student educational planner - city university of new york · 2020. 1. 2. · sep is the “new...

DEGREE WORKS STUDENT EDUCATIONAL PLANNER (SEP) BEST PRACTICES

Veronica DiMeglio- College of Staten IslandNaomi Nwosu-Stewart- John Jay College

Click to edit Master title style

▶ Ellucian Documentation

▶ Student Educational Planner (SEP) Overview

▶ Best Practices

▶ User Decision Tree

▶ Hands on Experience

▶ Feedback

TOPICS FOR DISCUSSION

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Presentation Notes

This session will cover basic best practices and recommendations of the Degree Works Student Educational Planner (SEP) Topics that will be covered include Using the Ellucian Documentation to make the most of the application A brief overview of the SEP and basic concepts Best practices and recommendations for configurations and settings We encourage those who are involved in the process to read the Degree Map Tool kit – pages 29-40

Click to edit Master title styleTOPICS FOR DISCUSSION

• User Access

• Creating and Maintaining Templates

• Creating and Maintaining Plans

• Requirements on Plans/Templates

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Presentation Notes

We will also discuss, briefly, best practices related to User Access Creating and Maintaining Plans Creating and maintaining templates SEP Processes Keep in mind that a BEST PRACTICE might not necessarily apply to your unique institutional business practices and processes. These are just general points of information to help you understand and make good decisions during testing and implementation.


▶What is SEP?

▶ Student educational planner integrated into DGW

▶ Tool to help students stay on track for graduation

▶ Tool for advisors to help students plan and stay on track

▶ Highly Customizable Degree Plan

SEP OVERVIEW

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Presentation Notes

SEP is the “new generation” student educational planner, a tool to help students make a plan and stay on track to graduate. SEP is a wonderful tool for advisors, and essentially converts the old “pen and paper” checklist to a dynamic, easy to use web-based plan. SEP is highly configurable – many decisions much be made prior to using this tool. Requires version 4.1.3.1 or higher – this session is based entirely on DW 4.1.4 We will look at the best practices related to decision making shortly.


▶Why use SEP? Just another Tool (But same password)

▶ Enhance student advising experience

▶Managing Case Loads

▶ Tracking critical requirements; notes , etc.

SEP OVERVIEW

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Presentation Notes

Why should you consider implementing or using SEP? This tool enhances the student advising experience, and provides a concrete web-based, flexible way to track and maintain the student’s program plan Reporting – this could be a completely separate sessions – on that note – there is a DW Reporting Panel Discussion – please come! It is today at 1:00 p.m. in this SAME room!! Tracking critical requirements – knowing at a glance whether a student is on track/off track Plans provide the opportunity to harvest data on future course needs Visual Scheduler - items in SEP by semester will be loaded into student shopping cart A strategic approach to course offerings are imperative for student success Advisement areas need to start evaluating ways to best implement SEP on their local campuses NO PAPER - Degree Maps become a script to convert existing templates With the addition of other new technologies like EAB and CUNYsmart, DegreeWorks is the most familiar technology that advisors are currently using. Since DegreeWorks information is being used in CUNYSmart, advisors should become more familiar with the data that is helping make critical decisions in retention and graduation moving forward. Those who are using SEPS could be tagged as DegreeWorks super users; working group sessions in computer labs for those who are interested in becoming more familiar with creating Templates and/or SEP functionality


▶ Requirements can be flagged as critical for tracking

▶ Minimum grade, campus, and delivery method added for course requirements

▶ Multiple View options

▶ Customize requirements

FUNCTIONALITY

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Presentation Notes

The templates for SEP have moved to its own tab outside of the student context (TEMPLATE management). There are new tools to filter the templates: Relative term on templates, spring/fall start, are now an option. Additional requirement types, choice, test, gpa, non-course, and placeholder in addition to course. Notes can be added to individual requirements. Also minimum grade, campus, and delivery method may be added to course requirements. Requirements can be flagged as critical - gateway math and english or “entry, capstone” courses. Multiple View options


▶ Who will use SEP? (identified populations, all students, etc.)

▶ How many plans will be active?

▶ Who will create/edit/maintain Plans?

▶ Who will create/edit/maintain Templates?

USER DECISION TREE

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Presentation Notes

Determine on campus how many plans a student may have and/or how many plans will be “active”. At this time all Advising roles in DegreeWorks in production are able to create a blank plan or pull in a template to make a Plan for a student. Students only have access to view. Campuses may request to pilot with a few students, the ability to create their own plan (CSI has two as of right now). TEMPLATES are only created in the DegreeWorks TEST environment - this require special access. Once it is determined on your campus who is responsible for creating/maintaining please work with your DegreeWorks Coordinator on making sure staff receives access.


▶ Building Templates from Programs of Study/Catalog

▶ Keep in Mind

▶ Decisions made related to tracking

▶ Critical requirements

▶ Non-course requirements

▶ GPA requirements

CREATING AND MAINTAINING TEMPLATES

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Presentation Notes

Building Templates from Programs of Study/Catalog Keep in Mind Decisions made related to tracking Critical requirements Noncourse requirements GPA requirements And MORE!, Who on your campus is responsible for catalog maintenance, who is responsible for creating Degree Maps? Make sure the information that you are using is the most up-to-date and accurate. Perhaps there are ways in which you can code things in a Plan that are helpful/useful such as “place holder courses” that include “credit” to ensure 15 a semester shows in the plan. IE. SEPHST 199, SEPHST 299, SEPELEC 1000, SEPEC 1000. Of the many options to use when building a template, course, choice, placeholder - this can all be customized to your school. Course Choice is currently at six courses but can be expanded to allow more than six courses to list (CHECK WITH CIS ON THE STATUS OF THE PATCH). This can be especially useful for those majors with lists of courses available to satisfy certain requirement areas.


▶ Creating Templates

▶ Loading Templates into Individual Student Plans

▶ Loading Templates by Batch

▶Who will manage this?

▶When would processes be run?

CREATING AND MAINTAINING TEMPLATES

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Presentation Notes

Creating Templates Loading Templates into Individual Student Plans Loading Templates by Batch Who will manage this? When would processes be run? Functionality Differences Between Users As part of CUNY Momentum Campaign/credit accumulation BETTER ADVISEMENT helps with student progression, retention, and graduation. Creating Degree Maps/Semester Plans is a big component. Using these maps to build templates will ensure that students have information at their fingertips - stored in their DegreeWorks accounts. Not every student can complete a degree in 2 or 4 years. For some we have come to agree that a solid academic plan could take 3 (2 year), five, or six years (4 year). At some colleges we may have too many options and electives in our curriculum to list - perhaps a naming convention or suggestion needs to be communicated to faculty to “label” and/or “group” requirements. We also must accept that Transfer coursework and tests scores initially, may not be considered when creating TEMPLATES. If you can build in to part of your Roll-Out of SEP, and some schools may already have Degree Maps for those who are not college-ready, create TEMPLATES for those with remediation needs.


▶Building PLANS

▶Building a Simple Plan

▶Building Plans to track critical requirements, on-track/off-track

▶Retrieving and Modifying Plans

▶Plan Views

BUILDING PLANS

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Thinking about building plans, what will you include in plans? Will the plan be built from scratch? Will you use a TEMPLATE? If you are creating a TEMPLATE what is the TERM SCHEME - set up a typical term sequence and define in SEP 002 TERM SCHEME can be changed on existing templates if user has access TEMPLATE description is required 80 bytes long and must be unique - naming convention up to your institution Once created in TEST environment check ACTIVE flag to ensure TEMPLATE is copied to PRODUCTION When if you are building plans from templates, you need to think ahead about what to include, what to track, etc. Will you have the active, locked plan load automatically for students, or allow them to pick a plan from the list and then have the advisor approve the plan? Will you allow students to CREATE a plan and propose it as an alternative to the existing plan? SIMPLE PLANS – student sits with advisor and they craft a plan together Standards as a best practice – written requirements that must be included TRACKING critical requirements – define and refine – provide written requirements - Tracking will never be perfect until all actual courses are planned. Wildcards (@ or attributes, or placeholders are not considered but can still provide an opportunity to forecast to some extent. Retrieving and modifying plans – again business process to define “who does what” – Is advisor point of change or is student allowed to modify? Plan VIEWS – best practice is to give advisor ALL views, but limit student views to calendar and audit UNLESS you plan to allow student to EDIT the plan, then you must give them that permission Course Requirement linked to CUNYfirst catalog/min grade/campus/delivery mode Course Choice: several course options - with patch unlimited number of options can be defined; rd can be configured to display (ask about this). Pointer - links requirements to a rule in a requirement block of SCRIBE (will follow-up with DGW Training in MAY) TEST Requriement: use when TEST is required for degree, can be critical, defined in SEP 006 and SEP 007 Placeholder - customizable by institution in SEP 005 placeholder requirements - limit on # of characters GPA Requirement: Overall DGW GPA, SIS GPA, Major GPA, Class list GPA Class list - each class should be separated by a plus sign Ranges and wildcards can be included in the list Classes are validated by ranges and wildcards are not NOTES: All are viewable to all users, users can be given access to add/modify/and/or delete notes they have created (check on this). Hovering over a note icon gives overview of notes; click on the note icon to open note window. Notes can have unlimited amount of text. Course Information: if course link is enabled it will appear on the right hand side of sep Still Needed: if still needed enabled it will appear on the right hand side of sep


▶IT’S YOUR TURN

BUILDING PLANS

Click to edit Master title stylePLAN VIEW - CALENDAR

Click to edit Master title stylePLAN VIEW - AUDIT

Click to edit Master title stylePLAN VIEW - EDIT

Click to edit Master title stylePLAN VIEW - NOTES


List of Plans

• List of all plans

• Can sort by columns

• Select any plan and/or desired view

• User must have access to create/delete plans from list

PLANS LIST


Creating New Plan

• Description must be unique and is required

• Degree loads from values in student header

• Active and locked status can be modified if access permits

• Tracking status will display if tracking enabled

Click to edit Master title styleCREATING PLANS FROM TEMPLATES

• Select template from list

• Only active templates will display, depending on access

• Can use search functionality to filter active templates

• Template description loads as plan description by default, but can be modified

Select Template


• Select starting term

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Presentation Notes

Select the starting term

Click to edit Master title styleCREATING PLANS FROM TEMPLATES

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Notice template items are applied to new student PLAN


▶ Unlimited number of requirements can be added to terms

▶ Requirements can be moved with drag/drop

▶ Definitions of requirements for plan/template creators

REQUIREMENTS ON PLANS/TEMPLATES

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Presentation Notes

Access to modify Critical indicator is granted with the SEPCRIT key Access to select a CHOICE requirement option is granted with the SEPPSEL key Access to change a CHOICE requirement pointer is granted with the SEPPPTR key Course Requirement linked to CUNYfirst catalog/min grade/campus/delivery mode Course Choice: several course options - with patch unlimited number of options can be defined; rd can be configured to display (ask about this). Pointer - links requirements to a rule in a requirement block of SCRIBE (will follow-up with DGW Training in MAY) TEST Requirement: use when TEST is required for degree, can be critical, defined in SEP 006 and SEP 007 Placeholder - customizable by institution in SEP 005 placeholder requirements - limit on # of characters GPA Requirement: Overall DGW GPA, SIS GPA, Major GPA, Class list GPA Class list - each class should be separated by a plus sign Ranges and wildcards can be included in the list Classes are validated by ranges and wildcards are not NOTES: All are viewable to all users, users can be given access to add/modify/and/or delete notes they have created (check on this). Hovering over a note icon gives overview of notes; click on the note icon to open note window. Notes can have unlimited amount of text. Course Information: if course link is enabled it will appear on the right hand side of sep Still Needed: if still needed enabled it will appear on the right hand side of sep


• User Access

• Creating and Maintaining Plans

• Creating and Maintaining Templates

• Requirements on Plans/Templates

SUMMARY

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Presentation Notes

Implementing a system is so much easier when you have the support of your colleagues. Know your audience and listen to stakeholders - this is key - be sure to welcome feedback - that promotes buy-in BMCC has created a SEP manual...use this as your guide or a baseline to customize a training manual based on your institutions needs Unanticipated technical glitches can hinder progress - TEST beforehand and roll with the punches during training Flexibility is key. Know that the process will take longer than you expect Under promise and over deliver


Q U E S T I O N S ?

student educational planner - city university of new york · 2020. 1. 2. · sep is the “new...

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