CUMREC 2001

1. WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS AND RETENTION CUMREC 2001

2. 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

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

4. Foothill-De Anza Community College District • 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

5. PlanningAssumption • “The best way to plan for thefuture is to invent it.” • Alan Kay

6. Introduction to the Project

7. High Level Definition of Project • Student Success, Retention and Access • Increase transfer rates • Increase degree/certificate completions • Data driven decision making

8. 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

9. How we started • Fourteen-month backlog in transfer transcript evaluation • Lost folders and transcripts • Counselor focus on paperwork, not students

10. CATS was the solution • Computerized Analysis of Transcripts System • Fund for Student Success grant • Partnership for Excellence $$ • Components of CATS • Optical Imaging • Scanning - OCR

11. 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

12. More than CATS • CATS foundation for student success • Individual Education Plan • Electronic Student Portfolio • Electronic Transfer Admission Guarantee (eTAG)

13. 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.

14. 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

15. 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

16. 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

17. 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

18. What is eTAG? • 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

19. Student Applies Student Receives Smart Card Counselor / Student Review Meeting Repeat Process Transcript Data Scanned into System The IEP Cycle Data is Analyzed Grades Applied to IEP Counselor / Student Meeting Build IEP / Recommend Interventions eTAG Smart Card Data Applied Student Follows IEP

20. eTAG Project Team Members • 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

21. 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

22. Technical Infrastructure

23. 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.

24. Project Attributes (cont.) • Students gain direct access to information • Transcript info • Transfer info • IEP progress toward major and transfer

25. ProjectComponents • 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

26. 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

27. Scan Archive Scanner External Optical Disk Drive Network STARRS IP Scan Station Optical Juke Box Student Transcripts Financial Aid Documents Student Applications Mainframe Degree Audit Reporting System Departmental Users CATS Process 3 Data Files • Image • Text • EDI

28. Server Transaction Server Client w/browser COM components CATS IIS & ASP Host SQL server Stored procedures SQL DB 3rd party interface tools SQL DB Other DBs SQL DB Other DBs Archive/SIS CATS Technical Architecture Students, counselors, instructional deans, academic managers

29. Community Colleges Universities BizTalk BizTalk BizTalk IEP system 4 year system Statewide Solution (Workflow) (Workflow) Business Documents (Transaction Data) BizTalk BizTalk Application (Business Logic) BizTalk Schema (Mapping Logic) Project Assist eTAG Strategy Outreach to the student

30. BizTalk IEP / Transcripts 2-Years IEP / Transcripts 4-Years 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

31. Net Effect for: • Counselors • Student Services Support Staff • Students • Institution

32. Counselors • Less time hunting for records • More quality time for students • More consistent and accurate information for students

33. Student Services Support Staff • Reduces the Manual Processes • Creating Student Files • Tracking Student Files • Evaluating Transfer Transcripts • Enhances customer service

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

35. Institution • Enrollment Management • Research • Planning

36. What’s next?

38. Demonstration

39. 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

40. Website: www.fhda.edu Kathy Kyne kyne@admin.fhda.edu Larry Miller Millerl@fhda.edu Doug Norton doug@hershey.com Hershey Business Systems Hershey.com How to reach us. . .