Using Technology to Efficiently and Effectively Gather Information from Recent Alumni and Employers...

Using Technology to Efficiently and Effectively Gather Information from

Recent Alumni and Employers

April 2009

Florida Association of Community CollegesInstitutional Effectiveness, Planning, & Professional Development Commission2009 Joint Annual Spring Conference

April 16, 2009 Florida Association of Community Colleges 2

2009 Joint Annual Spring Conference April 2009

Alumni and Employer Surveys

Presenters Nicole Carr, Assessment Coordinator for

Academic Programs Maggie Tymms, Assessment Coordinator

for Academic Programs Dr. James Coraggio, Director of

Institutional Research and Effectiveness

SPC Background

SPC, established in 1927, is the oldest 2-year college in Florida First Community College in Florida to offer

4 year degrees (2002) 9 Campuses throughout the county 2007-08 FTE: 16,086 (LD), 1,415 (UD) Opening Fall 2008 credited enrollment:

27,076 Annual 2007-08 headcount: 62,200

Institutional Effectiveness

“Institutional Effectiveness is the integrated, systematic, explicit, and documented processes of measuring performance against the SPC mission for purposes of continuous improvement of academic programs, administrative services, and educational services offered by the college.”

Operating ResultsBudget PlanningStrategic & Unit

PlanningEvaluations/ AssessmentsMission

“Closing the Loop”

Performance Improvement

From Compliance to Performance Improvement

Data Information ImprovementKnowledge

Improved OutcomesSPCReportsAssessment Data

CommunityCollege LeadershipProgram Directors

FacultyStudents

Agenda

Student Assessment Points Purpose of Follow-up Surveys Alumni/Employer Survey Process Dissemination of Survey Results and

Reports

Student Assessment Points

Students surveyed multiple times

Purpose of Follow-up Surveys

Recent Alumni Survey was designed to: Gain insight into alumni’s perceptions of

the quality of general education and career preparation

Determine the current activities of former students such as employment information and educational status

Employer Survey was designed to: Gain insight into an employer’s perceptions of

hired SPC graduates in the areas of key general education competencies and foundational skills

Provide the employee’s major job responsibilities and wage information, as well as employer’s willingness to hire another SPC graduate

Identify employer’s willingness to support various college activities

State Requirements Survey data are also collected for state

required annual Placement & Follow-up Report (FETPIP: Florida Education Training Placement Information Program) and supplemental information to meet workforce criteria

Alumni/Employer Survey Process

Previous model Labor intensive Manually tabulated paper surveys Telephone interviews conducted

using overtime hours

Issues with previous model Costly survey process Declining college budget Increasing demand for accountability Outdated contact information Students over-surveyed Declining response rates Conducted in isolation

Goals of new survey processA. Improve data collection processB. Enhance quality of survey formsC. Employ Industry Best PracticesD. Include discipline specific

informationE. Increase response rates

A. Improve Data Collection Process

Data Collection Process Eliminated telephone calls Automated the process (email merge) Employ online survey submission

(ZoomerangTM) Obtain accurate email addresses Use multiple points of contact

Survey Schedule Recent Alumni Survey

Graduates surveyed six months after the end of session (Three times per year)

Employer Survey Employer of graduates surveyed at the

end of academic year (Once per year)

First email Second email Third email

First mailing Second mailing

2 weeks

2 weeksRecent Alumni Survey Multiple Points of Contact

2 weeks

B. Enhance Quality Of Survey Forms

Improved Survey Forms Better “look and feel” of survey format Developed scannable paper forms Use online branching models to reduce

survey length Design items to gather only pertinent

C. Employ Industry Best Practices

Don Dillman’s Five Elements Respondent- friendly questionnaire Up to five contacts with the respondent Inclusion of stamped envelope Personalized correspondence A token financial incentive that is sent

with the survey request

Online Survey: Email and Form

Paper Survey: Letter and Form

C. Include Program Specific Information

Program specific information Meet with Deans/Program Directors Discuss requirements for program

accreditation and timelines Include their necessary program specific

D. Increase Response Rates

Create awareness and convey importance Involve program faculty in the process Request faculty assistance to inform

students Include a flyer with graduation materials Coordinate with programs that hand-

carry surveys to local employers

Alumni Survey Response Rates

Summer 07

Fall 07

Spring 08

*Summer 2008 in progress

1st E-mail 2nd E-mail 3rd E-mail 1st Mailing 2nd Mailing

Summer/ Fall 06 Spring 07 Summer 07 Fall 07 Spring 08 Summer 08

Source of Responses 2007-08

18%1st E-mail

2nd E-mail

3rd E-mail

1st Mailing

2nd Mailing

Percent of Responses Online

51.5%45.5%

2004-05 2005-06 2006-07 2007-08

Overall Response Rate

*Summer 2008 in progress

23.4%28.7%25.7%

21.2%13.7%

100.0%

Fall &Summer

Spring 2007 Summer2007

Fall 2007 Spring 2008

Graduate Year

Surveyed

Number Surveyed

Number Responded

Percent Respond

Number of Online

Responses

Percent of Responses

Online

2007-08 3,701 1,013 26.5% 522 51.5%

2006-07 3,953 658 16.7% 300 45.5%

2005-06 3,756 982 26.1% 231 23.5%

2004-05 3,417 1,494 43.7% 100 6.6%

Response Rates - Employer

OtherResponses

Recent Alumni Surveys Sent

Employer Surveys Sent

Is a 44% Employer Response Rate Good?

COE Responses

With Permission Responses

Without Permission

Disseminating Information

College wide access to reports http://www.spcollege.edu/Central/Surveys/SurveyList.htm

Program Specific Reports Published on the Educational Outcomes

website http://it.spcollege.edu/edoutcomes

Program Specific Reports

Lessons Learned

Do not expect that students will remember their ID#s

Administer the survey soon after the end of the session (six months)

Use multiple points of contact (two weeks) Find the most recent contact information Partner with programs to acquire up-to-date

information

Lessons Learned

Make students aware of the importance of the survey process (survey announcements)

Provide contact updates to college data systems (PeopleSoft, Alumni Foundation)

Monitor results and make changes as necessary More accurate data (quicker turn around of

results) with automated processes

Future Direction

Ultimate goal is to provide Provosts (Deans) and Program Directors ‘timely’, ‘relevant’ ‘accurate’, and ‘interpretable’ information regarding their programs and their performance outcomes Multi-measure ‘Dashboard’ style reports

(Business Intelligence/Performance Measurement)

Questions/Next Steps

Using Technology to Efficiently and Effectively Gather Information from

Recent Alumni and Employers

April 2009

Florida Association of Community CollegesInstitutional Effectiveness, Planning, & Professional Development Commission2009 Joint Annual Spring Conference

Using Technology to Efficiently and Effectively Gather Information from Recent Alumni and Employers...

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