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Katrina CampbellCoordinator of Advisement ServicesTompkins Cortland Community CollegePCNEAT, 6/12/14
Open enrollment (except for Nursing)Headcount is approximately 3400About 60% of students begin in at least onedevelopmental courseAll full-time instructional faculty have anadvisement load of full-time students – 35 bycontract, some have overloadPart-time students are mainly advised by staff inStudent Success & Advisement Services
New student placement testing andadvisementOrientationAdvisement for part-time and nonmatriculated studentsWork with students who are on probation orreturning from suspensionTraining and support for faculty advisorsAcademic Alert
Major change to the College’s minimumAcademic Standards – Fall 2011 2.0 GPA required once students have attempted 12 GPAcredits Used to be a graduated increase which could occur over 23 semesters depending on number of attempted credits 50% minimum earned/attempted credit ratio includesdevelopmental credits Previously, we could potentially have students who tookthree semesters to hit Academic Probation, even if theyfailed every course More students end up on Repeat Probation because theycannot fix their ratio in one semester
Changes to financial aid regulations Financial aid standards have to be at least as strict asacademic standards Waivers are rare – only “extraordinary circumstances”that can be documented Completion within 150% includes developmental credits We no longer collect attendance data (except noshows) – so the first trigger for poorperformance might not be until mid-semestergrades are issued
Fall 2011-Spring 2012Note: we didn’t call it an “Early” Alert system But, the earlier, the better! Introduced and promoted via email to allcollege faculty and staffSubmission of alerts was via a simple webform accessed on the College’s website We had looked at available systems – all were tooexpensive!
Submission of the web form would send anemail to the Success office inbox in OutlookOur secretary would enter all the informationinto an Excel spreadsheet for trackingWe “claimed” students from the Alert queueand worked the “case”Fall 2011 – we started late; had fewer than 50alertsSpring 2012 – full semester; about 100 alerts
Lack of consistency in process among theadvisors working on the pilotTechnology challengesEquity in load of alertsSome instructors wanted to just come andtalk to us directly rather than submit the form
The Alert form is now accessed viainstructors’ class lists (or advisors’ adviseerosters) in self-service (myINFO)When an Alert is submitted, an emailautomatically gets sent to the student We purposely don’t tell the student who submittedthe Alert in that initial email
From: Success@tc3.eduSent: Sunday, March 03, 2014 2:58 PMTo: [The student who was referred]Subject: TC3 Academic Alert ReferralOne of your instructors (or another College staff member) has submitted anAcademic Alert about you to the Student Success and Advisement office. AnAcademic Alert occurs when an instructor is very concerned about a student’sprogress. It may be due to attendance, grades, or other related issues. Wewould like to meet with you as soon as possible to go over your instructor’sconcerns and to help connect you with resources that can help you be moresuccessful.Please contact our office to set up an appointment – you can respond to thisemail with days/times that you are available, you can call our office at 607844-8222, x4521, or you can stop by room 215 to make an appointment withone of us.At TC3, we are committed to your success, and we look forward to workingwith you to support you in your academic efforts.
An automatic confirmation email gets sent tothe referrer – includes a summary of the Alertinformation submitted Subject line includes the student’s first initial andlast name An email goes to the Success inbox with thefull text of the Alert Subject line includes the student’s first and lastnames Email pulls in Student ID#, TC3 email address,instructor/class/section the Alert was submitted for
From: Success@tc3.eduSent: Sunday, March 03, 2014 2:58 PMTo: [The instructor who submitted the referral]Subject: Academic Alert Referral – [includes the student’s first initial and lastname]Thank you for your referral to the Student Success & Advisement office. We willuse the information you have provided to contact the student and to try andconnect the student with appropriate College resources, including (but notlimited to) the student's advisor, tutoring services in the Baker Center forLearning, and the staff of the Counseling, Career, and Transfer Services office.If you have additional information about the student to share at any time,please contact our office using Success@TC3.edu.[The full text of the submitted alert is also included for the instructor’srecords.]
A note record is automatically generated in thestudent’s account in PowerCampus Captures the date and the name of the instructorwho referred the student Is edited as we follow up Advisors can view these notes in self-serviceA report is set up on the College’s report server sowe can pull lists of alertsWe still keep an Excel spreadsheet in our Portal site Who is “working the case” Resident in campus housing v. Commuter Name of student’s academic advisor Whether we made direct contact with the student
Continued contact with the referrerFaculty Advisors Once mid-semester progress reports are posted,we try to shift follow-up on Alerts to advisors asmuch as possible – should be part of next semesterplanning conversations Counseling, Career & Transfer ServicesThe “Students of Concern” GroupTutoring ServicesDisability ServicesResidence Life
Financial Aid Health Services Multicultural Services Athletics Student Activities Library Services Public Safety Outside agenciesAnd, of course – Campus Technology
Volume! Fall 2012: 395 total; Spring 2013: 358 total, Fall 2013: 506 total; Spring 2014: 442 total We want to keep encouraging instructors to use thesystem, but that just increases the volume It’s hard to fit in when we also are hitting other peakperiods – registration, new student advisement, etc. Equity of load for each of us No system for dividing up the alerts Tracking/status/keeping notes updated Lack of consistency among the four of us
Is a case ever “closed”? Mid-semester reports – follow up on ALL? How many attempts are enough if the studentignores us? We routinely use texting to reach the student, too Responsiveness of students to changing theirbehaviorsWhat if it’s too late to “save” the student?
ProbationRepeat ProbationSuspensionRepeat SuspensionSpring 20143094117735Spring 20133474921036Spring 20124065229636
Questions?Comments?Katrina Campbellkmc@tc3.edu
Financial aid standards have to be at least as strict as academic standards Waivers are rare – only “extraordinary circumstances” that can be documented Completion within 150% includes developmental credits . At TC3, we are comm
