Training Workshop

1. Training Workshop for the Faculty Resource Program--FRP at the All College Day August 10, 2009

2. Faculty Resource Program--FRP Members of the FRP Implementation Team Rich Betters Alan Bickerton Dwight Bishop Donald Broderick Renee Clark Donna Imhoff Mary Lou Kennedy Alice McKenna Gretchen Mullin Maureen Pavlik Mary Frances Archey

3. Presentation Overview • Why CCAC has a Faculty Resource Program--FRP • What is the FRP? • Technical Aspects of the FRP

4. Faculty Resource Program—FRP

5. Student Retention Institutional Research using Fall 2008 to Spring 2009 data found retention to be: Percent Number Retained Retained 1 through 8 credits 48 % 2,729 students 9 through 30 credits69%8,041 students Over 30 credits 75 % 6,716 students

6. Research Related to Retention About some of the Researchers John P. Bean, associate professor of higher education, Indiana University-Bloomington. Best known for his theoretical models of student retention which are based on organizational theory and psychology Alan Seidman is the creator/editor of the Journal of College Student Retention: Research, Theory and Practice. Also Executive Director of the Center for the Study of College Student Retention

7. Research Related to Retention Nine themes which affect college student retention. (Bean, J. P. (2005). Nine themes of college student retention. In A. Seidman (Ed.). College student retention : formula for student success. Westport, CT: Praeger Publishers.) • Intentions • Institutional fit and commitment (loyalty) • Psychological processes and key attitudes • Social factors • Grades and academic performance • Bureaucratic factors • The external environment • Student’s Background • Money and finance

8. About the Faculty Resource Program FREQUENTLY ASKED QUESTIONS

9. Frequently Asked Questions What is the Faculty Resource Program (FRP)? The Faculty Resource Program (FRP) is the implementation of Article XVII—ADVISEMENT of the AFT Collective Bargaining Agreement. The FRP will provide personal contact by College Employees for a designated group of students who have completed nine (9) college level credits to a maximum of thirty (30) credits, and have achieved a grade point average of at least two (2.0). This is the group of students who often do not receive special academic assistance, are unable to participate in many on-Campus activities, and do not participate in any honors related programs.

10. Frequently Asked Questions How did the FRP come about? Research shows that increased student interaction with faculty outside the classroom equates into increased student success. The FRP has been designed as another means for increasing this interaction. The College anticipates increased student retention as a result of implementing the FRP.

11. Frequently Asked Questions Who are the FRP representatives? Regular full-time faculty Full-time counselors Full-time librarians

12. Frequently Asked Questions Can students choose not to participate in the FRP? Yes, the FRP is a voluntary program for students. If a student chooses not to participate in the FRP, please note this when responding to the six FRP feedback questions.

13. Frequently Asked Questions What feedback will the FRP representatives provide to the College on each student? The Employees working with the FRP will complete an electronic response indicating: • Contacted student o-yes o-no • Met with student o-yes o-no • Referred student to appropriate academic or support service o-yes o-no 4. Provided information regarding limited enrollment program admissions o-yes o-no • Informed student of the location of the general transfer guide o-yes o-no • Is the student progressing in the designated major? o-yes o-no NOTE: When in the FRP screens to answer “Yes” click on the box and a check mark will appear. If the response is “No” leave the item blank and enter any appropriate comment in the Comments section.

14. Frequently Asked Questions How will the FRP representative know that it is time to begin contacting the students assigned through the FRP? The FRP representatives will receive an e-mail notification that the information related to the students assigned through the FRP is available through CCAC Central.

15. Frequently Asked Questions What are the duties of the FRP representative? Refer students to appropriate academic and support Services Answer questions regarding student responsibilities necessary to achieve a successful college experience Answer general questions regarding choice of major, career goals, course sequences, entrance into limited enrollment programs and transfer information

16. Frequently Asked Questions If FRP representatives refer students to other offices for assistance, do they make the actual referral contact (phone call, email)? No, the students are expected to follow through on the referral made by the FRP.

17. Frequently Asked Questions How are students being assigned to Faculty Resource Program Representatives? The College will assign the students through the FRP in an equitable distribution broken down by campus and centers. Students will be assigned to the FRP representatives based on their program code and the broad program categories as outlined in the CCAC Catalog. For example, the student list for a representative who teaches business (BUS) may also include students with program codes in Culinary Arts, Paralegal, and Marketing Management.

18. Frequently Asked Questions Do students need to sign any waiver forms to speak with the FRP representatives under the Family Educational Rights and Privacy Act (FERPA)? No, all FRP representatives have specific items to discuss with students and are permitted access to the student’s information. However, care should be taken not to share this information with parents or others.

19. Frequently Asked Questions Can students change their FRP representative during a semester? No. NOTE: If the students change their major and are still eligible for the FRP, they will be assigned to a FRP representative in the new broad program category for the next semester.

20. Frequently Asked Questions How long do students remain in the FRP System? Students will remain in the FRP System: • If grade point average is 2.0 or higher • Until 30 credits are earned • As long as they are registered (unless they fail to register for two consecutive terms) FRP faculty representatives will receive new students to replace those who have left the College or are no longer eligible to participate in FRP.

21. Frequently Asked Questions What information will the FRP representatives have available online when they are communicating with their assigned students? • Student’s name • Student’s transcript • Student’s major • Student’s goal • Evaluation of the Student’s Program (degree audit) • CCAC catalog (linked) • Student Handbook (linked) • Four Ultimate Pocket Guides (linked) • Limited Enrollment Program Contact List (linked) • Transfer Guide (linked)

22. Frequently Asked Questions Can the FRP representative contact their assigned students from home? Yes, information about the students can be obtained through CCAC Central and students can be contacted by e-mail or phone. NOTE: If calling from home, FRP representatives should note that students with Caller ID will receive the FPR representatives’ home phone number.

23. Frequently Asked Questions Is there a deadline for completing the contacts with the Students designated through the FRP? There is no deadline in the FRP requirements for completing the contacts, however it is suggested that contacts be made between the 4th and 7th weeks of the 15 week semester so that the students are contacted before mid-term.

24. Frequently Asked Questions How many times should the FRP representative contact their assigned students? Ideally, two contacts should occur, including an initial telephone or e-mail contact where you introduce yourself and explain the FRP Program and a second contact when you review the student’s goal and academic progress, answer any questions the student may have, and make any referrals to appropriate academic or support services. Face-to-face interaction, telephone conversations, or a series of e-mails should be able to accomplish the aim of the FRP.

25. Frequently Asked Questions How will the students identified to participate in the FRP be informed about the Program? The qualified students will be sent a post card that gives the name of their FRP representatives and some general information about FRP.

26. Frequently Asked Questions How should I introduce myself to the students who have been assigned to me? When calling or sending e-mail to your FRP students, indentify yourself as the FRP faculty representative.   Hello, I’m ______, your Faculty Resource Program representative. Your records indicate that you are making academic progress at CCAC. I would like to provide you with an opportunity to ask any questions about the programs or services of the College.

27. Frequently Asked Questions Do FRP representatives sign registration forms, degree audit forms, change of major forms, or course substitutions/waivers? No. FRP representatives will refer students who need registration forms, degree audit forms, change of major forms, or course substitutions/waivers to the Advisement Center. FRP representatives do not function as Advisement Center advisors.

28. Frequently Asked Questions Why is it important to discuss the student’s goal? Achievement of students’ goals is a critical data element in the determination of the effectiveness of student retention. If the goal of the student has changed, please record this on the Update/View Questions screen.

29. Frequently Asked Questions What should I say if in reviewing a student’s record I see that he/she still needs to enroll in a developmental class or that there is a grade of “D” in a developmental class? I see from your list of courses that you still need to enroll in (title of the course) and it would be to your academic advantage to enroll in that class during this next semester. This class should be scheduled through the Academic Advising Center, which is in room ______________.  

30. Frequently Asked Questions How does the FRP representative respond to a student who complains about a staff member, financial aid, a cancelled class, another faculty member, etc.? Please indicate that the FRP representative does not handle complaints and that the College has an Academic Complaint Procedure and a complaint process and that these are outlined in the Student Handbook. Academic problems, such as a challenge about a grade begin with the faculty, are then reviewed by the Department Head, and proceed to the Associate Dean. Issues related to financial aid, student life, or registration processes are handled by the Dean of Student Development.

31. Frequently Asked Questions If I have a question regarding FRP, or if a student asks about something and I am not sure which dept/administrator/contact to refer to, who can I contact? If the question is of a technical nature, contact the Help Desk. If the question pertains to a College policy or process, contact your Campus Dean or Associate Dean.

32. Frequently Asked Questions The feedback form of the FRP asks if the FRP representative has met with the student. How should the representative respond if the interaction was all by phone and/or Electronically? Whether the interaction with the student is via telephone, email, or in person, respond “Yes” on the feedback form. If a phone has been disconnected or there is an inactive e-mail address, please record this in the comments section on the feedback form.

33. Frequently Asked Questions How will I know that it is time to begin to contact the students designated for me through the FRP? In the 4th week of the 15-week semester you will receive a message indicating that it is time to begin contacting your designated students.

34. Frequently Asked Questions How does an FRP representative access information about her/his designated students? The FRP information is accessed through CCAC Central using the same process as used to submit attendance and grades. NOTE: Non-teaching FRP representatives need a User ID and Password to access CCAC Central. Assistance is available from the CCAC Help Desk.

35. Frequently Asked Questions How do I obtain the list of the students who I will be working with through the FRP? To obtain the list of students follow these steps: • Go to the CCAC Home Page, choose CCAC Central and log in normally. • Choose Faculty Resource Program on the right side of the screen (gray bar); the Faculty Resource Program Menu appears. • Choose the first item, FRP-Individual Student Information • Choose the current term and Submit; this will provide you the list of your assigned students for the semester

38. Frequently Asked Questions The FRP representative will have access to data about each assigned student. How do you access this information? On the screen that lists your FRP assigned students, click the arrow to the right of each student’s name to open a drop-down menu that lists the items you can see including: • Student’s transcript • Student’s major—found on the FRP-Individual Student Information Screen • Student’s goal—found on the FRP-Individual Student Information Screen • Evaluation of the Student’s Program (degree audit) • A current CCAC catalog (linked) • Student Handbook (linked) • Four Ultimate Student Guides (linked) • Limited Enrollment Program Contact List (linked) • Transfer Guide (linked)

40. Frequently Asked Questions How do I provide feedback to the College about the contacts that were made with the FRP assigned students? After you have interacted with an FRP assigned student, respond to the questions located in the drop down menu for each student.  

42. Frequently Asked Questions After interacting with one FRP assigned student, how to I obtain the information on another assigned student? After submitting the information for the six (6) questions you will be returned to the Faculty Resource Program Information menu. Select FRP-Individual Student Information and you will have access to the information for your other assigned students.

44. Frequently Asked Questions Can I obtain a list of all of the FRP assigned students with some general information about them? Yes, by selecting FRP - Summary List you will open a listing of all of the FRP assigned students, attempted credits, earned credits, and their grade point averages.

46. Frequently Asked Questions What if I see more than one major listed for a student? Datatel tracks all student program changes. When more than one program major is listed the first one is the current major. This information is on the FRP-Individual Student Information screen as part of the drop down menu.

47. Frequently Asked Questions What should I do if a student’s phone number and email address is incorrect? If you find incorrect student contact information (telephone number and/or email address) record this in the comments section of the feedback item on the student’s FRP Student Question screen and continue to contact the other FRP assigned students. Also, encourage the students to go to CCAC Central and up-date addresses, phone numbers, and e-mail addresses.

48. Frequently Asked Questions Is there any way for me to obtain an electronic list of the students who I have contacted? Yes. Choose FRP Group Status. All of your assigned students will appear with a listing of the responses you have entered on each of the six questions.

50. Frequently Asked Questions What will happen with the feedback I provided? At the end of each semester, the responses will be compiled and shared with the college community by the Institutional Research staff.