AACRAO SEM XXII November 4-7, 2012 Orlando, FL THE NEED FOR SPEED: HOW CAL MARITIME IS SHIFTING DATA-DRIVEN ENROLLMENT MANAGEMENT INTO HIGH GEAR Evelyn

AACRAO SEM XXII November 4-7, 2012 Orlando, FL

THE NEED FOR SPEED:

HOW CAL MARITIME IS SHIFTING DATA-DRIVEN ENROLLMENT

MANAGEMENT INTO HIGH GEAR

Evelyn AndrewsOffice of the Registrar

AACRAO SEM XXII Nov. 4-7, 2012 Orlando, FL


Outcomes for Today ~ Session Description

Session Description

Until recently, the Cal Maritime Office of the Registrar used what limited IR and IT resources it had to creatively – and manually – retrieve, stage and then report its data; however, with less than 900 students on campus, these time-consuming methods did not fit with the University's needs for fast and reliable enrollment information. This session will focus on the institutional switch to self-service access to data and information, and how nimble reporting via Blackboard Analytics is helping the campus shift its student recruitment, enrollment management and retention efforts into high gear. Additionally, discover how the Office of the Registrar is able to quickly apply the latest retention and historical data toward completion of national surveys, grant applications, and enrollment projections. Learn more about their vision to meet both campus-wide and system-wide trends and the future needs of the University.


Where is Cal Maritime?

Cal Maritime is in Vallejo, 30 miles northeast of San Francisco. located on a compact but scenic waterfront campus.

One of six State Maritime Academies (SMA's): California Maritime Academy, Maine Maritime Academy, Massachusetts Maritime Academy, Great Lakes Maritime Academy, Texas Maritime Academy, and the State University of New York Maritime College.

http://www.marad.dot.gov/education_landing_page/state_maritime_acadamies/state_maritime_academies.htm









About the California Maritime Academy

• One of 23 campuses in the California State University system

• Maritime Environment – Campus ON San Francisco Bay

• Approximately 970 Cadets

• Four Unifying Elements

- Small Classes – Avg. 22

- Training Cruise or Int’l Exp.

- Hands-On Learning

- Internship /Co-op

• Excellent Job Placement

• Residential Campus – 90% On-Campus


Applications Received 1,250Enrolled Incoming Class 310Total Enrollment 960Average H.S. GPA 3.10Average SAT / ACT 1,074 / 23Average Transfer GPA 2.81 / 3.00Male / Female 85% / 15%NorCal / SoCal / Non-Cal 44% / 38% / 18%

Cal Maritime Fall 2012 Admission


Global awareness

California Maritime Academy: Compass Points

Campus logo’s four compass points is a visual representation of our commitment to providing each student with a college education that combines:

Intellectual learning

Applied technology

Leadership development


Business Administration / International Business & Logistics (BS, 120 units)

Practical Academic Coursework ~ International and Logistics Emphasis ~ Import/ExportGlobal Studies and Maritime Affairs (BA, 120 units)

International Relations and Maritime Policy ~ Economy of the Seas~ Port Security ~ State Department ~ FBI or CIA ~ Law School

Facilities Engineering Technology (BS, 153 units) Certified Plant Engineer in Training at Graduation ~ Prepares engineers

to run large scale facilities such as Power Plants ~ Hotels/Hospitals ~ Convention Centers ~ Stadiums

Mechanical Engineering (BS, 154 units) Receive a US Coast Guard 3rd Assistant Engineer’s License or

Fundamentals of Engineering (FE) certificate ; ME's can work shore side or on a ship Marine Engineering Technology (BS, 161 units)

Receive a US Coast Guard 3rd Assistant Engineer’s License ~ Run the Engineering Department of any ship

Marine Transportation (BS, 159 units) USCG unlimited third-mate license for any ship, any ocean

Cal MaritimeBaccalaureate Degrees

Intellectual Learning & Applied Technology


United States Coast Guard issues at graduation, upon completion of degree requirements and passing the US Coast Guard licensing examinations:

Third Mate or Third Assistant Engineer License

Engineering students who pass the Fundamentals of Engineering Examination receive an Engineer-In-Training Certificate.

Cal MaritimeLicenses and Certifications

Ben Okazaki, Class of 2006, Marine Transportation, went to work with the Military

Sealift Command, and is currently serving as Chief Mate aboard the USNS Salvor.


• Corps of Cadets

• Professional Standards

• Work Ethic

• Self-discipline

• Orientation

• Watch Standing

• Professional Development

• Living/Learning Environment

• Four-Year Leadership Program

• Student Leadership Institute

• Co-Curricular Seminars

Personal Pride ~ Code of Conduct ~ Honesty ~ Trustworthiness ~ Teamwork ~ Accountability ~ Critical Thinking ~ Time Management ~ Communication Skills ~ Self Motivation Working with others ~ Supervision Experience

Cal Maritime Compass Point: Leadership Development


• All Engineering & Marine Transportation Majors • Students are the Crew• Classes, Watches, Maintenance, Drills• Each cruise is 60 days • Ports this past year include Sacramento

Costa Rica, Jamaica, El Salvador

• All International Business & Global Studies Majors travel internationally in the summer after the sophomore year

• Options Summer 2013: Vietnam, Costa Rica, France/Morocco, Baltic's (Sweden, Denmark, Germany, Finland)

• Study Tours are 3-4 weeks long with CMA faculty and include fieldtrips relevant to the two majors

International Experience

Cal Maritime Compass Point: Global Awareness

Training Ship Golden Bear


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# of Graduates# Employed

Cal Maritime Employment by Major ~ 2010 Grads


Cal Maritime is recognized as California’s “Best Value” in Higher Education

2013 US News & World Report ranked #2 in the west in the regional colleges offering undergraduate degrees.

Forbes Magazine ranked Cal Maritime #24 Best Value nationally (top 100).

The rating factors• Affordability• low loan debt of graduates• employment rates• starting salaries.


Transitioning: the need for speed …


Cal Maritime’s Data Dilemma …Our past , enrollment data was collected and reported by different departments, different roles:

Dean, Instructional Support Director of Enrollment ServicesFaculty Associate VP, Academic AffairsDirector, Community Engagement, Teaching & LearningRegistrar

Student Records Officer would report census, academic planning (faculty workload), enrollment and degree reports to the CSU Chancellor’s Office, and collaborate with the academic dean’s support staff.


Who “owned” the data? What is our headcount today? The numbers kept changing depending on who you asked.

In December, 2010, Cal Maritime partnered with iStrategy, now Blackboard Analytics.

Within 3 months, integration between PeopleSoft and Blackboard Analytics – Student was ready for Validation.

In Fall 2011, we had shadow reports verifying the accuracy of the data using pre-built reports.

Cal Maritime’s Data Dilemma …


Advantages to Blackboard Analytics

Turn Data Into Information

Quick response time – easier, faster

Report building + Analysis = Efficiency & Speed

Accuracy, Reliability – bridging PeopleSoft student data and Blackboard Analytics

User friendly for NON-IT types


Questions that Analytics Answered for Us

How many students do we have in “x” major?

With a GPA band of 2.0-2.5?

By “x” ethnicity?

By “x” gender?

From “x” high school?

Who graduated with honors?

Who are receiving veterans benefits?

Who are enrolled in = or > 18 units for the Spring semester?

Who are on academic probation?

With a campus or overall GPA of <2.0?


The Need for Speed: Internal Constituents

• Academic Departmental Reviews

• Enrollment Projections

• Graduation Data by Major

• Diversity Initiatives


Blackboard Analytics Deliverables:Higher Ed Analytics & Reporting Services

Understanding Dimensional Modeling …Fact Tables – a central table in a data warehouse schema that contains numerical measures and keys relating to dimension tables. A fact table contains data that describes a specific event and has a defined grain, or level of detail.

Dimensions – defines how the measures are segmented (e.g., terms, admit type, course, career, etc.)

Measures - the facts we are measuring within a subject area (e.g., admit count, average GPA, etc.) – stored measures as in registration count vs. calculated measures as in retention %

Cube – multidimensional data structure consisting of measures and dimensions


The Need for Speed:Pre-set Web Reporting Tools – You Are In Control


The Need for Speed:Pre-set Web Reporting Tools

The Fact Table: Retention

Dimensions: Rows --Academic Level: Freshman, Sophomore, etc.Columns --Academic Standing: Dismissed, ProbationBackground:Career: UndergraduateDegree Seeking Indicator: All DegreesEnrolled Indicator: CMA customized “enrolled” indicatorTerm: Spring 2012

Measures: Student Term Count


The Need for Speed:You are IN Control

(1) Hierarchy/Fact Table: ACADEMIC LEVEL (parent)

(2) Drill down to next level/Dimensions (child):

ALL ACADEMIC LEVELS – select what you need

(3) Outcomes – how it

appears on your report.

1

2

3


The Need for Speed:Another Example Comparing Two Terms

Chart v. Graph or Both

Leadership prefers a visual representation of the data to tell the story.

Next Questions:By Major?By Gender?By Admit Type?By Age Band?By Class Level?


The Need for Speed: Quick Reports Departmental Review

From: Department ChairSent: Friday, September 23, 2011 8:38 AMSubject: Program Review Data

The Science and Math Department is undergoing a program review this year and as part of my department’s program review, we need some data on the our students. Can you please help us by providing the following information?•Total number of currently enrolled students – as of census: t=889•Total number of students in each major by year (see attachment: Fall 2011 by Class of By Major)•Ethnicity of student body (see attachment: Ethnicity Fall 2011)•Number of males and females in student body (see attachment: Fall2011 Gender Age Band)•Age composition of student body (see attachment: Fall2011 Gender Age Band)If you could give me this information in the next couple of weeks, I would really appreciate it.Thank you.

Gender Total

Fall 2011 as of census

Female 127 14%

Male 762 86%

889

Undergraduate Postbaccalaureate

Gender Age Band Fall 2011 Fall 2011

Female (F) 14 - 17 5

Female (F) 18 - 19 42

Female (F) 20 - 21 39

Female (F) 22 - 24 21 1

Female (F) 25 - 29 10

Female (F) 30 - 34 6 1

Female (F) 35 and Over 2 0

Grand Total Grand Total 125 2

Undergraduate Postbaccalaureate

Gender Age Band Fall 2011 Fall 2011

Male (M) 14 - 17 14

Male (M) 18 - 19 248

Male (M) 20 - 21 216

Male (M) 22 - 24 135

Male (M) 25 - 29 85 11

Male (M) 30 - 34 24 4

Male (M) 35 and Over 16 9

Grand Total Grand Total 738 24


The Need for Speed: Data for a Grant Application

Request: I’d like information for the past three years, for both freshmen and transfers. We’ll define persistence from Fall to Fall for underrepresented populations vs. general campus population would also be helpful.

Logic Used:

Existing Report to Modify: RETENTION/TERM RETENTION or ACADEMIC YEAR RETENTION Or COHORT RETENTION % Rows:Ethnicity – all ethnicitiesMeasures – distinct students, returned next fall, retention % (next year) Columns:Admit Type – New Freshman, Transfer Background:CMA Enrolled Indicator – EnrolledFirst Term at Institution Indicator Academic Load Tuition – AllCareers – AllTerm – Fall 2008, 2009, 2010, 2011


The Need for Speed: Classroom Utilization %

Question:Are we utilizing our classrooms to its fullest capacity?

Led to discussion on …The Room Utilization % is calculated as Average Net Registered per Section/Classroom CapacityAn observation, the classroom capacity # will vary depending on the class capacity established for the course in the Peoplesoft course catalog.


The Need for Speed: Data for National Surveys

PRINCETON REVIEW

http://nces.ed.gov/ipeds


Cal Maritime - Accomplishments 2011: Jan-March – purchased tool; PeopleSoft integration 2011: Sept-Dec – customizations, validation, strong

support from IT Blackboard Analytics 2012:

Generate data or reports for internal/external constituencies

Launch a Reports Request Link to monitor reports or data requested.

Reports accessible in portal for the executive leadership, academic senate executive committee, accreditation and assessment teams. Build reports

repository.


Cal Maritime - Goals for the Future with Blackboard Analytics

Dedicated Staff Member to Focus on Reporting Services – to meet immediate needs of faculty and staff

Utilize data to support a Strategic Enrollment Plan at Cal Maritime


Continued Partnership with Blackboard Analytics

Special Thanks to George Yelland Senior Consultant, Blackboard Analytics (formerly iStrategy) //////////////////////////////////////////////////// Blackboard Inc.300 Redland Court, Suite 300Owings Mills, MD 21117


Questions?

Evelyn AndrewsRegistrarThe California Maritime Academy200 Maritime Academy DriveVallejo, CA 94590-8181Phone: 707-654-1794Email: [email protected]

Documents

AACRAO SEM XXII November 4-7, 2012 Orlando, FL THE NEED FOR SPEED: HOW CAL MARITIME IS SHIFTING DATA-DRIVEN ENROLLMENT MANAGEMENT INTO HIGH GEAR Evelyn