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Andy Sadouskas, Director of Residential Life Jennifer Hamilton, V. P. Office of Communications Charlie Roberts, Dean of Students Jess Sweitzer, Faculty.

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Presentation on theme: "Andy Sadouskas, Director of Residential Life Jennifer Hamilton, V. P. Office of Communications Charlie Roberts, Dean of Students Jess Sweitzer, Faculty."— Presentation transcript:

1 Andy Sadouskas, Director of Residential Life Jennifer Hamilton, V. P. Office of Communications Charlie Roberts, Dean of Students Jess Sweitzer, Faculty Senate President Cranberry: A Portal Conception for Ellingsburg University

2 Introduction Members of the Presidents executive staff, thank you for having us today. Members of the Presidents executive staff, thank you for having us today. This presentation introduces our proposal for a customized portal. The first two- thirds is focused on answering the first five of seven questions posed to us by the new Technology Director.

3 Introduction (cont.) This is followed by question number six and an actual mock up of the proposed portal, Cranberry. The presentation concludes with a listing of good practice sites and pertinent literature/references in answer to question number seven.

4 Why a customized portal and not just use the university web presence? Why a customized portal and not just use the university web presence?

5 Customized Portal vs. Web Presence At Ellingsburg University we are in the process of revamping our current campus technology systems. As part of this effort our committee has been charged with developing a portal. At Ellingsburg University we are in the process of revamping our current campus technology systems. As part of this effort our committee has been charged with developing a portal. This decision was made based on a review of pertinent literature that explains why institutions are choosing portals over their current web presences. This decision was made based on a review of pertinent literature that explains why institutions are choosing portals over their current web presences. The next few slides contain quotes from the literature that support the decision to replace our current web presence with a portal. The next few slides contain quotes from the literature that support the decision to replace our current web presence with a portal.

6 Customized Portal vs. Web Presence (cont.) Portals facilitate the discovery of people, organizations, and content in a meaningful context. Portals are secure, offering user authentication, credential mapping and sensitive data encryption. Portals are personalized, proactively providing customized desktops based on the users role to the community (Ethridge, Hadden & Smith, 2000, p. 13). Portals facilitate the discovery of people, organizations, and content in a meaningful context. Portals are secure, offering user authentication, credential mapping and sensitive data encryption. Portals are personalized, proactively providing customized desktops based on the users role to the community (Ethridge, Hadden & Smith, 2000, p. 13). If you want to help students succeed, you must involve them in active, personal, and meaningful learning that appropriately supports their development within an inclusive, collegial, and empowering educational community (Harr, 2002, p. 10). If you want to help students succeed, you must involve them in active, personal, and meaningful learning that appropriately supports their development within an inclusive, collegial, and empowering educational community (Harr, 2002, p. 10).

7 Customized Portal vs. Web Presence (cont.) Our task, as student development educators, is to design our systems and procedures in ways that challenge and empower students to learn while providing the appropriate degree and elements of support. In terms of information system design, this would mean front-loading support with easy-to-use tools and directly accessible resources while encouraging students to take an active and self-responsible role in their own educational endeavors (Harr, 2002, p. 10). Our task, as student development educators, is to design our systems and procedures in ways that challenge and empower students to learn while providing the appropriate degree and elements of support. In terms of information system design, this would mean front-loading support with easy-to-use tools and directly accessible resources while encouraging students to take an active and self-responsible role in their own educational endeavors (Harr, 2002, p. 10). …we learn that on a typical day, 26 % of college students use some type of instant messenger. These data suggest students are active Internet users, computers are already integrated into their lifestyle and communities, and they are already creating their own virtual campuses (Barratt & Potts, 2002). …we learn that on a typical day, 26 % of college students use some type of instant messenger. These data suggest students are active Internet users, computers are already integrated into their lifestyle and communities, and they are already creating their own virtual campuses (Barratt & Potts, 2002).

8 Customized Portal vs. Web Presence (cont.) Put simply, an ins1titutions portal is designed to make an individuals web experience more efficient and thereby make the institution as a whole more productive and responsive (Looney & Lyman, 2000). Put simply, an ins1titutions portal is designed to make an individuals web experience more efficient and thereby make the institution as a whole more productive and responsive (Looney & Lyman, 2000). At the most basic level, portals gather a variety of useful information resources into a single, one-stop Web page, helping the user to avoid being overwhelmed by infoglut or feeling lost on the Web (Looney & Lyman, 2000). At the most basic level, portals gather a variety of useful information resources into a single, one-stop Web page, helping the user to avoid being overwhelmed by infoglut or feeling lost on the Web (Looney & Lyman, 2000). Most simply put, a student portal is a personalized, student-centric view of College Web resources (Harr, 2002, p. 5). Most simply put, a student portal is a personalized, student-centric view of College Web resources (Harr, 2002, p. 5).

9 Portal Customization Portal users can change... Portal users can change... Font Font Backgrounds Backgrounds Color Scheme Color Scheme Calendar Information Calendar Information

10 What portal channels do we recommend and why?

11 Portal Channels Check grades Check grades Drop/Add courses Drop/Add courses Class schedules Class schedules Course registration Course registration View/Print unofficial transcripts View/Print unofficial transcripts Check degree requirements Check degree requirements Admissions information Admissions information Check status of admission application Check status of admission application Academic advisor information Academic advisor information Current faculty office hours Current faculty office hours Student organization information Student organization information Athletics information Athletics information View/Pay bill View/Pay bill

12 Portal Channels (cont.) Residence hall room selection Residence hall room selection Review and accept/deny financial aid award package Review and accept/deny financial aid award package Check Check Library services Library services Directory services Directory services Health and Wellness services Health and Wellness services Student code of conduct/Judicial information Student code of conduct/Judicial information Dining hall information Dining hall information Computer services Computer services Payroll forms Payroll forms Career services Career services Alumni/ae services Alumni/ae services

13 Portal Channels (cont.) Customized calendar Customized calendar Announcement board Announcement board Chat rooms Chat rooms Course management tools Course management tools Administrator-specific functions Administrator-specific functions Disability services Disability services Multicultural Affairs Multicultural Affairs LGBTQA student services African-American student services Latino/a student services Native American student services Asian-American student services International student services

14 Portal Channels (cont.) Human Resources Human Resources Job opportunities Job opportunities Benefit package Benefit package Online job application Online job application Automatic book ordering system Automatic book ordering system Parking information Parking information Purchase parking permits online Purchase parking permits online Parking maps Parking maps Online parking ticket payment Online parking ticket payment Orientation registration and information Orientation registration and information Online campus tour Online campus tour Campus map Campus map Information Technology online help services Information Technology online help services Institutional Research Institutional Research Campus safety Campus safety Academic support services Academic support services

15 Portal Channels (cont.) The aforementioned portal channels were chosen based on a review of the pertinent literature, those included in good practice sites, and personal recommendations. The aforementioned portal channels were chosen based on a review of the pertinent literature, those included in good practice sites, and personal recommendations. The following slides include quotes from the literature that support our portal channel choices. The following slides include quotes from the literature that support our portal channel choices.

16 Portal Channels (cont.) …enable campus organizations (for example, clubs or interest groups, students or faculty government associations, fraternities/sororities, etc.) to distribute content, communicate and collaborate, and deliver surveys to their membership through an online environment similar to the course sites with which they are already familiar (Blackboard, Inc., 2004). …enable campus organizations (for example, clubs or interest groups, students or faculty government associations, fraternities/sororities, etc.) to distribute content, communicate and collaborate, and deliver surveys to their membership through an online environment similar to the course sites with which they are already familiar (Blackboard, Inc., 2004). When integrated with student information system, class schedules, exams and other academic information can be placed on the calendar (Volchock, 2000). When integrated with student information system, class schedules, exams and other academic information can be placed on the calendar (Volchock, 2000).

17 Portal Channels (cont.) Faculty can send announcements to all students in a particular class. Through commerce interfaces, book lists for each class can be posted and links to the campus bookstore or external bookstores can be provided (Volchock, 2000). Faculty can send announcements to all students in a particular class. Through commerce interfaces, book lists for each class can be posted and links to the campus bookstore or external bookstores can be provided (Volchock, 2000). …containing information and University announcements; a student, faculty, and staff recognition area; personalized calendar; popular news media outlets; and a searchable directory (Conway & Hubbard, 2003). …containing information and University announcements; a student, faculty, and staff recognition area; personalized calendar; popular news media outlets; and a searchable directory (Conway & Hubbard, 2003). …containing the University value statements, student handbook, code of conduct, and judicial procedure (Conway & Hubbard, 2003). …containing the University value statements, student handbook, code of conduct, and judicial procedure (Conway & Hubbard, 2003).

18 Portal Channels (cont.) …simplifies course enrollment with sample class schedules, class key-word searches, and access to require class enrollment dates (PeopleSoft, 2004). …simplifies course enrollment with sample class schedules, class key-word searches, and access to require class enrollment dates (PeopleSoft, 2004). Technology needs to be developed in students affairs in the same way it is developed in other areas of the university community. Not only should the delivery of financial aid applications, admissions applications, housing and registration be done via the Internet, other forms of support for students should be available through this mechanism as well….One advantage of this system is that it is accessible twenty-four hours a day, seven days a week (Blimling & Whitt, 1999, pp ). Technology needs to be developed in students affairs in the same way it is developed in other areas of the university community. Not only should the delivery of financial aid applications, admissions applications, housing and registration be done via the Internet, other forms of support for students should be available through this mechanism as well….One advantage of this system is that it is accessible twenty-four hours a day, seven days a week (Blimling & Whitt, 1999, pp ).

19 Portal Channels (cont.) No two college portals are alike, although most provide a core of common student services. Students typically can register, drop or add courses, look up their grades, and check on what courses they need to complete their degree requirements. Most colleges see Web- based systems and individual course schedules as other must have portal services, both for students, and faculty members. Beyond offering those basic portal services, colleges can distinguish themselves with extras (Olsen, 2002, p. A32). No two college portals are alike, although most provide a core of common student services. Students typically can register, drop or add courses, look up their grades, and check on what courses they need to complete their degree requirements. Most colleges see Web- based systems and individual course schedules as other must have portal services, both for students, and faculty members. Beyond offering those basic portal services, colleges can distinguish themselves with extras (Olsen, 2002, p. A32).

20 Recommendations for who (what types of people) should be appointed to detailed planning and implementation teams.

21 People If this portal concept is accepted, we believe that the people who are involved in further planning teams, should be the same people that are then involved in the implementation of the portal. This works towards avoiding gaps in information that can occur between planning and implementation teams. If this portal concept is accepted, we believe that the people who are involved in further planning teams, should be the same people that are then involved in the implementation of the portal. This works towards avoiding gaps in information that can occur between planning and implementation teams. The following slide contains our recommendations for areas that should have representation on these planning and implementation teams. The following slide contains our recommendations for areas that should have representation on these planning and implementation teams.

22 People (cont.) Residence Life Residence Life Financial Aid Financial Aid Registrar Registrar Bursar Bursar Judicial Affairs Judicial Affairs Student Affairs/Services Student Affairs/Services Athletics Athletics Communications and Public Relations Communications and Public Relations Development Development Institutional Research Institutional Research Academic Support Academic Support Human Resources Human Resources Information Technology Information Technology Admissions Admissions Library Library Faculty Faculty Chief Academic Officer Chief Academic Officer Chief Financial Officer Chief Financial Officer Students Students Alumni/ae Alumni/ae Health and Wellness Services Health and Wellness Services Academic Deans Academic Deans Career Services Career Services

23 People (cont.) Making a decision on a university-wide portal system, and ensuring the coordinated implementation of such a system, requires early interdepartmental participation and ongoing collaboration (Frazee, 2001, p. 46). Making a decision on a university-wide portal system, and ensuring the coordinated implementation of such a system, requires early interdepartmental participation and ongoing collaboration (Frazee, 2001, p. 46). The development of a student portal will require close collaboration of technical experts, content experts, students, and administrative leadership (Harr, 2002). The development of a student portal will require close collaboration of technical experts, content experts, students, and administrative leadership (Harr, 2002).

24 People (cont.) …portals become more mainstream, student affairs professionals need to be involved in the institutional decisions regarding which platform to adopt. The use of portals will change the way student activities and residence life promote their events, the manner in which campus communication takes place, the interaction between students and faculty/staff, and the interaction between students themselves (Volchock, 2000). …portals become more mainstream, student affairs professionals need to be involved in the institutional decisions regarding which platform to adopt. The use of portals will change the way student activities and residence life promote their events, the manner in which campus communication takes place, the interaction between students and faculty/staff, and the interaction between students themselves (Volchock, 2000).

25 People (cont.) Gilbert (2000) recommends including the following people/areas: Chief Academic Officers, Faculty, Students, Student Affairs, Development, Library, Technology Support, Disability Support Services, Alumni, Registrar, Academic Department Chairs, and Assessment. Gilbert (2000) recommends including the following people/areas: Chief Academic Officers, Faculty, Students, Student Affairs, Development, Library, Technology Support, Disability Support Services, Alumni, Registrar, Academic Department Chairs, and Assessment. Eisler (2001) recommends the following people: Chief academic officer, Dean or department chair, Faculty, Academic support professionals, Chief information officer, IT support professionals, Library, Student Services, Students, Bookstore (p. 14). Eisler (2001) recommends the following people: Chief academic officer, Dean or department chair, Faculty, Academic support professionals, Chief information officer, IT support professionals, Library, Student Services, Students, Bookstore (p. 14).

26 How do we propose to get feedback on what goes in the portal and how it should be organized?

27 Feedback Student focus groups including student government, residence hall sections, student organizations, and student athletes. Student focus groups including student government, residence hall sections, student organizations, and student athletes. Faculty and staff focus groups. Faculty and staff focus groups. Note: Focus groups will be conducted during both planning and trial implementation periods. Note: Focus groups will be conducted during both planning and trial implementation periods. Campus wide surveys. Campus wide surveys. Meetings with campus Information Technology professionals. Meetings with campus Information Technology professionals.

28 What technology-based systems need to be able to communicate using the portal?

29 Technology-Based Systems According to Eisler (2001), the following systems are necessary portal components (p. 5): According to Eisler (2001), the following systems are necessary portal components (p. 5): Intranet Intranet Student record system Student record system Human resource system Human resource system Financial record system Financial record system Collaboration user tools Collaboration user tools Electronic mail Electronic mail Public information Public information Campus information Campus information Library Library Course management tools Course management tools

30 Technology-Based Systems (cont.) A portal must, by definition, tie together existing information systems (Frazee, 2001, p. 47). A portal must, by definition, tie together existing information systems (Frazee, 2001, p. 47). A single sign-on of user ID and password will be used, along with a time-based security function. A single sign-on of user ID and password will be used, along with a time-based security function. The single sign-on ultimately delivers more than just ease of use (Mickool, 2004). The single sign-on ultimately delivers more than just ease of use (Mickool, 2004). The need for privacy, security and ease of use must be balanced (Frazee, 2001). The need for privacy, security and ease of use must be balanced (Frazee, 2001).

31 Technology-Based Systems (cont.) In providing access to personal information, access to personal university information, campus portals encounter the same risks as other elements of the campus network. Portals face denial of service attacks, Web alteration, fraud, and identity theft. They must also support network-level security, encryption, and session- management, and authentication to safeguard sensitive information and prevent unauthorized access (Eisler, 2003). In providing access to personal information, access to personal university information, campus portals encounter the same risks as other elements of the campus network. Portals face denial of service attacks, Web alteration, fraud, and identity theft. They must also support network-level security, encryption, and session- management, and authentication to safeguard sensitive information and prevent unauthorized access (Eisler, 2003).

32 Technology-Based Systems (cont.)...Unicode support that will enable customers to maintain data and user interfaces in virtually any language through a single database...Unicode support will allow customers to use languages with non-Western character sets such as Arabic, Japanese, and Thai with their existing database. With support for all international character sets, higher education customers can now view and maintain student, faculty and staff data in any language, enabling a truly global implementation (PeopleSoft, 2004)....Unicode support that will enable customers to maintain data and user interfaces in virtually any language through a single database...Unicode support will allow customers to use languages with non-Western character sets such as Arabic, Japanese, and Thai with their existing database. With support for all international character sets, higher education customers can now view and maintain student, faculty and staff data in any language, enabling a truly global implementation (PeopleSoft, 2004).

33 How are we planning to organize the portal pages?

34 Ellingsburg University Est Ellingsburg University Future Students Students Faculty/Staff Alumni Community Hamilton Hall, a home for many first year students Cranberry Campus Portal, Rolling Hills, Botonia Maryland * telephone: * fax: * sadouska Connect to your Cranberry Portal! The single sign on ultimately delivers more than just ease of use….A final area that requires significant thought and research is session management and appropriate time out sessions….This gives the user time to think and write thoughtful responses to s. However, financial aid information remain displayed on a screen for more than a few minutes when there is no activity. An integration framework for session management ( Mickool, 2004).

35 Current Students Cranberry Campus Portal

36 Skating tonight…. Your laundry is done You need to fill out your FASFA… Calculus canceled… Ellingsburg University Est Welcome to Cranberry, Andy Sadouskas! Ellingsburg News and Events Academic Services Campus Services Community Involvement Financial Services Library Services Directory Cranberry Services Cranberry Announcement Board allows students to receive information about billing, when their laundry is done, campus events, professors, and various other sources daily…all depending on the interest of the individuals. For example, it is reported that students at Dartmouth College, a campus of 8,000 students, faculty, and staff, send 25,000 e- mails daily ( Strange & Banning, 2001, p. 188). Calendar function, which will automatically have your class schedule, student organizational meetings, campus events, athletic events, and other items depending on the campus groups you join!

37 Ellingsburg University Est Welcome to Cranberry, Andy Sadouskas! Course Offerings University Catalog Degree Audit Courses Tools Register for Classes Transcripts Cranberry Services Academic AdvisorCheck your gradesClass Schedule Academic Services On-line Directory Financial Services Community Services Campus Services Portal Home Library Services Sample of Inside Pages for Cranberry

38 Prospective Students Cranberry Campus Portal

39 Received Admissions application on January 12, 2005… Waiting on transcripts… Ellingsburg is ranked in the top 10 liberal arts institutions according to the U.S. News & World Report…. Senior Jennifer Hamilton has won the a national chemistry award… Ellingsburg University Est Welcome to Cranberry, Jess Swiezter! Ellingsburg News and Events Admissions Application Community Involvement Financial Services History & Tradition Admissions Staff Cranberry Services Campus Services

40 Faculty/Administrators Cranberry Campus Portal

41 New Chemistry Professor… Fish and Fries, Caesar salad … You need to fill out your I-9 form… Student Council meeting at 8 p.m… Ellingsburg University Est Welcome to Cranberry, Dr. Dafina Stewart! Ellingsburg News and Events Academic Services Cranberry Services Campus Services Human Resources Community Involvement Financial Services Library Services Directory Administrator

42 Alumni/ae Cranberry Campus Portal

43 Class 0f 1999 Five year reunion… Dr. Bob Young has won the Nobel Peace Prize… Alumni/ae trip to the Ellingsburg Art Museum with the president… Ellingsburg University Est Welcome to Cranberry, Charlie Roberts! Ellingsburg News and Events Alumni/ae Photo Album Community Involvement Career Services Make a Donation Alumni/ae Directory Cranberry Services Alumni/ae Magazine Homecoming Weekend

44 Prospective Employees Cranberry Campus Portal

45 Resident Director application received on January 12, 2005… Reviewing applications… Class 0f 1999 Five year reunion… Dr. Bob Young has won the Nobel Peace Prize… Alumni/ae trip to the Ellingsburg Art Museum with the president… Ellingsburg University Est Welcome to Cranberry, Jennifer Hamilton! Ellingsburg News and Events Application Campus Information Benefits Directory Cranberry Services Job Opportunities Academics

46 Identify any pertinent literature and give examples of good practice sites and different models of campus portals.

47 Good Practice Sites PAWS – Louisiana State University (Ethridge, Hadden, & Smith, 2000) PAWS – Louisiana State University (Ethridge, Hadden, & Smith, 2000) Campus Pipeline – Santa Barbara City College (Serban & Fleming, 2002; Pickett & Hamre, 2002) Campus Pipeline – Santa Barbara City College (Serban & Fleming, 2002; Pickett & Hamre, 2002) Artemis – Florida Community College at Jacksonville (Harr, 2002) Artemis – Florida Community College at Jacksonville (Harr, 2002)

48 Good Practice Sites INSITE – Indiana University INSITE – Indiana University More information More information More information More information One1Stop - Brigham Young University One1Stop - Brigham Young University More information More information More information More information Other examples of university portals can be found at: Other examples of university portals can be found at:

49 Different Models The following are some organizations that provide portal design services: The following are some organizations that provide portal design services: PeopleSoft PeopleSoft More information More information More information More information Campus Pipeline Campus Pipeline More information More information More information More information Blackboard Blackboard More information More information More information More information uPortal uPortal More information More information More information More information

50 Works Consulted Barratt, W. (2003). Information technology in student affairs. In S. R. Komives, & D. B. Woodard Jr., (Eds.), Student services: A handbook for the profession (pp ). San Francisco, CA: Jossey-Bass. Barratt, W. & Potts, C. (2002). Where is the virtual campus union? Student Affairs Online, 3 (4), from usunion.htm usunion.htm usunion.htm Blackboard, Inc. (2004). Blackboard community system. Retrieved February 17, 2005, from stem_Brochure.pdf stem_Brochure.pdf stem_Brochure.pdf

51 Works Consulted (cont.) Conway, J., & Hubbard, B. (2003, July 26). From brick to bytes: Building an online activities environment. Student Affairs Online, 4 (3). Retrieved February 13, 2005, from to-Bytes.htm to-Bytes.htm to-Bytes.htm Eisler, D. L. (2001). Campus portals: Supportive mechanisms for university communication, collaboration, and organizational charts. Journal of Computing in Higher Education, 13(1), Eisler, D. L. (2001). Selecting and implementing campus portals. Syllabus, 14,

52 Works Consulted (cont.) Eisler, D. L. (2003, May 1). Campus portal security: Access, risks, and rewards. Syllabus. Retrieved February 15, 2005, from technology.com/print.asp?ID=7625 technology.com/print.asp?ID=7625http://campus- technology.com/print.asp?ID=7625 Ethridge, R. R, Hadden, C. M & Smith, M. P. (2000). Building a personalized education portal: Get a behind- the-scenes look at LSUs award-winning system. Educause Quarterly, 23(3), Frazee, J. P. (2001). Charting a smooth course for portal development. Educause Quarterly, 24(3),

53 Works Consulted (cont.) Gilbert, S. W. (2000, August 17). Portal decisions demand collaboration – can portals support it? TLT Group. Retrieved February 15, 2005, from Harr, G. L. (2002). Connections: A comprehensive student portal. Jacksonville, FL: Florida Community College at Jacksonville. (ERIC Document Reproduction Service No. ED474411) Johnson, K. (2001). A river runs through it: Considerations and issues when evaluating student portals. Student Affairs Online, 2 (1), from m m m

54 Works Consulted (cont.) Looney, M., & Lyman, P. (2000). Portals in higher education. Educase. Retrieved February 15, 2005, from ney.pdf#search='portals%20in%20higher%20education %20looney%20and%20lyman ney.pdf#search='portals%20in%20higher%20education %20looney%20and%20lyman ney.pdf#search='portals%20in%20higher%20education %20looney%20and%20lyman Mickool, R. (2004, April 1). The challenge of single sign- on. Syllabus. Retrieved February 15, 2005, from Olsen, F. (2002, August 9). The power of portals. The Chronicle of Higher Education, pp. A32-A33.

55 Works Consulted (cont.) PeopleSoft. (2004). PeopleSoft announces Campus Solutions 8.9. Retrieved February 15, 2005, from database/press_release.jsp?doc=4E3F54EBD56B F F12 database/press_release.jsp?doc=4E3F54EBD56B F F12 database/press_release.jsp?doc=4E3F54EBD56B F F12 Pickett, R. A. & Hamre, W. B. (2002). Building portals for higher education. New Directions for Institutional Research, 13, Serban, A. M. & Fleming, S. (2002). Evaluation of Campus Pipeline, Spring Santa Barbara, CA: Santa Barbara City College. (ERIC Document Reproduction Service No. ED476335)

56 Works Consulted (cont.) SunGard Data Systems. (2004). SCT Luminis product family packed offerings. Retrieved February 15, 2005, from tml# tml# tml# Timecruiser Computing Corp. (2005). CampusCruiser: A complete web-based higher education enterprise portal. Retrieved February 15, 2005, from Volchok, D. J. (2000). Student affairs and technology: An introduction to the integration of dot.coms and student affairs. Student Affairs Online, 1 (3), from

57 Members of the Presidents executive staff, thank you for reviewing our portal proposal. We look forward to your decision.


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