Small budget for Small budget for Tutoring?Tutoring?

No problem: How to dramatically No problem: How to dramatically grow and enhance your program grow and enhance your program without increasing your budgetwithout increasing your budget

Eric DunkerEric Dunker

Derrick HaynesDerrick Haynes

Metropolitan State College of DenverMetropolitan State College of Denver

IntroductionIntroduction

• Metro State College of Denver Tutoring Program Metro State College of Denver Tutoring Program growth and success in past 2 yearsgrowth and success in past 2 years

• Opportunities and ChallengesOpportunities and Challenges• Strategies to grow without any increase in Strategies to grow without any increase in

budgetbudget• Strategies to sustain and improve serviceStrategies to sustain and improve service• FIRMMFIRMM• Group activity: Assessment of academic support Group activity: Assessment of academic support

on your campus, how can you improve and grow on your campus, how can you improve and grow using some strategies we talk about!using some strategies we talk about!

Operating Budget of Metro State Operating Budget of Metro State Tutoring Center since 2004Tutoring Center since 2004

Operating Budget

$0

$10,000

$20,000$30,000

$40,000

$50,000

$60,000

$70,000$80,000

$90,000

$100,000

Spring2004

Fall2004

Spring2005

Fall2005

Spring2006

Fall2006

Spring2007

Operating $

Individual students served Individual students served since 2004since 2004

Growth Trend of Indiv idual Students Served at M etro State Tutoring Center since Fall 2004

144 166 179

360

459

687733

0

100

200

300

400

500

600

700

800

Spring2004

Fall 2004 Spring2005

Fall 2005 Spring2006

Fall 2006 Spring2007

Sem esters

Stu

den

ts s

erve

d

# students

Tutoring Sessions with Tutoring Sessions with students since 2005students since 2005

Sessions with students since Fall 2005, sessions not tracked prior to Fall 2005 semester

19612352

32693649

0

5001000

1500

2000

25003000

3500

4000

Fall 2005 Spring 2006 Fall 2006 Spring 2007

Sem esters

Ses

sio

ns

wit

h s

tud

ents

SessionsN/R N/RN/R

Number of tutors Number of tutors employed since 2004employed since 2004

Number of Tutors

10 12 1216

28

42

55

0

10

20

30

40

50

60

Spring2004

Fall2004

Spring2005

Fall2005

Spring2005

Fall2006

Spring2007

Tutors

General Student Population

61%

39%Retention Fall 05-Fall06

Students not returning

Retention StatisticsRetention Statistics

Students who used Tutoring Center

76%

24%

Retention Fall 05-Fall06

Students not returning

EvaluationsEvaluations7 point Likert Scale7 point Likert Scale

• Overall, how satisfied were you with the entire Overall, how satisfied were you with the entire tutorial experience? Any improvements you would tutorial experience? Any improvements you would like us to make? like us to make? 6.636.63

• How much of a positive impact did the tutorial How much of a positive impact did the tutorial session have on your understanding of the course session have on your understanding of the course material? material? 6.536.53

• If you need tutoring help in the future, how likely If you need tutoring help in the future, how likely are you to return to the Tutoring Center? are you to return to the Tutoring Center? 6.826.82

• How likely would you be to recommend the How likely would you be to recommend the Tutoring Center to other people? Tutoring Center to other people? 6.746.74

• How knowledgeable was your tutor? How knowledgeable was your tutor? 6.756.75 • Were you satisfied with the facilities used for Were you satisfied with the facilities used for

tutoring?tutoring? 6.49 6.49

Program Status inProgram Status inSeptember 2005September 2005

• Small space (700 square feet) with few Small space (700 square feet) with few staff and maxed out budgetstaff and maxed out budget

• The program needed to dramatically The program needed to dramatically change, and aligned with mission of Metro change, and aligned with mission of Metro StateState

• How can the Metro Tutoring Center How can the Metro Tutoring Center maximize it’s potential?maximize it’s potential?

Economics 101Economics 101• 21,000 student population21,000 student population• Modified open admissions, over 50% need Modified open admissions, over 50% need

remedial classes at community collegeremedial classes at community college• 62% Fall to Fall retention rate62% Fall to Fall retention rate• 17% graduation rate17% graduation rate• 12 tutors12 tutors• Problem!Problem!

– Supply vs. Demand?Supply vs. Demand?• Is current demand based on requests received, or Is current demand based on requests received, or

is demand untapped?is demand untapped?• Based almost entirely on other programs, staff, Based almost entirely on other programs, staff,

faculty and how they view the importance of your faculty and how they view the importance of your program.program.

New Intended Program Outcomes

• Every student, faculty, and staff at Metro State will have knowledge about the Tutoring opportunities on campus by 2008.

• The Tutoring Center will have the most diversified offering of classes and tutoring formats

• The Tutoring Center will have the most qualified, highly trained, customer service oriented staff in student services.

• The Tutoring Center will substantially contribute to the overall retention goals of the college.– Tracking, assessment

New Intended Learning Outcomes:

• Learn how to become effective independent learners through strategies employed by tutors.

• Learn effective study skills and organization habits that will contribute to the students’ success in academics.

• Learn the importance of persistence and goal setting as it relates to academic success.

• Students will become more self-aware in relation to their learning styles, personal study habits, and academic strengths and challenges.

• Gain confidence and insight through positive feedback and attention from tutors.

• Will be knowledgeable about programs and other services that can assist with academic success offered on campus through contact with the Tutoring Center.

ChallengesChallenges

• Tutoring not integrated on campus, very Tutoring not integrated on campus, very few departments know it existsfew departments know it exists

• Culture of apathy and discontentCulture of apathy and discontent• Small budget: The Tutoring Center is the Small budget: The Tutoring Center is the

only general student population learning only general student population learning assistance program on campusassistance program on campus

• No previous assessmentNo previous assessment• No hard-drive or databaseNo hard-drive or database

– Floppy disksFloppy disks

ChallengesChallenges

• No tracking system, other than counting No tracking system, other than counting request sheetsrequest sheets– Underutilized web-siteUnderutilized web-site

• 12 student tutors, no other professional 12 student tutors, no other professional staff for population of 21,000 studentsstaff for population of 21,000 students

• No walk-in/group tutoringNo walk-in/group tutoring– Set up like a small cohort tutoring systemSet up like a small cohort tutoring system

• Almost starting from scratch!Almost starting from scratch!

OpportunitiesOpportunities

• Growth, without compromising service or Growth, without compromising service or managementmanagement

• IT system/database, trackingIT system/database, tracking• Implement certified training programImplement certified training program• Marketing, integrate tutoring across Marketing, integrate tutoring across

campuscampus• Supporting mission of Metro State by Supporting mission of Metro State by

affording more opportunities for academic affording more opportunities for academic support for studentssupport for students

OpportunitiesOpportunities

• Repair unhealthy or broken relationships Repair unhealthy or broken relationships on campuson campus

• Working with each academic department Working with each academic department to determine needs assessmentto determine needs assessment

• Incorporate work-study and volunteer Incorporate work-study and volunteer employees as tutorsemployees as tutors

• Assessment, evaluations, statisticsAssessment, evaluations, statistics

• If nothing else, can’t go anywhere but up!If nothing else, can’t go anywhere but up!

PlanPlan

• Growth StrategiesGrowth Strategies

• SustainabilitySustainability

• Preparing current staff for successful Preparing current staff for successful change and a new visionchange and a new vision

Growth StrategiesGrowth Strategies

• Exclusive 1 on 1 tutoring is unrealistic Exclusive 1 on 1 tutoring is unrealistic expectation for population of 21,000expectation for population of 21,000– Implement group tutoring, group workshops, test Implement group tutoring, group workshops, test

reviews, study skillsreviews, study skills• 12 tutors will not be able to serve population of 12 tutors will not be able to serve population of

students who need tutoringstudents who need tutoring– Increase in staff starting immediatelyIncrease in staff starting immediately– Work-study office. When are forms due? When does Work-study office. When are forms due? When does

money get kicked back from unearned money from money get kicked back from unearned money from previous semesters? Is work-study maxed out? State, previous semesters? Is work-study maxed out? State, Federal, No-needFederal, No-need

• Sell concept of academic support across campusSell concept of academic support across campus– Funding in future.Funding in future.– Career Services exampleCareer Services example

Sustainability and Sustainability and ImprovementImprovement

• Training, certify through CRLATraining, certify through CRLA– Obtained 3 year certificationObtained 3 year certification

• Build comprehensive web-siteBuild comprehensive web-site– Hire IT student, focused help from IT departmentHire IT student, focused help from IT department

• Comprehensive assessment systemComprehensive assessment system– TuteesTutees– TutorsTutors

• Obtain buy in from Academic AffairsObtain buy in from Academic Affairs– Form advisory council with Dean’s office representationForm advisory council with Dean’s office representation– Web-site and information in professor syllabi by Spring 2006Web-site and information in professor syllabi by Spring 2006– Integrate Academic Support across campusIntegrate Academic Support across campus

• Including other student services departmentsIncluding other student services departments

Utilizing current staff, Utilizing current staff, planning for successplanning for success

• Give all existing staff responsibilities in addition Give all existing staff responsibilities in addition to tutoring, collaboration with other departmentsto tutoring, collaboration with other departments– exp) 10 hours of work per week = 8 tutoring, 2 hours exp) 10 hours of work per week = 8 tutoring, 2 hours

supporting office needssupporting office needs– Marketing, budget, IT, liaison to student Marketing, budget, IT, liaison to student

organizations, liaison to different academic organizations, liaison to different academic departments, ect.departments, ect.

– Support balance and wellness of staffSupport balance and wellness of staff

• Fiscal AccountabilityFiscal Accountability– No more hourly tutors for non-high demand subjects. No more hourly tutors for non-high demand subjects.

Must obtain work-study, volunteer, or reduce hoursMust obtain work-study, volunteer, or reduce hours

Assessing your Programand Planning for Change

FFIIRRMMMM

• AssessmentAssessment

• Focus PointsFocus Points– FinanceFinance– Information TechnologyInformation Technology– RecruitmentRecruitment– MarketingMarketing– ManagementManagement

FFIIRRMMMM Assessment Assessment

• Assess the institution to develop a plan for success

• Examine the following:– External Factors – Strategic Plans (vision, mission, objectives)– Gaps that exist

FFIIRRMMMM::FinanceFinance

• Utilizing student staff to compensate for lack of Utilizing student staff to compensate for lack of fulltime staff. fulltime staff.

• Only spend money on high demand subjects Only spend money on high demand subjects where work-study or volunteer undergraduates where work-study or volunteer undergraduates are hard to findare hard to find

• Continue lobbying the school for financing in Continue lobbying the school for financing in order to take the next steps with the program.order to take the next steps with the program.– Diversified sourcesDiversified sources

• Volunteers!Volunteers!– Most student organizations require community serviceMost student organizations require community service

FFIIRRMMMM:: Information TechnologyInformation Technology

• Tracking database through AccessTracking database through Access– Ad-Hoc Access to Banner or student databaseAd-Hoc Access to Banner or student database– Success rates of students we are servingSuccess rates of students we are serving– Are we serving a representative population compared Are we serving a representative population compared

to campus demographicsto campus demographics

• Comprehensive web-site, user-friendlyComprehensive web-site, user-friendly– All forms on-lineAll forms on-line

• Electronic Schedule, seamless set-up processElectronic Schedule, seamless set-up process• Query high failure rate courses, contact Query high failure rate courses, contact

professors to increase our exposureprofessors to increase our exposure

FFIIRRMMMM:: Tutor RecruitmentTutor Recruitment

• Targeted e-mail to students who are above 30 credits, Targeted e-mail to students who are above 30 credits, but below 91, A’s in courses, above 3.0but below 91, A’s in courses, above 3.0– Over 2000 e-mails sent out with link to application stating they Over 2000 e-mails sent out with link to application stating they

are pre-qualified to become tutorsare pre-qualified to become tutors– Highlighted benefits of the experience, pay rate, and emphasize Highlighted benefits of the experience, pay rate, and emphasize

work-study.work-study.• Obtained over 220 applications in a year and a half!Obtained over 220 applications in a year and a half!

– Work-study, volunteer, reduced hours for high demand subjects Work-study, volunteer, reduced hours for high demand subjects if hourly. Most qualify for work-study in some wayif hourly. Most qualify for work-study in some way

– Interviewed interested candidates, signed intent to hire forms for Interviewed interested candidates, signed intent to hire forms for work-study officework-study office

• Diversity in staff. Grow with a plan. What does my staff Diversity in staff. Grow with a plan. What does my staff look like (compared demographics to the population we look like (compared demographics to the population we serve)?serve)?

FFIIRRMMMM::MarketingMarketing

• Each tutor must make 3 professor visits per Each tutor must make 3 professor visits per semestersemester

• Liaison positionsLiaison positions– Exp) Top physics tutor is your new liaison to the Exp) Top physics tutor is your new liaison to the

Physics dept.Physics dept.• Needs assessment from academic departments, Needs assessment from academic departments,

athletics, other departments through liaisonsathletics, other departments through liaisons• Branding Branding • On evaluation, ask how students found out On evaluation, ask how students found out

about the Tutoring Programabout the Tutoring Program– 75% through professors75% through professors

FFIIRRMMMM:: Program ManagementProgram Management

• Autonomous employees and systemAutonomous employees and system– Fluid operationFluid operation– Strong communication Strong communication

• Accountability/Performance StandardsAccountability/Performance Standards• Diversity in staff and stakeholdersDiversity in staff and stakeholders• Sound TrainingSound Training

– Professional developmentProfessional development

FFIIRRMMMM:: Management (cont.)Management (cont.)

• Visioning for futureVisioning for future

• Wellness and balanceWellness and balance• Building solid relationshipsBuilding solid relationships

– Trust, opennessTrust, openness– CollaborationsCollaborations

Take the Take the FFIIRRMMMM challenge challenge

Questions to Consider

• How does my institution view the academic support programs?– Are your academic support programs properly

equipped to serve the general population?– What has your Director done to help improve

the institution's outlook on the program?

• Current funding sources? Am I diversified?• Is academic support integrated across

campus?

Questions to Consider

• Are we utilizing the volunteer commitments of student organizations?

• Do we utilize our student staff to not only tutor, but to help support the overall operations of the office?

• Do you have positive relationships with all pertinent stakeholders?

• Do we have data to support our progress?

Current ProjectsCurrent Projects

• Projected staff of 65 in Fall 2007Projected staff of 65 in Fall 2007• Created and manage SI program for Created and manage SI program for

Reece Learning CommunitiesReece Learning Communities• Funding for Program AssistantFunding for Program Assistant

– Tiered structure, lead tutors, ect.Tiered structure, lead tutors, ect.

• Awarded 2 new spaces, increased square Awarded 2 new spaces, increased square footage by 300%footage by 300%

• Increased collaboration with other Increased collaboration with other departmentsdepartments

Current ProjectsCurrent Projects

• Subject Specialists funded by Academic Subject Specialists funded by Academic AffairsAffairs

• Conversation hours for foreign language Conversation hours for foreign language and ESLand ESL

• Currently offer tutoring for all 1000/2000 Currently offer tutoring for all 1000/2000 level classes and most upper level classeslevel classes and most upper level classes

Questions?