SUNY Initiatives Supporting Online Learning Panel SUNY Initiatives Supporting Online Learning Panel Moderator: Kim Scalzo, Open SUNY Exec. Dir. Panelists: Michele Forte , Open SUNY Project Manager Student Supports at SUNY System Administration – Early Alerts Meghan Dinan , Assistant Director, SUNY Recruitment Response Center – Recruitment Tara Conrad, Assistant Registrar, Genesee Community College – Cross-Registration/Automation Open SUNY COTE Summit 2017 - Open SUNY Center for Online Teaching Excellence (https://commons.suny.edu/cotehub/) Annual conference for the SUNY online teaching and learning community of practice. March 8-10, 2017, Syracuse, NY. Conference website: http://opensunycotesummit2017.edublogs.org/ Program: http://opensunycotesummit2017.edublogs.org/about/program/#.WMvhhP21vZs Recordings: http://opensunycotesummit2017.edublogs.org/mediasite/#.WMvkv_21vZs Materials: http://opensunycotesummit2017.edublogs.org/mediasite/#.WMvkv_21vZs Open SUNY COTE: http://commons.suny.edu/cote/

1. March 8, 2017
SUNY Initiatives Supporting Online Learning

2. 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

3. SUNY – The Goal
3
150,000 DEGREES
by 2025
(up from 93,000)

4. A C S I E
Access Completion 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

5. 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

6. Open SUNY Scale
500+ Online Programs from 43 Campuses

7. Open SUNY Scale
Students taking 50%
or more of their
courses online
annually is increasing

8. Open SUNY Scale
# of course
sections offered
online is
increasing
annually

9. 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

10. Michele Forte
Project Manager for Student Supports, Open SUNY
Assistant Professor, Empire State College
Early Alerts

11. 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

12. • 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

13. • 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

14. • Dutchess County Community College
• Finger Lakes Community College
• Mohawk Valley Community College
• Monroe Community College
• SUNY Broome
• SUNY Oswego
Campuses Partners: Mentors

15. • Buffalo State College
• Fulton-Montgomery CC
• Herkimer CC
• Jefferson CC
• Morrisville State College
• Schenectady CCC
• Sullivan CCC
Campuses Partners: Cohort 1

16. • Build cross-system collaboration
• Increase efficiencies
• Capture and scale success
• Support new mentor campus model
Systemness: Enhanced Guidance and Mentoring Model

17. • The Commons
– SUNY/Starfish Team
– Mentor campuses
– New campuses
• Basecamp
– Individual campus teams with Starfish
CoP: Tools

18. 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

19. • 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

20. • 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

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

22. • Starfish provided timeline
• Connect Mentors and Cohort 1
• Populate CoP Commons
• CIT presentation
• Metrics refresh
Next Steps:

23. • 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

24. Meghan Dinan
Assistant Director, Recruitment Response Center
SUNY Enrollment Services
Recruitment for Online Programs

25. CampusConnect Demo
August
2016
New
Website
Launch
The Status of Online Recruitment

28. CampusConnect Demo
11,417
Leads
8,291
Unique
Prospects
The Status of Online Recruitment

29. 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

30. Student
Experience
Use Case

33. Lead Management
Web Request for
Information
Individual Response
from SUNY System
Call Center
33
Auto-responder
Response from
Campus
Student Experience

34. Call
Center
Agent
Experience
Use Case

36. Lead Management
Web Request for
Information
SUNY System CRM
Individual Response
from SUNY System
Call Center
36
Call Center Agent Experience

39. Campus
Experience
Use Case

41. Lead Management
Web Request for
Information
SUNY System CRM
Distribution to
Campus
41
Response from
Campus
Campus Experience

43. 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

45. Request for Proposal
Next
Steps
• ConNnued
lead
generaNon
• More
detailed
program
informaNon
• Enhanced
course
search
capability

46. Request for Proposal
Timeline
• February
2017,
posted
• March
2017,
submission
deadline
• August
2017,
anNcipated
start

47. Tara Conrad
Assistant Registrar, Genesee Community College
Cross-Registration Automation

48. SUNY System Electronic Cross
Registra6on Request
Automa6on Project

49. 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

50. Design Team Representa6on
Campuses
• Suffolk
• Albany
• Brockport
• Nassau
• Broome
• Farmingdale
• Mohawk
Valley
Offices
• Records
• Student
Accounts
• Financial
Aid
• Academic
Advisement

51. Design Team Tasks
Create
An
Electronic
Version
An
ExisNng
Paper
Form
• DraT
requirements
• Test
the
new
tool
• Create
documentaNon
and
training
materials

52. 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

53. 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

54. 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

55. Thank You
• QuesNons
• Concerns
• Comments

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