Getting rid of the Clipboard

1. Getting rid of the Clipboard How one department of 4.5 staff serve over 2,000 students each quarter South Puget Sound Community College

2. Our Staff & Students Asst. Director of Advising & Outreach Ed Planner FT Perm. Ed Planner FT Ed Planner PT New Student Advising & Registration 1,150from 5/21 to 6/25 Ed Planner FT Perm. Undecided Student Advising 896 as of SPRING QTR 2012 Running Start Student Advising 621 as of SPRING QTR 2012 • Problem: How do we serve all these students without having to meet with them all individually? • Move to a system where students choose how to see us • Make resources available online • Focus on certain groups at key points in the quarter • Make walk in quick and easy • Make booking appointments the responsibility of the student 1,000 1,200 680

3. Appointments • No front counter receptionist • Too many students to assign individual advisors • Ever changing advisee list • How do they schedule? • Phone tag • Email overload

4. Appointments Cost: $39.95/ month Free 30 day trial 15% lifetime discount if referred by SPSCC Types of Service Online Scheduling Business Hours Easy Scheduling Different Centers Create different services to help your students plan for their appointment Students make their own appointments online- any time, anywhere up to four weeks in advance You set the hours of operation as well as holidays and contact information Students receive a confirmation email as soon as they schedule. It also sends them a reminder email 24 hours prior to the appointment If you have different advisors or departments that see students they can have their own services & staff calendars

5. Appointments

6. Appointments Highlights of Genbook • Cost: $39.95 per month for unlimited staff • No contracts to sign • Significant upgrades made in just the three years we’ve used it • Students find it easy to use • Web link easy to put on college pages • Can have individual log ins for different departments • Automatically sends an icalendar email to you so it will populate your Outlook calendar • Web-based, no software needed

7. Appointments Considerations • Web-based, shouldn’t ask for SID • Have to coordinate Outlook and Genbook so you don’t “double book” • No way to advertise walk in services • No easy way to schedule multiple students for a group advising session • No way to export data

8. Trying to read student handwriting can be challenging We all love exercise- but walking back and forth from your office to the clipboard to see if anyone has signed in gets old really quick What exactly are you here for? Half the time you can’t read it and the other half of the time they just copy whatever the person before them put down Sometimes it can feel like you are being circled by vultures, or zombies, or something like that! At the end of the month or end of the year then you have to go back and tally all those sign in sheets to figure out how many students you saw. You literally lose hours just to counting names! People keep stealing the pen off the clipboard so then no one can sign in Walk In • Can you read that?! • Pen, oh Pen- where for art thou Pen? • Put on your walking shoes • Survey Says! • Hungry vultures • One, two, three….

9. Walk In Student Management Student Lobby Student History Student Checkout Student Notes Cost: $25,000 Students check in for walk in or appointment visits with the Advising Center The system logs the time they checked in, how long they wait and then how long they meet with an Advisor Advisors can see the last staff member seen and the last date they were seen Services are all customizable so you can list any services you perform in your area. All services can then be ran in reports After meeting with a student staff can write detailed notes which are then available to any other staff member who has access to Who’s Next

10. Walk In Highlights of Who’s Next • Allows for detailed tracking of services and staff who see students • Can run reports in a matter of minutes which can have graphs added to them and downloaded • Data can be exported to Excel or Access • Departments are independent- they can have access to each other or not • Cuts down on student wait time and loss of staff time to checking sign in clipboards

11. Walk In Considerations • Software is not cheap- probably not possible for one department to pay for it • Someone needs to be able to be an administrator to manage the departments • Can take some practice getting used to having the program open during the day

12. Online NSAR ? Move a lot of the in person presentation to an online format. Tailor the online format toward the type of student (Financial Aid, Running Start, Veteran, etc.) so there isn’t the information overload. In person sessions then become just about registration- demo of Degree Audit and Plan Your Schedule. Then we have more time to be hands on helping them out with actual registration and degree planning. All new students came to walk in advising. Someone sat down with them individually and went through all the new student info then set them up with a PIN and advisor Everyone watches a video while we assign their advisor and then they register as they finish watching the video. In person presentation with demonstrations of how to use Degree Audit and Plan Your Schedule to actually select courses. Some class participation. Students can choose to come in person or go online. The online classroom is in modules and there is a quiz at the end for comprehension. Too much repetition and really long wait times. Students never really got how to register themselves. Many didn’t really listen to the video and still had questions about how to register & find their degree Students didn’t like being required to come to a session. Had to run 4 sessions a day three days a week. Online and in person information is too much to cover. Trying to cover everyone which means no one really gets the info they need based on the kind of student they are.

13. Online NSAR Cost: FREE! Email Notification Online Quiz Receive an email every time a student completes the quiz Created the quiz and manage responses in Google Docs

14. Online Videos Cost: $299.00 Free 30 Trial Capture Web Clicks Turn PowerPoint into Video Can record motion so you can walk students through how to use online systems Quickly allows you to take presentations and turn them into video

15. Assessment Scientific Method Question Research Hypothesis Experiment Analyze Analyze Communicate

16. Assessment

17. Assessment Reports • Can track by various periods of time (hour, day, month, year, etc.) • Can run by service, appointment or visit type • Individual users can run their own reports. Administrators can run reports for their department. • Easy to include graphs or download directly into Excel or Access

18. Assessment How was NSAR? • Ask students for feedback about their experience in person or online • Look for trends in information they didn’t understand • Specifically ask for suggestions on how to make the experience even better • Ask about materials we give them- are they useful?

19. Assessment • Ability to track who you are seeing • Ability to track what services they need • Ability to look for spikes or trends over time • Ability to see when new services are needed • Ability to adjust your service hours • Ability to alter the format of service • Ability to quantify what you do • No more long term evening advising • Reduction in on campus NSAR sessions • Walk In Wednesdays • Transfer Workshops & FYE 101 • Tweaks to NSAR presentation & handouts

20. Anne Molenda South Puget Sound Community College 360.596.5432 amolenda@spscc.ctc.edu