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Creating a

to Student Success Through Educational Planning
Presented by Dr. Audrey Yamagata-Noji, Vice President, Student Services Dr. George Bradshaw, Dean, Enrollment Management Mr. Thomas Mauch, Dean, Counseling Ms. Heidi Lockhart, Director, Career and Transfer Services Mt. San Antonio College

Educational Planning
• Educational Planning can happen at several stages
o Initially: based mainly on placement test scores o After first term enrollment: based on more comprehensive information o Refined: as student becomes clearer on major and goal development (“course of study”)

• SSSP and MIS Definitions
o Abbreviated: what is required to achieve the course of study for initial enrollment o Comprehensive: based on the student’s course of study and the plan to achieve the goal

• Ways to Develop the Education Plan
o o o o Hard Copy or Electronic 1:1 with counselor Groups, workshops; classes Self-service

The Need for a Solution to Educational Planning
• How to be ….
o o o o o More efficient More consistent More user friendly More accurate On top of addressing SSSP and MIS

The Strategy
• Look at electronic methodology
o Find a product (DegreeWorks)

• Develop an organized approach
o Who-what-when-where-how

• Understand student needs and behaviors
o Pilot with students to determine usefulness and receptivity

• Ensure campus buy-in
o Getting the key people on board, pointed in the right direction

• Create a roll-out plan
o Marketing (give “it” a name) o Student communication/notification; piloting o Tutorial and Training

• Implementation Strategies
o Incorporation into the counseling process o Policies on how to use certain features (can students develop ed plans on their own?)

What is MAP?
MAP, which stands for Mountie Academic Plan, is Mt. San Antonio College’s online degree audit and educational planning tool which uses the DegreeWorks platform.

What’s in MAP #1
MAP allows students to view their degree audit worksheet which details their progress—course by course— towards their declared degree objective (associate’s or certificate of achievement) at Mt. SAC.

What’s In MAP #2
MAP allows students to view their progress in the CSU general education and/or IGETC patterns for transfer.

What’s in MAP #3
MAP allows students to view their educational plan (developed with their counselor).

What’s In MAP #4
MAP allows students to track their CSU, UC, and Mt. SAC degreeapplicable and overall GPA along with CSU transferable, UC transferable and degreeapplicable units.

What’s In MAP #5
MAP allows student to run “what if” scenarios to see how close they are to completing other degrees and certificates to compare options.

How Do Students Access MAP?
Mt. SAC students can access MAP in 3 easy steps!
1. Log in to their Mt. SAC student portal 2. Go to the Student Tab 3. Click on #43 MAP

MAP Implementation: The Team
1. Build an implementation team of key players.
o A multi-department implementation team was established in 2009 made up of Admissions and Records, Counseling, IT, Instruction faculty and staff. This is key! • Mt. SAC’s team includes the following: o Dean of Counseling o Dean of Enrollment Management o Dean, Instruction o Director, Career and Transfer Services o Director, Enterprise Application Systems o Assistant Director, Admissions and Records o Chair, Counseling o Articulation Officer o Admissions Evaluators o Curriculum Specialist o Financial Aid Representative o Database Administrator o Senior Systems Analyst o Establish regular meetings to discuss implementation issues, timelines, bug fixes, etc.

MAP Implementation: Initial Training and Scribing
• IT staff needed training in the new software. • Staff designated as “scribers” (for us it is our admissions evaluators and articulation officer) need to be trained in feeding (essentially programming) degree information into MAP. • We hired consultants from SIG (Strata Information Group) to provide the initial scribe and IT training and to scribe our 200910 catalog. • We chose to scribe each catalog from 2009 forward into MAP. This included vetting each catalog, clarifying discrepancies with the Instruction Office and/or Department Chairs, reviewing output and making corrections as needed in MAP.

MAP Implementation:

Course Equivalencies
• In order to make MAP robust and useful, course equivalencies of transfer coursework from our key feeder schools needed to be determined by the academic departments, vetted for clarity, and entered into Banner. • Initially an 18 month process: Needed to establish permission and protocol via Academic Senate; have academic departments (faculty) establish equivalencies, and submit for vetting by scribers, and entry into Banner (which feeds MAP). • Equivalency process is ongoing.

MAP Implementation:

Admissions and Records
• Began using MAP for graduation checks in 2011. • Need to scribe new catalog each year. • Need to review course equivalencies regularly. • Future directions include (Spring 2014): • Graduation alert to those students who are close to completing graduation requirements informing them of their proximity to degree completion. • Automatic awarding of completed degrees for active students who have not yet applied for graduation.

MAP Implementation: Counseling
• Initial training of counselors took place in fall 2011. • Slowly began using MAP from fall 2011 through fall 2012 to identify issues. Full implementation in January 2013. • Counselors decided that at least initially educational plans must be devised in consultation with a counselor. • Using Argos reports to determine how many educational plans have been developed through MAP by counselor. • Implications for Student Success Act • Abbreviated vs. comprehensive ed plans

Counselors’ Ed Plan Prep with Incoming Freshmen

• Soft launch occurred in January 2013 with all counselors using MAP and availability of MAP in student portal. (No marketing at this time.) • Full launch occurred in late February 2013 at the beginning with spring 2013 semester. 9,245 ed plan done so far! • Large marketing campaign included: • Class schedule ads in winter (“it’s coming”) and spring • Flyers and posters on campus • Facebook • Listserv promotion • Student portal announcement • Class presentations • Promotion in orientation • Presentations to faculty at Flex Day and through professional development workshops. • Interactive presentation to Board of Trustees

MAP Launch

Students Working on Ed Plans


@ High School
PATHWAY 1 “Connect 4”
Presentations Admission Applications Placement Testing (some)

@ Mt. SAC
-Cash-4-College (Fin Aid) -Placement Testing (some) -Orientation, Counseling,

Summer Bridge
-Basic Skills Courses -Counseling -Community Class

Ed Planning

-Ed Planning
Step to College
-Student Success Course -Ed

Early Registration

New Student Welcome

Ongoing Support Bridge FYE EOPS DSPS TRiO SSS AANAPISI Aspire (Umoja)


Other st 1 -Time Students School Grads

411 Sessions
Financial Aid Assistance Placement Test Prep Portal Navigation Mandatory Assessment

Mandatory Orientation, Counseling & Ed Planning

Take Aways for Your Campus
• A multi-departmental implementation team is crucial. • On-going meetings even after implementation needed. • Things to decide: • Staffing---who scribes, leads in each area • Funding for staff support---is there any and if so, how best to utilize • Catalog years to scribe • Which students to have utilize (how far back, natives vs. non-natives) • To input course equivalencies or not prior to implementation • Issue reporting process • Branding of degree audit software • Who has what access (counseling faculty, instructional faculty, students, staff, managers, deans) • How students access it, i.e. integrate into student portal (single sign on) or a separate entity

Board Demonstration and Student Testimony

Next Steps
• Tracking of Ed Plans in MAP for MIS • Development of Transfer Major Requirements • “Requirement” for student to have either a Degree Audit or “What If” prior to counseling appointment • Continued workshops to develop MAPs for students • How to allow students to implement on own • Measuring student success based on completion of MAP

Student Support (Re)Defined – “Focused”
On my college website, they have a “degree works” system where I can go and check all the classes I’ve taken. And I keep looking at it when I’m a little down. I think, “Oh, I’m almost there.” So, it’s kind of a big motivator. I see my grades and what I’ve accomplished and it lifts my spirits.

Mt. SAC Student Testimonials
Having an educational plan has helped me to feel more confident about being in college. I am much calmer and feel like I know where I’m going. I feel less lost.

The Picture of Success:

Goal-Directed, Supported, On Track

Dr. Audrey Yamagata-Noji Vice President, Student Services (909)274-4505 Mr. Thomas Mauch Dean, Counseling (909)274-5378 Ms. Heidi Lockhart Director, Career & Transfer Services MAP Implementation Team Leader (909)274-5940

Dr. George Bradshaw Dean, Enrollment Management (909)274-5570