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AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Removing Hurdles Towards Progress to Degree
Kimi Ikeda – Associate Vice Provost
Cem Sunata – Registrar
California Polytechnic State University, San Luis Obispo
Session Id 577
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Learning Outcomes • Learn which institutional issues that students face are most likely to
prevent them from making progress to degree.
• Identify who the key players are in the institution whose buy-in and contribution is crucial for these efforts to be successful.
• Find out some suggested methods to start an institutional collaboration
and solve these issues.
• Assumption: Fully built degree audit.
Overview • Our “Student Success”
principles • Curriculum
• Clear curricular path to degree
• Prerequisites • Block scheduling • Course Demand Analysis
• Academic Policies • Expected Academic
Progress • Change of Major • Academic
Probation/Disqualification
• Academic Advising
4/15/2013
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Cal Poly • In beautiful San Luis Obispo, CA
• Part of the 23-campus CSU system
• 16,831 students*
• 1,210 faculty • Comprehensive undergraduate education, combining technical and professional curricula with the arts and humanities • 68 bachelor’s, 29 master’s programs • All undergraduate programs are “fully impacted” *Spring 2013
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Student Success Guiding Principles • Students’ path to graduation should be transparent, flexible and as simple as
possible
• Students should be treated equitably through the consistent application of policy – including a clearly defined appeal process
• Students should have university-wide support in reaching success (i.e., graduation) regardless of their affiliation (e.g., major)
• Students deserve communication in a timely manner thereby allowing them to make any necessary adjustments to their academic plans
• Upon admission to Cal Poly, students should have a clear understanding of the expectations being placed upon them (e.g., common standard of progress, impact of co-curricular activities on their progress to degree, etc.)
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Student Success Guiding Principles
• Policies and procedures should support the students’ learning experience
• Continuous review of our policies and practices should be performed regularly – input from our students and other stakeholders should be sought as well as the use of metrics
• Policies and practices should promote quality programs and efficient use of resources.
TAKE AWAY: What are your institution’s guiding principles for student success?
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Curriculum
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Requisites (Before) • In 2009, only 25% of all class requisites, as defined in the academic
catalog, were being enforced through PeopleSoft.
• “Line dropping” – When an instructor asks a student be dropped from their class during the first day/week of classes when they realize that they do not meet the prerequisites.
• No “Post Enrollment Requisite Checking” in place.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Requisites (After) • We began a 19 month, multi-phased overhaul project.
• September 2009 - May 2010: Faculty reviewed all requisites.
• May 2010 – November 2010: Every requisite that did not “change” was coded into PeopleSoft, for Winter 2011 registration.
• November 2010 – April 2011: Every requisite that was “revised” was coded into PeopleSoft, for Summer/Fall 2011 registration.
• “Post Enrollment Requisite Checking” in effect since Fall 2012 • 250 students were dropped in Fall 2012 • 315 students were dropped in Winter 2013
TAKE AWAY: Are all your requisites “accurate” and being enforced?
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Clear Curricular Path to Degree Course Substitutions • Office of the Registrar processes approximately 600-700 course substitutions
a month! • The newly implemented course substitution electronic workflow
• Faster processing • Analytics backend to determine whether deeper curricular changes
needed.
TAKE AWAY: How often do faculty override their curriculum? Why?
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Clear Curricular Path to Degree Transfer Articulation
• Timely transfer articulation - crucial in order to prevent students from taking unnecessary classes during their first quarter.
• Cal Poly’s incoming Fall class is mostly first-time freshmen, however • 800 transfer students still need to progress to degree on a timely
manner • More and more freshmen are bringing college transfer work
• Competing demands during Summer – degree posting vs. transfer articulation
• This is our third year of fully articulating transfer work before registration begins
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Clear Curricular Path to Degree Navigating the Curriculum
• Accurate and up-to-date 4 year degree flowcharts.
• Are the courses really available during terms stated in the flowcharts?
• Do they communicate important milestones to students?
• Interdependency of flowcharts. • Ex: Are all the flowcharts telling the students to take ENG 101 during
their first Fall term?
• Consistency of flowcharts. TAKE AWAY: Do ALL your majors have consistent and comprehensive degree flowcharts? Are they readily accessible to the students?
Before
4/15/2013
After
4/15/2013
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Block Scheduling – What is it? • Designed to start first-time freshmen (FTF) off on the “right track” for
their first quarter at Cal Poly. • Students are scheduled into their Fall classes based on “tracks”, which
are a reflection of the flowchart for the major. • All FTF receive a guaranteed full-time schedule composed of all degree
applicable courses, free of time conflicts.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Block Scheduling – Tracks • Algorithms that place each student into carefully chosen set of courses
(12-16 units) • Takes AP credit and prior coursework into consideration • Re-evaluated each year • Allow for improved communication between colleges, giving them a
much better idea on how to gauge their course and seat offerings for FTF
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Sample Freshman Track
AERO Name: 1. TRACK A 2011 Has HS Chem Notes: Student has HS chemistry Condition: 'no_hs_chem' is false
Course Expressions 1. 'AERO 121' 2. if student has credit in 'MATH 142' then if student has credit in 'PHYS 131' or student has credit in 'PHYS 141' then take concurrently { 'MATH 143' 'PHYS 132' } else take concurrently { 'MATH 143' 'PHYS 131' } end if elif student has credit in 'MATH 141' then if student has credit in 'PHYS 131' or student has credit in 'PHYS 141' then take concurrently { 'MATH 142' 'PHYS 132' } else take concurrently { 'MATH 142' 'PHYS 131' } end if else take concurrently { 'MATH 141' and first available { 'IME 144' 'PSY 201' 'PSY 202' 'D2' } } end if 3. if student has credit in 'ENGL 134' then take first available { 'A2' 'D3' 'C3' } else take first available { 'A1' 'D3' 'C3' } end if
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Block Scheduling - Benefits • Guaranteed full time schedule (12-16 units). Highly satisfied students and
parents
• Freshmen do not have to compete with current students for seats
• Students have a healthy understanding of course “load” in their first quarter on a university campus
• Decreasing rates of academic probation among first time freshmen since the introduction of block scheduling 3 years ago
• Clear message of “graduate on time” and “class of 2015” is communicated.
TAKE AWAY: How do you introduce, guide, and acclimate your incoming freshmen to collegiate life and academic rigor?
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Course Demand Analysis The Problem • #1 student “complaint” at Cal Poly: course availability
• Availability or preference?
• Inefficient “like term rollover” practice for class scheduling • Observed measures in other institutions:
• Schedule from scratch each term • Administrative check for each scheduling change • Reporting all changes to the Provost
• Our solution: Course Demand Analysis
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Course Demand Analysis The Proposed Solution • u.direct® by CollegeSource
• A hybrid of degree audit and 4 year degree flowchart • Creates interactive and individualized roadmaps for each student • Allows students to “drag & drop” degree applicable courses to future quarters • Future schedules are built based upon this “demand”
• Prerequisites for implementation • Administrative and faculty buy-in – a must have • Darwin/u.Achieve or PS degree audit interface – already built • Mandatory use by students – education and communication • Strong technical and functional resources for built and maintenance
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Course Demand Analysis
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Course Demand Analysis • Implementation timeline
• Spring 2012-Spring 2013 • Review, correct, and standardize all degree flowcharts • Purchase u.direct® • Built degree audit interface, install and configure software • Make implementation decisions • Survey students, gather input, draft communication plan • Meet with college councils, communicate and gather input
• Spring 2013-Fall 2013 • Build the roadmaps • Make implementation decisions • Campus wide communication plan to students, staff, and faculty
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Course Demand Analysis • Implementation timeline
• Winter 2014 • Release u.direct® to students for acclimation and initial data entry
• Spring 2014 • Initial data collection and analysis • Data collected to inform Fall 2014, and Winter 2015 schedules
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Academic Policies
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Three Key Academic Policies That Affect Progress to Degree
• Expected Academic Progress • Change of Major • Academic Probation/Disqualification
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Expected Academic Progress (EAP) Student Success
• A tool to monitor student’s progress to degree • Provides an “advising” opportunity.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Expected Academic Progress (EAP) Defined
• Designed to help students graduate on time and to provide them with the support they need along the way.
• Requires students to make a predetermined level of progress towards their declared major each academic year.
• Academic progress is measured using their degree audit and reflected in the EAP report.
• Report is distributed to colleges after the census date and before the start of registration for the next term.
Expected Academic Progress (EAP)
• Freshmen • 1st year – 20% • 2nd year – 45% • 3rd year – 75% • 4th year – 100%
• Transfer • 1st year – 55% • 2nd year – 80% • 3rd year – 100%
4/15/2013
Calculated by dividing the total number of degree applicable units completed and in-progress by the total number of units required for the major.
TAKE AWAY: Do you keep your students accountable to make adequate degree progress each year? If not, why even talk about “grad rates”?
Sample EAP Report
4/15/2013
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
EAP Gauge – The Student View
• The EAP gauge tells a student whether they are “ON TRACK” or “OFF TRACK” in their degree progress.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
EAP Gauge – The Student View
• The gauge is located in the Poly Profile, in the Academic Progress section.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Change of Major Policy Student Success
• Cal Poly requires students to declare their majors at their time of application
• Over 30% of our students change majors (successfully)
• Remove the “stigma” – encourage communication
• Provide an “advising” opportunity
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Change of Major (Before) • Processes/rules are set by each department and are inconsistent and in
some cases are unclear
• Some students could not change major within a reasonable time period
• “Synthetic” majors
• “Back door” admissions
• Impacts time to degree
• Changing majors is not always the “right” thing to do
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Change of Major (After) All students seeking change of major are directed to follow this common path:
Review curricular requirements of the target major
Meet with current advisor to discuss options
Meet with target major advisor/chair to discuss the possibility of changing majors
If a change is appropriate, the student and the department enter into an ICMA (Individualized Change of Major Agreement)
TAKE AWAY: What % of your students change majors? What guidance do that get? How far behind do they fall in degree progress after the change?
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Change of Major – The Contract • An agreement that states which target major (or other) courses and/or
other requirements the student must successfully complete before being accepted to the target major
• Students cannot enter into an ICMA during their first quarter
• ICMA cannot exceed two quarters
• Maximum of three specified courses or 12 units
• Student must still make reasonable degree progress in their current major
• One chance to be accepted
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Probation/Disqualification Policy Student Success
• Early Intervention • Build “good habits” early • Provides an “advising” opportunity
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Probation/Disqualification Policy Defined
• Academic Probation • Anytime quarter, Cal Poly, or Higher Education GPA < 2.0
• Subject to Disqualification
• Anytime the Cal Poly cumulative or Higher Education cumulative GPA < 2.0
• On AP for 2 consecutive quarters • On AP for 4 non-consecutive quarters
• Disqualification
• On AP 3 consecutive quarters • On AP 3 or more non-consecutive quarters and Cal Poly cumulative
or Higher Education cumulative GPA < 2.0
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Probation/Disqualification Policy Freshmen Success Program (FSP)
• First introduced at the end of Fall 2009 • Treatment group • Control group
• All first time freshmen who got on AP during their first quarter were required to attend the FSP
• Program consists of • Large group session • Small group sessions with academic coaches
• Focus on self-efficacy and identifying the unique obstacle(s) for each student.
TAKE AWAY: Do you know why your freshmen fall into AP? What assistance/guidance do they get?
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Probation/Disqualification Policy Freshmen Success Program (FSP)
Mean term GPA performance by college over 2010-11 academic year
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Academic Advising
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Academic Advising - Before • Decentralized model.
• Highly prescriptive.
• Very faculty-heavy.
• Self governed advising council with no direct reporting or support structure.
• Professional academic advisor/student ratio is as little as 1/1000.
• No coordination or cooperation on the advising functions throughout the campus.
• Inconsistent messages to students.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Academic Advising - After • New position: Assistant Vice Provost for University Advising
• Unite campus advising functions • Lead the collaborative advising structure • Provide advocacy and awareness for advising • Provide and lead professional development
• Three-tiered Advising Council structure where Academic Affairs and Student Affairs advising resources united. • Executive Advising Council • Student Success Work Team • Student Advisory Board
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Academic Success Center
Mission Statement
The mission of Cal Poly’s Academic Success Center is to coordinate and provide timely, effective advising services to first
and second year students, as well as first year transfer students. The Center will offer a full range of proactive academic services, refer students to appropriate campus
resources, and provide leadership in coordinating College and University programs that support student success.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Academic Success Center Articulated Outcomes
• Provide consistent advising information • Assistance in accessing appropriate campus resources • Ensure that students have the necessary foundational academic skills to be
successful • Assist students with understanding essential policies and tools • Provide support for students on academic probation • Coordinate early intervention programs and alert systems • Guidance for students seeking to change their major. • Connect students to their college/department and promote strong ongoing
relationships • To reinforce with students, their responsibility to live life positively both on-campus
and within the larger San Luis Obispo community.
AACRAO San Francisco 2013 Session ID: ### AACRAO San Francisco 2013 Session ID: 577
Thank You! Kimi Ikeda – kikeda@calpoly.edu
Cem Sunata – csunata@calpoly.edu
Please tell us how we did! Evaluation Form Session ID 304
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