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Tech Talk: Technology Implementation in Community College Student Services

Tech Talk: Technology Implementation in Community College Student Services. A partnership project between NCSD National Office & CampusWorks, Inc Presented by: Julia Panke Makela with support from The NCSD Technology Advisory Committee. Survey Development & Procedures.

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Tech Talk: Technology Implementation in Community College Student Services

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  1. Tech Talk: Technology Implementation in Community College Student Services A partnership project between NCSD National Office & CampusWorks, Inc Presented by: Julia Panke Makela with support from The NCSD Technology Advisory Committee

  2. Survey Development & Procedures Going about figuring it out

  3. Technology Area Questions • In what areas have student development professionals in two-year colleges implemented technology tools? • Are there differences in the areas technology tools by implementation by demographics (e.g., size, location, region)? • Are these technology tools easy for staff to use? • Do these technology tools effectively meet the needs of staff?

  4. Implementation Level Questions • Can we uncover information about the level of technology implementation by two-year institutions? • What types of technology are found in two-year colleges with low-level implementation? Moderate implementation? Extensive implementation?

  5. Method for Exploring Questions • Established an NCSD Technology Advisory Committee (TAC) to determine technology areas and specific questions to address • Evelyn Clements, NCSD Past President • Jim Grigsby, Germanna Community College (VA) • Gilbert Hermosillo, MiraCosta College (CA) • Mike Lopez, Minnesota State Colleges and Universities (MN) • Peg Morelli, James A. Rhodes State College (OH) • Darrow Neves, Middlesex Community College (MA) • Susan Roberts, Columbia-Greene Community College (NY) • Lori A. Sebranek, Madison Area Technical College (WI) • Sandra H. Thomas, John Wood Community College (IL) • Henry B. Villareal, College of San Mateo (CA)

  6. Method for Exploring Questions • Developed a survey covering: • 11 technology areas • respondent demographics • overall concerns • Conducted the survey online via Survey Monkey • Used SPSS and Excel to run data comparisons at the National Office, with feedback gathered from the NCSD TAC

  7. Survey Participants Who helped us figure it out?

  8. Participants • Originally contacted: • 589 Chief Student Services Officers • 168 NCSD members • 421 non-members • One contact per community college, contacts obtained from NCSD Membership List and Contact List • Participated: • 118 responded (20.0%) • 102 (17.3%) provided usable surveys • 49 NCSD members (29.2% of those contacted) • 53 non-members (12.6% of those contacted)

  9. Demographics – Participant Role • The possible respondent categories included: • President or Vice President of your Institution • Dean or Vice President of Students, Student Affairs, or Student Development • Director of a Student Services Office (e.g. Admissions, Financial Aid, Career Services • Associate or Assistant Director of a Student Services Office • Faculty or Instructor • Chief Technology Officer, or IT Staff Member • Other (please specify)

  10. Demographics – Participant Role • Target audience 1: Dean or Vice President of Students, Student Affairs, or Student Development • Target audience 2: President or Vice President of your Institution. • Over 85% of respondents fell in these categories.

  11. Demographics –Region • The possible responses included the NCSD regions: • Region 1: Connecticut, Maine, Massachusetts, New Hampshire, Rhode • Region 2: New Jersey, New York, Pennsylvania • Region 3: Delaware, Maryland, Virginia, West Virginia • Region 4: Alabama, Florida, Georgia, Kentucky, Mississippi, North Carolina, South Carolina, Tennessee • Region 5: Illinois, Indiana, Michigan, Minnesota, Ohio, Wisconsin • Region 6: Arkansas, Louisiana, New Mexico, Oklahoma, Texas • Region 7: Iowa, Kansas, Missouri, Nebraska • Region 8: Colorado, Montana, North Dakota, South Dakota, Utah, Wyoming • Region 9: Arizona, California, Hawaii, Nevada • Region 10: Alaska, Idaho, Oregon, Washington • Region 11: Canada

  12. Demographics –Region • Largest response from: • Region VI - Midwest (23%) • Region IV - Southeast (23%) • Region V - Southwest (11%) • Smaller response from: • Region III – Middle East Coast (8%) • Region VII – South (7%) • Region VIII – Midwest / Central (7%) • Region I – Northeast (7%) • Region X – Northwest (5%) • Region II – Upper east coast (5%) • Region IX– Central (4%)

  13. Demographics - Size • Potential responses included the Carnegie Classification sizes for two–year institutions: • Less than 500 • 500 to 1,999 • 2,000 to 4,900 • 5,000 to 9,999 • 10,000 or more

  14. Demographics - Size • Responding institutions were primarily from larger institutions: • 10,000 or more students (36%) • 5,000 – 9,999 students (25%) • 2,000 – 4,900 students (26%)

  15. Demographics - Environment • The possible responses included: • Urban • Suburban • Small Town • Rural • Other

  16. Demographics - Environment • Responding institutional environments were more evenly distributed than their geographic regions. • 26% suburban • 24% small towns • 23% rural • 21% urban • 6% reported other environments

  17. Technology Area Implementation So, what do they have?

  18. Admissions and student recruitment Financial aid Academic placement, orientation, and assistance Academic advising Registration Student email Assistive technology for people with disabilities Counseling Career services Student activities Other student services 11 Technology Areas

  19. Admissions and Recruiting • Does your institution have? • Technology-based recruiting tools • Online marketing materials • Prospective students website • Virtual tour • Online applications • Before seeing the results… What would you expect the implementation levels to be? • Low • Medium • High

  20. Admissions and Recruiting • Technology-based recruiting tools • Yes 74.5% No 19.6% Don't Know 4.9% • Online marketing materials • Prospective students website 64.7 % • Virtual tour 28.4 % • Online applications • Yes 90.2 % No 8.8 % Don't Know 0.0%

  21. Best Experiences Online applications Fast, easy communication Websites, online registration and online orientation Biggest Challenges Inadequate technology Loss of face-to-face interactions / personal touch Technology glitches (e.g. duplicate applications, system crashes) Accuracy of information Time for data entry Admissions and Recruiting

  22. Financial Aid • Does your institution have? • Online processing for financial aid applications • Online view for application progress • Online inquiry for application progress • Before seeing the results… What would you expect the implementation levels to be? • Low • Medium • High

  23. Financial Aid • Online processing for financial aid applications • Yes 84.3% No 8.8 % Don't Know 6.9% • Online view for application progress • Yes 64.7% No 12.7% Don't Know 8.8% • Online inquiry for application progress • Yes 66.7 % No 11.8 % Don't Know 8.8%

  24. Best Experiences Timeliness / speed at all phases of the application process Ease of use Specific system feature Biggest Challenges Loss of personal touch – students want face-to-face for financial matters Training Security / privacy / FERPA Ease of use Student usage Accuracy of input Student access and literacy Financial Aid

  25. Academic Placement, Orientation & Assistance • Does your institution have? • Computer-based academic placement • Computer-based student orientation • Academic assistance • Computer-based academic tutoring • Computer-based study / Life skills training • Advising via online chat • Tutoring via online chat • What would you expect the implementation levels to be? • Low • Medium • High

  26. Academic Placement, Orientation & Assistance • Computer-based academic placement • Online 52.9% • Offline 50.0% • Computer-based student orientation • Online 39.2% • Offline 8.8% • Academic Assistance • Computer-based academic tutoring 62.7% • Computer-based study / Life skills training 34.3% • Advising via online chat 25.5% • Tutoring via online chat 18.6%

  27. Best Experiences Student reception and access Specific system feature Timely and effective communication Biggest Challenges Ensuring access Security / privacy / FERPA / identity verification Staff time Low usage Training Cost Academic Placement, Orientation & Assistance

  28. Academic Advising • Does your institution have technology for… • Student academic records • Academic placement records • Web-based degree audits • Transfer articulation records • Student class schedules • Automated advisor assignment • Web-based self-scheduling for student-advisor appointments • What would you expect the implementation levels to be? • Low • Medium • High

  29. Academic Advising • Student academic records 90.2% • Academic placement records 90.2% • Web-based degree audits 61.8% • Transfer articulation records 60.8% • Student class schedules 93.1% • Automated advisor assignment 28.4% • Web-based self-scheduling 20.6%

  30. Best Experiences Specific system feature, e.g. degree audit, academic history Current, accurate information Ease of use Software system Use in distance advising Biggest Challenges Current, accurate information Ease of use Integration with other systems / software Security Training Time and cost Improve specific feature, e.g. transfer articulation check Flexibility for 2- yr. college environments Academic Advising

  31. Registration • Does your institution have? • Computer-based methods of registration • What would you expect the implementation levels to be? • Low • Medium • High

  32. Registration • Computer-based methods of registration • Online 85.3% • Offline 30.4%

  33. Best Experiences Students can be more self-sufficient / personally responsible for registration process Real time access 24/7 Saves time and space – more efficient Specific system feature Biggest Challenges Technology glitches Loss of personal touch – face-to-face time is necessary for some Student data entry error Training Inadequacy of user interface or system features Cost and staff time Security Keeping the technology current Registration

  34. Student Email • Does your institution have? • Email accounts for students • If “Yes,” how would you describe the level of email usage by students? • Low, medium or high? • What would you expect the implementation levels to be? • Low • Medium • High

  35. Student Email • Email accounts for students • Yes 65.7% No 28.4% Don't Know 0.0% • Level of email usage by students • Low 40.3% • Medium 43.3% • High 11.9% • Don’t Know 4.5%

  36. Best Experiences Communication to individual students and groups Biggest Challenges Student use Other personal accounts How to assess? Is it effective? Managing account assignment Training Spam Managing the volume of emails sent to students Creating a single password Student Email

  37. Assistive Technology • Does your institution have? • Assistive technology for people with disabilities • If “Yes,” how would you describe the level of usage by students? • Low, medium or high? • What would you expect the implementation levels to be? • Low • Medium • High

  38. Assistive Technology • Assistive technology for people with disabilities • Yes 72.5% No 9.8% Don't Know 10.8% • Level of assistive technology usage by students • Low 15.7% • Medium 30.4% • High 22.5% • Don’t Know 3.9%

  39. Best Experiences Specific software, e.g., ZoomText, JAWS Student use and reported satisfaction Access / effectiveness Biggest Challenges Cost Staying current Training Space / hours of operation Access Knowledge of available resources / use Standardization Anticipating needs Specific tool, e.g. books on tape Assistive Technology

  40. Counseling • Does your institution have? • Computer-based needs assessment • Computer-based client intake • Counseling via online or chat services • What would you expect the implementation levels to be? • Low • Medium • High

  41. Counseling • Computer-based needs assessment 24.5% • Computer-based client intake 10.8% • Counseling via online or chat services 16.7%

  42. Best Experiences Distance counseling / various locations Needs assessment Student reported satisfaction Biggest Challenges Security / confidentiality / verification of identity Use A need for more in this area Personal touch Counseling

  43. Career Services • Does your institution have? • Self-assessment • Career / major exploration • Placement • Client data tracking • What would you expect the implementation levels to be? • Low • Medium • High

  44. Career Services • Self-assessment • Online 50.0% Offline 55.9% • Career / major exploration • Online 58.8% Offline 59.8% • Placement • Online 33.3% Offline 67.6% • Client data tracking • Online 21.6% Offline 16.7%

  45. Best Experiences Wealth of information Access Specific software, e.g., job posting Biggest Challenges Student use Personal touch Current info for local labor market Career Services

  46. Student Activities • Does your institution have? • Technology to encourage student clubs/groups to interact online • If “Yes,” how would you describe the level of usage by students? • Low, medium or high? • What would you expect the implementation levels to be? • Low • Medium • High

  47. Student Activities • Technology to encourage student clubs/groups to interact online • Yes 38.2% No 42.2% Don't Know 5.9% • Level of email usage by students • Low 38.8% • Medium 41.8% • High 11.9% • Don’t Know 7.5%

  48. Best Experiences Improved communication Improved access for distance students Use Student engagement Biggest Challenges Inappropriate use A need for more in this area Use Staying current Student Activities

  49. Technology Implementation Levels Exploring implementation areas across institutions

  50. Level Exploration Strategy • 86 respondents completed all 11 sections of the survey, and therefore could be included in overall trend analyses. • Give institutions credit for ANY type of technology in an area • These 86 institutions reported having implemented technology in: • Minimum of 5 (45.5%) areas • Maximum of 11 (100.0%) areas • Average of 9 (81.8%) areas

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