Implementation of Starfish at the Kentucky Community & Technical College

System

Dr. Michael Krause

Kayla McIntosh

KCTCS Transformation

Focused on three overarching outcomes for our students:Access• Attract more working age adults to college. • Attract more ethnically diverse students. • Increase the number of workforce students who

return to pursue a KCTCS credential. Retention• Effectively engage students in positive learning

outcomes. • Focus on helping students stay in school to achieve

their goals. • Assist ethnically diverse students to stay in school to

achieve their goals.

KCTCS Transformation

Success• Help underprepared students be more successful in

college. • Increase the number of people who are

professionally licensed or certified. • Increase the number of credentials awarded –

especially at the Associate Degree level. • Increase the number of students transferring

successfully to 4–year schools. • Prepare more workers for high wage/high demand

jobs. • Provide students with an education that leads to

economic prosperity

Transformation at KCTCS

Change and Project Management

The cross-functional teams will also be supported by a new KCTCS Change and Project Management Office (CPMO) to provide essential tools, templates, and methods for planning and managing the implementation of the nine transformation strategies outlined in this plan. In the coming years, the CPMO will also focus on building a culture of innovation, improvement, and formal change and project management across KCTCS to improve implementation of other major projects and initiatives.

Engagement Across the System

• Listening Sessions

• Retention Managers Training & Feedback

• Advisor Training

• Regional Workshops

• Regional Teaching and Learning Workshops

Organizations

Developing Organizations

• Tables were built in PeopleSoft o 16 college organizationso Learn on Demando 64 Systemwide Student Group Organizations

Student Support Services Veteran Affairs Ready to Work Accelerating Opportunity

• Organizations are identified by terms

Roles & Permissions

Assigned automatically from PeopleSoft• Academic Advisor Assigned• Advisor General

Manually assigned from customized PeopleSoft tables • Accelerating Opportunity• Student Support Services• Veterans Affairs• Ready to Work• College Leadership• Financial Aid Counselor• Financial Aid Staff• Personal Counselor• Registrars• Student Tutor• Tutor• All Staff

Pilot Progress Surveys

Colleges selected “champions” at their college to participate in pilot the progress survey. Since this survey was so close to end of the term we decided to make a positive survey with a three flags for student that were truly in danger of not passing for the Spring 2014 term.

Pilot Progress Surveys

Tracking Items Included• Keep up the good work!• Great Job!• High Score on Exam!• Academic Achievement

Concern• Attendance Concern• Recommend Drop• Tutoring Referral

Surveys Sent• 1,294

Schedule• Announced: April 11,

2014• Deployed: April 14,

2014• Reminder: April 17,

2014• Closed: April 23, 2014

Service Catalog

Services SpreadsheetColleges received a spreadsheet with the information needed to populate the Service Catalog. They were able to list any services that are available at their college.

Types of services included:• Advising Centers• Disability Services• Financial Aid Offices• Student Support Services• Transfer Centers• Tutoring Centers• Career Services• Libraries

Service Catalog

Searching ServicesAll 16 colleges share the Service catalog. The catalog is separated by the college name then service name (i.e. Ashland – Advising Center, West Kentucky – Tutoring) this allows students to enter their college name in the search box and only see services for that college.

Kiosk

• 3 colleges piloted kiosk during the spring semester

o Ashland Community & Technical College Advising Center Financial Aid Office

o Madisonville Community College Financial Aid TRiO Student Support Services

o West Kentucky Community & Technical College Tutoring Financial Aid

Sign-in Counselor Escalation

AdvisorTrac

• KCTCS had several colleges that used AdvisorTrac.

• Ashland Community & Technical College piloted this process of importing notes and meetings from the Financial Aid office and Advising Center to Starfish during the spring semester.

• Over 43,400 notes and meetings were imported

Next Steps

• Data export to Decision Support System (DSS) used by the KCTCS Office of Research and Policy Analysis and staff

• Create diverse populations groups and identify staff to guide themo Underprepared – enrolled in developmental

education courseso Low income – 100% Pell eligibleo Underrepresented minorities - African

Americans, Hispanic-Americans, Native Americans (American Indians), Alaska Natives, Native Hawaiians, Pacific Islanders, Mainland Puerto Ricans

Next Steps

• Examining the reporting of No Show to Financial Aid through Starfish

• Assigning delegated reporting permissions

• Building more kiosk

• College specific student groups integration

• Importing AdvisorTrac notes for the remaining colleges

• Providing online training opportunities for faculty and staff

Questions?

Marketing Flyers for Instructor & Staff

Marketing Flyers for Students

Kiosk Branding

Service Tab Branding