University Web Portal Proposal for Ellingsburg University

1. University Web Portal ProposalforEllingsburg University February 25, 2005 Presented by: G. Andrew Hohn, Director of Residential Life Reggie Lucien, Office of Telecommunications Cynthia Newhouse, President of the Faculty Senate College of Student Affairs Program University of South Florida 4202 E. Fowler Ave CTR246 Tampa, Florida 33620

2. What is a portal? A portal is defined as: A website considered as an entry point to other websites, often by being or providing access to a search engine. A University web portal: A one-stop client-oriented web site that personalizes the portal's tools and information to the specific needs and characteristics of the person visiting the site, using information from university databases.

3. Why does Ellingsburg University need a web portal instead of just a website? • Better service to students, faculty, staff and community • Opportunities for collaboration between different populations • Online chat rooms, discussions boards • Opportunity to increase the image of the University • Help with student retention and admissions • Competitive with other institutions • Better organization for University resources • Opportunity to provide information on campus wide decisions efficiently and effectively • Unifies campus offices and resources • Opportunities for increased campus revenue • Opportunity for business partners • Online payment opportunities for individuals to pay fees faster and more conveniently (Reduces student’s time spent in lines). • Can reduce amount of time and money used by current offices • By providing online submission of forms and information offices such as Financial Aid and the Registrar can better allocate human and material resources to other projects. • University of Pennsylvania estimates paper based procurement systems cost $150 per item while eprocurement systems only cost $10 per item. • Places Ellingsburg University in position to compete for higher quality students.

4. Today’s College Student • Today’s students are part of the Millennial generation. As such, they are most concerned with some of the following: • Security • Collaboration • Technology • Achieving success

5. Person-Environment Congruence • Person-environment congruence is the degree of fit between the person and their surrounding environment. If the person’s personality type is similar or nearly similar to the environment in which he/she resides, this person is said to be congruent with his/her environment. • Further, the degree of person-environment congruence is predictive of an individual’s attraction to and satisfaction with, and stability within an environment. Consequently, the likelihood of staying in the environment will be high when the congruence is also high.

6. Millennials and Person-Environment Fit • Millennials want security (such as the security of being able to track their own paperwork, grades, advising, etc.), want innovative mechanisms for collaboration (such as online chat rooms and discussion boards), are familiar with and prefer to use technology, and are focused on achieving high standards while also seeking a sense of relief. • Therefore, the more Ellingsburg University matches these qualities to its students, the higher the person-environment congruence. • Since person-environment fit can be predictive of satisfaction, stability, and attraction, and since this consequently increases the likelihood of remaining in that environment, Ellingsburg University can potentially increase its retention rates through the creation of a portal. • Thereby, matching their educational environment with today’s student.

7. Challenge and Support • Sanford’s challenge and support theory provides us with the knowledge that a setting must provide similar amounts of both challenge and support (plus one principle). • If the setting does not provide enough support (technology) to deal with the challenges within a college student’s life, it may be considered to be an incongruent person-environment fit. • Since today’s student is so accustomed to the use of technology, an environment which is not compatible with this expectation may not be as attractive. • Therefore, it may affect admission, retention and success.

8. Safety and Portal Design • It is important to consider the implications of portal design on the safety and security of Ellingsburg University. • Some potential safety threats are: • Personal safety • Delivery of services • Preservation of records

9. Safety and Portal Design (cont’d) • Personal safety factors related to portal design include the increased risk of stalking due to increased access to information. • Having a well-developed campus safety program (University Police), advocacy program, and well-equipped IT department can help reduce this risk. • Computer viruses, denial of service attacks, and hacking can all potentially affect the universities ability to provide services. • Use of up-to-date network security precautions can reduce this risk. • Information that is stored within the system may be vulnerable to potential identity thieves. • Careful monitoring of information combined with up-to-date network security precautions can reduce this risk.

10. Portal Examples • Researched other institutions of various sizes to compare portal designs. • All institutions researched are located in the North Eastern United States. • Plymouth State University • Northeastern University • New England College

11. Plymouth State University • FAST FACTS • Enrollment: 3,800 Undergraduate Students • Located: Plymouth, New Hampshire • Features: • Secure Log In • Access to Financial Aid information • Register for classes • View records • Announcements • Email access • Online calendar • Library access • Weather updates • Chat with peers • Store information • Much more

12. Northeastern University • FAST FACTS • Enrollment: 18,676 Students • Located: Boston, Massachusetts • Features: • Secure Log In • Access to Financial Aid information • Access to personal information • Register for classes • View holds • Review fees • Student deadlines • Access to online payment records for employees • Online calendar • Bookstore access • Much more

13. New England College • FAST FACTS • Enrollment: 1,000 Students • Located: Henniker, New England • Features: • Secure Log In • Access to Financial Aid information • Access to Personal information • Register for classes • Display class schedule • View holds • Review fees

14. Needs Based Assessment Before Ellingsburg University will be able to unveil our projected portal, we must first determine what the different populations would want from this project. OUR PLAN: Exit interviews for graduating seniors on what would have benefited them during their undergraduate years. Random sampling for sophomores and juniors with questionnaire. Survey of FTIC Students to determine what they would find beneficial. This survey would be conducted through the First Year Experience courses taught on campus. Faculty and Staff surveys.

15. Portal Design Planning Committee • Director of Residential Life • Representative from Office of Communications • President of Faculty Senate • Reference Librarian • Representative from Admissions • Representative from Registrar • Student Government Association President • Technology Department liaison

16. Implementation Timeline • June- • Have “My EU” integrated into Orientation to instruct incoming students on how to utilize new web portal. • July- • Work closely with Orientation and other offices to ensure smooth transition and integration of “My EU”. • August- • Evaluate overall implementation process for summer Orientation and identify any problems that arose. • September- • Conduct second Needs Assessment Evaluation. • October- • Alter “My EU” for version 2.0 with improvements (if necessary). • November- • Propose Update to “My EU” to University President. • Unveil “My EU” version 2.0. • December- • Continue to evaluate current web portal and its effectiveness. • January- • Conduct Needs Assessment. • February- • Create Beta Version of My EU. • Propose project to Ellingsburg University President- WHERE WE ARE TODAY. • March- • Evaluate Current web portal. • Start promotion campaign to inform current students. • Create online tutorial program for “My EU”. • Hold training sessions for “My EU” for Students, Faculty and Staff. • Require course registration for Summer 05/Fall 05 terms to be completed via “My EU”. • April- • Evaluate problems experienced during unveiling (course registration). • Create solutions for problems before upcoming summer Orientation Programs. • May- • Continue to strategize solutions for any residual design flaws. Tasks that have currently been accomplished are in gray text.

17. “My EU” Beta Version 1.0 • Our Beta Version will introduce the web portal to the University. • The Beta Version will consist of: • Email Access • My Classes (course websites and updates) • Directories • Search feature • My Organizations (personalized) • Quick links (personalized) • Library Access • Fee Payment • Blackboard • On-line Registration • Course Search • Personalized weather updates • Link for comments and suggestions

18. Channels Offered Faculty & Staff • Course Websites • HR Information • Payroll • Email Access Community • List of Community Events • Online Calendar • Open communication opportunities through Ellingsburg University and surrounding community Students • Student Organizations • Email Access • Library Access • Registration • Course Search • Online Transcripts • Fees Payment • Grades • Course Information • Personal Information

19. Home Help EU Library Course Search EU Email Log out Welcome to My EU, John J. Owen Friday- February 25, 2005 By clicking on the link below you will be able to view all of your current fees owed to EU. Everything from tuition to parking tickets can be paid on-line. This new on-line feature will allow you to avoid those long lines. College Democrats Kappa Sigma NRHH Omicron Delta Kappa Student Government UE Surf Club On-line Registration Pope is hospitalized again Conn. nears OK of gay civil unions Kennedy's children become her guardians Putin says Russia bound to democracy Probe leaves out ex-commander at Guantanamo University Directory Registrar Ellinsgburg Library Blackboard Search Financial Aid BookstoreChange my Quick Links • Online Directory of Summer Courses available • Men’s Basketball game Monday Feb 28th at 7pm • Financial Aid Workshop for your FALL FAFSA • Student Government Elections, Monday February 28th Students What do you think of the new MYEU.Give us your feedback. Faculty and Staff Academic Department Campus Offices 26°F In this photo, first year student Kyle Artz takes a stroll through one of our campus parks during this past fall semester.

20. Potential Technology-Based Systems • SCT Luminis • Standards-based platform, that combines portal features, infrastructure, and enterprise applications that enables institutions to give constituents centralized and customized Web access to campus information • SCT Banner • Oracle-based, Internet-native solution for medium to large student enrollments • SCT PowerCAMPUS • Microsoft-based solution for smaller and specialized institutions • SCT Matrix • Microsoft-based, enterprise-wide student management solution for institutions with complex business and organizational requirements • SCT Plus • Administrative and self-service solution featuring a multi-application that supports medium- to-large-sized institutions • SCT fsaAtlas • Leading multipurpose suite and SEVIS reporting application for use in International Student/Scholar Offices • SCT Campus Pipeline • Enterprise software that supports centralized Web access

21. References • Evans, N.J., Forney, D.S., & Guido-DiBrito, F. (1998). Student Development in College: Theory, Research, and Practice. San Francisco: Jossey-Bass. • Muntz, P. (2004). Millennials go to college. Journal of College Admission, 183, 26-27. • New England College • http://www.nec.edu • Northeastern University • http://myneu.neu.edu/cp/home/loginf • Plymouth State University • http://my.plymouth.edu/cp/home/loginf • Schaefer, R.M. (2002). Technology- safety and security. New Directions for Student Services, 99, 77-86. • Strange, C.C., Banning, J.H. (2001). Educating by Design: Creating Campus Learning Environments That Work. San Francisco: Jossey-Bass. • UMass Portal Strategy • http://intranet.uml.edu/peoplesoft/portal/UMass%20Portal%20Primer.pdf • University Web Developers’ Mailing List • http://www.usask.ca/web_project/uwebd/portals_faq.html