Making Progress with Academic Progress Reporting A Customized Tool for Faculty and Advisors
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Transcript of Making Progress with Academic Progress Reporting A Customized Tool for Faculty and Advisors
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Making Progress with Academic Progress Reporting
A Customized Tool for Faculty and Advisors
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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
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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.
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Agenda/Contents• Background• Current System
– Faculty View– Advisor View– Admin View– Student View
• Change Management• Challenges• Without PeopleSoft• Questions
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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/
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BACKGROUNDProgress Reporting Before PeopleSoft
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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
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Background - Issues
• Duplicate Requests to Faculty (student crossover)
• Decentralized Report Data• Isolated Advising Methods• Cumbersome Reporting View (1 page
per student )
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Background – Collaboration
Student Affairs
(2006-Present)
• Athletic Academic Advising• Multicultural Student Affairs• PLuS Program (learning
disabilities)
Office of Student Records
Information Services
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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
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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
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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 ([email protected] – 2
admins)
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CURRENT SYSTEMAcademic Progress Reporting in PeopleSoft
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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)
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Current System - TimelineWeeks 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
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Current SystemCompleted 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.
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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
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Current SystemFinal 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.
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20
09
-20
10
Extracted from 2009-2010 APR report by Jaclyn Cameron, Institutional Research & Market Analytics
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FACULTY VIEWAcademic Progress Reporting
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Screenshots
If Faculty have students to report on, the APR icon appears
Faculty View
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Once in the system, A tutorial can be accessed.
Faculty can use student photos to jog their memory
Faculty View
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Faculty View
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Removes ‘Missed Classes’ Column
Faculty View
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Screenshots
Faculty don’t have to submit for all students
Faculty View
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Screenshots
#Naspatech15: Student Affairs Technology Conference | October 27-29, 2011 | Newport, Rhode Island
Faculty View
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ADVISOR VIEWAcademic Progress Reporting
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Screenshots
• Search for reports from faculty based on multiple criteria
• Immediately find students that have been “flagged” by their instructors for academic reasons
Advisor View
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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
Advisor View
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Advisors can Communicate with advisees, primary academic advisors and faculty through the tool
Advisor View
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Advisors can save a PDF of the report as a document
Advisor View
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Advisor View
Advisors can• Write and share notes on students• Track their attempted and successful contact of students
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Advisor View
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ADMIN VIEWAcademic Progress Reporting
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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
Admin View
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Admin can set the trigger dates for the system every term
Admin View
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PS Mailer messages
Admin View
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STUDENT VIEWAcademic Progress Reporting
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Student View
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Student View
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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
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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
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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)
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Questions?
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Contact• Tyneka L. Harris
– Project Leader– Office of the VP for Student Affairs– DePaul University– E-mail: [email protected]
• Michael Wright– Senior Director for Student Records– Email: [email protected]