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Reinventing the Student Entry Process through Distributed Leadership

Reinventing the Student Entry Process through Distributed Leadership. Jill Little & Sue Boyd, Ed.D . Macomb Community College Shanna Jaggars , Ph.D. Community College Research Center Teachers College, Columbia University @ sjaggars @ CommunityCCRC @ MacombCollege. Presenters.

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Reinventing the Student Entry Process through Distributed Leadership

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  1. Reinventing the Student Entry Process through Distributed Leadership Jill Little & Sue Boyd, Ed.D. Macomb Community College Shanna Jaggars, Ph.D. Community College Research Center Teachers College, Columbia University @sjaggars @CommunityCCRC @MacombCollege

  2. Presenters • Jill M. Little • Vice President of Student Services, Macomb Community College • Sue Boyd, Ed.D. • Dean of Student Success, Macomb Community College • Shanna Jaggars, Ph.D. • Assistant Director, Community College Research Center (CCRC)

  3. AGENDA • Welcome and Introductions • Project Overview & Relevant Data • Q&A • Macomb Strategy in Resolving Issues Identified by the Data • Implementation Plan, Engaging Key Stakeholders and Leadership Strategies • Q&A

  4. Macomb Community College • Located 4-miles north of Detroit, MI • One college with multiple campuses • South Campus – Warren • Center Campus – Clinton Township • East Campus – Clinton Township • MTEC – Warren • Fall 2013 Credit Headcount 23,725 • Consistently award the most associate degrees in Michigan, top 2% nationally • Comprehensive community college with mission of education, enrichment and economic development • Early College, University Center, Michigan State University College of Osteopathic Medicine, Performing Arts Center and Cultural Center

  5. Project Overview and Relevant Data Shanna Jaggars, Assistant Director Community College Research Center

  6. The Challenge of Choice

  7. Research Questions

  8. Qualitative Research

  9. Challenges of self-advising

  10. Questions? Do the data/findings resonate with what you see on your college campus?

  11. You have the data – Now what? Jill M. Little, Vice President, Student Services Macomb Community College

  12. Identify Themes • Determine what makes sense for your institution • Use the data to start the conversation • What story does the data tell?

  13. Move Forward Strategically • Identify key stakeholders early on to engage in the conversation • Develop targeted work teams with clear expectations

  14. Implementation through Distributed Leadership Sue Boyd, Dean of Student Success Macomb Community College

  15. How did Macomb accomplish so much in such a small period of time? • Clear expectations • Accountability • Student-driven decisions

  16. Structure of Work Teams How Macomb identified work team members • Orientation Work Team • Key faculty members • Key student services staff • Information Review Work Team • Key faculty member(s) • Key academic administrators • Key communications staff

  17. Unique Qualities of Macomb Community College • Highly unionized environment • 9 unions that include administrators, faculty (full-time and adjunct), clerical, managers, part-time non-teaching, maintenance, and police force • Executive leadership only non-union positions • Student Services has two-full service locations – one at each main campus (South and Center) • 12 full-time academic advisors – 6 at each main campus • 6 full-time counselors – 3 at each main campus • 5 full-time special services counselors – district-wide • Financial Aid & Cashiers are not part of Student Services, these departments are in the Business Unit

  18. Work Teams Tasks • Orientation Work Team • Kickoff January 2012 with intent to focus orientation on immediate and critical information needs • Design to be dynamic, with content responsive to the information needs of the particular student • Require students to complete concrete helpful activities • Information Review Work Team • Kickoff January 2012 with intent to develop and maintain resources that provide consistent information on courses, programs, transfer and careers • Across programs, provide consistent information in style and content • Ensure student-facing information is student-focused

  19. Work Team Accomplishments • Orientation Work Team • Implemented new steps to enter Macomb for Fall 2013 (Went Live: April 29, 2013) • Opened new Student Services Labs (Went Live: April 29) • Implemented redesigned new student orientation for all new students • Modified version on April 29 • New version on July 8 • Information Review Work Team • Implemented new process for marketing programs • Created newly designed catalog (delivered June 2013)

  20. Achievement of Work Teamsthrough Distributed Leadership • Structured meetings with clear agendas • Working meetings with action items team members were held accountable for • Frequent meetings to keep the momentum going • Always, always, always with student needs at the center of all decisions made

  21. Orientation Work Team • Get back to basics • Purpose, Goals, Learning Outcomes • Data revealed different needs for different student populations • FTIAC, Transfer, Guest, etc. • Leverage resources and timely institutional projects • Use of website consultant expertise • View through the lens of a new student

  22. New Student Orientation: What it Looks Like

  23. New Entry Process OLD: 7 Easy Steps NEW: Macomb Easy Start 1-2-3 Discover Online Apply for Admission Apply for Financial Aid Participate in Orientation Prep for Placement Connect On-Campus Meet with Advisor Take Student ID Photo Take Placement Test Course Planning Session • Complete Application • Apply for Financial Aid • Student ID Photo Taken • Placement Test • Orientation/Course Planning Session • Register • Pay for Classes

  24. Improve the Entry Process 7 Easy Steps Macomb Easy Start 1-2-3 Discover Online Connect On-Campus Advance at Macomb Register for Classes Pay for Classes Buy textbooks Participate in Introduction to Online Learning • Complete Application • Apply for Financial Aid • Student ID Photo Taken • Placement Test • Orientation/Course Planning Session • Register • Pay for Classes

  25. Student Services Labs • Computer labs formerly used for onsite orientation • Repurposed for students with technology needs related to in-take processes • Using technology to track and monitor usage

  26. Student Services LabsStudent Usage • Most common reasons: • New Student Orientation • Registration Help • Student Services Labs by the Numbers: • May: 690 students • June: 866 students • July: 2,200 students • August: 1,583 students • Winter 2014 registration period was just as busy • Total unduplicated students to date: 7,974

  27. Information Review Work Team • Identify student communication points • Comprehensive review college-wide • Review other college catalogs • Identify layout and template ideas • Determine elements necessary to meet student and institutional needs • Develop template to ensure consistency across college programs • Seek appropriate institutional approvals

  28. Old Catalog New Catalog College Catalog Redesign

  29. Recommendations for Implementation • Get the right players involved • Executive leadership support required • Leverage institutional resources • Alignment with priorities at your organization

  30. Implementation Anywhere • Commit to extensive review of in-take processes and then do the review • Review materials from student perspective • Conduct student focus groups or student surveys to receive feedback directly from the students on processes • Conduct interviews/surveys with front-line staff to determine where they see gaps • Review findings and commit to tackling those that fit your institutions’ priorities and resources

  31. Budget Implications • Staff time and effort • Incentives for students to participate in focus groups and surveys • Snacks for staff and students • Major implementation changes may require professional services (e.g. technology improvements)

  32. Budget Implications at Macomb • Received $378,000 over 4 years • Included IR & IT resources to compile 50,000 student records to study registration habits of new students • Travel costs to disseminate findings to colleagues • Consultant fees for technology improvements • Professional services for initial focus groups • Included outreach, mailings, scheduling, facilitating, recording and initial analysis • Incentives for students to participate • Project coordination which included reimbursement for staff time and effort

  33. Leveraging Institutional Resources at Macomb Community College • Website redesign • Planning done in the past • Realignment of Organization • Student Services • Credit and Non-Credit offerings • Timing is everything!

  34. Keep Students at the Center • Focus on Student Success and Achievement of Educational Goals

  35. Questions?

  36. For more information Macomb Community College Contacts: Jill Little: littlej@macomb.edu or Sue Boyd: boyds@macomb.edu Please visit us on the web at http://ccrc.tc.columbia.edu where you can download presentations, reports, and briefs, and sign-up for news announcements. We’re also on Facebook and Twitter. Community College Research Center Institute on Education and the Economy, Teachers College, Columbia University 525 West 120th Street, Box 174, New York, NY 10027 E-mail: ccrc@columbia.edu Telephone: 212.678.3091

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