E-Advising Solution at Cal Poly Pomona ROADMAP TO SUCESS E-Advising Solution at Cal Poly Pomona Presented by Teshia Roby o.b.o. E-Advising Committee Graduation Initiative

Implementation and Training On-going Support Implementation and Training Expected Outcomes Background And History Key Requirements Overview

Background and History Student Advising Challenges Many student don’t know their advisor(s) Many student don’t meet with their advisor(s) All advisors for a student are not connected Currently, there is no advising notes repository Many students aren’t as accountable we’d like Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee 2013 Chancellor’s Office White Paper

Background and History Student Advising Challenges Many student don’t know their advisor(s) Many student don’t meet with their advisor(s) All advisors for a student are not connected Currently, there is no advising notes repository Many students aren’t as accountable we’d like E-Advising Software Subcommittee Charge Charge 1: Investigate various e-advising software products that may be considered for campus-wide adoption. Charge 2: Offer a recommendation to University leadership for a campus-wide e-advising system implementation. Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee 2013 Chancellor’s Office White Paper

Background and History Student Advising Challenges Many student don’t know their advisor(s) Many student don’t meet with their advisor(s) All advisors for a student are not connected Currently, there is no advising notes repository Many students aren’t as accountable we’d like Software demonstrations, Winter/Spring 2013 8 vendors participated GradesFirst Hobsons CampusLabs MAP-Works U-Direct Starfish Insight by Symplicity Educational Advisory Board One-hour question session 30-minute discussion with campus constituents Attendee feedback to the Committee Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee 2013 Chancellor’s Office White Paper

Background and History Student Advising Challenges Many student don’t know their advisor(s) Many student don’t meet with their advisor(s) All advisors for a student are not connected Currently, there is no advising notes repository Many students aren’t as accountable we’d like 3 Leaders from Demos, Feedback, and RFI GradesFirst Hobsons CampusLabs Educational Advisory Board (EAB) Analytics* Day-long Finalist Presentations, Fall 2013 Demonstration and Q&A with the general campus Technical discussion with I&IT professionals Conversation with University leadership Graduation Initiative Taskforce Received a mandate from the CSU CO to: Decrease time to graduation Increase URM student graduation rate e-Advising is listed as a taskforce project 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee 2013 Chancellor’s Office White Paper

Vendor Responses to RFI, Spring 2013 Key Requirements List of Key Features, Spring 2013 Ability to efficiently communicate with students Advising notes repository, archive, and sharing Integration of University’s early alert indicators See Attachment A for additional features Vendor Responses to RFI, Spring 2013 All eight of the vendors responded Features matrix is based on responses Vendors were ranked by level of compliance See Attachment B 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee

Vendor Responses to RFI, Spring 2013 Key Requirements List of Key Features, Spring 2013 Ability to efficiently communicate with students Advising notes repository, archive, and sharing Integration of University’s early alert indicators See Attachment A for additional features Recommended GradesFirst e-Advising Software Ability to send text messages to students who enable that feature Integrate with the campus’s Outlook calendar Allows advisors to send attachments that are saved and retrieved within the student’s profile Advisors can make advising notes private or share advising notes with the student or other advisors attached to a student Card swipe tool allows students to do self-check in at advising centers (attendees stated that such a feature would allow them to reassign student advisors that currently perform that task) Student view enables students to request a meeting with an advisor, see advisor notes, and receive meeting reminder, which assists with student involvement and accountability Vendor Responses to RFI, Spring 2013 All eight of the vendors responded Features matrix is based on responses Vendors were ranked by level of compliance See Attachment B 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee

Current CSU Implementations Campus Wide License Fresno State University Cal State Bakersfield Department Licenses San Jose State Cal State Long Beach San Diego State CPP Implementation will be funded by the Student Success Fee

Expected Outcomes Advisor Outcomes Student Outcomes More opportunities for outreach More accessible to students More communication vehicles to interact with students More continuity among advisors for students Earlier intervention with early alert indicator integration Student Outcomes More accountability through student interface More informed through early alerts More opportunities to receive advisement More accessible to advisors students Ability to communicate with students using a variety of methods Ability to archive and retrieve correspondence sent to students Ability to post, retrieve and share comments about student interactions Ability to post meeting availability

Implementation and Training Accessibility Compliance The Voluntary Product Accessibility Template (VPAT) compliance document is available The VPAT is being reviewed by I&IT: Carol Heinz Gonzales Tim Raymond Cal Poly Resources Needed Implementation Project Manager IT Integration Project Manager Executive Sponsor Implementation Team 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee

Implementation and Training Accessibility Compliance The Voluntary Product Accessibility Template (VPAT) compliance document is available The VPAT is being reviewed by I&IT: Carol Heinz Gonzales Tim Raymond Phase 1 Implementation: 1 Entire College, TBD, Fall 2014 Phase 1 Timeline: 3 – 5 months Discovery/Assessment (2 - 6 Weeks) Data Integration (2 – 4 weeks) Configuration and Set up (1 – 3 weeks) Training and Launch (3 – 6 weeks) On-going Client Success Program (on-going) See GradesFirst Implementation handout Phase 2 begins Winter 2015 Cal Poly Resources Needed Implementation Project Manager IT Integration Project Manager Executive Sponsor Implementation Team 2012 – 2013 Advising Taskforce Year of Advising Sub-Committee Baseline Advising Sub-Committee e-Advising Software Sub-Committee Early Alert Sub-Committee Advising Notes Sub-Committee

Enterprise Wide On-going Support Functional Support – Academic Programs Tier II+ User Questions (Students, Faculty, and Advisors) Troubleshooting Advisor training eHelp Document Development Assistance (with I&IT) Technical Support – I&IT Diagnostics (system monitoring) Peoplesoft Field Integration Reporting/ Analytics Advisor/advisee system access eHelp Documents (with AP) Tier I User Questions/ Help Desk Enterprise-wide system

Questions? Thank you!

e-Advising Software Committee Members David W. Craig Allison Douglas-Chicoye Stella W. Fong-Chen Dora Lee Craig A. Rich Teshia Roby (Chair) Fresno State University (Campus-wide license); Cal State Bakersfield (Campus-wide license); San Jose State (Departmental Licenses); Cal State Long Beach (Departmental License); San Diego State (Departmental License).  Some of those who have Departmental licenses are in discussion with us about upgrading to a full campus-wide license.