LEVERAGING TECHNOLOGY TO IMPROVE ACADEMIC ADVISING NATALIE HOYT, - - PowerPoint PPT Presentation

LEVERAGING TECHNOLOGY TO IMPROVE ACADEMIC ADVISING

NATALIE HOYT, ASSISTANT DEAN OF UNDERGRADUATE STUDENTS ANNE HUDAK, ASSISTANT DEAN OF UNDERGRADUATE STUDENTS UNDERGRADUATE DEANS OFFICE, DARTMOUTH COLLEGE

OBJECTIVES

• Educate you on the ways in which we have utilized technology

in our advising.

• Help you ponder processes that may be outdated at your home

institutions and consider ways in which you may adopt new initiatives.

ADVISING VIDEO CHATS

• How/why we came to need this tool
• Gap in information, shorter new student orientation, shift in office philosophy, misinformation
• Finding the right tool and gaining institutional support
• BlueJeans Video Conferencing Tool
• Administration of program
• Set agenda, invite students, manage the meeting
• Invite key colleagues, themes

ADVISING VIDEO CHATS

Pros

• Ease of technology
• Trends emerge
• Pulse on class before they arrive
• Alleviate anxiety
• No cost to us

Cons

• Students want specific information
• This takes 30,000 foot view
• Administrative work

APPOINTMENT SCHEDULING TOOL

• How/why we came to need this tool
• Inefficient process, time on task, no way to send reminders, increase in appointments
• Finding the right tool and gaining institutional support
• Calendly, interfacing with Outlook, working with IT at Dartmouth and Calendly
• Administration of program
• Purchased full service, roll out to office

APPOINTMENT SCHEDULING TOOL

• We are now able to pull data:
• Number of appointments scheduled
• Number of appointments cancelled
• Trends: what times of day students are using tool to schedule appointments
• Advisor appointment information
• Track reason for meetings

From: Calendly [mailto:no-reply@calendly.com] On Behalf Of Calendly Sent: Wednesday, January 31, 2018 11:48 PM To: Anne B. Hudak <Anne.B.Hudak@dartmouth.edu> Subject: New Event: 30 Minute Meeting with Natalie Hoyt on February 1, 2018 Hi Dean Hudak, A new event has been scheduled. Event Type: 30 Minute Meeting Invitee: Natalie Hoyt Invitee Email: natalie.hoyt@dartmouth.edu Event Date/Time: 03:00pm - Thursday, February 1, 2018 (Eastern Time - US & Canada) Location: 125 Carson Hall Questions: Dartmouth ID: f001ycx What would you like to discuss in your meeting? YAYYYYYY glad you have time tomorrow! lol many things as usual :) excited to talk to you!

APPOINTMENT SCHEDULING TOOL

Pros

• Students can schedule anytime
• Time saver for staff
• Built in reminders
• Ability to gather information ahead of

appointments

Cons

• Accessibility
• Time zone
• Pay for program
• Glitches

EARLY ALERT TRACKING SYSTEM

• Dartmouth Student Academic Support Application (DSASA)
• How/why we came to need this tool
• Outdated system for midterm reporting, no tracking system, needed to enter the 21st

century

• Inventing the right tool and gaining institutional support
• Top down approach, research, interactions with IT to build program
• Focus groups, working and re-working system, buy-in from constituents
• Administration of program
• Point person in office, still liaison with IT

EARLY ALERT TRACKING SYSTEM (DSASA)

• How faculty connect to the system / know how to use it
• Link on our website with directions for faculty
• Send out reminders to faculty from Associate Dean
• Memo at start of term with directions on how to enter alerts
• Reminder 1 (End of add/drop period)
• Reminder 2 (Week before course-drop deadline)
• Reminder 3 (Week of last day of classes)

Tabs indicate courses taught during the term. Bubbled numbers indicate number of students requiring alerts per course.

Alot, Timmy Talks Talksfast, Natalie Smith, Joey Willgrad, Will Doeswell, Zach Braniac, Bobby Likesshoes, Michelle Zzzzz, Imadozer Issmart, Cathy

Susie Studiesalot Ido Teachwell

Alot, Timmy Talks Elwood, John Brady, Tom Smith, Joey Willgrad, Will Doeswell, Zach Braniac, Bobby Smith, Jen Zzzzz, Imadozer Issmart, Cathy Rask, Tukka

Alot, Timmy Talks Elwood, John Brady, Tom Smith, Joey Willgrad, Will Doeswell, Zach Braniac, Bobby Smith, Jen Zzzzz, Imadozer Issmart, Cathy Rask, Tukka Readsalot, Rick Repeats, Anne Repeats, Anne Reed, Brian D.

Susie Studiesalot Reallysmart, Ima Homework, Ilike

Susie Studiesalot Reallysmart, Ima

EARLY ALERT TRACKING SYSTEM (DSASA)

Pros

• Real-time information from faculty
• Easy tracking
• Built for our needs
• Reduces administrative time

Cons

• Can take time to fix
• Need for batch reporting
• Not sleek and as user friendly
• Work in progress

WRAP UP

• How implementing these programs has impacted the work of our office
• Reduce staff, improved efficiency, increased and enhanced communication
• What could this mean for you?

DISCUSSION

• What systems are you currently using at your institution?
• Could or should these be updated?
• Can you think of systems that could be replaced with online tools?
• What are these?
• What barriers might you encounter when trying to implement an online tool?
• Who are the constituents? What would they need to know?
• Share with group