E-Advising Solution at Cal Poly Pomona

1. E-Advising Solutionat Cal Poly Pomona ROADMAP TO SUCESS Presented by Teshia Roby o.b.o. E-Advising Committee Graduation Initiative

2. Overview Background And History Expected Outcomes Key Requirements Implementation and Training On-going Support

3. Background and History • Student Advising Challenges • Many student don’t know their advisor(s) • Many student don’t meet with their advisor(s) • All advisors for a student are not connected • Currently, there is no advising notes repository • Many students aren’t as accountable we’d like • Graduation Initiative Taskforce • Received a mandate from the CSU CO to: • Decrease time to graduation • Increase URM student graduation rate • e-Advising is listed as a taskforce project 2013 Chancellor’s Office White Paper

4. Background and History E-Advising Software Subcommittee Charge • Charge 1:Investigate various e-advising software products that may be considered for campus-wide adoption. • Charge 2:Offer a recommendation to University leadership for a campus-wide e-advising system implementation. • Student Advising Challenges • Many student don’t know their advisor(s) • Many student don’t meet with their advisor(s) • All advisors for a student are not connected • Currently, there is no advising notes repository • Many students aren’t as accountable we’d like • Graduation Initiative Taskforce • Received a mandate from the CSU CO to: • Decrease time to graduation • Increase URM student graduation rate • e-Advising is listed as a taskforce project 2013 Chancellor’s Office White Paper

5. Background and History • Software demonstrations, Winter/Spring 2013 • 8 vendors participated • GradesFirst • Hobsons • CampusLabs • MAP-Works • U-Direct • Starfish • Insight by Symplicity • Educational Advisory Board • One-hour question session • 30-minute discussion with campus constituents • Attendee feedback to the Committee • Student Advising Challenges • Many student don’t know their advisor(s) • Many student don’t meet with their advisor(s) • All advisors for a student are not connected • Currently, there is no advising notes repository • Many students aren’t as accountable we’d like • Graduation Initiative Taskforce • Received a mandate from the CSU CO to: • Decrease time to graduation • Increase URM student graduation rate • e-Advising is listed as a taskforce project 2013 Chancellor’s Office White Paper

6. Background and History • 3 Leaders from Demos, Feedback, and RFI • GradesFirst • Hobsons • CampusLabs • Educational Advisory Board (EAB) Analytics* • Day-long Finalist Presentations, Fall 2013 • Demonstration and Q&A with the general campus • Technical discussion with I&IT professionals • Conversation with University leadership • Student Advising Challenges • Many student don’t know their advisor(s) • Many student don’t meet with their advisor(s) • All advisors for a student are not connected • Currently, there is no advising notes repository • Many students aren’t as accountable we’d like • Graduation Initiative Taskforce • Received a mandate from the CSU CO to: • Decrease time to graduation • Increase URM student graduation rate • e-Advising is listed as a taskforce project 2013 Chancellor’s Office White Paper

7. Key Requirements • List of Key Features, • Spring 2013 • Ability to efficiently communicate with students • Advising notes repository, archive, and sharing • Integration of University’s early alert indicators • See Attachment A for additional features • Vendor Responses to RFI, Spring 2013 • All eight of the vendors responded • Features matrix is based on responses • Vendors were ranked by level of compliance • See Attachment B

8. Key Requirements Recommended GradesFirst e-Advising Software • Ability to send text messages to students who enable that feature • Integrate with the campus’s Outlook calendar • Allows advisors to send attachments that are saved and retrieved within the student’s profile • Advisors can make advising notes private or share advising notes with the student or other advisors attached to a student • Card swipe tool allows students to do self-check in at advising centers (attendees stated that such a feature would allow them to reassign student advisors that currently perform that task) • Student view enables students to request a meeting with an advisor, see advisor notes, and receive meeting reminder, which assists with student involvement and accountability • List of Key Features, • Spring 2013 • Ability to efficiently communicate with students • Advising notes repository, archive, and sharing • Integration of University’s early alert indicators • See Attachment A for additional features • Vendor Responses to RFI, Spring 2013 • All eight of the vendors responded • Features matrix is based on responses • Vendors were ranked by level of compliance • See Attachment B

9. Current CSU Implementations Campus Wide License Fresno State University Cal State Bakersfield Department Licenses San Jose State Cal State Long Beach San Diego State CPP Implementation will be funded by the Student Success Fee

10. Expected Outcomes • Advisor Outcomes • More opportunities for outreach • More accessible to students • More communication vehicles to interact with students • More continuity among advisors for students • Earlier intervention with early alert indicator integration • Student Outcomes • More accountability through student interface • More informed through early alerts • More opportunities to receive advisement • More accessible to advisors

11. Implementation and Training • Accessibility Compliance • The Voluntary Product Accessibility Template (VPAT) compliance document is available • The VPAT is being reviewed by I&IT: • Carol Heinz Gonzales • Tim Raymond • Cal Poly Resources Needed • Implementation Project Manager • IT Integration Project Manager • Executive Sponsor • Implementation Team

12. Implementation and Training • Phase 1 Implementation: 1 Entire College, TBD, Fall 2014 • Phase 1 Timeline: 3 – 5 months • Discovery/Assessment (2 - 6 Weeks) • Data Integration (2 – 4 weeks) • Configuration and Set up (1 – 3 weeks) • Training and Launch (3 – 6 weeks) • On-going Client Success Program (on-going) • See GradesFirst Implementation handout • Phase 2 begins Winter 2015 • Accessibility Compliance • The Voluntary Product Accessibility Template (VPAT) compliance document is available • The VPAT is being reviewed by I&IT: • Carol Heinz Gonzales • Tim Raymond • Cal Poly Resources Needed • Implementation Project Manager • IT Integration Project Manager • Executive Sponsor • Implementation Team

13. Enterprise Wide On-going Support • Functional Support – Academic Programs • Tier II+ User Questions (Students, Faculty, and Advisors) • Troubleshooting • Advisor training • eHelp Document Development Assistance (with I&IT) • Technical Support – I&IT • Diagnostics (system monitoring) • Peoplesoft Field Integration • Reporting/ Analytics • Advisor/advisee system access • eHelpDocuments (with AP) • Tier I User Questions/ Help Desk

14. Questions? Thank you!

15. e-Advising Software Committee Members David W. Craig Allison Douglas-Chicoye Stella W. Fong-Chen Dora Lee Craig A. Rich Teshia Roby (Chair)