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Using Technology to Forge Pathways, Build Communities, and Enhance Service to New

Students and their FamiliesTrack 2

Thursday, January 16, 20033:45 p.m. - 4:45 p.m.

Grand Ballroom Salons I & II

John D. Hoh, Director, Computing Services, Franklin and Marshall College

Helen E. Karn, Assistant Dean, Georgetown College, Georgetown University

Session convener: Thomas Wilson, Director for Information Technology, University of Maryland

Presented by

Presented by:

John D. Hoh

Director of Computing Services

Franklin & Marshall College

John.Hoh@FandM.edu

http://computing.fandm.edu

Beginnings intro pageThe attendees will . . .

Understand why we sponsor the event/web site known asŅBeginnings.Ó

Receive an overview of the happenings of ŅBeginnings.Ó

See how technology is used to improve the communicationand interactions with new students/families.

Become familiar with the processes, technology, and peoplethat made this possible.

Get a chance to experience the look and feel of the web site.

Know of our successes, shortcomings, and future directions.

Have a chance to ask questions and offer comments.

Beginnings intro page

Beginnings intro page

What does that really mean?

“Building Communities” = Retention

“Forging Pathways” = stop enrollment leakage

Make sure both parents and new students are excited (and happy) about choosing F&M.

Learn some new names and faces (faculty, staff and fellow new students) before orientation.

Stop wasting everyone’s time filling out forms! Concentrate on activities that add value! Namely,

Faculty Interaction

Faculty Interaction

Faculty Interaction

Interaction with other students

Interaction with other students

Interaction with Staff and Services

Interaction with Staff and Services

Beginnings intro page

How did we do it?

•Started with “10,000 ft.” brainstorming (CS/Advisement).

•Analyzed hard copy (some surprises!) in use.

•Identified common data elements.

•Prototype developed on paper.

•Used prototype to begin the coding and as a means to secure input from other key offices.

Beginnings intro page

How did we code it?

•Admission file --> transferred to “Beginnings” file

•Programs to pre-populate forms were done with:

DCL (command line language for VAXes)

VAX Basic Programs (often set symbols for DCL)

POISE (Jenzabar) applications and Database

DMS programs (sort, form, etc.)

Compiled DMS:calculate

•Which, in turn, “feeds” the browser via HTML/JavaScript

How did we build it?

SAN

VMS Cluster

Fiber Channel Switches

ServerIron - load balancing

Gigabit ethernet

UNIX Servers(Xserves)Web and FileServices

Admin DataUser AccountsEmailApache Web Server for portalLDAP

Beginnings intro page

Core

Advisement

Team

Who made it possible?

Key Participants

• Advisement Center• Computing Services• College Relations• Admission• Registrar• Residential Programs• Health Services• Athletics

• Alumni/Development• Campus Ministries• Counseling Services• Dining Services• Provost/Dean’s Office• Student Activities• Mathematics• Modern Languages

Final Look and Feel

Both protected and public areas.

(Advisement maintains verbiage)

(Computing handles interactions w/ DB)

Appropriate for both parents

and first year students.

Students receive username/password

in April via letter from Dean.

http://beginnings.fandm.edu

Best Success Stories

Math placement

Replaced “bubble sheet” Registration Form

practical application of wireless

reduced registration process time

Everyone has the same data. No more islands especially w/ Parent info.

Students make changes in one spot.

Housing assignments (based on Seminar).

Concentrate our efforts on activities that add value.

Real savings in mailing costs.

First genuine process re-engineering. It set a precedence!

Fostered good will and communication.

Need more “Success”

Math placement could be done w/o intervention

Digital photographs

Local Newspapers

Language Placement Exams

Things we probably can’t change

CHIRP

Health forms

The big thing we would like to do. . .

Incorporate concept of “Beginnings” into our campus portal

The Organization

6 FTE 5 FTE5 FTE4 FTE

Academic

Technology

Services

Applications &

Programming

User Services

Networking& Systems

Director--Computer Store Manager--Office Coordinator

Check out our Web Pages

Presented by

Thank you!

Questions or Comments?

John D. Hoh

Director of Computing Services

Franklin & Marshall College

John.Hoh@FandM.edu

http://computing.fandm.edu

Presented by

$ RUN DISPGM:WWW_LOGICALS$!$ IF WWW$FRM_UPDATE .EQS. "YES" THEN GOTO

PROCESS_REQUEST$!$ @begpgm:header "Room & Food Service Contract" "NAME"$!$ DEFINE/USER SYS$OUTPUT NL:$ RUN DISPGM:WWW_GET_DATA

SAF$DISK:[HOUSING.FILES]BEGINNINGSWWW$REQUESTED_SSN.MEAL_PLAN.HOUSING_CONT.PROC_HSG_DT

Example of DCL/DMS

Presented by$ TYPE/OUT=SYS$OUTPUT SYS$INPUT<script language="JavaScript"><!--

function f_submit() { if (document.RoomContract.BEGINNINGS__HOUSING_CONT.checked) temp = "Y"; else {alert('You need to read the contract and indicate that you have done so'); document.RoomContract.BEGINNINGS__HOUSING_CONT.focus(); return false;} if ((document.RoomContract.BEGINNINGS__MEAL_PLAN[0].checked) ||

(document.RoomContract.BEGINNINGS__MEAL_PLAN[1].checked)) temp = "Y"; else {alert('You need to select a meal plan'); document.RoomContract.BEGINNINGS__MEAL_PLAN[0].focus(); return false;} document.RoomContract.BEGINNINGS__MNU_HOUSING.value = "Y"; return true;}

// --></script>

Example of JavaScript

Presented by

Example of HTML

<h1>Room and Food Service Contract</h1><p> Prior to completing the two contractual items below concerning your room and

food service contract for 2002-2003, you should have read the stated terms and conditions.Click on the link below to read them.</p>

<h2><center><a href="RoomContractTC.com" target="help">Room and Food Service Contract Terms and Conditions</a></center></h2>

<p> Note: Nothing in this contract shall be construed in such a way as to relieve the studentfrom responsibility to abide by the rules and regulations of the College as set forth inFranklin &amp; Marshall's<ahref=http://www.fandm.edu/departments/studentprograms/collegelife.html target="help">College Life Manual</a> and other official publications of the College. </p>

<br><br>

<form name="RoomContract" onSubmit="return f_submit()"<center><table width="70%" border="7" bordercolor="#73A1C5" cellpadding="0" cellspacing="2"><tr><td><table><tr><td><p> I acknowledge and agree that the terms and conditions of the F&amp;M Room and

Food ServiceContract have been clearly stated to me. Further, I understand and agree that this contractcommits me to its conditions for the full academic year of 2002-2003.</p>

</td></tr>

<input type="hidden" name="BEGINNINGS__MNU_HOUSING" value="N">

<tr><td align="center"><br><p><input type="checkBox" value="Y" name="BEGINNINGS__HOUSING_CONT">

I have read and accept the terms of the contract</p></td></tr>