Academic AdvisementOverview and Demonstration

June 2008

Project Team

• Diane Whiteley, Project Manager (ESPM)• Heather Rhodes, Team Lead (ESPM)• Phil Jong, School of Criminology• Bing Lee, Academic Advising & Student

Success• Leigh McGregor, Faculty of Applied

Sciences Office

Presentation Overview

• Project Goals and Deliverables• Academic Advising Module Features• On-line Functionality

– Degree Audit BBA Business Major– Degree Audit BA Criminology Major– Self-Service BBA Business Major– What-If Scenarios– Student Exceptions– Analysis Database Query

• Discussion

Project Goal

• To prototype and evaluate the delivered Campus Solutions 8.9 Academic Advising module in order to assess whether its online and automated advising functionality provides efficient, effective, state-of-the-art tracking of degree progress which will significantly benefit students, staff and faculty at SFU

Deliverables

• Initial Scoping document• Staff trained in setting up academic requirements • Documentation of gaps for BBA BUS & BA CRIM

majors• Set up of current academic requirements for BBA

BUS & BA CRIM majors as of Fall 2006 (1067)• Setup additional academic requirements for other

plans as of Fall 2006 and as time permits• Documentation of responses from other

institutions using Academic Advising

Terminology

• Career (UGRD vs. GRAD)• Academic Program (BUS, ARTS)• Academic Plan (MAJOR, MINOR, HONOURS)• Academic Sub-Plan – CONC, CO-OP• Student Group (CR01, ES87)• Course List• Requirement• Requirement Group• Courses vs. Units• Configurable vs. System-Generated Descriptions

Features Overview

• Degree Progress Report• Special Advising Report, e.g., Athletics• Program/Plan What-If• Course What-If• Student Exceptions• Analysis Database• Setup Reports• Setup Summaries

Degree Progress Report

• “Degree Audit.”

• Tracks the requirements and regulations that a student must satisfy in order to graduate.

• Analyzes courses student has completed both successfully and unsuccessfully and determines what requirements are outstanding.

• Tool to help advisors advise students

• Tool to help students track their requirements as outlined in the SFU Calendar.

W5H - Degree Progress Report

• Who – students and advisors• What – on-line report or PDF format• Why – graduation check, program and course

planning• When – anytime• Where – access via Web• How - on-line, SS

Student Exceptions

• Can be applied to – Student– Program – Plan– Student Group

• Handles – Course Directives– Requirement Waivers, Overrides, Changes

Benefits of Academic Advising Module

Decrease line-ups, phone calls, emails to advisorsIncrease time for academic advising focused on retentionTrack student degree requirementsSimplify student degree and graduation auditingEstablish & Formalize degree requirements Establish Consistency in advisingCreate & Track Exceptions for student, program, plan,

groupCreate Queries & Reports

– by individual, career, program, plan, subplan– Analysis Database

Track requirement setup

Academic Advisement will NOT

• be perfect - no software is!

• replace the Advising staff.

Live on Advisement

University of Alberta University of Waterloo University of Western Ontario Ryerson University Ontario College Application

Services Nova Scotia College System

California State-Wide University University Of Michigan University Of Utah Art Institute of Chicago University of Louisville Indiana University SUNY Stony Brook University Of Wisconsin-Madison Northwestern University

Polytechnic University

Regents Of University Of Minnesota

Santa Clara University

Southern Methodist University

Texas Christian University

United States Air Force Air University

University of St.Thomas

Claremont Graduate University

Emory University

Gemological Institute Of America, CA

Grand Rapids Community College

James Madison University

Palomar College

Heartland CC Soon SFU can be added to the list!

The three major components of Academic Advisement Module

• Course Lists ‘Leaf’: identifies the courses

• Requirements ‘Branch’: finds the course and holds the rules

• Requirement Groups ‘Tree’: matches students to requirements

Analysis is Top Down

University Requirements

Faculty Requirements

Major (Dept) Requirements

Electives

Building is Bottom Up

Course Lists

Requirement

Requirement Group

Academic Structure:Business Administration Major

Institution -

Career -

Program -

Plan 1 -

SFUNV

UGRD

DBBA (Degree Placeholder)

BUS

Subplan 1 -

ACCTCON

BUSCOP

FINCON

Subplan 2 - Subplan 3 -

Plan 2 -

BUSMAJ

Programs & Plans Setup Completed in Pilot Project

• First Degree BBA (DBBA)• First Degree BBA, with Honors

(DHBBA)• Business Major (BUSMAJ)• Business Honors (BUSHON)• Business Concentrations

(ACCTCON)• Business Minor (BUSMIN)• Business Co-op (BUSCOP)

• First Degree BA (DBA)• First Degree BA, with Honors (DHBA)• Criminology Major (CRIMMAJ)• Criminology Honors (CRIMHON)• Criminology Extended Minor

(CRIMEMI)• Criminology Minor (CRIMMIN)• Post-Baccalaureate Criminology

(PCRIM)• Certificate in Criminology (CCRIM)• Arts Co-op for Criminology

(ARTSCOP)• Certificate in Liberal Arts (CLA)

DEMONSTRATION OVERVIEW

Highlights of Report and AA Functionality

1. Overview of Report: BBA, BUSMAJ, BUSCOP, BUS Concentrations, WQB NSA, Formal Exchange

2. BA, CRIMMAJ, Transfer, WQB, FAN & FAL3. Repeated Transfer Courses4. Course Directive & F and N Grades5. Requirement Change6. Requirement Waiver7. Self-Service Course What-If8. Self-Service Quick What-If

Degree Progress Report as PDF

Student Profile 1• Fourth Year Business Major• Two concentrations: International Business

and Marketing• Co-operative Education• Certificate of Liberal Arts• Admitted as a BC 12 student in Fall 2003• WQB NSA• Formal Exchange done at Chinese University

of Hong Kong

Display Incomplete Requirements only

The Degree Progress Report can be run to only ‘Display Incomplete Requirements.’

In this case, the report shows only the requirements identified as failed by the Academic Advising Engine.

The description of each failed requirement is highlighted in bold.

The Degree Progress Report can be run in the ‘Standard’ way to show all requirements both met and not met.

In this case, the report shows all the requirements, identified as both completed and failed by the Academic Advising Engine.

The description of each failed requirement is highlighted in bold.

Display Standard Academic Advising Report

Degree Progress Report On-line

Student Profile 2• Third Year Criminology Major• Admitted as a BC Transfer student in Spring

2008• 60 Transfer units• WQB required• FAN and FAL required

Example Requirement Waiver for Accounting Concentration

Student Exception

ExampleFourth year Business major trying out next term’s courses

BUS 336, 360W, 456, FREN 205

Course What-If

Course What-if Analysis: This is an on-line screen view showing full details, not a PDF view.

Skipping ahead a few pages just so you get the feel of what happens, instead of all the details.

Quick What-If

Example

Fourth Year student Criminology Major, Business Minor

Quick What-If Scenario: Business Major

Quick What-if Analysis: from a Criminology major to a Business major

End of Live Demo

Features Review

• Degree Audit Report• Special Advising Report• Program/Plan What-If• Course What-If• Student Exceptions• Analysis Database• Setup Reports• Setup Summaries

Benefits for SFU

Category Benefit

Financial Reduce costs by replacing manual with automated degree auditAvoid added cost of purchase of add-on degree audit moduleMake use of already purchased, existing, integrated degree audit module

Student Improve service to students through self-service functionalityIncrease student retention by improving quality and efficiency of academic advisingDecrease time to graduation by improving access to degree requirements

Staff Access to automated and on-line functionalityFree business analysts from replicating functionalityIncrease staff satisfaction by adding value to work

Operational Improve efficiency by using automated graduation and degree audit checksImprove quality of service by eliminating manual errors and conflicting interpretationsUphold quality of academic requirements through centralized maintenanceProvide opportunity to review and simplify existing program/plan requirements

Market Become leader in web-based technologyRemain competitive with other institutions

Gaps/Issues

Gap/Issue Recommendation Work Around

1 PS Transcript PDF report left justified for all Transcript Types

SFU Mod: removed delivered indentation

‘retrofit’ this portion of the Crystal Report using indentation for readability

asterisks, ALL Caps with mixed case, numbers used in description

2 Prospects cannot access SFU: only term activated students have access

GSC Case logged: 1317

3 F courses will show in list of completed Co-op courses

Additive credit Requirements description explains requirements - Further investigation if needed

4 Students approved to BUS SupPlan with requirement term earlier than the effective system date and SFU Calendar date of the SupPlan (e.g., INBUCON )

SupPlan not active, so shows “No Requirement.”

E.g., INBUCON SubPlan Requirement Term cannot be less than Fall 2006.

INBUCON SupPlan first introduced to SFU Calendar 2006-2007.

Recommendations for aSuccessful Implementation

• Recommend full implementation using one BA Team Lead and two Student Services team members and faculty/departmental advisors as needed

• Estimate nine month implementation• Garner support from Administration and Staff• Spend time analyzing requirements top to bottom

to determine the best fit• Keep it simple• Set standards• Review/revise/enhance business processes• Provide training and demonstrations to staff and

students in person and online