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“The Sooner They Join Your Community, the Sooner They Join Your Community”

“The Sooner They Join Your Community, the Sooner They Join Your Community”. Jason Alley • Tina Coleman • Susan Evans The College of William and Mary. The Presentation. A snapshot of William and Mary The first Welcome site A new “Portalized” Welcome site

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“The Sooner They Join Your Community, the Sooner They Join Your Community”

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  1. “The Sooner They Join Your Community,the Sooner They Join Your Community” Jason Alley • Tina Coleman • Susan Evans The College of William and Mary I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 1 OF 30

  2. The Presentation • A snapshot of William and Mary • The first Welcome site • A new “Portalized” Welcome site • Building the “Portalized” Welcome site • Questions if you’ve got ‘em I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 2 OF 30

  3. THE COLLEGE OFWILLIAM AND MARY I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 3 OF 30

  4. The College of William and Mary • A public university in Williamsburg, VA • Chartered in 1693 • 5,500 undergraduates • 2,000 graduate and law students • Famous alumni: Thomas Jefferson, James Monroe, John Tyler, Jon Stewart, Glenn Close, and Linda Lavin I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 4 OF 30

  5. THE FIRST WELCOME SITE I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 5 OF 30

  6. The First Welcome Site • Custom-designed web site using a home-grown CMS • Discussion boards for admitted students to ask questions about W&M • Pertinent announcements and surveys posted • Transitioned from Admission to the Dean of Students Office I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 6 OF 30

  7. A “PORTALIZED” WELCOME SITE I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 7 OF 30

  8. A “Portalized” Welcome Site Some Technical Mumbo Jumbo • Running Luminis 3.2.1 • We call it myWM • Moving to Luminis 3.3.3 as we speak • Upgrading to Luminis 4 when it’s available • Running Banner 6 • Used to manage student, human resources, and financial data at W&M • Moving to Banner 7 in late September I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 8 OF 30

  9. A “Portalized” Welcome Site Reasons to “Portalize” • Provides the same feature set and then some • More fluid “hand-off” from Admission to Dean of Students And… I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 9 OF 30

  10. A “Portalized” Welcome Site • “The Sooner they join your community, the sooner they join your community” • Helps establish myWM as a viable source of content, especially for online self-services • Course registration, financial aid, and transcripts • Email and Blackboard access • WM Express Card balance I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 10 OF 30

  11. A TALE OF TWO TABS I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 11 OF 30

  12. BUILDING AND REBUILDING I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 12 OF 30

  13. Building and Rebuilding Key Elements: • Tabs • Channels • Groups • Sub-groups I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 13 OF 30

  14. A “Welcome” Tab That Spawned… Admitted Students Tab • Child of Undergraduate Admission • It’s all about…we really want you to come to W&M, content driven with a marketing philosophy I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 14 OF 30

  15. A “Welcome” Tab That Spawned… New Student Tab • Child of the Dean of Students Office • It’s all about…okay, great, you’re coming to W&M, here’s what needs to be done before you get here I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 15 OF 30

  16. A “Welcome” Tab That Spawned… First Year Experience Tab • Fetus of the Dean of Students Office • It’s all about…the educational and personal development of freshmen and transfer students I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 16 OF 30

  17. Content Channels • Default channel types? • Targeted content channels? • More flexibility with Targeted Content Channels I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 17 OF 30

  18. Content Channels Challenges • Delay in channel availability • Well, sometimes • Settings that just won’t stick • Mysterious, disappearing channels • Who’s on first • Which office does what? • What does IT do if they won’t? We fix it, of course! I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 18 OF 30

  19. Class of 2010 Group The Good • Message boards • The Wizard • Ambassadors I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 19 OF 30

  20. Class of 2010 Group The Not So Good • Inability to disable members list • Students forced to request membership in group • No auto enroll = less members • 567 out of 3500 admitted students I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 20 OF 30

  21. New Students Group The Good • Importing all students into group • Message boards • Faculty advising liaisons • Student mentors I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 21 OF 30

  22. New Students Group The Not So Good • Default group size • Set to 1000 • We had 1600+ • Adding students after initial import • Daily manual refresh by IT I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 22 OF 30

  23. Learning the Hard Way in Groups Group Applications • We used: • Message Board, Chat, News Publishing, and Photo Publishing • We disabled: • Link Publishing, File Sharing, Calendar, Announcements, and Email I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 23 OF 30

  24. Learning the Hard Way in Groups Announcements v. News Items • We used News items • No control of Announcement expiration date I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 24 OF 30

  25. Sub-groups Populating Sub-groups • Cannot add an imported group into sub-groups • Can add to the parent group though • So, students must request membership in sub-groups • Delay for student while awaiting membership request approval • Extra step deters some students from joining I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 25 OF 30

  26. Sub-groups Changing Group Type • Parent group initially set to Hidden • Changing to Restricted did not change sub-groups type in the database • Students received “you cannot join a hidden group” message • Sub-group type cannot be changed in the admin interface I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 26 OF 30

  27. Sub-groups Other Considerations • Change sub-group settings to match parent group • Applications • Do they really use the sub-groups? I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 27 OF 30

  28. Changes for Next Year… • Better collaboration between: • Undergraduate Admission • Dean of Students Office • Sub-groups of the admitted student group will not be used as they were underutilized I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 28 OF 30

  29. Changes for Next Year… • Disable admitted student group when new student group becomes active • Caused confusion for students having two groups • Increased permission control with Luminis 3.3.3 might allow a handoff of some content responsibilities I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 29 OF 30

  30. http://www.wm.edu/it/portal2006 I N F O R M A T I O N T E C H N O L O G Y  T H E C O L L E G E O F W I L L I A M AND M A R Y  2 0 0 6 30 OF 30

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