Graduation Planner and Schedule Builder€¦ · Graduation Planner and Schedule Builder Support...

October 24, 2019

Academic and Student Affairs &Information Technology Services

Pilot UpdateCassandra Levesque, Degree Audit Support Analyst, Transfer and Degree Audit Support

Michael Olesen, Project Manager

Kelly Ponto Watrin, uAchieve Planner and Schedule Builder Support Analyst

Marla Sykes, Director for Degree Audit/Support

Graduation Planner and Schedule Builder

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Academic Planning and Transfer Resources

Available at all the colleges and universities of Minnesota State:

• Student eServices

My Minnesota State School Summary

Courses & Registration

Academic Records

Financial Aid

Bills and Payment

And more

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Academic Planning and Transfer Resources

Available at all the colleges and universities of Minnesota State:

• Catalogs

Course information

Program information

Graduation requirements

• Webpages

Program and department information

Program checklists

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Academic Planning and Transfer Resources

Available at the all colleges and universities of Minnesota State:

• Degree Audit

Online degree audit system accessible through student eServices

Students and advisors can check progress toward degree completion

Highlights specific courses and requirements for degree completion indicating which are still needed, which are in-progress, and which have been completed

887,392 total audits were run by students and advisors Jan-Aug 2019

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Academic Planning and Transfer Resources

Available at all the colleges and universities of Minnesota State:

• Course Transfer Information - Transferology

Assists users in making informed decisions when transferring credits

Students can import their coursework from all Minnesota State colleges and universities allowing them to see how their credits transfer

Option for students to run degree audits for prospective transfer school

Course Information – Transfer Evaluation System (TES)

Allows users to locate course descriptions

Route and track transfer evaluation process

Generates lists of likely equivalencies between institutions

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Academic Planning and Transfer Resources

Degree Audit System, Transferology, and Data from ISRS

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Academic Planning and Transfer Resources

What is missing from the current resources?

• An academic planning tool that allows students to

Plan courses for future terms

Create interactive paths toward graduation

Access audit data in a year and term-by-term format

Create their own personalized paths with varying credits

Be alerted when they are going off track toward award completion

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Academic Planning and Transfer Resources

What is missing from the current resources?

• An academic planning tool that allows colleges and universities to

Suggest a plan to help guide students toward graduation

Aggregate data and analyze for course demand

Increase operation efficiency

Anticipate classroom scheduling needs

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Graduation Planner

Why the uAchieve Planner?

• Better meets the needs of Minnesota State students by

Using the existing transfer tables and degree audits

Allowing students to build personalized and changeable term-by-term plans

Displaying optional intuitional-built roadmaps that define a path toward graduation

Utilizing intuitive drag and drop planning for either the roadmap or degree audit

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Graduation Planner

Why the uAchieve Planner?

• Provides staff and administration with more tools:

Interactive planning with degree audit validation

Keeps students on track with warnings and notifications

Option for students to create a graduation plan on their own or with an advisor

Current degree audits can be used, no need to rebuild them in a new application

No need for double entry of transfer equivalencies

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Graduation Planner

Why the uAchieve Planner?

• Captures true course demand:

Analyze aggregate data for efficient course scheduling and room usage

Increase efficiencies

Better satisfy student course needs

Predictive course offering information in student plans

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Courses can be planned from the

Degree Audit or a Roadmap

Planned courses can be checked

against and applied to the student’s

Degree Audit.

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Graduation Planner

Recap: The uAchieve Planner• is integrated with the degree planning tools currently used on all campuses and

will be accessed through eServices

• leverages existing data provided through the uAchieve Degree Audit (aka DARS) including transfer equivalencies, for the colleges and universities of Minnesota State

• allows institutions to create interactive roadmaps that more clearly define a path to graduation

• encourages students to use these roadmaps to build their own personal plans, helping them stay on track to meet their educational goals

• allows for the creation of term-by-term plans which will provide institutions with valuable aggregate data needed for demand analysis and classroom scheduling

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Graduation Planner

Recap: The uAchieve Planner

• Reports

Courses can be captured

Aggregate data can be analyzed

Creates more efficient facility and faculty utilization

Ability to better satisfy student course needs

• Reporting options include

Planned course demand

Scheduled course demand

Student plan progress

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Graduation Planner

Recap: The uAchieve Planner

• The colleges and universities of Minnesota State will be able to choose

to implement the uAchieve Planner when they determine it is appropriate

to continue using their existing tools

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Graduation Planner and Schedule Builder

Wait, there’s more! The uAchieve Schedule Builder

• Next phase after the Graduation Planner is implemented

Dependent on curriculum development and staff time/commitment

• Creates student schedules in calendar format

• Combinations based on preferences can be built manually or auto-generated

Show busy times and availability

Ability to share with advisor

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Schedule Builder

Can provide multiple schedule options in calendar format based on student preferences

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Preparing for Implementation

Inclusive Student Success

• Focus on equity and accessibility for all students

Required data will be the same for all Minnesota State colleges and universities

Certain fields will need to be populated in specific ways

Timing of updating course information in ISRS will impact tools

• Tutorials for using the planning tools

Will be developed by the Minnesota State system office functional team

The colleges and universities of Minnesota State will be able use them as is or create their own

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Preparing for Implementation

Degree Audit System, Graduation Planner, Schedule Builder, and Data

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Preparing for Implementation

Degree Audit System, Graduation Planner, Schedule Builder, and Data

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Preparing for Implementation

Inclusive Student Success

• Information will need to be consistent across planning tools

Catalog

Course schedule

Confirm all course information is up to date and correct for placement scores, prerequisites, co-requisites, and designated MNTC goal areas if applicable

Degree Audit

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Graduation Planner Implementation

Part 1 Getting Started - Timeline

• July 2019 - Technical implementation began and continues

• September 2019 - Pilots schools selected

Representative of Minnesota State student demographics

Two colleges and two universities

• October 2019 - Training for functional team and pilot schools began and continues

Developed two roadmaps for each institution

Developed training documentation

Trainer the trainer

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Graduation Planner Pilot

Part 1 Overview

• Limited to 2 colleges and 2 universities

• Roadmap for the MNTC and 2 programs for each pilot school

Developed in the test environment

Will need to be setup in production

• Participate in Training

Build knowledge base

Assist with supporting the planner and schedule builder

• Assist with developing the systemwide rollout strategy

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Graduation Planner Pilot

Part 1 Introducing the Pilot Colleges

• Minneapolis College

Michele Copeland, Elizabeth Erredge, Sloane Kosky, and Merry Schmitt

Liberal Arts & Sciences, AA

Business Transfer Pathway, AS

• Minnesota State Community and Technical College

Sharlene Allen and Suzie Lundsten

Accounting Transfer Pathway, AS

HVAC/R, Diploma

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Graduation Planner Pilot

Part 1 Introducing the Pilot Universities

• Southwest Minnesota State University

Pat Carmody and Sarah Schmuhl

Biology, BA

Exercise Science, BS

• Winona State University

Lori Beseler, Jami Koivisto, Denise McDowell, Rick Pospichal, and Tania Schmidt

Business Administration, BS

Chemistry, BS - ACS Biochemistry

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Graduation Planner Implementation

Part 2 Availability at all Minnesota State colleges and universities

• Spring 2020 - Systemwide implementation planning

• Impacting factors

Will the institution use Roadmaps or Degree Audit requirements?

Building institutional capacity

Consistent encoding across Minnesota State colleges and universities

Resource availability (functional and technical staff)

Coordination with the academic calendar

Development of rollout timeline

Development of an onboarding process

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Graduation Planner ImplementationThe Players

CollegeSource

• Project Manager

• Technical Team

Developers

• Functional Team

Subject matter experts

Trainers

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Graduation Planner ImplementationThe Players

Minnesota State system office• Project Champions

Brent Glass and Marta Mohr

• Project Manager Michael Olesen

• Technical Team System office IT project team – Bill Halloran, Dorothy Wagner, Guilette Douvier,

Jaclyn Helgeson, James Wallace, and Linda Ellison

• Functional Team DARS/Transfer team - Marla Sykes and Cassandra Levesque

Graduation planner and schedule builder support analyst - Kelly Ponto Watrin

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Graduation Planner ImplementationThe Players

Minnesota State pilot colleges and universities

• Minnesota State Community and Technical College

• Minneapolis College

• Southwest Minnesota State University

• Winona State University

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Graduation Planner Implementation Taskforce

Academic and Student Affairs Senior Leadership

• Roberta (Bobbie) Anderson, Associate Provost for Student Success, Metropolitan State University

• Matthew Borcherding, Dean of Liberal Arts and Sciences, Minnesota State Community and Technical College

Academic Advisors

• Sarah Doman-Flygare, Advising Center Director, North Hennepin Community College

• Sara Granberg-Rademacker, Interim Director of Academic Advising, Minnesota State University, Mankato

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Graduation Planner Implementation Taskforce

Chief Information Officer

• Ken Janz, Associate Vice President for Academic Affairs and Chief Information Officer, Dean of the Library, Winona State University

Enrollment Management

• Denise McDowell, Vice President for Enrollment Management and Student Life, Winona State University

• Brent Olsonawski, Curriculum and Course Scheduling Coordinator, Academic Operations, Minneapolis College

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Graduation Planner Implementation Taskforce

Institutional Research

• Susan Carter, Interim Senior System Director for Research

Registrars

• Pat Carmody, Registrar, Southwest Minnesota State University

• Melissa Leno, Registrar, Lake Superior College

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Graduation Planner Implementation Taskforce

System Office

• Marta Mohr, Interim System Director for Transfer and Degree Audit Support

• Paul Shepherd, System Director for Student Development and Success

Transfer Specialists and Encoders

• Jim Anderson - Readmission and Transfer Coordinator, Minnesota State University Moorhead

• Andrea Moses - Advisor/DARS Encoder, Northland Community and Technical College

• Rick Pospichal - Assistant Registrar, Winona State University

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Graduation Planner ImplementationThe Players: ResponsibilitiesCollegeSource provides:

• Software license

• Annual maintenance including upgraded versions and technical support

• Implementation services Technical

Install, configure, and test the graduation planner & schedule builder

Update uAchieve Self-Service and Dashboard

Production migration support

Functional

Training for pilot participants

Documentation and a webinar

Guidance during implementation and stabilization

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Graduation Planner ImplementationThe Players: Responsibilities

Minnesota State IT provides:

• Cloud based servers

Production environment

Test/development environment (pilot will be based here)

• Maintenance and support of the software

• Development team to support project

Security upgrade

Setup test environment

Implement software in production

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Graduation Planner ImplementationThe Players: Responsibilities

Minnesota State Academic and Student Affairs provides:

• Project leadership

• Project management

• Training

• Graduation planner and schedule builder support

• Development of systemwide plan and timeline

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Graduation Planner ImplementationThe Players: Responsibilities

Pilot Colleges and Universities

• Attend training

• Develop roadmaps

• Provide feedback

• Become graduation planner evangelists

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Current Project Timeline

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Questions?

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Video Tutorials

These videos are for general information only. The planner shown in the videos has not been customized for use by Minnesota State colleges and universities

• How to Create a Roadmap

• How to Plan From a Roadmap

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Contact information

Michael OlesenProject Manager for Academic and Student Affairsmichael.olesen@minnstate.edu

Marla SykesDirector for Degree Audit/Supportmarla.sykes@minnstate.edu

Cassandra LevesqueDegree Audit Support Analyst, Transfer and Degree Audit Supportcassandra.levesque@minnstate.edu

Kelly Ponto WatrinGraduation Planner and Schedule Builder Support Analystkelly.pontowatrin@minnstate.edu

30 East 7th Street, Suite 350St. Paul, MN 55101-7804

651-201-1800888-667-2848

www.MinnState.edu

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