automatic advisor assignments colleen morishita, dynamic campus autumn brackley, college of western...

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AUTOMATIC ADVISOR ASSIGNMENTS

Colleen Morishita, Dynamic Campus

Autumn Brackley, College of Western Idaho

7/30/15Enrollment and Student Services

Coeur d’Alene, Idaho

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SESSION RULES OF ETIQUETTE

Please turn off you cell phone/pager

If you must leave the session early, please do so as discreetly as possible

Please avoid side conversation during the session

Thank you for your cooperation!


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INTRODUCTION

Our presentation is a story about how batch processing advisor assignments just did not meet the needs of our institution, staffing, or our advising model.

We initiated change for the next thing we want to be, and the next next thing we want to be.


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OUR STATUS QUO (IN 2012)

Faculty Advising Model

45 students per full-time faculty

85% of our instructors adjunct status

Four professional advisors

Growth from 1700 students (2009) to 8500 (2012)

Solution: Assign general advisor codes which meant NOTHING


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OBSERVATION 1

“Good advising may be the single most underrated characteristic of a successful college experience.”

--Richard Light

How do generic codes and most students lacking a specific advisor emphasis the importance of Advising Services?

The math won out

Doubled the staff

Assignments were made


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OBSERVATION 2

How do we assign advisors supporting the faculty model?

Relying only on Colleague delivered reports

Balance the loads for faculty

“Leftovers” went to professional advisors

Process started after census and took FOUR weeks in the fall and TWO in the spring


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OBSERVATION 3

No intentional communication to students about advising (just registration)

In the mean time. . . Administration supported moving to a mandatory Advising & Registration Session

for new students

Two faculty advisory groups meeting to revisit advising model for our college


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PLEASE HELP US AUTOMATE!

Charter written Admissions process considered

Communication planning considered

Programs, advisor loads, locations considered

Support gained from administration


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AUTOMATING ADVISOR ASSIGNMENT

Create custom table and custom form for updating the table Automating the advisor assignment for new students and major

changes Communications created for new student and major changes New reports created for tracking advisor assignment


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CREATE A CUSTOM TABLE AND FORM

Create a custom table for Advisors by Program (and Counties)


Key County Start Date

Academic Program* Advisor ID* End Date(End Date is null for current Advisors)

Counties Key when applicable

Entered by System when link is created

W35.Programs.Advisors Custom Table

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CUSTOM FORM FOR PROGRAM ADVISOR RELATIONSHIP


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AUTOMATING THE ASSIGNMENT OF ADVISORS FOR NEW STUDENTS AND PROGRAM

CHANGES:

All applications with the move to student process as of today’s date

Specify a date (or range of dates) of the move to student process

Specify a start term associate with current move to student application

Reset advisor when student has changed program with in a specified date range


Four options for the automated advisor assignment process

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CUSTOM FORM FOR STUDENT ADVISOR ASSIGNMENT

PROCESS


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REPORTS CREATED BY ASSIGNMENT PROCESS


Assignment results in an excel format

Exceptions report in text format

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REPORTS CREATED BY ASSIGNMENT PROCESS (CONT.)


Program change results in excel format

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COMMUNICATIONS


Notifying students of Advisor assignment

Can be triggered from the advisor assignment formUsed Ellucian delivered @MIO.Mail processHave two separate emails, one for new students, and

one for Major Changes.

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CUSTOM FORM FOR STUDENT ADVISOR ASSIGNMENT

PROCESS


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THE @MIO.MAIL PROCESS


Two Step ProcessFind all applications with a move to student date in

last 30 days Find STUDENT.ADVISMENT record created in the last

30 days with type of majorSearch MAILING record for outstanding com codes that

were previously assignedOnce found, all parameters required for the @MIO.Mail

process are assigned.

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Dear First name Last name,

Congratulations on your acceptance to College of Western Idaho! An important element to student success is meeting regularly with you academic advisor. You advisor is committed to helping you reach your academic goals while attending CWI.

Prior to registration, students must attend a new student Orientation, Advising and Registration (OAR) session. Attending the OAR session is your first official interaction with academic advising. As you progress through your degree at CWI, I recommend you meet with your advisor at least once a semester, prior to registration.

Your Advisor: Josee Ward Contact email: [email protected]

I wish you great success in your future.

Autumn Brackley, M.A.

Director, Advising & New Student Services

OAR Information: http://cwidaho.cc/future-students/orientation-advising-registration-oar


Email to Program change students

Dear First Name,

In response to your recent Major Change Form, your advisor assignment has also changed. Your Advisor has been change to Kurtis King. You will find your advisor's contact information by logging in to your myCWI, clicking on Toolkit for Students, and then clicking on My Profile.

The CWI advising team recommends you meet with your advisor at least once a semester to ensure you are on track to meet your goals.

Best of luck,

Autumn Brackley, M.A.

Director, Advising & New Student Services

Email to New Students

EMAILS TO STUDENTS

mailto:[email protected]

http://cwidaho.cc/future-students/orientation-advising-registration-oar

http://cwidaho.cc/future-students/orientation-advising-registration-oar

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ADVISOR ASSIGNMENT REPORTS

Inactive Advisees: Students with active advisement record, but have been inactive in specified term

Advisor Advisees: Listing of all advisees by advisor

Program Changes

No Advisor: Listing of active students with no advisor assigned


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ADVISOR ASSIGNMENT REPORT FORM


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INACTIVE ADVISEE REPORT


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ADVISOR ADVISEE REPORT


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PROGRAM CHANGE REPORT


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NO ADVISOR REPORT


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RESULTS!

Advisors assigned when the student is ACCEPTED to the institution

Communication Plan! Congrats on your admission; advisor assigned email (5 days)

Advisor introduction with “fun facts” (14 days)

Postcard with message about academic success opportunities (1x month)

Students are reaching out to us!


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SESSION SUMMARY

The batch advisor assignment process was not working for our advising model

With some customizations, we automated the advisor assignment process

We increased communications to students about advising

Created more robust reporting for advising department

Results are already being felt, students are reaching out to advisors sooner, and we are excited to see the impact on persistence.


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QUESTIONS & ANSWERS

?Coeur d’Alene, Idaho

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THANK YOU!

Colleen Morishita

[email protected]

Autumn Brackley

[email protected]


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