1. Academic Advisement Overview and Demonstration June 2008

2. Project Team Diane Whiteley, Project Manager (ESPM) Heather Rhodes, Team Lead (ESPM) Phil Jong, School of Criminology Bing Lee, Academic Advising & Student Success Leigh McGregor, Faculty of Applied Sciences Office

3. Presentation Overview Project Goals and Deliverables Academic Advising Module Features On-line Functionality –Degree Audit BBA Business Major –Degree Audit BA Criminology Major –Self-Service BBA Business Major –What-If Scenarios –Student Exceptions –Analysis Database Query Discussion

4. Project Goal To prototype and evaluate the delivered Campus Solutions 8.9 Academic Advising module in order to assess whether its online and automated advising functionality provides efficient, effective, state-of-the-art tracking of degree progress which will significantly benefit students, staff and faculty at SFU

5. Deliverables Initial Scoping document Staff trained in setting up academic requirements Documentation of gaps for BBA BUS & BA CRIM majors Set up of current academic requirements for BBA BUS & BA CRIM majors as of Fall 2006 (1067) Setup additional academic requirements for other plans as of Fall 2006 and as time permits Documentation of responses from other institutions using Academic Advising

6. Terminology Career (UGRD vs. GRAD) Academic Program (BUS, ARTS) Academic Plan (MAJOR, MINOR, HONOURS) Academic Sub-Plan – CONC, CO-OP Student Group (CR01, ES87) Course List Requirement Requirement Group Courses vs. Units Configurable vs. System-Generated Descriptions

7. Features Overview Degree Progress Report Special Advising Report, e.g., Athletics Program/Plan What-If Course What-If Student Exceptions Analysis Database Setup Reports Setup Summaries

8. Degree Progress Report “Degree Audit.” Tracks the requirements and regulations that a student must satisfy in order to graduate. Analyzes courses student has completed both successfully and unsuccessfully and determines what requirements are outstanding. Tool to help advisors advise students Tool to help students track their requirements as outlined in the SFU Calendar.

9. W5H - Degree Progress Report Who – students and advisors What – on-line report or PDF format Why – graduation check, program and course planning When – anytime Where – access via Web How - on-line, SS

10. Student Exceptions Can be applied to –Student –Program –Plan –Student Group Handles –Course Directives –Requirement Waivers, Overrides, Changes

11. Benefits of Academic Advising Module Decrease line-ups, phone calls, emails to advisors Increase time for academic advising focused on retention Track student degree requirements Simplify student degree and graduation auditing Establish & Formalize degree requirements Establish Consistency in advising Create & Track Exceptions for student, program, plan, group Create Queries & Reports –by individual, career, program, plan, subplan –Analysis Database Track requirement setup

12. Academic Advisement will NOT be perfect - no software is! replace the Advising staff.

13. Live on Advisement University of Alberta University of Waterloo University of Western Ontario Ryerson University Ontario College Application Services Nova Scotia College System California State-Wide University University Of Michigan University Of Utah Art Institute of Chicago University of Louisville Indiana University SUNY Stony Brook University Of Wisconsin- Madison Northwestern University Polytechnic University Regents Of University Of Minnesota Santa Clara University Southern Methodist University Texas Christian University United States Air Force Air University University of St.Thomas Claremont Graduate University Emory University Gemological Institute Of America, CA Grand Rapids Community College James Madison University Palomar College Heartland CC Soon SFU can be added to the list!

14. The three major components of Academic Advisement Module Course Lists ‘Leaf’: identifies the courses Requirements ‘Branch’: finds the course and holds the rules Requirement Groups ‘Tree’: matches students to requirements

15. Analysis is Top Down University Requirements Faculty Requirements Major (Dept) Requirements Electives

16. Building is Bottom Up Course Lists Requirement Group

17. Academic Structure: Business Administration Major Institution - Career - Program - Plan 1 - SFUNV UGRD DBBA (Degree Placeholder) BUS Subplan 1 - ACCTCON BUSCOP FINCONSubplan 2 - Subplan 3 - Plan 2 - BUSMAJ

32. Programs & Plans Setup Completed in Pilot Project First Degree BBA (DBBA) First Degree BBA, with Honors (DHBBA) Business Major (BUSMAJ) Business Honors (BUSHON) Business Concentrations (ACCTCON) Business Minor (BUSMIN) Business Co-op (BUSCOP) First Degree BA (DBA) First Degree BA, with Honors (DHBA) Criminology Major (CRIMMAJ) Criminology Honors (CRIMHON) Criminology Extended Minor (CRIMEMI) Criminology Minor (CRIMMIN) Post-Baccalaureate Criminology (PCRIM) Certificate in Criminology (CCRIM) Arts Co-op for Criminology (ARTSCOP) Certificate in Liberal Arts (CLA)

33. DEMONSTRATION OVERVIEW Highlights of Report and AA Functionality 1. Overview of Report: BBA, BUSMAJ, BUSCOP, BUS Concentrations, WQB NSA, Formal Exchange 2. BA, CRIMMAJ, Transfer, WQB, FAN & FAL 3. Repeated Transfer Courses 4. Course Directive & F and N Grades 5. Requirement Change 6. Requirement Waiver 7. Self-Service Course What-If 8. Self-Service Quick What-If

35. Degree Progress Report as PDF Student Profile 1 Fourth Year Business Major Two concentrations: International Business and Marketing Co-operative Education Certificate of Liberal Arts Admitted as a BC 12 student in Fall 2003 WQB NSA Formal Exchange done at Chinese University of Hong Kong

36. Display Incomplete Requirements only The Degree Progress Report can be run to only ‘Display Incomplete Requirements.’ In this case, the report shows only the requirements identified as failed by the Academic Advising Engine. The description of each failed requirement is highlighted in bold.

39. The Degree Progress Report can be run in the ‘Standard’ way to show all requirements both met and not met. In this case, the report shows all the requirements, identified as both completed and failed by the Academic Advising Engine. The description of each failed requirement is highlighted in bold. Display Standard Academic Advising Report

46. Degree Progress Report On-line Student Profile 2 Third Year Criminology Major Admitted as a BC Transfer student in Spring 2008 60 Transfer units WQB required FAN and FAL required

61. Example Requirement Waiver for Accounting Concentration Student Exception

63. Example Fourth year Business major trying out next term’s courses BUS 336, 360W, 456, FREN 205 Course What-If

64. Course What-if Analysis: This is an on-line screen view showing full details, not a PDF view.

65. Skipping ahead a few pages just so you get the feel of what happens, instead of all the details.

69. Quick What- If Example Fourth Year student Criminology Major, Business Minor Quick What-If Scenario: Business Major

70. Quick What-if Analysis: from a Criminology major to a Business major

73. End of Live Demo

74. Features Review Degree Audit Report Special Advising Report Program/Plan What-If Course What-If Student Exceptions Analysis Database Setup Reports Setup Summaries

75. Benefits for SFU CategoryBenefit FinancialReduce costs by replacing manual with automated degree audit Avoid added cost of purchase of add-on degree audit module Make use of already purchased, existing, integrated degree audit module StudentImprove service to students through self-service functionality Increase student retention by improving quality and efficiency of academic advising Decrease time to graduation by improving access to degree requirements StaffAccess to automated and on-line functionality Free business analysts from replicating functionality Increase staff satisfaction by adding value to work OperationalImprove efficiency by using automated graduation and degree audit checks Improve quality of service by eliminating manual errors and conflicting interpretations Uphold quality of academic requirements through centralized maintenance Provide opportunity to review and simplify existing program/plan requirements MarketBecome leader in web-based technology Remain competitive with other institutions

76. Gaps/Issues Gap/IssueRecommendationWork Around 1PS Transcript PDF report left justified for all Transcript Types SFU Mod: removed delivered indentation ‘retrofit’ this portion of the Crystal Report using indentation for readability asterisks, ALL Caps with mixed case, numbers used in description 2Prospects cannot accessSFU: only term activated students have access GSC Case logged: 1317 3F courses will show in list of completed Co-op courses Additive creditRequirements description explains requirements - Further investigation if needed 4Students approved to BUS SupPlan with requirement term earlier than the effective system date and SFU Calendar date of the SupPlan (e.g., INBUCON ) SupPlan not active, so shows “No Requirement.” E.g., INBUCON SubPlan Requirement Term cannot be less than Fall 2006. INBUCON SupPlan first introduced to SFU Calendar 2006-2007.

77. Recommendations for a Successful Implementation Recommend full implementation using one BA Team Lead and two Student Services team members and faculty/departmental advisors as needed Estimate nine month implementation Garner support from Administration and Staff Spend time analyzing requirements top to bottom to determine the best fit Keep it simple Set standards Review/revise/enhance business processes Provide training and demonstrations to staff and students in person and online