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Using Technology to Manage Advising

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Bulk or personal email. Letters to encourage and inform. Share student information with divisions ... Here Comes the Fun! Log In - SSAS Database. Choose the ... – PowerPoint PPT presentation

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Title: Using Technology to Manage Advising


1
Using Technology to Manage Advising
  • 2006 NACADA National Conference
  • October 20, 2006
  • 1130 AM 1230 PM
  • Westin-Grand 2
  • Debra Clarke Angie Evans
  • Ivy Tech Community College, Northeast
  • Fort Wayne, Indiana
  • Code 76

2
Ivy Tech Community College
  • The largest college in Indiana
  • 120,000 students as of this fall
  • 14 regions, 23 campuses
  • Northeast Region - Fort Wayne
  • Second largest region in the state
  • 7,411 students Fall 2006
  • 2000 4,752 students

3
Ta Da . . .SSAS is born!
  • Manage increasing student population
  • Communicate with new students
  • Encourage timely advising and registration
  • Advise all new students
  • Provide consistent, quality message
  • Provide essential information in a central
    location
  • Connect students with program faculty for second
    semester advising
  • Mission To equip, empower and encourage students
    to reach their goals.

4
SSAS Responsibilities
  • Academic Advising Services
  • New Student Advising
  • Undecided Student Advising
  • Transfer Advising
  • Career Services
  • Career advising
  • Program/Career Exploration
  • Employment Search Resources
  • Experiential Learning
  • Cooperative Education
  • Internships
  • Work Study Program
  • Transfer Services
  • Transcript Evaluation
  • Transfer Center Transferring IN Transferring
    ON

5
Using Technology to Manage Advising
  • Four Main Ways
  • Oracle Calendar System
  • Web / Campus Connect
  • Student Affairs/Advising Database
  • Advising Handbook Live (online)

6
Oh dread, they screamed!
7
Oracle
  • Manage walk-in advising
  • Oracle group set up for all advisors
  • Secretaries schedule students
  • Advisors make individual appointments, plan time
    for projects
  • Enter vacations, time out of office, other
    activities

8
Oracle Group Screen
9
Web Presence
  • SSAS online
  • www.ivytech.edu/fortwayne/SSAS
  • Advising basics, FAQs
  • Power point advising orientation
  • Links to programs and other services
  • Ask SSASe
  • Career Advising information and resources
  • Student Survey
  • Survey Monkey individual advisor survey
  • Online SSAS New Student Survey

10
Home Page
11
More Home Page
12
Ask SSASe
  • Got a burning question?
  • Just Ask SSASe
  • Good advice . . . when you need it!

Hi there, Im SSASe. Just ask me, Ill tell ya.
13
Advising Orientation
14
New Student Survey
15
Student Affairs Database
  • A Shared System

16
Creating the Database
17
Student Affairs Database
  • Information shared among all offices
  • Admissions starts process, tracks and manages
    prospective students, communicates admissions
    sessions
  • SSAS communicates with admitted students,
    manages advising sessions, tracks various
    populations, encourages registration and
    administers student surveys
  • Financial Aid communicates with admitted
    students about getting FA process started
  • Registrar communicates with admitted students -
    NWs, graduates, track students through
    graduation
  • Student Life coordinates communicates campus
    activities, i.e., SGA, SLA, orientation

18
SSAS Database
  • Connect with students after admitted
  • Letters sent to newly admitted students
  • Inform students of assessment, advising, and
    registration procedures
  • Encourage early registration
  • Track and document advising visits
  • Reports
  • Connect with students after advising
  • Bulk or personal email
  • Letters to encourage and inform
  • Share student information with divisions

19
Here Comes the Fun!Log In - SSAS Database
20
Choose the Activity
21
Search for Studentclick go to student
22
Adding a New Studentif student is not found
23
Student Header Record
24
Adding a Visit
25
Visit Information
26
Choose Letters
27
Letters and Emails
28
Choose Reports
29
SSAS Database cont.
  • Reports
  • Track number of students seen
  • Hour, day, week, month, semester
  • By any critical field requested
  • By division/program
  • Access reports sent to faculty via file drop
  • Assessment results
  • Referrals to college resources
  • Undecided, transfer out students

30
Students Seen Report Sample
31
Students Seen Chart
32
Query Example for Transfer Students
33
Handoff to Faculty
  • Program Advisors for continuing students
  • Database ad hoc committee being formed to discuss
    the option of implementing an Academic Affairs
    database
  • Easier for faculty advising
  • Retention of students through contact

34
FRANKS Business Card
  • For further information on how to establish a
    database for your institution, contact
  • Frank Caprino
  • 260-760-1064
  • instantsoftware_at_mchsi.com

35
Shared Advising Structure
  • Advising Committee created 2004
  • Advising Handbook created 2005
  • Advising Handbook Live in 2006

36
Advising Handbook Live
37
In Conclusion Mission Possible
  • Four new students advisors, 7,000 students, many
    faculty advisors
  • Mission Possible
  • Student feedback
  • Faculty feedback
  • Future Goals
  • Questions?

38
Thank you!
  • Arise, go forth and conquer! Tennyson
  • Advisors make
  • a difference!
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