Russ Little, MIS Project Director, Student Success Plan

Now What? Moving From Analysis to Action

Why are we here?

Growing emphasis on Student Success & Completion and its relation to funding Implement & Manage Student Success, Retention & Completion efforts Measure impacts of Student Success, Retention & Completion efforts Collaboration potential in development, deployment, benchmarking & shared best practices

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Integrated Planning & Advising Systems

IPAS

"IPAS is an integrative approach to student success that promotes shared ownership for educational progress among students, faculty, and staff through holistic information and services that contribute to credential completion. The services it encompasses include advising, counseling, progress tracking, and early alerts."

-Educause 2014

(Educause, 2014)

(Educause, 2014)

IPAS Eco-System

People Processes Systems

Why you want IPAS

Improve student retention, success & time to completion

Increase graduation rates, and reduce unneeded credits

Implement systematic, comprehensive advising, counseling and intervention processes

Implement Early Alert intervention processes

Develop and maintain referral sources for addressing student challenges and opportunities

Remove silos between offices that support students, faculty & chairs

Create self help tools to connect students to resources

Create clear plans of action for students

Measure your Impact

“Students don’t do optional.”

- Kay McClenney

Open Source Software “Free like a Puppy”

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How does the IPAS process work?

• Students are Identified

– Demographics, FTIC, First Generation

– Diagnostic Tools, Predictive Models, Alerts

– Student Intakes, Surveys, Assessments, Placement

• Holistic Coaching, Counseling & Advising

– Dashboards, Alerts, Predictions

– Journal, History

– Individual Plans of Action & Academic Plans

• Intervention Techniques & Strategies

– Early Alert (Data, Faculty, Coaches, Staff)

– Student Self Help Tools

– Using Data to Drive Behavior

Mea

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Example Outcomes

from

Evidence of Impact In Sinclair’s experience, students who are

involved with technology supported (SSP) case management

• Are more likely to complete more courses successfully

• Have higher first term success rates

• Are more likely to return next term

• Are more likely to graduate

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Pathways to Completion (PTC)

• FTIC “At-Risk” Students • Assigned a Student Success Coach (before they register) • Holistic Approach – Academic & Life Issues Through holistic advising, counseling, web-based support systems, and intervention techniques, students are identified, supported and monitored. Supporting Technology Tools Include:

•Case Management Software •Academic Advising Tools (MAP) •Early Alert / Faculty Access (EAL) •Student Interface (Tasks, MAP, Self Help, Schedule) •Student Information System (SIS) Integration •Reporting Tools / Data Collection

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• Active students in the PTC program have a 40% higher average year to year retention rate than students not designated at-risk.

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• The average Year to Year retention of PTC minority students is 51% higher than non PTC (not at-risk) students.

• Minority student’s average year-to-year retention is 84%. (All PTC Students 79%)

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PTC/Transitioned SSP Students

Five times more likely to graduate within 6 years (2005-2011)

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(Educause, 2014)

Student Success Data is Available

Is it being used? By the right people?

Learner Analytics & Alerts

• Identification of Students

– Cohorts, Demographics, FTIC, First Generation

– Placement, Assessment, Survey (Cog & Non-Cog)

– Analytics, Predictive Models, Scores

• Dashboards

– Student, Advisor, Administrator

• Early Alerts

– Events / Triggers

– Analytics / Rules / Traffic Lights

– Faculty / Coach

LA

Advisor / Coach Dashboard

Spend Less Time Hunting for Data, More Time Advising

LMS Integrated Early Alert

Use Early Alert to Engage Faculty in Student Success

LA

The Next Step in Learner Analytics

Predictive Modeling

Examples of Tools & Systems: • PAR (Non – Profit) • Apereo OAAI (Open Source) • Civitas • EAB • D2L

Examples of Predictions: • Applicant Success • Scoring Risk • Term to Term Retention • Course Level Success • Year to Year Retention • Intra-Sessional Success • CBE, DL & Traditional Students • Academic Pathways

PM

Now What?

Knowing is not enough;

we must apply.

Willing is not enough;

we must do. - Johann Wolfgang von Goethe

Case Management

CM

Coach Dashboard

Consolidate the Data Advisors / Coaches Need in One Place

Reduce the Barrier to Find & Impact Target Groups

Coaching History

Spend Less Time “Hunting” for Information

Integrated Communications

Send & Journal Messages in One Step

Coaching Contact & Activity

Work as a Team to Support Students

Student Intake

Collect the Data Advisors / Coaches

Really Need

CM LA

Coach Journal

“Speed Notes” Click Instead of Type

Create Value From Interactions &

Provide Structure

Early Alert – Close the Loop

Feedback to Faculty Is Key to Engagement

CM LA

Coach Creates Student Action Plan

Make Specific & Actionable Referrals to Overcome Barriers and

Set Expectations

Reference Guide

Knowledge Base of Supports & Services

SSP Student Interface

Student Action Items / Task List Searchable

Supports & Services

Student Contributes to the “Task List”

Student Action Plan Print / Email / Portal /Mobile

Make the “Next Steps” Pervasive & Track Progress

Prescriptive Academic Advising

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• How do we know what students need to do?

• How do students know what they need to do?

• How do we know students have done what we told them to do?

• Will the students remember to do what we advised?

• How can we help students make the right decisions?

• Do we offer the courses we told students to take?

Advising Challenges

• Create “Ideal Pathways” through the Curriculum (Mix Analytics & Experts)

• Create a clear Individual Academic path for each student

• Remind the student, and everyone who works with the student, what that path is at every opportunity

• Take Action if they stray from the path

• “Default” path should lead to success without having to “Do Options”

MAP – My Academic Plan

Document What Students Are Actually Advised To Do

Pre-Built “Ideal Pathways” Used as Templates

Great Value in Context

Data When you Need to Use It

SSP Student Interface

MAP in Student Portal

MAP Warning in Registration

Take Action When They Stray

The Defaults Should Lead to Success

Inform Them of Impact at the Time of Action

MAP on Faculty Roster

Everyone Should Have the Data to Support the Student to

Completion

Reporting & Measurement

• Case Management

• Early Alerts

• Academic Advising

• Student Progress

• Referrals Made

• Resource Utilization

• Intervention Effectiveness

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Example Reports

Full Database Access for Custom Reports

Manage & Measure Early Alert Efforts

1580

2138

2535

3296 3388 3654 3659

2071

3052 3253

4082

4715

5204 5544

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2000

3000

4000

5000

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2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013

Early Alert Case Counts

Total Students Total Cases

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Match Expectations & Capacity to Ensure Buy-In

18%

25% 22% 23%

32%

27%

38% 42%

45% 48%

50% 47%

14% 11% 10%

7% 4%

23%

19% 18% 17%

8%

17%

8%

0%

10%

20%

30%

40%

50%

60%

2007 2008 2009 2010 2011 2012

Top Four Reasons for Fall Early Alerts Percentage of Total

Academic Concern Excessive Absences Low Test Scores Never Attended Homework/Quizes

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Communicate Data to Stakeholders

Performance Management

Manage Advising/Coaching

Activity

Advisor / Coach Tactical & Actionable Reports

Empower Advisors & Coaches to Find and

Help Students in Need

Course Capacity Planning

Use Advising Data to Inform Course

Scheduling

Data Driven Decisions are Possible

• Process Improvement

• Performance Management

• Resource Utilization

• ROI of Interventions / Strategies

• Capacity Planning

• Refine the Identification Process

• Tactical / Operational

• Start / Stop Services & Offerings

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IPAS Implementation & Adoption

• IPAS can Make a Difference

• Culture is Key

• Process re-engineering and improvement

• Must address engagement issues head on

• Pilot till you have a compelling story to tell

• Ongoing Process not an Event

• Match Services and Capacity

• Use the Data

(Educause, 2014)

IPAS – Next Steps

• Set Clear Goals

• Inventory your Services & Supports

• Review the Data & Sources

• Develop Capacity & Culture

• Select a Pilot Scenario / Design a Process

• Acquire the Technology That Fits

• Implement Organizationally & Technically

• Train, & Communicate Broadly

• Refine and Repeat

Russ Little, MIS russ.little@sinclair.edu russ@studentsuccessplan.org

http://www.studentsuccessplan.org/

937-512-2696

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IPAS Research & Information

• Educause ECAR

• Community College Research Center

• PAR (SSMx)

• WestEd, NACADA, AACRAO, NASPA …et

• Gateway to College National Network on how SSP/IPAS supports Student Success

http://studentsuccessplan.org/research.pdf

Sources

• The ECAR report Integrated Planning and Advising Services: A Benchmarking Study is available at http://www.educause.edu/library/resources/integrated-planning-and-advising-services-research