Foothill-De Anza Community College District CUMREC 2001 Ü

Foothill-De Anza Community College District CUMREC 2001 Ü WEB-BASED TECHNOLOGIES FOR Ü STUDENT SUCCESS Ü AND RETENTION

Foothill-De Anza Community College District Presenters Ü Foothill - De Anza Community College District û Kathy Kyne, Dean, Admissions and Records, De Anza College û Larry Miller, Director, Matriculation Services, Foothill College Ü Hershey Business Systems, Inc û Doug Norton, Vice President Sales/Consulting

Foothill-De Anza Community College District California Higher Education System Ü California Institutions of Higher Education û California Community Colleges (107) û California State Universities (23) û University of California (9) û Independents and Private Institutions

Foothill-De Anza Community College District Ü Part of the California Community College System û 107 Colleges û two-year, public institutions û located in Silicon Valley û 42, 000 student population De Anza Foothill 25, 000 17, 000

Foothill-De Anza Community College District Planning Assumption Ü “The best way to plan for the future is to invent it. ” · Alan Kay

Foothill-De Anza Community College District Introduction to the Project

Foothill-De Anza Community College District High Level Definition of Project Ü Student Success, Retention and Access Ü Increase transfer rates Ü Increase degree/certificate completions Ü Data driven decision making

Foothill-De Anza Community College District Project Components Ü Document Imaging Ü Optical Character Recognition (OCR) Ü Degree Audit Ü Web-based Interactive Individual Education Plan (IEP) Ü Web-based Electronic Student Portfolio (ESP) Ü Web-based automated transfer admissions guarantee program

Foothill-De Anza Community College District How we started Ü Fourteen-month backlog in transfer transcript evaluation Ü Lost folders and transcripts Ü Counselor focus on paperwork, not students

Foothill-De Anza Community College District CATS was the solution Ü Computerized Analysis of Transcripts System û Fund for Student Success grant û Partnership for Excellence $$ Ü Components of CATS û Optical Imaging û Scanning - OCR

Foothill-De Anza Community College District What did we accomplish? Ü View paper documents on line û Transcripts û grade and attendance rosters û Petitions, etc. Ü Transfer transcript data available in a few days û course-to-course articulation û articulation to degree, certificate requirements

Foothill-De Anza Community College District More than CATS Ü CATS foundation for student success Ü Individual Education Plan Ü Electronic Student Portfolio Ü Electronic Transfer Admission Guarantee (e. TAG)

Foothill-De Anza Community College District Electronic Student Portfolio (ESP) Ü Dynamic statistical modeling tool to assess “at risk” students at beginning of term. Ü Incorporates high school, transfer transcript and assessment data. Ü Incorporates interventions û smart card data û tutoring, etc.

Foothill-De Anza Community College District Individual Education Plan (IEP) Ü Web-based, pull down menu course selections Ü Updated with grade and intervention information Ü Interfaces the degree audit system for “what if” scenarios

Foothill-De Anza Community College District Development Process for IEP Ü DSP, EOPS, Student Athlete and General Counseling Educational Plans integrated Ü Counseling focus groups gave feedback for essential information Ü Pilot groups to test in May 2001

Foothill-De Anza Community College District Development Process for ESP Ü Math, English, ESL, Counseling, and Allied Health faculty focus groups to identify criteria for student success Ü Hired a research analyst to conduct an actuarial analysis of student risk factors Ü Application and transcript analyzed

Foothill-De Anza Community College District Benefits Ü Integrates disparate student information Ü Increases student goal attainment Ü Allows for informed decisions regarding student success interventions Ü Integrates Student Services and Instruction Ü Increases counselor/faculty quality time with students

Foothill-De Anza Community College District What is e. TAG? Ü TAG is an acronym for Transfer Admission Guarantee used by the CSU, UC and CCC’s û Currently a paper based process between the 2 -year and 4 -year institutions. û Guaranteed Admission based on completion of approved courses. Ü e. TAG is a re-engineered version of the paper process using Web based technologies û Uses the On-line Education Plan û Integrated with Project ASSIST articulation data

Foothill-De Anza Community College District Student Applies Student Receives Smart Card Counselor / Student Transcript Data Scanned into System Review Meeting Repeat Process The IEP Cycle Data is Analyzed Grades Applied to IEP Counselor / Student Meeting Smart Card Data Applied e. TAG Student Follows IEP Build IEP / Recommend Interventions

Foothill-De Anza Community College District e. TAG Project Team Members Ü Foothill – De. Anza Community College District û 2 -year Ü California State University, Northridge (CSU-N) û 4 -year Ü San Jose State University (SJSU) û 4 -year Ü University California – Riverside (UC-R) û 4 -year UC Representative Ü Hershey Business Systems Ü Microsoft Ü Project ASSIST

Foothill-De Anza Community College District Benefits of e. TAG Ü Student and staff have real time access to course data for transfer Ü 2 -year Institution increase transfer rates Ü 4 -year institution receives more qualified students Ü Better enrollment planning schedule of classes allocation of human and fiscal resource

Foothill-De Anza Community College District Technical Infrastructure

Foothill-De Anza Community College District Project Attributes Ü Microsoft centric û Leverage & extend college and universities infrastructure investment û Back Office compliant NT Server, Exchange Server, SQL Server, IIS, MTS, etc. Ü Solution eliminates Organizational Lag û OL= Amount of time employees spend looking for information or interacting with others to get information and decisions needed to complete a business process.

Foothill-De Anza Community College District Project Attributes (cont. ) Ü Students gain direct access to information û Transcript info û Transfer info û IEP progress toward major and transfer

Foothill-De Anza Community College District Project Components Ü Microsoft SQL server repository Ü Comprehensive web-based document management Ü Capture of, and centralized access to, virtually any paper or electronic document type Ü Link documents to legacy data Ü Create electronic portfolios of student information

Foothill-De Anza Community College District Project Components (Cont. ) Ü Web access for on-campus and remote student access to information Ü Intuitive drag and drop web interface increases productivity & ROI Ü Powerful document search, retrieval, and workflow processing Ü Institutional collaboration and knowledge asset distribution Ü Enterprise level security

Foothill-De Anza Community College District CATS Process Scan Archive Scanner Network Student Transcripts Financial Aid Documents Student Applications STARRS IP Scan Station 3 Data Files • Image • Text • EDI Optical Juke Box External Optical Disk Drive Mainframe Degree Audit Reporting System Departmental Users

Foothill-De Anza Community College District CATS Technical Architecture Server Transaction Server Client w/browser IIS & ASP Host COM components CATS SQL server Stored procedures Students, counselors, instructional deans, academic managers Archive/SIS SQL Other SQL DB Other DBs DB DBs 3 rd party interface tools SQL DB

Foothill-De Anza Community College District e. TAG Strategy Community Colleges IEP system Universities Biz. Talk (Workflow) Biz. Talk Application (Business Logic) Biz. Talk Schema (Mapping Logic) 4 year system (Workflow) Business Documents (Transaction Data) Biz. Talk Project Assist Statewide Solution Biz. Talk Outreach to the student

Foothill-De Anza Community College District Biz. Talk Ü Framework to exchange data and integrate applications û e. g. IEP, Transcripts etc. Ü Based on industry standards and XML Ü Platform and language neutral Ü Collaborative effort to define schemas IEP / Transcripts 2 -Years Biz. Talk IEP / Transcripts 4 -Years

Foothill-De Anza Community College District Net Effect for: Ü Counselors Ü Student Services Support Staff Ü Students Ü Institution

Foothill-De Anza Community College District Counselors Ü Less time hunting for records Ü More quality time for students Ü More consistent and accurate information for students

Foothill-De Anza Community College District Student Services Support Staff Ü Reduces the Manual Processes û Creating Student Files û Tracking Student Files û Evaluating Transfer Transcripts Ü Enhances customer service

Foothill-De Anza Community College District Students Ü Student goal attainment Ü Student satisfaction Ü Placement rate in the workforce Ü Degree/certificate completion Ü Transfer rate and number Ü Fall-to-fall persistence

Foothill-De Anza Community College District Institution Ü Enrollment Management Ü Research Ü Planning

Foothill-De Anza Community College District What’s next?

Foothill-De Anza Community College District

Foothill-De Anza Community College District Demonstration

Foothill-De Anza Community College District What are we going to demonstrate Ü Scanning of transcripts Ü Access to Electronic Images (Student Record) Ü Web-based Individual Education Plan (IEP) Ü ESP (Electronic Student Portfolio) Ü Integration to degree audit system

Foothill-De Anza Community College District How to reach us. . . Ü Website: www. fhda. edu Ü Kathy Kyne û kyne@admin. fhda. edu Ü Larry Miller û Millerl@fhda. edu Ü Doug Norton doug@hershey. com Ü Hershey Business Systems û Hershey. com