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By D L de la Harpe & AC de Jager SSCSA, Vanderbijlpark,17 – 21 September 2007

Use of a centralised Student Counselling database towards positive student growth in Higher Education. By D L de la Harpe & AC de Jager SSCSA, Vanderbijlpark,17 – 21 September 2007. Traditions: “the keeping of stats”. Traditions: “the keeping of stats”. Vista. George. PET-Main. PET-College.

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By D L de la Harpe & AC de Jager SSCSA, Vanderbijlpark,17 – 21 September 2007

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  1. Use of a centralised Student Counselling database towards positive student growth in Higher Education By D L de la Harpe & AC de Jager SSCSA, Vanderbijlpark,17 – 21 September 2007

  2. Traditions: “the keeping of stats”

  3. Traditions: “the keeping of stats” Vista George PET-Main PET-College UPE

  4. Mechanisms: data collection & reporting • Manual • Computerised

  5. Manual stats-keeping

  6. Computerised stats keeping

  7. Limitations • In-house client descriptions • One data source • Individual counselling • Tedious hours of manual data collation • Done irregularly on an ad hoc basis • Relative simplicity of results obtained • = process evaluation data

  8. The merging of old & development of new traditions NMMU

  9. The need Smarter Faster More comprehensive research

  10. Why? Outdatedapplication Slowed data access / response times (due to advanced queries on large datasets) Cumbersome to maintain Inadequate report structure / options No ability to track student success rates

  11. Why? Increased pressure to provide systematic feedback Changes to the counsellor workload profile Increased emphasis on (1) focused intervention & (2) critical and formal evaluation

  12. What? Ukubamba

  13. Ukubamba • A systematic and centralised database • Demonstrate reach • Create profiles of clients seen • Generate needs assessment data • Generate reports which can empower staff in discussions with stakeholders • Facilitates research: • Impact evaluation - interventions • Outcome evaluation - retention and throughput

  14. Sequel Server backend (database) System administrator functionality to maintain drop -down lists High security level = access controlled MS Access front end (for capturing and reporting) Main characteristics

  15. Institutional requirements (1) Hardware & Hosting (2) Backups, recovery & clean-ups (3) Link – Institutional DB

  16. Capturing • Capture screens (indiv, group, workload – LEC imported) Cater for simultaneous data capturing across campuses Record client per session instead of per campus Use of ID number to track prospective students Cater for data capturers with physical disabilities

  17. Capture screen: individual sessions

  18. Capture screen: individual cont…

  19. Capture screen: individual cont…

  20. Reporting • Report screens (indiv, group, workload, LEC) Drill down functionality • Export to word • & excel + PDF • Multiple reasons for • referral per session Track changes in the reason for referral

  21. Report screen: individual sessions

  22. Report screen: group sessions

  23. So what …applications? • Campus profiles = needs assessment data • Smaller campuses = restricted capacity (x1) – ease of collation and reporting • HEADS management team = positioning of services & programmes / motivation for additional resources • Faculty reports (FMC meetings - cascaded to grassroots staff) = positioning of services & programmes / increased support from academic staff • Student services • Financial Aid – NSFAS students • HIV/AIDS Unit • Students and outside agencies • Rape • Suicide • Needs assessment profiles to referral sources • Engineering - exclusions • Extended Programme - Missionvale

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