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Foothill-De Anza Community College District CUMREC 2001 WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS AND RETENTION.

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Presentation on theme: "Foothill-De Anza Community College District CUMREC 2001 WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS AND RETENTION."— Presentation transcript:

1 Foothill-De Anza Community College District CUMREC 2001 WEB-BASED TECHNOLOGIES FOR STUDENT SUCCESS AND RETENTION

2 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District California Institutions of Higher Education California Community Colleges (107) California State Universities (23) University of California (9) Independents and Private Institutions California Higher Education System

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 Anza25,000 Foothill17,000

5 Foothill-De Anza Community College District The best way to plan for the future is to invent it. Alan Kay Planning Assumption

6 Foothill-De Anza Community College District Introduction to the Project

7 Foothill-De Anza Community College District High Level Definition of Project Student Success, Retention and Access Increase transfer rates Increase degree/certificate completions Data driven decision making

8 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District How we started Fourteen-month backlog in transfer transcript evaluation Lost folders and transcripts Counselor focus on paperwork, not students

10 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District More than CATS CATS foundation for student success Individual Education Plan Electronic Student Portfolio Electronic Transfer Admission Guarantee (eTAG)

13 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District TAG is an acronym for Transfer Admission Guarantee used by the CSU, UC and CCCs 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 What is eTAG?

19 Foothill-De Anza Community College District The IEP Cycle Smart Card Data Applied Student Follows IEP Counselor / Student Meeting Build IEP / Recommend Interventions Data is Analyzed Transcript Data Scanned into System Student Applies Grades Applied to IEP Counselor / Student Review Meeting Repeat Process Student Receives Smart Card eTAG

20 Foothill-De Anza Community College District 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 eTAG Project Team Members

21 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District Technical Infrastructure

23 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District Project Attributes (cont.) Students gain direct access to information Transcript info Transfer info IEP progress toward major and transfer

25 Foothill-De Anza Community College District Project Components 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 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District Network Departmental Users CATS Process Archive External Optical Disk Drive Optical Juke Box Mainframe Degree Audit Reporting System Scan Student Transcripts Financial Aid Documents Student Applications STARRS IP Scan Station Scan Station Scanner 3 Data Files Image Text EDI

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

29 Foothill-De Anza Community College District eTAG Strategy Community Colleges Community Colleges Universities Outreach to the student IEP system (Workflow) Project Assist (Workflow) 4 year system BizTalkBizTalk BizTalkBizTalk Application (Business Logic) Business Documents (Transaction Data) Schema (Mapping Logic) Statewide Solution BizTalkBizTalk

30 Foothill-De Anza Community College District 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 IEP / Transcripts 2-Years IEP / Transcripts 4-Years BizTalk

31 Foothill-De Anza Community College District Net Effect for: Counselors Student Services Support Staff Students Institution

32 Foothill-De Anza Community College District Counselors Less time hunting for records More quality time for students More consistent and accurate information for students

33 Foothill-De Anza Community College District Student Services Support Staff Reduces the Manual Processes Creating Student Files Tracking Student Files Evaluating Transfer Transcripts Enhances customer service

34 Foothill-De Anza Community College District Students Student goal attainment Student satisfaction Placement rate in the workforce Degree/certificate completion Transfer rate and number Fall-to-fall persistence

35 Foothill-De Anza Community College District Institution Enrollment Management Research Planning

36 Foothill-De Anza Community College District Whats next?

37 Foothill-De Anza Community College District

38 Demonstration

39 Foothill-De Anza Community College District 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 Foothill-De Anza Community College District How to reach us... Website: Kathy Kyne Larry Miller Doug Norton Hershey Business Systems Hershey.com


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