Academic Advising Implementation Team
PROGRESS REPORT
April 29, 2009
Early Alert
Findings and Data Sources
Usage Summary
 Use has grown from 227 in spring of 2007 to 353 in spring of 2008.
Partial Success/Retention Assessment
 New students represented 1/3 of those submitted for early alert, approximately ½ passed the
course with a C or better.
Peer Institution Summary
 Austin, Miami Dade, Dallas County and Sinclair community colleges all had programs they
referred to as early alert, which were primarily programs to follow up at the end of the semester
once grades were posted.
Early Alert Surveys
 157 faculty members completed the survey, of the 50% that indicated they used the early alert
current system, most said it was for attendance issues at 80% and approximately 80% of those
that used the system stated it was very or somewhat effective in resolving the student’s issues.
Recommendations
 Implementation of Datatel’s Retention Alert product is in progress. Full implementation expected
Fall 2009.
Assessment Instruments
 Reports of usage by faculty members and students.
 Reports of satisfaction by faculty members and students.
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Probation Outreach
Findings and Data Sources
Peer Institution Summary
 Johnson County, Sinclair, Dallas County, Miami Dade, Rose State and Tulsa community colleges each had
outreach programs for students. Most programs were associated with letters sent to students following the
semester who fell below a 2.0 encouraging them to seek advisement, most reported about 50% participation from
students. Dallas County was one of the only institutions that placed a hold on student accounts forcing them to
meet with an advisor for enrollment.
Student Survey
 53 students responded to a survey sent to 1000 students, overwhelmingly students cited personal “life” issues as
their reason for poor performance in the classroom.
Institutional Data
 1924 students on probation during fall 07, most were age 18-22 (63%), 42.1% returned to OCCC in the spring,
48% transferred to other institutions within the state, 22.8% were retained to fall 08 at OCCC, on-line students on
probation had comparable success, persistence and retention rates to those in face to face courses.
Recommendations
 Currently piloting outreach efforts through the Office of Academic Advisement targeting currently enrolled students
on probation that are enrolled in one or more developmental courses. Outreach approach is based on
Appreciative Advising theory. Expand and alter plan as appropriate.
Assessment Instruments
 Participation numbers.
 Student satisfaction surveys.
 Student success, persistence and retention data.
 Academic advisor input.
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Progress Reports
Findings and Data Sources
Peer Institution Summary
 Johnson County, Sinclair, Dallas County, Miami Dade, Rose State and Tulsa community colleges none
reported an outreach program or formal reporting process for midterm grades.
Student Survey
 Students enrolled in a course for which the faculty member was using the ANGEL gradebook to help
students know their current score in a class were surveyed. 176 completed the survey. Over 90%
indicated that they used the ANGEL gradebook and felt it contributed to their success and over 60%
indicated a desire to have midterm grades formally reported.
Faculty Survey
 Faculty members who utilized the ANGEL gradebook to help students track their progress in the course
were surveyed. 17 completed the survey. Overall faculty believed that it contributed to student success
and they would be interested in additional training on using the ANGEL gradebook function more
effectively.
Recommendations
 Currently piloting use of ANGEL gradebook function to aid students in tracking progress in the course.
17 faculty a part of pilot project. Will expand project as deemed necessary by data collected. Plan to
implement additional training for faculty in the use of ANGEL gradebook for Fall 2009.
Assessment Instruments
 Student satisfaction surveys.
 Student success, persistence and retention data.
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Withdraw Alerts
Findings and Data Sources
Peer Institution Summary
 Johnson County, Sinclair, Dallas County, Miami Dade, Rose State and
Tulsa community colleges all reported no outreach efforts to address
students who withdraw from a course.
Institutional Data
 Demographic data (ACT score, age, gender, race, etc) were not found to
correlate with when or if a student dropped a course.
Recommendations
 Once Datatel’s Retention Alert Product is implemented for use with the
Early Alert project, explore expansion to use the program to reach out to
students who withdraw from courses by collecting and following up as
appropriate on “exit survey” data. Expected implementation is FY2011.
Assessment Instruments
 TBD based on the nature of the withdraw alert program’s specific
structure.
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Distance Advising
Findings and Data Sources
Usage Data
 Use of the current e-mail system for distance advising has increased by an
average of 10% over the last 3 years.
Product Summary
 Data outlines the cost and functionality of six products that may be used in
the administration of a real time distance advising service.
Recommendations
 Once other advisement implementation team efforts are in place and a
clearer target date for enhancements to the student view of the information
system can be established, work collaboratively to make a decision
regarding what product to purchase and the timeline to proceed. Expected
implementation FY2011.
Assessment Instruments
 TBD based on the nature of the final plan.
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On-Line Academic Plan
Findings and Data Sources
Product Demonstration
 Collaborative review of the Student Course Planning and Smart
Registration component of the e-Advising suite offered through Datatel.
Recommendations
 Product has been purchased. Details of consulting visits are in
progress. Full implementation expected in Spring 2010.
Assessment Instruments
 Student satisfaction surveys.
 Student usage.
 Academic advisor feedback.
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Advisement Model
Findings and Data Sources
NACADA Best Practices
 Collaborative review of the NACADA recommendations regarding appropriate
advisement models based on institutional type.
Peer Summary
 Rose State, Johnson County, Dallas County and Sinclair community colleges each
operate within a version of a centralized advisement model.
ACT Student Opinion Survey
 Results illustrate a need for more convenient advisement services.
Recommendations
 Pilot use of 1 to 4 faculty advisors from each division, on an adjunct contract, to
provide four hours of academic advising availability in the central office each week.
Pilot to begin summer 2009.
Assessment Instruments
 Student satisfaction surveys.
 Student usage.
 Academic advisor feedback.
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Workflow
Findings and Data Sources
Faculty & Academic Advisor Focus Groups
 Academic advisors across the institution identified several processes and
forms to be targeted for review.
Recommendations
 Between Fall 2009 and Spring 2011, review the processes and forms listed
below. Adjust processes and implement electronic forms as appropriate.
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Diversified Studies Contracts
Overrides
Declaration of Major
Updating Student Data
Faculty Approved Electives
Registration Forms
Assessment Instruments
 On-going feedback from academic and faculty advisors and others as
appropriate.
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