software needed
Appointments
Considerations Web-based, shouldn’t ask for SID Have to coordinate Outlook and Genbook
so you don’t “double book” No way to advertise walk in services No easy way to schedule multiple students
for a group advising session No way to export data
Appointments
Walk In
•Can you re
ad that?!
•Pe
n, oh Pe
n- where fo
r
art th
ou Pen?
•Put o
n your walki
ng
shoes
•Survey Says!
•Hungry vultu
res
•One, t
wo, three….
Trying to read student handwriting can be challenging
People keep stealing the pen off the clipboard so then no one can sign in
We all love exercise- but walking back and forth from your office to the clipboard to see if anyone has signed in gets old really quick
What exactly are you here for? Half the time you can’t read it and the other half of the time they just copy whatever the person before them put down
Sometimes it can feel like you are being circled by vultures, or zombies, or something like that!
At the end of the month or end of the year then you have to go back and tally all those sign in sheets to figure out how many students you saw. You literally lose hours just to counting names!
Walk In
Student Management
Students check in for walk in or appointment visits with the Advising Center
Student Lobby
The system logs the time they checked in, how long they wait and then how long they meet with an Advisor
Student History
Advisors can see the last staff member seen and the last date they were seen
Student Checkout
Services are all customizable so you can list any services you perform in your area. All services can then be ran in reports
Student Notes
After meeting with a student staff can write detailed notes which are then available to any other staff member who has access to Who’s Next
Cost: $25,000
Walk In
Highlights of Who’s Next Allows for detailed tracking of services and
staff who see students Can run reports in a matter of minutes
which can have graphs added to them and downloaded
Data can be exported to Excel or Access Departments are independent- they can
have access to each other or not Cuts down on student wait time and loss of
staff time to checking sign in clipboards
Walk In
Considerations Software is not cheap- probably not
possible for one department to pay for it Someone needs to be able to be an
administrator to manage the departments Can take some practice getting used to
having the program open during the day
Online NSAR
All new students came to walk in advising. Someone sat down with them individually and went through all the new student info then set them up with a PIN and advisor
Everyone watches a video while we assign their advisor and then they register as they finish watching the video.
Too much repetition and really long wait times. Students never really got how to register themselves.Many didn’t really listen to the video and still had questions about how to register & find their degree
In person presentation with demonstrations of how to use Degree Audit and Plan Your Schedule to actually select courses. Some class participation.
Students didn’t like being required to come to a session. Had to run 4 sessions a day three days a week.
Students can choose to come in person or go online. The online classroom is in modules and there is a quiz at the end for comprehension.
Online and in person information is too much to cover. Trying to cover everyone which means no one really gets the info they need based on the kind of student they are.
Move a lot of the in person presentation to an online format. Tailor the online format toward the type of student (Financial Aid, Running Start, Veteran, etc.) so there isn’t the information overload. In person sessions then become just about registration- demo of Degree Audit and Plan Your Schedule. Then we have more time to be hands on helping them out with actual registration and degree planning.
?
Online NSAR
Cost: FREE!
Online Quiz
Created the quiz and manage responses in Google Docs
Email Notification
Receive an email every time a student completes the quiz
Online Videos
Cost: $299.00Free 30 Trial
Turn PowerPoint into VideoQuickly allows you to take presentations and turn them into video
Capture Web Clicks
Can record motion so you can walk students through how to use online systems
Assessment
Question
Research
Hypothesis
Experiment
Analyze
Communicate
Analyze
Scientific Method
Assessment
Reports Can track by various periods of time
(hour, day, month, year, etc.) Can run by service, appointment or visit
type Individual users can run their own
reports. Administrators can run reports for their department.
Easy to include graphs or download directly into Excel or Access
Assessment
How was NSAR? Ask students for feedback about their
experience in person or online Look for trends in information they
didn’t understand Specifically ask for suggestions on how
to make the experience even better Ask about materials we give them- are
they useful?
Assessment
Assessment
• Ability to track who you are seeing• Ability to track what services they
need• Ability to look for spikes or trends over
time• Ability to see when new services are
needed• Ability to adjust your service hours • Ability to alter the format of service• Ability to quantify what you do
• No more long term evening advising• Reduction in on campus NSAR sessions• Walk In Wednesdays• Transfer Workshops & FYE 101• Tweaks to NSAR presentation &
handouts
Anne MolendaSouth Puget Sound Community [email protected]