Foothill-De Anza Community College District CUMREC 2001 WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS...

Foothill-De Anza Community College District

CUMREC 2001

WEB-BASED TECHNOLOGIES FOR

STUDENT SUCCESS

AND RETENTION


Presenters

Foothill - De Anza Community College District Kathy Kyne, Dean, Admissions and Records, De Anza College Larry Miller, Director, Matriculation Services, Foothill College

Hershey Business Systems, Inc Doug Norton, Vice President Sales/Consulting


California Institutions of Higher Education California Community Colleges (107) California State Universities (23) University of California (9) Independents and Private Institutions

California Higher Education System



Part of the California Community College System 107 Colleges two-year, public institutions located in Silicon Valley 42,000 student population

De Anza 25,000 Foothill 17,000


“The best way to plan for thefuture is to invent it.”

Alan Kay

Planning Assumption


Introduction to the Project


High Level Definition of Project

Student Success, Retention and Access Increase transfer rates Increase degree/certificate completions Data driven decision making


Project Components

Document Imaging Optical Character Recognition (OCR) Degree Audit Web-based Interactive Individual Education Plan

(IEP) Web-based Electronic Student Portfolio (ESP) Web-based automated transfer admissions

guarantee program


How we started

Fourteen-month backlog in transfer transcript evaluation

Lost folders and transcripts Counselor focus on paperwork, not students


CATS was the solution

Computerized Analysis of Transcripts System Fund for Student Success grant Partnership for Excellence $$

Components of CATS Optical Imaging Scanning - OCR


What did we accomplish?

View paper documents on line Transcripts grade and attendance rosters Petitions, etc.

Transfer transcript data available in a few days course-to-course articulation articulation to degree, certificate requirements


More than CATS

CATS foundation for student success Individual Education Plan Electronic Student Portfolio Electronic Transfer Admission Guarantee (eTAG)


Electronic Student Portfolio (ESP)

Dynamic statistical modeling tool to assess “at risk” students at beginning of term.

Incorporates high school, transfer transcript and assessment data.

Incorporates interventions smart card data tutoring, etc.


Individual Education Plan (IEP)

Web-based, pull down menu course selections Updated with grade and intervention information Interfaces the degree audit system for “what if”

scenarios


Development Process for IEP

DSP,EOPS,Student Athlete and General Counseling Educational Plans integrated

Counseling focus groups gave feedback for essential information

Pilot groups to test in May 2001


Development Process for ESP

Math, English, ESL, Counseling, and Allied Health faculty focus groups to identify criteria for student success

Hired a research analyst to conduct an actuarial analysis of student risk factors

Application and transcript analyzed


Benefits

Integrates disparate student information Increases student goal attainment Allows for informed decisions regarding student

success interventions Integrates Student Services and Instruction Increases counselor/faculty quality time with

students


TAG is an acronym for Transfer Admission Guarantee used by the CSU, UC and CCC’s Currently a paper based process between the 2-year and 4-year

institutions. Guaranteed Admission based on completion of approved courses.

eTAG is a re-engineered version of the paper process using Web based technologies Uses the On-line Education Plan Integrated with Project ASSIST articulation data

What is eTAG?


The IEP Cycle

Smart Card Data Applied

Student Follows IEP

Counselor / Student

Meeting

Build IEP / Recommend Interventions

Data is Analyzed

Transcript Data Scanned into System

Student Applies

Grades Applied to IEP

Counselor / Student

Review Meeting

Repeat Process

Student Receives Smart Card

eTAG


Foothill – DeAnza Community College District 2-year

California State University, Northridge (CSU-N) 4-year

San Jose State University (SJSU) 4-year

University California – Riverside (UC-R) 4-year UC Representative

Hershey Business Systems Microsoft Project ASSIST

eTAG Project Team Members


Benefits of eTAG

Student and staff have real time access to course data for transfer

2-year Institution increase transfer rates 4-year institution receives more qualified students Better enrollment planning

schedule of classes allocation of human and fiscal resource


Technical Infrastructure


Project Attributes

Microsoft centric Leverage & extend college and universities infrastructure

investment Back Office compliant

NT Server, Exchange Server, SQL Server, IIS, MTS, etc.

Solution eliminates Organizational Lag OL= Amount of time employees spend looking for

information or interacting with others to get information and decisions needed to complete a business process.


Project Attributes (cont.)

Students gain direct access to information Transcript info Transfer info IEP progress toward major and transfer


Project Components

Microsoft SQL server repository Comprehensive web-based document

management Capture of, and centralized access to, virtually

any paper or electronic document type Link documents to legacy data Create electronic portfolios of student information


Project Components (Cont.)

Web access for on-campus and remote student access to information

Intuitive drag and drop web interface increases productivity & ROI

Powerful document search, retrieval, and workflow processing

Institutional collaboration and knowledge asset distribution

Enterprise level security


Netw

or

k

Departmental Users

CATS Process

ArchiveExternalOptical

DiskDriveOptical

Juke Box

Mainframe Degree AuditReporting System

Scan

Student TranscriptsFinancial Aid Documents

Student Applications

STARRS IPSTARRS IP Scan StationScan Station

Scanner

3 Data Files

• Image• Text• EDI


CATS

CATS Technical Architecture

SQL

DB

SQL serverStored procedures

Client w/browser

Server

IIS & ASP

Transaction Server

COM

components

SQL

DBOther

DBsSQL

DBOther

DBs

Host

Archive/SIS

3rd party

interface tools

Students, counselors,

instructional deans,

academic managers


eTAG Strategy

CommunityColleges

CommunityColleges UniversitiesUniversities

Outreach tothe student

IEPsystem

(Workflow)

Project

Assist

(Workflow)

4 yearsystem

BizTalkBizTalk BizTalkBizTalk

BizTalkBizTalkBizTalkBizTalk

Application(Business Logic)

Business Documents(Transaction Data)

Schema(Mapping Logic)

Statewide Solution

BizTalkBizTalk BizTalkBizTalk


BizTalk

Framework to exchange data and integrate applications e.g. IEP, Transcripts etc.

Based on industry standards and XML Platform and language neutral Collaborative effort to define schemas

IEP / Transcripts

2-YearsIEP / Transcripts

4-YearsBizTalk


Net Effect for:

Counselors Student Services Support Staff Students Institution


Counselors

Less time hunting for records More quality time for students More consistent and accurate information for

students


Student Services Support Staff

Reduces the Manual Processes Creating Student Files Tracking Student Files Evaluating Transfer Transcripts

Enhances customer service


Students

Student goal attainment Student satisfaction Placement rate in the workforce Degree/certificate completion Transfer rate and number Fall-to-fall persistence


Institution

Enrollment Management Research Planning


What’s next?


Foothill – De Anza Community College District

ESPESPSoftware for electronic Student PortfolioSoftware for electronic Student Portfolio

Workflow & Early / AlertWorkflow & Early / Alert

GE, IGETCGE, IGETCCertificationCertification

Transfer AuditsTransfer Audits“What- ifs”“What- ifs”

IEPIEPIndividual Ed. PlanIndividual Ed. Plan

Degree Degree AuditsAudits

Career / MajorCareer / MajorJob PlacementJob Placement

DistrictDistrictSISSIS

TestingTestingAssessment Assessment InformationInformation

TranscriptsTranscriptsCATSCATS

Smart CardSmart CardStudent SupportStudent Support

TrackingTracking

ETUDESETUDESInstructionalInstructional

Web InterfaceWeb Interface

InstitutionalInstitutionalResearchResearch

Software / StaffSoftware / Staff

ETUDESETUDESWeb InterfaceWeb Interface

Interfaces / StaffInterfaces / Staff

ArticulationArticulationAssist DataAssist Data

EmploymentEmploymentCal Jobs DataCal Jobs Data

Web LinksWeb LinksTo CollegeTo College

Self-assessmentsSelf-assessments

STUDENTSTUDENTSupportSupportServices Services

StaffStaffInstructorInstructor

Web LinksWeb LinksJob / CareerJob / CareerInformationInformation

ETUDESETUDESWeb InterfaceWeb Interface

StudentStudent

EnrollmentEnrollmentManagementManagement


Demonstration


What are we going to demonstrate

Scanning of transcripts Access to Electronic Images (Student Record) Web-based Individual Education Plan (IEP) ESP (Electronic Student Portfolio) Integration to degree audit system


How to reach us. . .

Website: www.fhda.edu

Kathy Kyne

[email protected]

Larry Miller

[email protected]

Doug Norton

[email protected]

Hershey Business

Systems Hershey.com

Foothill-De Anza Community College District CUMREC 2001 WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS...

Documents

Transcript of Foothill-De Anza Community College District CUMREC 2001 WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS...