March 8, 2017

SUNY Initiatives Supporting Online Learning

Early Alerts Michele Forte, Open SUNY and Empire State College Recruitment for Online Programs Meghan Dinan, SUNY Enrollment Services Cross Registration Automation Tara Conrad, Genesee Community College

Panel

SUNY – The Goal

3

150,000 DEGREES by 2025

(up from 93,000)

A C S I E Access Complet ion Success Inquiry Engagement

D I V E R S I T Y A N D I N C L U S I O N

C O M P L E T I O N A G E N D A I M P A C T O N C H A L L E N G E S

SUNY Excels

Open SUNY Vision

Open SUNY aims to provide students with the nation’s leading online learning experience. Open SUNY aims to draw on the Power of SUNY and support campuses and faculty to:

▪  Dramatically expand access to higher education ▪  Raise completion rates ▪  Prepare students for success in

their lives and careers, and contribute to the economic success of New York State and beyond

Open SUNY Scale

500+ Online Programs from 43 Campuses

Open SUNY Scale

Students taking 50% or more of their courses online

annually is increasing

Open SUNY Scale

# of course sections offered

online is increasing annually

Open SUNY Initiatives Take Three Forms

▪  Open SUNY team is responsible for setting strategic direction and project managing/ executing the work

Description

Examples ▪  COTE Community of Practice

▪  Early Alerts ▪  Institutional Readiness

Open SUNY Role

Define initiative and provide leadership and resources for execution with input from stakeholders

▪  Open SUNY team works closely on shared initiative with other Sys Admin or campus group(s)

▪  OERs ▪  Enrollment marketing ▪  State Authorization

Reciprocity

▪  Work in collaboration with partners to determine the path forward and share execution

▪  Open SUNY team provides targeted insights and contributions to System and/or campus-led initiatives

▪  Cross-campus credits and financial aid

▪  Non-NYS Resident Online Tuition Rate

▪  PLA

▪  Inform overall strategy and identify ways in which Open SUNY can help/support/reinforce solution

Leadership Partnership Support

Michele Forte Project Manager for Student Supports, Open SUNY

Assistant Professor, Empire State College

Early Alerts

Project Overview

Goals Timeline Status Next Steps

Implications for SUNY system and campuses:

Work flow – adjustments, lessons learned Technology - infrastructure and implications Professional development

Early Alerts Project

•  Performance Improvement Plans (2016 PIP) > System investment in Early Alert tool Starfish

•  Rethink how the funds are distributed and utilized •  Alignment with EXCELS •  Mentor/ Cohort experiment: scalable, duplicable

Early Alerts Project: Context

•  Establishment of new shared service

•  Enhanced guidance for new campuses

•  Support to build capability of mentor campuses

•  Building the community of practice

High Level Goals: New Model

•  Dutchess County Community College •  Finger Lakes Community College •  Mohawk Valley Community College •  Monroe Community College •  SUNY Broome •  SUNY Oswego

Campuses Partners: Mentors

•  Buffalo State College •  Fulton-Montgomery CC •  Herkimer CC •  Jefferson CC •  Morrisville State College •  Schenectady CCC •  Sullivan CCC

Campuses Partners: Cohort 1

•  Build cross-system collaboration •  Increase efficiencies •  Capture and scale success •  Support new mentor campus model

Systemness: Enhanced Guidance and Mentoring Model

•  The Commons – SUNY/Starfish Team – Mentor campuses – New campuses

•  Basecamp –  Individual campus teams with Starfish

CoP: Tools

Challenge: SUNY campuses are diverse and the use of EA is equally diverse. To measure, we need to identify supported cohorts and understand current stats on items we’re trying to impact so SUNY can - keep in mind these supported cohort will be different per campus.

Need: Demonstrate efficacy of tool for improving completion and

value of investment in scaling best practices via new shared services model

Our charge: Define metrics to speak to system level goals of improved

retention and completion, identify baseline to understand impact of EA over time, and produce project deliverables/outcomes to help inform project

Project Metrics: Testing New Model

•  Ease of implementation – this model versus regular timeline

•  How Starfish is utilized

•  Use of recommended minimum standard configurations

•  Stepped implementation process

•  Number of campuses active in CoP

•  Number of best practices/resources shared in CoP

•  Testing efficacy of “shared services” mentoring model – Is this model better?

Draft metrics: Project

•  Faculty/ staff use of reports, data •  Adoption rates •  Student learning outcomes •  Student initiated usage •  Retention: year-to-year and semester-to-

semester

Draft metrics: Impact of Starfish

Cohort 1: February 2017 through July 2017 campuses licensed for up to 750 students. August 2017 through July 2018> all students.

Project Timeline

•  Starfish provided timeline •  Connect Mentors and Cohort 1 •  Populate CoP Commons •  CIT presentation •  Metrics refresh

Next Steps:

•  Team based effort •  Faculty advisory piece •  March meeting RSVP list reflects number os

stakeholders •  Need for executive or administrative sponsorship •  Data integration necessary •  Mentoring work began almost right away

• 

Work Flow: Observations to date

Meghan Dinan Assistant Director, Recruitment Response Center

SUNY Enrollment Services

Recruitment for Online Programs

CampusConnect Demo

August  2016  New  Website  Launch  

The Status of Online Recruitment

CampusConnect Demo

11,417  Leads    8,291  Unique  Prospects  

The Status of Online Recruitment

Lead Management

Web Request for Information SUNY System CRM

Individual Response from SUNY System Call Center

Distribution to Campus

29 Auto-responder

Response from Campus

Recruitment Workflow

Student  Experience  

Use Case

Lead Management

Web Request for Information

Individual Response from SUNY System Call Center

33 Auto-responder

Response from Campus

Student Experience

Call  Center  Agent  Experience  

Use Case

Lead Management

Web Request for Information SUNY System CRM

Individual Response from SUNY System Call Center

36

Call Center Agent Experience

Campus  Experience  

Use Case

Lead Management

Web Request for Information SUNY System CRM

Distribution to Campus

41

Response from Campus

Campus Experience

Modifying Lead Distribution

December  2016  •  New  tab  in  CampusConnect  and  a  new  

permission  that  allows  access  to  only  Open  SUNY  leads  

•  Data  available  within  24  hours  of  submission  

•  Sending  raw  data  vs  tradiNonal  lead  data    

Request for Proposal

Next  Steps    •  ConNnued  lead  generaNon  •  More  detailed  program  informaNon  •  Enhanced  course  search  capability  

 

Request for Proposal

Timeline    •  February  2017,  posted  •  March  2017,  submission  deadline  •  August  2017,  anNcipated  start    

Tara Conrad Assistant Registrar, Genesee Community College

Cross-Registration Automation

SUNY  System  Electronic  Cross  Registra6on  Request  Automa6on  Project

Cross  Registra6on  Ini6a6ve  Progress

•  SUNY  Board  of  Trustees  approved  resoluNon  on  11/2/2016  

• MTP  is  currently  being  draTed  •  Financial  Aid  ConsorNum  Agreement  is  in  the  final  stages  of  being  revised  

•  Electronic  Request  Form  is  being  created    

Design  Team  Representa6on

Campuses    •  Suffolk  • Albany  • Brockport  • Nassau  • Broome  •  Farmingdale  • Mohawk  Valley  

Offices  • Records  •  Student  Accounts  •  Financial  Aid  • Academic  Advisement  

Design  Team  Tasks

 Create  An  Electronic  Version  An  ExisNng  Paper  Form  • DraT  requirements  •  Test  the  new  tool  • Create  documentaNon  and  training  materials  

SUNY  Cross  Registra6on  Form  1.0  

Not  Included:  • Auto  populate  student  informaNon  

• Address  scrubbing  •  SIS  data  stream  

•  Course  catalog  informaNon  •  Enrollment  informaNon  •  Prerequisite  requirements  •  Student  course  history  •  Register  the  student  

Will  Feature:  • Building  off  of  the  Reverse  Transfer  ApplicaNon  

•  Sit  behind  federaNon  •  Campus  ability  to  update  contacts  

•  3  views  •  Administrator  •  Campus  •  Student  

• Workflow  type  funcNonality  

Implementa6on  Timeframe

4  Phases  • Design:    Fall  2016  •  TesNng:    Spring  2017  • Pilot:    Summer  2017  •  ImplementaNon:    Late  Summer  2017-­‐Fall  2017  

Working  in  tandem  with  policy  and  procedure  updates  •  Take  advantage  of  technology  now  • Update  an  electronic  form  as  opposed  to  updaNng  the  paper  form  and  then  creaNng  an  electronic  version  

Possible  Campus  Level  Ac6ons

•  InvesNgate  and  foster  opportuniNes  for  Cross  RegistraNon  •  IdenNfy  campus  contacts  in  various  student  administraNve  offices  • Review  Cross  RegistraNon  procedures    • Adapt  office  processes  that  foster  paperless  cross  registraNon  requests  

Thank  You

• QuesNons  • Concerns  • Comments  

Michele Forte - michele.forte@suny.edu Meghan Dinan – meghan.dinan@suny.edu Tara Conrad – teconrad@genesee.edu Kim Scalzo – kim.scalzo@suny.edu

Questions