designing a comprehensive student planning system

Designing a ComprehensiveDesigning a Comprehensive

Student Planning SystemStudent Planning System

Brigham Young University’s Approach

Presenters:Presenters:

William H. CopeProgrammer Analystbillcope@byu.edu

Brigham Young UniversityB-150 ASB Provo, UT 84602 (801) 378-4530

Gene F. PridayUniversity Registrargene_priday@byu.edu

Julie S. NelsonAssistant Registrarjulie_nelson@byu.edu

Raylene J. HadleyDirector of Academic Advisementraylene@byu.edu

WHO ARE YOU?WHO ARE YOU?

OperatorsOperators

Senator Carter Glass – Virginia 1930

Whereas dial telephones are more difficult to operate than are manual telephones; and

Whereas senators are required since the installation of dial telephones in the Capitol to

perform the duties of telephone operators in order to enjoy the benefits of telephone service; and

Whereas dial telephones have failed to expedite telephone service; therefore, be it

Resolved that the sergeant-at-arms of the Senate is authorized and directed to

order the Chesapeake & Potomac Telephone Co., to replace with manual

telephones, within 30 days after the adoption of this resolution, all dial

telephones in the Senate wing of the United States Capitol and in the Senate

Office Building.

Lakota tribal wisdom says that when you discover you are riding a dead horse, the best strategy is to dismount. However, in

business (and academia) we often try other strategies, such as:

Looking for a better way? Beware!Looking for a better way? Beware!

1. Buying a bigger whip.

2. Changing riders.

3. Saying “This is the way we have always ridden this horse.”

4. Appointing a committee to study the horse.

5. Visiting other sites to see how they ride dead horses.

6. Appointing a tiger team to revive the dead horse.

7. Creating a training session to improve our riding ability.

8. Changing the requirements to declare a horse dead.

9. Harnessing several dead horses together for increased speed.

10. Providing additional funding to increase horse’s performance.

11. Do a study to see if outside contractors can ride it better.

12. Declare the horse is “better, faster, cheaper” dead.

13. Form a quality circle to find uses for the dead horse…..OR

Promote the dead horse to a supervisory position.

Designing Student Services Designing Student Services for the Net-Generationfor the Net-Generation

• Students are brought up using computers and, more recently, the Internet – they have digital savvy.

• They are used to interactivity, not simply viewing and listening.

• They have learned to use computers for inquiry, analysis, self-expression, influence, and play.

• They are used to having access to services from their homes, when they want and what they want.

Don Tapscott Growing up Digital: The Rise of the Net Generation

“The technological revolution will combine with the continuing

economic pressures to change in significant and structural ways what we do and how we do it –

or we will be left behind.”

Elaine Hairston, ChancellorOhio Board of Regents

Students are bringing to higher education exactly the same

consumer expectations they have for every other commercial

enterprise they deal with. Their focus is on convenience, quality,

service, and cost.

Arthur Levine and Jeanette S. Cureton

BYU Comprehensive Student Planning System

1. Connect academic, financial, and career planning.

2. Individualize educational planning.

3. Track student academic progress.

4. Link related educational services, i.e., internships.

Objectives:

5. Expand registration to include:

• Course preview, faculty information.• Textbooks• Final Exams• Tuition• Course availability

6. Foster a spirit of collaboration among university units.

BYU Comprehensive Student Planning System

OverviewOverview

BYU Comprehensive Student Planning System

CompletedCompleted

BYU Comprehensive Student Planning System

CompletedCompleted

BYU Comprehensive Student Planning System

OverviewOverview

BYU Comprehensive Student Planning System

Review of Written Review of Written MaterialsMaterials

Numerous mailings caused some confusion. Students had difficulty

knowing what was important. We used the Cornell University model of

combining information into one mailing.

Steps to AccomplishSteps to Accomplish

1. Coordinate with all representative areas.

3. Decide on graphic presentation.

2. Gather and edit information.

MailingMailing

3. Went out February 15 (application deadline).

1. Hired temporary staff to stuff folders.

2. Sent first class.

Other Mailings to FreshmenOther Mailings to Freshmen

(Mailed May 1)(Mailed May 1)

Registration Notice and Charting Your Academic Course pamphlet.

Class Schedule Bulletin.

Note: The catalog is free to those who request it. Otherwise, they can view it on the Web.

PersonalizedPersonalized

AdvisementAdvisement

What the colleges have done in What the colleges have done in the past:the past:

1. Mailings

• Welcome letter from the Dean of the College

• Copy of the student’s Major Academic Plan (MAP)

2. Review of Freshman schedules

• Follow-up with letter or phone call

The University Student Assistant The University Student Assistant (USA) Program(USA) Program

• Currently enrolled students, who are returning home for the spring/summer terms, conduct a pre-orientation workshop for newly admitted freshmen

• Approximately 125 workshops this year, with over 200 USA volunteers

• Began in 1982

Purpose:

Incentives:

Training:

Topics:

To connect to freshmen with a student from the university; alleviate anxiety; prepare them for registration; and answer any questions

T-shirt, new catalog, fall class schedule

4 hours on a Saturday morning

Registration, Academic Advisement, Student Life, and Freshman Academy (Learning communities)

Newly admitted BYU Students by RegionFall 2000

Taking Personalized Taking Personalized Advisement One Step Further…Advisement One Step Further…

1. A personal phone call to all new students

2. Follow-up with letter or e-mail if unable to reach student

Answer questions; make them aware of planning on the Web, dates of freshman registration; invite them to call back on an 800 number.

Purpose:

OnlineOnline

DemonstrationDemonstration