Beyond the Campus Gates: Bringing Alumni, Parents, and Prospects into the Campus Portal William P. Wilson Mark R. Albert John C. Duffy Gettysburg College Copyright Gettysburg College This work is the intellectual property of the authors. Permission is granted for this material to be shared for non-commercial, educational purposes, provided that this copyright statement appears on the reproduced materials and notice is given that the copying is by permission of the authors. To disseminate otherwise or to republish requires written permission from the authors.

March 17, 2003NERCOMP2 What is CNAV? Design began in 1995, rolled out in 1996 Our Campus portal, with access to appropriate data from College databases Developed by Gettysburg College, then by a spin-off company; now supported locally Have default views for students, employees, faculty, alumni, parents, and accepted students Over 1000 unique users on a daily basis 68% used AC CNAV for information

March 17, 2003NERCOMP3 Our Goals for Today Give you a sense of what we provide our off-campus users –Accepted Students –Alumni –Parents Questions/time on-line

March 17, 2003NERCOMP4 Accepted Student CNAV Work with Admissions to define date(s) to roll students into Accepted Student status Read information from designated PeopleSoft tables Establish userids and passwords Admissions provides information to the students about how to gain access

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March 17, 2003NERCOMP10 Comments from Students Did CNAV impact your decision to attend? –The school made me feel welcome which helped me choose Gettysburg. Accepted Student site was one of the things that made me feel welcome –Was able to contact people, and see what the College was about –It showed how up-to-date the College was –I was able to get a lot of information from the site that I may not have been able to access through mailings

March 17, 2003NERCOMP11 Alumni Data We Have College Relations Data Name (when in College and now) Address (mailing, phone, ) Employment Class Year Major/Minor Social Organizations Giving History College Relations/Alumni Relations Alumni Club Registrar’s Office Transcript

March 17, 2003NERCOMP12 Alumni data is pulled and stored in the same location as student and employee data – provides opportunities to query and compare data across the campus community. All data is searchable Open up data to other alumni to search for classmates Create like groups – major, year, social organizations Alumni Club based on geographical location address for life – forwarding system address to another address – creates an affiliation with the college Alumni

March 17, 2003NERCOMP13 Alumni Alumni Pages

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March 17, 2003NERCOMP19 Alumni Mentoring Program Project requested by the Gettysburg College Center for Career Development to match particular alumni with students based on a student’s career interest. Interested in this because: Opportunity to involve Alumni Little current alumni involvement (<6%) Would involve multiple divisions of the college

March 17, 2003NERCOMP20 Alumni Mentoring Program Key elements for this program: Data must first come from system ERP CNAV could not be system of record for the biographical information Identify the necessary data either pull the data from the ERP or develop the database components for the data that is not available from the ERP

March 17, 2003NERCOMP21 Alumni Mentoring Program Build pages that provide the interface between the users and the data: Biographical data forms Contact information Search tools Contact tool for students to make first contact with alumni through the CNAV system. This allows for better tracking of the contacts made. Build pages that provide administrative tools for the Center for Career Development: Activities Options Questions to gather more bio data Analyze usage data

March 17, 2003NERCOMP22 Alumni Alumni Mentoring Participant Pages

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March 17, 2003NERCOMP26 Alumni Student Search Page

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March 17, 2003NERCOMP28 Alumni Center for Career Development Administration Pages

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March 17, 2003NERCOMP32 Alumni Mentoring Program Long-term goal of the Center for Career Development is to open this program up to include alumni, parents of students and interested companies and individuals to provide career mentoring and internship and employment opportunities for students and alumni. Knowing the long-term goals helped us develop the system in a scalable nature. Development was done with the bulk of maintenance left to the maintainers of the ERP data and the Center for Career Development.

Parent CNAV What Do Parents Really Want?

March 17, 2003NERCOMP34 Parent CNAVAccount Account Request submitted by Parent Validate Requestor as Current Parent Send to Student for Verification and Approval Parent receives (arbitrary) username and initial password Student Controls Access to Personal Information and Transcript

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March 17, 2003NERCOMP36 Parent CNAV Transcript

March 17, 2003NERCOMP37 Goals Engage Parents in their child’s educational experience Provide an opportunity for the Parents to engage in the life of the College (courses, events, services….) Offer the possibility for participation, perhaps in ways unforeseen right now

March 17, 2003NERCOMP38 Bumps Awkwardnesses –Identification of Parents (minimal problem) –Student approval/rejection of account –Account names (eg., jcd12345) –Relatively small percentage of parents use CNAV –Is the “special” data available (transcript, course schedule, etc.) worth the trouble?

March 17, 2003NERCOMP39 Parent CNAV Plans Student Emergency Contact Record and Updater Parent Data Updater (to pass along to PeopleSoft; for example: address, job info)

March 17, 2003NERCOMP40 Some Links talks/nercomp2003http:// talks/nercomp2003