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The Power of the Portal: Developing the Campus Community While Enhancing Self-Sufficiency Sarah Courtney Kathryn Jennings Julie Skolds University of Maine.

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Presentation on theme: "The Power of the Portal: Developing the Campus Community While Enhancing Self-Sufficiency Sarah Courtney Kathryn Jennings Julie Skolds University of Maine."— Presentation transcript:

1 The Power of the Portal: Developing the Campus Community While Enhancing Self-Sufficiency Sarah Courtney Kathryn Jennings Julie Skolds University of Maine StudentAffairs.com – Virtual Case Study 2005

2 What Is a Portal? …an entrance or doorway…You could think of a portal as a starting place for people to begin their cyberjourney (Dominick, Sherman, & Messere, 2000, p. 132). …a personalized collection of information, content, and services (Pickett & Hamre, 2002, p. 37). …an online service that provides a personalized, single point of access (single sign-on) to resources that support the end-user in one or more tasks (resource discovery, learning, research, etc.) The resources made available via a portal are typically brought together form more than one source (http://www.usask.ca/web_project/uwebd/portals_faq.html, retrieved on February 16, 2005).http://www.usask.ca/web_project/uwebd/portals_faq.html

3 Vertical Enterprise Portals For the purpose of a higher education institution, a vertical portal should be used. They are designed to support: Specific functions Processes Applications All must be tailored to the individual user. (Collins, 2003, p.34) Contains: My Front Page Channels Navigation links Advanced search capabilities Directories Graphics Alerts A VEP is a portal that delivers organization- specific information in a user-centric way ( Strauss, 2002, p.36 + 38).

4 The Impact on Student Affairs: We can use technology to communicate with students, customize our interactions with them without being restricted by time or place. Technology can enable us to make students more knowledgeable about the many resources available to them, and provide needed information when they encounter a problem. We can use technology to make our service, programs, and facilities more efficient and user- friendly. (Upcraft & Goldsmith, 2000, pp.224)

5 Why a Customized Portal? Will offer advanced search technology that enables the student to have immediate and easy access to information pertinent to their college experience Enables more efficient use of an individuals time Allows customization to meet each individuals needs Create and reinforce university communities, enhancing the experience of the individual, resulting in stronger ties to the campus community (Katz, 2002) To enhance the universitys image Maintain alumni network Improve administration efficiency Integrate and streamline information and services (Pearce, 2003, p. 63)

6 Why a Customized Portal? (Cont.) Compelling reasons to develop a portal are that an increasingly internet-savvy student body expects it, and the horse is already out of the barn (Daigle & Cuocco, 2002, p.112). Portals provide views of the institution that reflects an individual relationship at various stages of his or her life (Daigle & Cuocco, 2002, p.113).

7 Portals at Smaller Institutions: Need to be smaller than those at large schools The community is smaller and so the portal should be smaller Foster a more personal learning environment Small schools already have the luxury of small class rooms, the ability to group work, and time and attention from faculty. Portals can only increase this personalized education, by allowing students to interact with classmates and teachers outside classroom, through postings, updates, and interactive chats Empowers students to do things for themselves making them active participants in their college career Increase attendance at events, including sporting events, by creating a buzz and getting students to discuss upcoming events over the computer

8 Planning and Implementation Teams: Member Recommendations Current Members Director of Residence Life Representative from Office of Communications President of Faculty Senate New Members A female and a male student Representative from the Office of Research, Assessment, and Planning Classified Staff Member Representative from Alumni Relations Dean of Students

9 Phase One: Ellingsburg University Goals for Intranet Portal Improve access to college information through a self-service user friendly, personalized environment Aid in the development of a personalized niche for each student, by facilitating easier access to information, events, and others with the same interests Promote constant communication, data sharing, and support between university departments and faculty Create a continuous and inclusive connection among alumni and the university

10 Recommended Channels EU Headlines Local/National/ World Headlines My Playlist My Links Dinning Service My Student Organizations EU Library Google Search EU Search Personal Calendar Directories Student Records Class Schedule EU Sports Account Balance Todays Menu Breakfast Lunch Dinner Hours Ask a Librarian Circulation Record Library Search Academic Calendar Today at EU Dates to Know Registration Tuition Statement Grades DARS Financial Aid Status Change of Address Title Instructor E-Reserves Display Textbooks Buy Textbooks Faculty/Staff/Dept./Students Student Employment Listings Payroll ME: My Ellingsburg

11 Channels Chosen Because: Accurate representation of what the students will need and want to have the option of having on their personalized web page Want the functions to fit the institution and give the university community easy access to important information through self-service Encourage community building by allowing community members to personalize content, therefore taking ownership of their identity and level of commitment to the university Keep Ellingsburg University building at a competitive pace with larger and more elite institutions

12 Gathering Feedback: Design a web based survey using Survey Monkey to get an idea of what is wanted in the portal Administer survey through campus e-mail incentive Anonymous suggestion box in dining hall and student union Focus Groups when a mock up of proposed portal is finished to get feedback on further changes; dinner will be provided to those who attend: Student focus groups will be run by the students on the committee Faculty focus groups will be run by the faculty senate member on the committee Staff focus groups run by staff member

13 Technology Based Systems Ellingsburg Should Use: Single-sign on portal system WebCT for courseware development and delivery First Class Higher Education for student web access, messaging and calendar services Oracle Portal for Intranet development Oracle Database and Applications for electronic forms and workflow

14 Security Issues Colleges and universities must strive to achieve what technologists refer to reverentially as single sign-on. These systems need to be secure and to handily recognize an individuals authorizations, based on roles and other personal attributes. In essence, the information system must be able to know up front that John Doe is really John Doe and that Dr. Doe is a tenured faculty member. (Katz, 2002, p.11). Portals are doorways to a wealth of information, therefore they are susceptible to the threat of hackers. When different application systems (FirstClass, Oracle, and WebCT) are integrated, the task is to remember to also integrate security amongst the programs in order to protect the entire portal. (Sullivan, 2004, p.56+168)

15 MEMy Ellingsburg ME Log In: Enter Id: Enter Password: Register if this is your first time to the online community. For help with ME, call IT Help Desk at 555-5555 or e-mail ithelpdesk@ellingsburg.edu

16 ME HelpHelp | EU Homepage | Log OutEU HomepageLog Out Personalize Content WWW WWW.ELLINGSBURG.E DU ME WWW WWW.ELLINGSBURG.E DU ME Add Drop Registration Financial Aid WWW Hello, Student Friday, February 18, 2005 My Ellingsburg Weather Powered by the Weather Channel EU Headlines EU Sports My Playlist My Links Local/National/World Headlines Daily University Update First Class Academic Calendar Today at EU Dates to Know AccountBalanceAs Of Moose Card1204.6702/20/05 The Moose Menu Breakfast Lunch Dinner EU LIVE WEB CAM: My Activities: Library: www.Ellingsburg.edu Search CRNCourse #TitleDaysTimesLocationInstructor 1012101Intro. to Biology M, W, F10:10 – 11:00 BLDSusan Peabody E- Reserves Link to Buy Textbooks My Class Schedule: Circulation Record Library search Library Information Ask a Librarian? Student Records: Registration Tuition Statement Change of Address Grades DARS Financial Aid Directories: Faculty / Staff Departments Students Student Health Services: Insurance Relay Health Office Information Student Employment: Job Opportunities Payroll

17 Student Employment: ME HelpHelp | EU Homepage | Log OutEU HomepageLog Out Personalize Content WWW WWW.ELLINGSBURG.E DU ME WWW WWW.ELLINGSBURG.E DU ME Add Drop Registration Financial Aid WWW Hello, Student Friday, February 18, 2005 My Ellingsburg Weather Powered by the Weather Channel EU Headlines EU Sports My Playlist My Links Local/National/World Headlines Daily University Update First Class Academic Calendar Today at EU Dates to Know AccountBalanceAs Of Moose Card1204.6702/20/05 The Moose Menu Breakfast Lunch Dinner EU LIVE WEB CAM: My Activities: Library: www.Ellingsburg.edu Search CRNCourse #TitleDaysTimesLocationInstructor 1012101Intro. to Biology M, W, F10:10 – 11:00 BLDSusan Peabody E- Reserves Link to Buy Textbooks My Class Schedule: Circulation Record Library search Library Information Ask a Librarian? Student Records: Registration Tuition Statement Change of Address Grades DARS Financial Aid Directories: Faculty / Staff Departments Students Student Health Services: Insurance Relay Health Office Information Students name Local Weather EU Newspaper headlines Sports Scores Personalized Playlist linked to ITunes Favorite Bookmarked websites Headlines from their favorite news sites University Notices Link to First Class Show daily menus Link to academic calendar The days campus events Important dates to remember such as those shown Interactive calendar linked to First Class Real Time Update of money left on University Card All links to important documents Links to organizations student is involved with Real time update of books borrowed by students with due dates Library search capability from students page On screen library hours and notifications Link E-mail librarian with questions Search engines for directories available on page Live web cam updating pictures from campus regularly Link to syllabus Link to instructors web page Link to articles on syllabus Link to Bookstore to buy textbooks List the insurance student has Log in to Relay Health service Office hours and notifications Job Opportunities Payroll Listing of job opportunities on their front page and show payroll dates, and pay stubs

18 Phase Two: Faculty, Staff, Alumni Portals The committee proposes beginning the project with the student portal, but in order to complete the goals stated earlier encourages the creation of faculty, staff, and alumni portals to soon follow.

19 Recommended Channels Faculty/Staff EU Headlines Local/National/ World Headlines My Links Dinning Service Human Resources EU Library Google Search EU Search Personal Calendar Directories Employee Records Class Schedule Messages from Various University Offices Todays Menu Breakfast Lunch Dinner Hours Ask a Librarian Circulation Record Library Search Academic Calendar Today at EU Dates to Know Change of Address Pay Stubs Tax Forms Insurance Plans Retirement Plans Title Student Rosters with contact information and direct e-mail link E-Reserves Order Textbooks Faculty/Staff/Dept./Students Benefit Forms Compensation Forms Tuition Exemption Family Services Employment Opportunities Training HR News and Events Office of the President Office of the Provost Student Employment Listings Payroll Information ME ME: My Ellingsburg

20 Recommended Channels Alumni EU Headlines Department received degree in EU Library Google Search EU Search EU Bookstore Directories Career Services Medical Center EU Sports Hours Ask a Librarian Circulation Record Library Search Transcript Order Forms Order medical file Faculty/Staff/Dept. Events Services Volunteer Opportunities Alumni news Order Merchandise ME ME: My Ellingsburg

21 Best Practices: Presentation: Usable Format Interactive Layouts Consistent Look and Feel Framework: Effective On-line and Off-line Tools, While Encouraging Action Based on Each Persons Role Platforms and Programs that Evolve with the Needs of the Institution (Duffner, 2001, p. 2) Personalization: Raises Efficiency and Comfort Level Creates personalized community Integration: Use of Various Databases Lowers Operating Costs (Duffner, 2001, p. 2)

22 My UW: An Exemplar Educational Portal The following slide is the front page to the MyUW student portal at the University of Washington. After reviewing several portal cites from institutions of higher education, we found that MyUWs cite was the one we consistently returned to. We liked its organization, channel content, and aesthetic look. It was not too crowded and not too bare. Even though UW is a large university, we found that we were able to utilize their cite for inspiration for our small liberal arts school.

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24 Portals at Smaller Institutions Challenges: In order for a portal to serve the community as intended, universities need to make investments and changes in: Information Technology Institutional policies Portals complicate who has access to what info and why, which may lead to questions as to who is a member of the community. Policies will need to be created to address outside advertising. (Katz, 2002, p.12)

25 Portals at Smaller Institutions Challenges (Cont.): How will student information be used to populate alumni profiles? (Katz, 2002,p.12) Difficulty getting everyone on campus to accept a campus-wide technology initiative (Grant & Anderson, 2002, p. 23-32) Universities must make extra efforts to ensure that the portal stresses community building to help build and not break down loyalty (Katz, 2002,p.12) Technology on campus also brings its own set of legal concerns, computers create: New privacy concerns Potential copyright disputes Free speech concerns (Kaplin & Lee, 1995, p.9)

26 Portals at Smaller Institutions Challenges (Cont.): Small campuses may not have the staff to provide sophisticated applications and a dynamic web presence (Barratt, 2003, p.381). Automation, paperless transactions, and one-stop self- service shifts greater responsibility and participation in administrative services to the customer, and this changes the need for labor as well as the division of labor within the organization (Kvavik, 2002, p.66). Staff, Faculty, and Administration Small schools tend to have more staff, faculty, and administration who wear multiple hats. Attention to updates to the portal and requests from the portal may tax an already overwhelmed staff. Staff, faculty, and administration charged with these tasks will need good training and a large and supportive IT department.

27 ME: The committee concludes that Ellingsburg University will benefit greatly from the implementation of a portal that is sized to the institution, configured to the needs of the universitys population, and fosters the Ellingsburg commitment to community. This project will bring Ellingsburg up-to-date with the technological advances in higher education, assist in the retention of students, and create a more knowledgeable and collaborative community.

28 References: Barratt, W. (2003). Information technology in student affairs. In S.R. Komives, Woodard, D. Jr. & Associates (Eds.), Student services: A handbook for the profession (pp. 379-396). San Francisco: Jossey Bass. Collins, H. (2003). Enterprise knowledge portals. New York: AMACOM. Daigle, S.L. & Cuocco, P.M. (2002). Portal technology opportunities, obstacles, and options: A view from the California State University. In R. Katz (Ed.), Web portals & higher education (pp.109- 123). San Franscico: Jossey Bass. Dominick, J.R., Sherman, B.L. & Messere, F. (Eds.). (2000). Broadcasting, cable, the internet, and beyond: An introduction to modern electronic media. Boston: McGraw Hill. Duffner, R. (2001). Portals unlock the knowledge that drives business value. Retrieved February 20, 2005. http://www.kmworld.com/publications/whitepapers/portals/duffner.htm.http://www.kmworld.com/publications/whitepapers/portals/duffner.htm Grant, G.B. & Anderson, G. (2002). Customer relationship management: A vision for higher education. In R. Katz (Ed.), Web portals & higher education (pp.23-32). San Franscico: Jossey Bass. Kaplin, W. A. & Lee, B.L. (1995). The law of higher education. San Franscico: Jossey Bass. Katz, R. N. (2002). Web portals & higher education. San Franscico: Jossey Bass. Kavavik, R. B. (2002). E-business in higher education. In R. Katz (Ed.), Web portals & higher education (pp.41-67). San Franscico: Jossey Bass. Pickett, R. & Hamre, W. (2002). Building portals for higher education. New directions for institutional research. (113), 37-55. Pearce, L. (2003). Institutional portals: A review of outputs. The new review of education and library research 2003, 61-84. Strauss, H. (2002). All about web portals: A home page does not a portal make. In R. Katz (Ed.), Web portals & higher education (pp.33-40). San Franscico: Jossey Bass. Sullivan, D. (2004). Proven portals: Best practices for planning, designing, and developing enterprise portals. Boston: Addison-Wesley. Upcraft, M.L. & Goldsmith, H. (2000). Technological changed in student affairs administration. In Barr, M.J. & Desler, M. & Associates (Eds.), The handbook of student affairs administration (pp. 216-228). San Franscico: Jossey Bass. UWEBD. What is portal? Retrieved on February 16, 2005. http://www.usask.ca/web_project/uwebd/portals_faq.html http://www.usask.ca/web_project/uwebd/portals_faq.html


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