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 College360.596.5432amolenda@spscc.ctc.edu