Jennifer Barry Bay Path University Converting Analytics to Insights: Dissolving Divides Across Faculty, Advisors and Students Jennifer Barry Bay Path University

Agenda In the Demonstration portion of this session, I will: Describe The American Women’s College implementation of an emerging case management model Address how and where we are collecting data Describe a framework for using risk markers to anticipate and identify risks Discuss how to generate interventions in real-time In the Innovation portion of this session, you will: Break into groups to discuss ways to improve student intervention strategies at your institution Construct a mini-process map to illustrate recommendations for improving case management / outreach effectiveness. Each group will offer a brief report out of process recommendations.

Bay Path University Founded in 1897 Offer undergraduate programs for women 4 Campuses with Main Campus located in Longmeadow, Massachusetts One-Day-A-Week College for Adult Women started in 1999- available on 3 campuses (Longmeadow, Burlington, Sturbridge, MA) Launched The American Women’s College Online in 2013 (Springfield, MA) Offer over 20 Graduate degrees and certificates to men and women

The American Women’s College Approximately 500 fully online students AWC Advising Department Campus Director Assistant Director of Advising and Student Support 2 Educator Coaches First in the World Grant US Department of Education through the Fund for the Improvement of Post-Secondary Education (FIPSE) In 2014, Bay Path University was selected as 1 of 24 US Institutions to receive grant 3.5 million dollar, 4 year grant

SOUL customizes the online learning experience by integrating analytics with instruction and support services to produce immediate feedback and outreach aimed at increasing opportunities for student success. SOUL is supported by the Department of Education’s Fund for Improvement in Post Secondary Education (FIPSE).

How will SOUL propel educational attainment? Collect Analytics Use Predictive Modeling Anticipate Risks to Student Success Trigger Alerts to Coaches & Faculty Create Cases & Tailor Interventions Improve Student Outcomes

How does Predictive Analytics work? Performance Data Learner Profile Outreach Strategy

Personalized and Adaptive LMS Adaptive LMS Personalized LMS

SOUL Connect SOUL Connect is a specialized onboarding experience that familiarizes students with the online classroom, prepares them for online learning, and promotes relationship building with their peers and advisor. One predictive tool that is utilized in SOUL Connect is the SmarterMeasure Learning Readiness Indicator Students take a personal inventory addressing areas such as life factors, personal attributes, and technical competency Results are presented to students and advisors with a written and graphical representation of how the student rated in each category

Tutoring Services Tutor.com Link lives in Canvas classroom Screen share tutoring sessions Students can identify favorite tutors Since launching tutor.com in January 2016, 218 tutoring sessions were held. Since January we are averaging 49 hours of tutoring per month compared to an average of 7.5 hours of tutoring per month with our previous tutoring service. Data gathered from tutor.com sessions allows for immediate student outreach and appropriateness of course curriculum and materials

What do we do with this data? Now that we have gathered all of this information, it is time to take action

Interventions based on Data Analytics Multiple sources feed the data warehouse Data is compiled and customized interventions are determined Provides early alert information on students who may be at risk Promotes proactive outreach For example: Student appears on early alert report for not turning in her week 2 assignment Advisor is notified Student is contacted by the advisor immediately Student is offered appropriate supports based on conversation: tutoring, counseling, community support, etc.

Intervention Strategy #1 Online session begins on a Thursday On Friday, a report is run to determine who has not participated in their course yet Advisors use the non-participation list to call all of their advisees to encourage participation, as those who do not participate will be dropped on Monday morning A case is created in Salesforce to document the phone call

Case Reason Picklist I will be creating a case for the Course Performance: Attendance Alert All advisors use the same Case Reason Picklist sheet so we can run reports based on “Case Type” or “Case Reason”

Intervention Strategy #2 Thursday of the 1st week of courses Advising team is sent an excel sheet with information on all students who earned a grade below 70 on an assignment Report includes: Student Name Course title Assignment where grade was earned Name of Advisor Report has a “normalized” score column to account for point scales outside 1-100 Advisor calls student to “check in and see how things are going this session” – does not indicate that report is triggering outreach

Intervention Strategy #3 Faculty Member sends email to Advisor regarding student performance Advisor calls student regarding instructor concern to see if there is anything that we can assist with. This call usually results situation such as: Medical/Family issue that has arisen and student needs help navigating next steps Student has fallen behind due to work but outlines a plan with Advisor on how to get caught up and then sends an email to the faculty member to share plan Student indicates that she is struggling with course material and Advisor recommends that student utilize free online tutoring services No answer and Advisor leaves voicemail message for student. Either tries to call again or send email to attempt to reach student again.

How can you tell if a case is still “Open”? In this example, the case was not closed as the advisor left a voicemail message for the student. Another outreach needs to take place, so the case is left open and the status will show as “New”.

Social Engagement of Online Learners AWC Advising Facebook Group In order to socially engage students and promote a sense of community in the online environment, the online advising team has created a virtual advising group using Facebook as the platform The AWC Advising Facebook Group is monitored by the online advising team and allows students to get timely responses to general advising questions Students are encouraged to assist and support each other in this group and often share information that promotes the concept of “women helping women”

Intervention Strategy #4 In addition to our interventions based on collected data, we are also able to reach out to students based on concerns that they post in our AWC Facebook Group Issues sometimes include: Technology issues Connecting students with tutoring services Course questions Students seem frustrated and we can reach out to help

Jennifer Barry Campus Director The American Women’s College at Bay Path University Email: jebarry@baypath.edu Phone: (413) 565-1091