Out of the Gate: Proactive Advising for Student...

Out of the Gate: Proactive Advising

for Student GREATNESS

Ashley BurelisonAshley Msikinya

Jana Renner

IUPUI SCHOOL OF HEALTH & HUMAN SCIENCES

Learning Objectives

Participants will leave with a better understanding of:

1. The intent and goals of a proactive advising initiative;

2. How the presenters and their colleagues have implemented various campaign efforts and the technology used;

3. The impact of proactive advising on student success and advisor time management;

4. The ways in which proactive advising can be used on their campus and/or in their units;


Indiana University – Purdue University Indianapolis (IUPUI)

27,384 Students (18,475

undergrad)57% female; 43% male

27% students of color

85% Indiana residents

24% first generation students

76% enrolled full time


Proactive Advising at IUPUI

2017-2018 Working Group

• Based on research and best practices from Georgia State University (shared at NACADA in 2015)

• Initiated in 2011, when advisor ratio was 750:1 & there was no common record keeping• Set up timeline, campaigns, record keeping log, and data dashboard

• Evaluated current practices around campus, potential challenges, and realistic expectations to set goals


IUPUI Proactive Advising Research

• “deliberate intervention to enhance student motivation,

• using strategies to show interest and involvement with students,

• intensive advising designed to increase the probability of student success,

• working to educate students on all options, and

• approaching students before situations develop”

Varney, J. (2012, September). Proactive (Intrusive) Advising! Academic Advising Today, 35(3). Retrieved from http://www.nacada.ksu.edu/Resources/Academic-Advising-Today/View-Articles/Proactive-Intrusive-Advising.aspx

http://www.nacada.ksu.edu/Resources/Academic-Advising-Today/View-Articles/Proactive-Intrusive-Advising.aspx


IUPUI Proactive Advising Timelines

• Drop-in appointments only

• Initiate campaigns

Weeks 1-2

• Pre-registration push • Advise 30-50% of the

population• Heavier amount now

in an effort to spread the entire workload through the semester

Weeks 3-7

• Through priority registration

• Advise 20-30% of the population

Weeks 8-11

• Through end of the semester

• Advise 10-20% of the population

Weeks 12-17


IUPUI Proactive Advising Targeted Populations • Sophomore students • Junior students • Transfer students • First Generation college students • Pledge Grant recipients• Not Yet Enrolled populations• Students not meeting major specific

milestones

• GPA Based Warning/Probation Meaningful middle GPA (2.0-3.0) Academically strong (3.0-3.5) students, who have low chances of being admitted to highly competitive professional programs

• Students in major that don’t integrate a career course (Career Advising)


IUPUI Proactive Advising Challenge to Advising Services• Identify one special population

• Identify at least one new advising approach

• Estimate the number of students/appts specific to that area, based on the percentages established.

• Attempt to at least hit the lower percentage range in the first year


SHHS Proactive Advising Campaigns


School of Health & Human Sciences Profile

1,227 UNDERGRADUATE STUDENTS

6 UNDERGRADUATE MAJORS

5 ACADEMIC ADVISORS


Fall 2018 Campaigns

First Generation

Students

Newly admitted

students to SHHS

Students on academic warning

Students who had not been in to see an

advisor within one year


Spring 2019: Academic Probation Campaign

• Designed for students on academic probation in which their cumulative GPA fell below a 2.0.

• Initial messaging went out before the start of the semester:• Pre-advising self-assessment• Link to schedule appointment

• Deadline to meet with advisor by end of the 2nd week of classes

• Academic hold was placed on students’ accounts


Spring 2019: Academic Probation Campaign

• During the advising meeting, we discussed:• Student responses on the self-assessment• Recommended campus resources

• Completion of a probation contract that includes:• SHHS probation and dismissal policy• Goals for a successful Spring 2019 semester

• Student and advisor scheduled a follow-up advising meeting to plan for next semester classes and to check-in on goal progress


Spring 2019: Academic Warning Campaign

• Designed for students who have a cumulative GPA above a 2.0 but had a semester GPA below a 2.0 for Fall 2018

• Initial messaging went out before the start of the semester:• Pre-advising self-assessment• Link to schedule appointment

• Deadline to meet with advisor by end of the 4th week of classes


Spring 2019: Academic Warning Campaign

• In the advising meeting, we discussed:• Student responses on the self-assessment• The SHHS academic warning policy• Student’s reflection on the Fall 2019 semester and the

factors that may have had an impact on their academic performance

• Student’s goals for the Spring 2019 semester

Sophomore Advising Campaign

IDENTIFIED STUDENT POPULATION (JANUARY

2019)

SENT INITIAL OUTREACH MESSAGE (END OF 2ND WEEK

OF CLASSES, JAN. 2019)

HELD INDIVIDUAL ADVISING MEETINGS (MID-JANUARY –

END OF FEBRUARY 2019)

SUGGESTED FOLLOW-UP ACTION STEPS FOR

STUDENTS

SENT POST-ADVISING STUDENT SURVEY


Sophomore Advising Campaign:

Individual Advising Meetings

Degree Completion

Individualized Plan

Potential Obstacles

Critical Pre-requisites

Post-Graduation Plans


Sophomore Advising Campaign: Follow-up Action Steps

Update Graduation Plan

SHHS Career Readiness Workshops

Connect with Faculty Connect with Sophomore Mentor

Sophomore Experience Programs


SHHS Proactive Campaigns

• Student Success Collaborative was used for all campaigns• Advisors had a list of dates to follow up with students

• By Phone• By Text


Impact of Proactive Advising Campaigns


Advising Numbers

0

20

40

60

80

100

120

Spring 2018 Spring 2019

Burelison Msikinya Renner

0

20

40

60

80

100

120

140

160

180

Fall 2018 Fall 2019

Burelison Msikinya Renner


Impact on success

• Fall 2018 findings; includes SHHS as a top 4 school for proactive advising

• Moderate risk students within the top four schools persisted or graduated at a rate significantly higher(p<.01) than the other students in those schools.

• Within the top school from last Fall (University College), students who had a proactive advising appointment were significantly more likely (p<.001) to persist than those without an appointment in the first seven weeks (67.9% vs. 62.0%).


Advisor Time Management

• Determine your email system• Zero inbox policy• Filing folder system

• Protecting your calendar time• Building in time for breaks/lunch/email/projects so your time doesn’t disappear without your control

• Prepare ahead of time so you can focus on more important items• Frame your original message around your appointment objectives

• Group advising or drop-in times for other populations

• Consider 20 minute appointments (3/hour versus 2/hour)

• Choosing a population with reasonable numbers to the time you have to offer

• Standard attendance is 50-70%


How can this work on my campus?

Campaign Name Start Date (send to students) End Date

Academic Probation January 2 January 18

Academic Warning January 2 February 1

Sophomore Warning January 2 February 1

Sophomore (Non-Warning) January 18 March 1

Academic Probation Campaign

Directions for Setting up Your Campaign:

1. Click on the Campaigns icon from your Home Page in SSC

2. Under the action box, click on Appointment Campaign

• Campaign Name: 2019 Probation

• Care Unit: Advising

• Location: School of Health & Human Sciences

• Service: Meet with My Advisor(s)

• Begin Date: 01/02/2019

• End Date: 01/18/2019

• Appointment Limit: 3

• Appointment Length: 60 minutes

• Slots Per Time: 1

3. Add Students to Campaign

• Click Invite All My Assigned Students

• Select all users

• Unselect all of the probation students on your list

• Click on Actions and Remove Selected Users

• You should now only have the probation students on your list

4. Add Staff

• Click on your name

5. Compose Message:

• Subject: {$student_first_name}, Schedule your Academic Probation Check-in

• Body:

Hello {$student_first_name}:

SHHS wants to help you make Spring 2019 a successful semester! As your advisor, I know you

can do it, and my role is to help you develop a plan. To book your appointment please click on

the link: {$schedule_link}.

Because you are flagged for academic probation, plan to meet with me by Friday, January 18,

and ensure you complete the Self-Assessment (http://go.iu.edu/zhk) before we meet. At our

meeting, we will:

• Discuss the SHHS probation policy

http://go.iu.edu/zhk

• Reflect on your Fall 2018 semester and factors that may have had an impact on your

academic performance.

• Create goals for the Spring 2019 semester.

• Schedule a follow-up advising meeting to plan for Summer/Fall 2019 classes.

A Probation hold preventing summer/fall registration is now on your account and will be

released after you attend the second advising meeting.

I look forward to seeing you soon,

Your Contact Information

6. Confirm and Send

• Check email reminders and text reminders

Reminder Message

Friday, January 11th: Send message to all students in “Appointments Not Yet Made” tab.


I’m following up on my message from a week ago. Please schedule your initial probation meeting by January 18th at {$schedule_link}. As a reminder, a Probation hold preventing summer/fall registration is now on your account and will be released after you complete the steps as defined in your letter.

See you soon!


Academic Warning Campaign




• Campaign Name: 2019 Academic Warning




• Begin Date: 01/02/2019

• End Date: 02/01/2019







• Unselect all of the warning students on your list


• You should now only have the warning students on your list

10. Add Staff


11. Compose Message:

• Subject: {$student_first_name}, Schedule your Academic Warning Check-in

• Body:


SHHS wants to help you make Spring 2019 a successful semester! As your advisor, I know you

can do it, and my role is to help you develop a plan. Because you are flagged for academic

warning, it’s time to check in with me to see where you stand. To book your appointment please

click on the link: {$schedule_link}.

Please plan to meet with me by Friday, February 1 and ensure you complete the Self-

Assessment (http://go.iu.edu/zhk) before we meet.

At your advising meeting, you will:

• Discuss the SHHS academic warning policy

• Reflect on your Fall 2018 semester and factors that may have had an impact on your

academic performance.

• Create goals for the Spring 2019 semester


An Advising hold preventing summer/fall registration is now on your account and will be

released when you attend your academic advising appointment.



12. Confirm and Send


Reminder Messages

1. Friday, January 11th: Send message to all students in “Appointments Not Yet Made” tab.


Following up on my message from a week ago. Please schedule your academic warning meeting by February 1 at {$schedule_link} and complete the Self-Assessment prior to the meeting at http://go.iu.edu/zhk.

See you soon!




Following up on my message from a few weeks ago. Please schedule your academic warning meeting by February 1 at {$schedule_link} and complete the Self-Assessment prior to the meeting at http://go.iu.edu/zhk.

See you soon!




Sophomore Advising Campaign (Warning)




• Campaign Name: 2019 Sophomore Advising Outreach (Warning)




• Begin Date: 01/02/2019

• End Date: 02/01/2019







• Unselect all of the warning sophomore students on your list


• You should now only have the warning sophomore students on your list

16. Add Staff



• Subject: {$student_first_name}, Schedule your Sophomore & Academic Warning Check-

in

• Body:


SHHS wants to help you move toward degree completion and success! Now that you’re a

sophomore, it’s time to check in with me to discuss your academic warning status as well as see

where you stand in your degree. An Advising hold preventing summer/fall registration is

now on your account and will be released when you attend your academic advising

appointment. To book your appointment please click on the link: {$schedule_link}


• Check your status toward degree completion

• Update your individual plan for graduation (iGPS)

• Identify any potential obstacles

• Review critical pre-requisites

• Evaluate your ability to pursue your post-graduation plans

• Discuss academic warning and create a plan for success

Please plan to meet with me by Friday, February 1 and ensure your iGPS plan is up-to-date

when we meet. Following the appointment, we will discuss recommended next steps that fit with

your interests and needs.





Reminder Messages



Following up on my message from a week ago. Please schedule your academic warning sophomore meeting by February 1 at {$schedule_link} and complete the Self-Assessment prior to the meeting at http://go.iu.edu/zhk.

See you soon!




Following up on my message from a few weeks ago. Please schedule your academic warning sophomore meeting by February 1 at {$schedule_link} and complete the Self-Assessment prior to the meeting at http://go.iu.edu/zhk.

See you soon!




Sophomore Advising Campaign




• Campaign Name: 2019 Sophomore Advising Outreach




• Begin Date: 01/18/2019

• End Date: 03/01/2019







• Unselect all of the sophomore students on your list (double and triple check you have

unselected all of your students before you click anything else.. I learned the hard way

and did this step about 5 times).


• You should now only have the sophomore students on your list

22. Add Staff



• Subject: {$student_first_name}, Schedule your Sophomore Check-in

• Body:


SHHS wants to help you move toward degree completion! Now that you’re a sophomore, it’s

time to check in with me to see where you stand. An Advising hold preventing summer/fall

registration is now on your account and will be released when you attend your academic

advising appointment. To book your appointment please click on the link: {$schedule_link}


• Check your status toward degree completion

• Update your individual plan for graduation (iGPS)

• Identify any potential obstacles

• Review critical pre-requisites

• Evaluate your ability to pursue your post-graduation plans

Please plan to meet with me by Friday, March 1 and ensure your iGPS plan is up-to-date when

we meet. Following the appointment, we will discuss recommended next steps that fit with your

interests and needs.





Reminder Messages

1. Friday, February 1: Send message to all students in “Appointments Not Yet Made” tab.


Following up on my message from a few weeks ago. Please schedule your sophomore meeting by March 1 at {$schedule_link}.

See you soon!


2. Friday, February 15: Send message to all students in “Appointments Not Yet Made” tab.


Following up on my message from a few weeks ago. Please schedule your sophomore meeting by March 1 at {$schedule_link}.

See you soon!


3. Friday, February 22: Send text message to all students in “Appointments Not Yet Made” tab. a. Select all students, click Actions menu, and click Send a Message b. Select the Send Text tab c. Copy this text into Message field: From your IUPUI Advisor [your name]: Don’t forget to

set up your sophomore meeting! Check your IUPUI email for link.

Academic Probation and Academic Warning Self-Assessment

Please enter your contact information below: Last Name First Name Student IUPUI Email

Major: Which semester did your GPA fall below a 2.0? Please identify any academic reasons for your performance during the semester in which you were placed on warning or probation (select all that apply):

• Ineffective study skills • Difficulty managing time and prioritizing • What worked in high school doesn't work anymore • Difficult course(s) • Boredom in course(s) • Registered for too many credits • Did not attend class on a regular basis • Stopped attending class • Conflict with instructor • Test anxiety • Procrastination • Unprepared for exams • Difficulty concentrating or focusing on coursework • Didn't find relevance in course material • Uncomfortable or oppressive classroom climate • Weak math skills • Weak english or writing skills • No personal connection with faculty or staff • Lack of appropriate academic advising • Academic reasons do not apply to me • Other: ________________________________________________

Please identify any personal reasons for your academic performance during the semester in which you were placed on warning or probation (select all that apply):

• Working too much • Stress • Difficulty adjusting to college • Medical/psychological reasons • Personal relationship issues • Family obligations • Financial difficulties • Lack of motivation • Difficulty balancing commitments • Death/illness of a family/friend • Transportation difficulties • Over-involvement • Roommate issues • Moved away from home • Hard to make friends/loneliness • Lack of sleep • Use of alcohol and/or drugs • Cultural adjustment • Personal reasons do not apply to me • Caring for children or other family member • Excessive time spent online • Other: ________________________________________________

Please identify the major/career reasons for your performance during the semester in which you were placed on warning or probation (select all that apply):

• Uncertain about current major

• Changed my major one or more times

• IUPUI doesn't have my desired major

• Dislike my current major

• Unsure about what career options are associated with my major

• No clear career goals

• Not sure why I'm in school • IUPUI may not be the right place for me • Major/career reasons do not apply to me • Other: ________________________________________________

Which campus resources did you use during the semester you were placed on warning or probation? (examples: Math Assistance Center, advisor, private tutoring, Counseling and Psychological Services, etc.) Consider the academic, personal, and major/career reasons you selected on the previous page. Think of some strategies you would like to use to return to good standing with the School of Health and Human Sciences and share them below. You and your advisor will discuss these strategies (and potentially others) during your meeting. What are three goals that you would like to set for yourself next semester? Please note goals should be SMART goals: Specific, Measurable, Attainable, Realistic, and Timely.

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