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GROWING LEADERS Opportunity. Engagement. Achievement. www.hartnell.edu

Hartnell College

Implementing Partnerships, Technology and Online Programs to Enhance Steps to Success for College Enrollment

Dr. Romero Jalomo, Vice-President of Student Affairs

Dr. Mark Sanchez, Dean of Student Affairs

Mary Dominguez, Dean of Enrollment Services

Dave Phillips, Vice-President of Information Technology Services


Preparing for Change

• In Summer 2013 Hartnell College reorganizes the Division of Student Affairs

and creates the Student Success and Support Program (SSSP).

• In Fall 2013 the Dean of Enrollment Services, Dean of Student Affairs, Student

Success and Vice President of Student Affairs plan and create workgroups to

address the multiple components of the planned SSSP implementation.

• In 2013-14 the following workgroups were created began to meet: Online

Orientation, Degree Audit, Electronic Ed. Plan, and MIS Reporting. Two new

committees were also formed: Student Success and Panther Prep.

• In May, 2014 the First Annual Panther Prep Days is offered at two campuses.


Preparing for Change

• Summer 2014: the Online Orientation is piloted and implemented in Fall 2014.

• Degree Audit is piloted in Summer 2014 and implemented in Fall 2014.

• The Ellucian Education Planning Tool is piloted in Fall 2014 and implemented

in Spring 2015.

• MIS workgroup works with the IT department to create and map new SSSP

data elements for reporting. MIS counts increase in 2013-14 and 2014-15.

• The Enrollment Priorities workgroup is formed in 2014-15 to ensure that

priority groups receive registration priority and to remove registration priority

for those groups identified in the SSSP beginning in 2015-16.


In June 2013, we developed a Student Success Implementation Plan that consisted of several work teams made up of key stakeholders for each of the projects including IT staff.

Our work teams identified tasks and assigned completion dates to each tasks.

• Board Policies & Administrative Procedures were written as required going through the College’s shared governance process.

Student Success Implementation Plan

The work team assignments were:

• Enrollment Priorities

• Assessment

• Orientation

• Degree Audit • Catalog years 2009-present

• Student Planning (Initial & Comprehensive Ed. Plan)

• New Transfer Credit Process

• MIS Requirements • Implemented new MIS requirements

• Academic Probation • Loss of BOGW &

• Loss of Enrollment Priorities


Sample Implementation Plan


Partnerships

• Hartnell College maintains comprehensive partnerships with all feeder high schools in Monterey County, adult schools, alternative schools, community based organizations, one-stop career centers, foster youth serving organizations, migrant serving organizations, Monterey County Office of Education, Department of Social Services, career training programs and many more.

• The focus has been to develop and implement a broad array of transitional preparation services for individuals interested in enrolling at Hartnell College.

• These partnerships have allowed us to deliver our “Steps to Success” services at our high school and community based sites. Combining online tools with an in person service delivery model has helped facilitate these services in the field.


“Steps to Success”

• Hartnell College established a College

Pathways program that works

collaboratively with our partners to

deliver college preparation services at

their sites well in advance of a student’s

enrollment.

• Outlining these steps in sequential order

has helped Hartnell College message the

steps to students and our high school and

community partners.

• Marketing has occurred at our local malls

including food courts, movie theatres,

television and radio.

• http://www.hartnell.edu/registration-steps

http://www.hartnell.edu/registration-steps




“Steps to Success”- Community Marketing


“Steps to Success”- Community Marketing

• Our marketing campaign has a focused and intentional message of preparation for

enrolling in college. Our service area is 100 miles long and reaches from North to

South Monterey County.

• Our marketing is Bilingual (English/Spanish)- We utilize our students and staff in our

marketing and online products so incoming students connect with people they know

and recognize.

Television and movie theatre presentation of “Steps to Success”:

https://vimeo.com/128904550

https://vimeo.com/128904550


Online Orientation

• In academic year 2013-2014, Hartnell College developed a new online orientation tool in conjunction with Cynosure New Media, Inc.

• This orientation delivers content in English, Spanish, and is American with Disabilities Act (ADA) compliant, which includes the captioning and audio for hearing and visually impaired students.

• Implementing an online tool in conjunction with an in person delivery (after-school labs) has helped significantly. High school teachers have embedded completion of the orientation into their curriculum as an assignment requiring completion. We also offer In- person, on campus orientations as a part of a one-stop delivery model.

• http://www.hartnell.edu/online-orientation-new-students

http://www.hartnell.edu/online-orientation-new-students















Online Orientation- continued

• Working with our IT Department we

developed the programming to upload student

orientation completion every 24 hours by

marking the completion directly into our MIS

system. IT is currently working on the

programming for real time clearance.

• The College’s priority registration system then

checks for orientation completion before

setting up the priority registration dates.


Assessment and Curriculum

Assessment Testing and Curriculum

• Working to implement a paradigm shift towards student preparation for assessment

• Hartnell College English as a Second Language (ESL), math and English faculty developed the content for Assessment test preparation workshops for enrolling students. This group of faculty took the Accuplacer multiple times and used their experience and the content to deliver a study guide.

• The goal is to refresh students on the content of the assessment test, outline the format of the assessment test (computer based) and assist students with test taking strategies. A primary goal is to also refresh students on the content, particularly those students who have not been enrolled in college for a period of time.

• The College also accepts criteria for assessment test exemption and developed enhanced multiple measure criteria for student course placement which includes (Early Assessment Program (EAP)/Smarter Balance, Advance Placement (AP), Student Academic History, Participation in college math and writing academies, and more).

• The College is working with a “Curriculum Institute” team composed of county high school and Hartnell English, math and ESL faculty to align curriculum between systems and discuss opportunities for maximizing student preparation for the college assessment test.


Assessment and Curriculum Assessment Testing and Curriculum- continued

• Hartnell College has hosted four “Curriculum Institutes” over the last year and a half.

• These Institutes are working sessions where English, English as a Second Language (ESL), math and

Counseling faculty work to align learning objectives and services to ensure a more seamless transition

for students. In addition, faculty and teachers receive professional development focused on Instructional

practices the positively impact student learning.

• Through the collection of survey data from the “Curriculum Institutes”, high school faculty feel

supported and that they have a partner in working towards increasing student success. This partnership

and work through the institutes with the college is viewed as critical to enhancing student success rates

for students in the county.

• The Hartnell College assessment team assesses students both at our high schools and community based

organizations. We worked with our IT Department to mark the student’s record with their assessment

scores directly into MIS.


Panther Prep Days

• Panther Prep Days is an early college preparation model program in which Hartnell College works with high

school students to assist them in their transition to college months in advance of their actual enrollment. Hartnell

College is the only college in the service area to deliver this type of event at this magnitude. Panther Prep Days

is a culminating event for our new incoming first time freshmen (high school graduates) and their parents.

• In May 2015, Panther Prep days 2015 took place:

- Friday, May 1st King City Campus – 227 students served, 7 parents participated.

- Saturday May 2nd Main Campus- 724 students served, 260 parents participated.

• The following goals were accomplished during Panther Prep Days :

A Student Educational Plan was developed.

Students were fully registered for their 1st

college semester.

Gained valuable information on academic

programs and majors.

Involved parents in the transition from high

school to college by offering a parent

information seminar.


Panther Prep Days 2016

• In order to be eligible for Panther Prep Days, high school seniors must complete the following by

April 1st: 1) Hartnell College Application/FAFSA/CAL Dreamers; 2) Online Orientation; 3)

Assessment; 4) RSVP through Event Brite (in collaboration with their high school Counselor):

• Hartnell College uses a web-based software to track student completion of the steps by high school.

The software was developed in conjunction with Live Editions.


Panther Prep Days 2016


Educational Planning Workshops

• Academic Counseling services is offered six days a week. The hours are:

Monday-Friday: 8:00 am to 6:00 pm

Saturday- 9:15 am to 12:00 pm

• During Fall 2014 semester, in addition to one-on-one, express and online counseling appointments, the Counseling Department at Hartnell College developed “Educational Planning Workshops”.

• These workshops are designed to provide students with comprehensive information in the following areas:

• Completing the Hartnell College Steps

to Success process;

• Overview of Student Support

Programs;

• Availability of financial resources

(Financial aid and scholarships);

• Development of a student educational

plan (abbreviated or comprehensive);

• Steps for transfer to a university;

• Major exploration;

• Setting a timeline for goal completion;

• http://www.hartnell.edu/counseling-workshops-and-events

http://www.hartnell.edu/counseling-workshops-and-events









Student Educational Planning

• In fall 2013, Hartnell College implemented the Student Educational Planning tool (online ed. plan) for students including degree audit (Colleague).

• Students are required to have a comprehensive educational plan by the 15 degree applicable unit mark (registration rule has been programmed into colleague to ensure students meet this mandate).

• Working with IT, we developed the programming for automated completion of the educational plan requirement from the Student Educational Planning tool.


Student Educational Planning


Online Academic Probation and Student

Success Workshop for Students

• Students on Level 1, Academic/Progress Probation are required to take the newly developed “Online Student Success (Probation)

Workshop. Student Support Programs e.g. EOPS and Counseling offer in person workshops for those students who feel the

online workshop does not work for them. The content of this workshop covers: 1) What is Probation?; 2) How Did I End Up on

Probation?; 3) Why is GPA So Important?; 4) What Services Exist to Assist Me?; 5) What Can I Do to Help Myself?

• Students on Level 2, Academic/Progress Probation are required to take the newly developed “Online Student Success (Course)

Workshop”. This workshop focuses more on classroom success strategies designed to assist students in becoming more effective

classroom learners. The strategies focus on: 1) Active Listening; 2) Getting the Most Out of Lectures; 3) Setting Goals; 4)

Reading to Answer Questions; 5) Taking Effective Notes

http://www.cynosurenewmedia.com/demos/hcpw/hc.asp?id=guest http://www.cynosurenewmedia.com/demos/hcsm/hc.asp?id=guest

Online Student Success (Probation) Workshop Online Student Success (Course) Workshop

http://www.cynosurenewmedia.com/demos/hcpw/hc.asp?id=guest

http://www.cynosurenewmedia.com/demos/hcsm/hc.asp

http://www.cynosurenewmedia.com/demos/hcsm/hc.asp?id=guest

http://www.cynosurenewmedia.com/demos/hcsm/hc.asp?id=guest


Capturing Student Completion of Services

• In the Spring 2015 semester, the Hartnell College team developed a customized screen to capture all the required

elements of the Student Success and Support Program (SSSP).

• The screen below captures each element required for students to complete the enrollment and success process:


Colleague Projects Prioritization

PRIORITIZED PROJECTS (11)

PROJECT DUE DATE NOTES STATUS REQUEST DATE AVERAGE SCORE

SARS to Colleague Integration 1/15/2016 Retrieve counseling appointment information and load onto CASM Prioritized, not started anticipated start week of 3/6

311.00

Online Faculty Drops through PAWS Early June 2016 Determine if Colleague supports letting faculty drop students online. If not, create custom application. See Butte College for example.

Prioritized, not started next step - form teami n March. AA, faculty, student affairs and IT.

3/2/2015 284.33

Move away from paper rosters and more to online rosters for attendance, etc. (Find a grading/attendance system to replace paper rosters accessible for all faculty)

Late May 2016 Requested by Dr. Lewallen. This is a major project that involves selecting an attendance program as well as faculty training workshops. End of May may not be realistic.

Prioritized, not started next step - form teami n March. AA, faculty, student affairs and IT.

3/2/2015 283.67

Reporting from Student Planner TBD Goal is to mine data from student planner - example - create demand statistics

Prioritized, not started next step - identify desired reports. Mark, Mary, AA, research. example - Demand stats for course / schedule planning.

9/14/2015 256.00

NSLC for online transcripts/verification requests/Student Self Service Fall 2015 Contracts are signed. Need to implement each product. Prioritized, 2/29 - project started. Target date end of March - early April.

3/2/2015 248.33

Use Ellucian's’ complete Graduation Process and utilize CM processes December 2015 Move away from Access Database. Communications Management is part of this, and learning the Colleague forms is another

2/29 - move to on hold 2/1/16 - Current version of the product does not meet Hartnell's requirements. Will keep an eye on future enhancements.

3/2/2015 246.33

IT Solution for CA Dreamer Cal Grants Late May 2015 No Colleague solution available, custom programming required. Prioritized, not started 3/2/2015 238.67

implement the Veterans Student Module November 2015 Allows us to track Veteran students over time. Schedule half-day training with consultant

Prioritized, not started 3/2/2015 232.33

Ask Hartnell Fall 2015 Implement dynamic system of FAQ's and information. Initially student focused, but may create a similar system for faculty

Moved from "on hold" and prioritized on 12/7/15; not started

4/6/2015 207.00

Tracking of Student Activities Summer 2015 Examine Colleague Campus Orgs module. If insufficient, either purchase or create a custom product

3/14 - Campus Org demo. Prioritized, not started

3/2/2015 173.33


Colleague Projects Priority Scoring Matrix

Criteria # Criteria Weight Score Assigned Weighted Score

VALUE TO THE INSTITUTION 37%

1 Is this project required or mandated? - Does the project address federal or sate compliance issues? Does it help avoid negative legal consequences? 8% 0

2 Does this project support Hartnell College's strategic objectives? 7% 0

3 Is the project an urgent need for Hartnell College? 2% 0

4 Is there a work-around or contingency plan? 2% 0

5 Is there a positive return on investment? 2% 0

6 What is the impact to the academic / fiscal calendar or business cycles? 2% 0

Impact to students

7 Admissions Impact - How does the project affect the admissions process? 2% 0

8 Fin Aid Impact - What is the impact to timely and compliant support of financial aid processing and distribution? 2% 0

9 Student Success -How does the project support student success? 2% 0

10 Academic Affairs - How does the project impact - instructional delivery, curriculum, and scheduling? 2% 0

Impact to business areas

11 Payroll / contract - Does the project impact compensation or contracts? 2% 0

12 HR - How does the project impact onboarding, retention, and documentation? 2% 0

13 Finance - How does the project impact fiscal operations? 2% 0

VALUE TO THE CUSTOMER 25%

14 What are the consequences of doing nothing? 5% 0

15 How are business rules and/or processes impacted? 5% 0

16 Does it improve the ability of users to perform tasks? 8% 0

17 What users will be impacted or benefit? 5% 0

18 How much job training is necessary, and who will need that training? 2% 0

PROJECT READINESS 15%

19 Has a project scope been defined and documented? 6% 0

20 Is there available funding for the project? 2% 0

21 Budget Impact - Have the ongoing costs been identified? 5% 0

22 Is there a member of Cabinet who is the project sponsor? 2% 0

TECHNOLOGY SYSTEM RISK 23%

23 What is the effect on IT staffing or technology systems? 4% 0

24 What is the state of the current system? 7% 0

25 Does the project provide needed data? 2% 0

26 What is the technology risk due to maturity or complexity of the proposed technology? 5% 0

27 Does Hartnell IT staff have experience with the proposed technology? 5% 0

Project Value Totals 0 0

Project Value Maximums 100% 135 500


Follow-Up Services

• Hartnell College utilizes the “Retention Alert” component of Colleague. Faculty

generate the alerts when a student needs support (academic or program), which then

notifies the Academic Follow-Up Services Specialist, Counselor and Program Assistant

II to follow up with the student (typically within 24 hours).

• Through the Coordination of a full-time “Academic Follow-Up Services Specialist

(Faculty) working with three full-time Counselors (one at each campus/center) and three-

full time Program Assistant II’s. The team has formed into an “Early Support” team on

campus.

• This team works with Instructional Faculty to conduct classroom presentations on

academic and student support services available to students e.g. tutorial services.

Instructional Faculty generate alerts to the team which then elicits follow-up with the

students. The goal is for Instructional Faculty to assess and determine which students

need support, ideally by the 2nd to 3rd week of the semester.

• Our team has researched courses over the last three academic years that have the highest

student attrition rates and have targeted services to Faculty and Students in those

courses.


Loss of BOGW/Enrollment Priorities

• We noticed Level 2 students of their loss of BOGW/enrollment priorities in January 2016.

• We established an Academic Standards Committee to review all of the Appeal Petitions.

(Made up of faculty, administrators, Counselors, and financial aid staff)

• We developed an Appeal form that is designed to handle both types of appeals.

• We established a deadline date that works with the enrollment priority schedule to ensure

decisions are made prior to Fall 2016 registration starting.


Hartnell College

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hartnell college - california community colleges systemextranet.cccco.edu/portals/1/aa/mchs/student...

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