Student Services Department SSLO Assessment Analysis Form
Use the form below to summarize the results of the department meeting in which you discussed the results of your SSLO
assessment.
Department
Admissions & Records
Meeting Date
Friday, June 8, 2012
Number of Staff
participating
12 A&R staff participating; 95% of A&R portion of the Department.
As the Department of Enrollment Services, both A&R and Financial Aid’s SSLO’s were reviewed in
the same meeting; however, these numbers reflect only the A&R staff represented.
% of department
SSLOs measured
Students will utilize services provided by WebAdvisor to enroll in courses and track academic
progress.
Assessment Tool
Assessment of the SSLO was performed in three ways which included utilizing the statistics from
information system (Datatel) which indicates the of percentage of students who enrolled in
courses by using WebAdvisor; questions submitted by students through the interactive web
question and answer feature; and ongoing feedback from internet users of the Cabrillo website.
Assessment
Analysis
Although there was a time when a student depended solely upon the staff of the office Admissions
& Records to perform enrollment tasks for them technology has provided an opportunity for
Cabrillo students to be substantially more self-sufficient. In some instances, the technology
available to our students is not at the level they expect based upon their personal interactions with
technology in other aspects of their lives and yet we also work with students completely unfamiliar
with technology who require assistance learning to navigate electronic forms and systems.
Knowing this, we continually strive to develop methods in order to provide the support necessary
to accommodate the full spectrum of students as we teach our students what they need in order
to meet the requirements of this aspect of being a student. WebAdvisor is the name of the portal
through which students register for or drop courses, review their grades, update their contact
information, and pay their fees.
Statistics gathered
The statistics below show the percentage of registrations performed by the student utilizing
WebAdvisor. Up until the spring of 2010, students had the option of registering using a telephone
registration system called Hawk Talk or online with WebAdvisor in addition to the option of A&R
staff doing their registration for them. So, at this point the only enrollments that aren't input
through the web by the students are exceptions. For instance: noncredit labs and in-service class
registrations are added by staff; issues like schedule conflicts, petition for repeat exceptions, late
add petitions, etc. must be added by staff; and occasionally staff elect to enroll a student instead of
guiding them through the registration process.
These statistics are on enrollments. There are multiple enrollments per student. It is likely that
nearly all students registered in at least one class through the web.
Results
Term
% using
Web
Advisor
2004 Fall
8%
2005 Winter
2005 Spring
14%
17%
Notes
Term
2008
Summer
2008 Fall
2009 Winter
2005
Summer
New version
18% of
WebAdvisor
2005 Fall
27%
2006 Winter
2006 Spring
2006
Summer
27%
26%
2009
Summer
2009 Fall
2010 Winter
30%
2010 Spring
2006 Fall
35%
2007 Winter
2007 Spring
2007
Summer
41%
39%
2010
Summer
2010 Fall
2011 Winter
37%
2011 Spring
2007 Fall
36%
2008 Winter
2008 Spring
2008
Summer
25%
43%
2011
Summer
2011 Fall
2012 Winter
43%
2012 Spring
2009 Spring
% using
Web
Advisor
Notes
43%
48%
54%
54%
58%
58%
63%
51%
74%
Hawk Talk
discontinued
82%
78%
87%
87%
90%
98%
94%
Feedback from internet users—Campus policies, procedures, and registration information is
available in print in the Schedule of Classes and Catalog or electronically on the Cabrillo website.
There are two interactive tools on the website which students may use to ask questions or provide
feedback and are tools for A&R to gauge areas of strength or weakness in order to revise the
website.
The Cabrillo Q&A page is a custom site, which provides answers to Frequently Asked Questions and
an opportunity for students to submit additional questions. An A&R representative answers the
questions which are added to the database of questions. Available reports provide details on
usage, most popular questions, most recent questions and unanswered questions. The following
information is on usage of the Q&A site for A&R, Counseling and Financial Aid combined as of May
2012 since implementation in October 2011.
Q&A Usage Stats
Description
Visits
Total Response Views
Question Searches
Response Views From Searches
Questions Submitted
Value
4182
4080
599
177
160
Web users also have the option of commenting on the format of the website in general or specific
pages. On each webpage is an option to leave feedback on whether or not the page was helpful.
Users are asked the primary reason for their visit, may select a series of options summarizing their
experience and are invited to leave comments or suggestions.
Outstanding areas based on the results
• The role of A&R staff has changed from doing things for students to teaching them to
navigate the systems available on the campus website and in WebAdvisor. In order to do
this, staff can provide assistance to students on the phone as students use computers off
campus, or in the office lobby walking them through internet pages.
• The website is an effective information tool for students. The Q&A site is especially helpful
since the offices of A&R, Financial Aid and Counseling also are providing answers.
Student needs revealed or areas requiring attention
• Currently there are practices which cause a delay in a student’s registration that and could
be improved by providing registration related information directly on WebAdvisor.
• There is potential to increase the percentage of registrations completed by students on
WebAdvisor.
Next Steps
&
Timeline for
Implementation
In order for our students to learn to be successful, staff need to be fully prepared and
knowledgeable about processes and policies with a focus on student learning in order to provide a
maximum level of service.
Plan
Next Steps
Timeline and any costs
1. Increase information available to students in WebAdvisor to further encourage self sufficiency
and prevent delays in registration.
The assigned time and date that
a student is permitted to register
will be available on WebAdvisor.
Students with holds on their
accounts will see details of the
hold and information on who to
contact to resolve the hold.
Meet with IT to determine
level of assistance needed to
make this happen and submit
the required Charter (service
request)
These two items are on the IT
priority list. We are patiently
awaiting for them to rise to
resolution.
Complete the A&R required
tasks as assigned by IT
2. Increase the percentage of registrations completed in WebAdvisor and reduce the number of
registrations done by exception.
Expand WebAdvisor orientation
sessions to offer to all students,
not only at annual Running Start
event
Coordinate with Counseling
to facilitate sessions
Create assessment measures
to assess effectiveness
Conduct the sessions
Provide outreach opportunities
for in-service classes to teach
participants how to apply and
register online.
Phase 1—online applications
Explore the possibilities of
creating options for automated
Consultation with Cabrillo IT
Phase 2—online registration
Fall 2012; No funds but staff
time;
Fall 2012
Spring 2013
Fall 2012; No funds but staff
time;
Fall 2013; No funds but staff
time;
Fall 2014; Costs to be
determined based on local
wait list and late add
registrations.
and possibly Datatel
ability.
Computer monitors at A&R
service window for staff to show
students how to navigate website
for simple scenarios.
Revisit configuration of
counter space/setup.
Purchase monitor and
hardware for dual monitor.
Pilot in Watsonville; Summer
2012; $1,500.
3. Strengthen support services to ensure student learning
Create an “Employee Learning
Outcome” and appropriate
assessment measurements that
are complementary to the
“Student Learning Outcome” to
use as a foundation for more
purposeful staff development
and trainings.
Include staff in the
development of the outcome
and assessment tools.
July 2012
Plan staff trainings and
development opportunities
with both ELO and SLO as
focus
August 2012
Implement and assess
trainings
Ongoing
Assess the ELO annually
July 2013, etc.