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AGENDA ITEM BACKGROUND
TO: GOVERNING BOARD
DATE
FROM: PRESIDENT
June 11, 2012
SUBJECT:
Student Services Report
REASON FOR BOARD CONSIDERATION
INFORMATION
ENCLOSURE(S)
ITEM NUMBER
Page 1 of 5
D.10
Background:
During 2011-2012, Cabrillo College’s Student Services component completed a major accomplishment
related to the college’s last accreditation report. All departments completed their program plans and the
assessment of at least one Student Learning Outcome or Administrative Unit Outcome. This major milestone
is important to both the component and our 2013 accreditation self-study report.
Student Services, and Counseling specifically, will experience some major innovations during the 2012-2013
academic year. Student Services will be implementing a new electronic Education Planning process
(eAdvising), piloting a new orientation program, moving towards paperless student files, implementing
eSARS program that allows students to make online appointments with counselors, participating in an
overhaul of our Running Start program, and in spring 2013 starting a pilot program based on new research
findings from the Community College Research Center at Columbia University on improving student
success.
eAdvising
In May 2012, Cabrillo purchased web-based eAdvising software from Ellucian (Datatel). When the software
arrives we will begin implementation, with a plan to pilot it with a controlled group of students in spring
2013. This new program integrates and strengthens our current Datatel system. eAdvising will dramatically
change how counselors do business and interact with students. The program supports and is integrated with
our existing Degree Audit system. Students and counselors will access the program through WebAdvisor.
Counselors and students will be able to build the students’ Ed Plans in this web-based platform. Some of the
benefits of eAdvising are:
 Students may use the competed Ed Plans to “SmartReg;” students can run “what if” scenarios on
different majors options;
 Instruction could use the completed Ed Plan data to forecast which classes and how many sections
students will need in the future;
 Financial Aid will be able to report to the U.S. Department of Education that all students receiving aid
do have Ed Plans in place;
 Combining this program with Softdocs (a document imaging program), Admissions and Records (A&R)
will begin scanning student transcripts, allowing Counseling and A&R to move to a paperless filing
system, freeing up staff time to work directly with students.
Administrator Initiating Item:
Dennis Bailey-Fougnier
Academic and Professional Matter
If yes, Faculty Senate Agreement
Senate President Signature
 Yes  No
 Yes  No
Final Disposition
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Through this implementation process, counselors are seriously discussing how they can change their
practices and how they do business. They have formed study groups to look at how they conduct Express
(drop-in) appointments; how students access services, (for example, should students need to complete a
workshop on Ed Plans before they can schedule an appointment to see a counselor to develop their own Ed
Plan); how best to triage students to get them to the right service at the right time, (for example, students
often make a 30-minute appointment to reset their WebAdvisor password, when someone in A&R could help
them immediately). eAdvising will dramatically change how Counseling and other offices in Student
Services support students.
eSARS
Counseling is planning to implement eSARS in 2012-13. SARS is an appointment software used by
Counseling, DSPS, EOPS, and Financial Aid. Cabrillo owns but has not implemented the option of allowing
students to make online appointments with counselors. Once IT is able to provide support, the eSARS
version will be implemented. SARS has launched a new product that allows “express” students to see where
they are on the waitlist for the next counselor. Cabrillo also owns this product which we hope to implement
as well.
Pilot Orientation
Fall semester 2012, Student Services and Counseling will pilot a new type of orientation session. This
orientation will be for new students and their families. The two-hour program is being designed to help
familiarize students and their families or other supporting individuals with services available at Cabrillo.
The tentative date for the program is Friday, August 17. This will be another effort under the S4C umbrella.
Running Start
Running Start is a long-time successful program at Cabrillo. Running Start began in 2002 and was designed
to give Santa Cruz County High School Seniors a head start on registering for fall classes. In the early years,
students had to come to campus to register for classes. Almost every high school bused students to the Aptos
campus for this activity that started at 8:00 am and usually ended around 5:00 or 6:00 pm. In recent years
with the implementation of more technology, students have not needed to come to campus. This spring, not
one high school bused students to Cabrillo. The on-campus part of the program began at 9:00 am and ended
at 12:00 noon.
In fall, Counseling and Students Services staff will begin planning the 2013 version of Running Start.
Technology has changed the dynamics and made the “come to campus” premise obsolete, so it is time to
rethink how this program should operate. We are committed to giving county high school seniors a head
start, but there is a better way to execute this important event.
Spring 2013 Pilot
In fall 2011 and spring 2012, new research revealed that to the current methods used to support students do
not really work. The research from the Community College Research Center at Teachers College, Columbia
University found that the “inoculation” services (matriculation, orientation, etc.) alone are not enough to
increase student success. Researchers agree these services are important, but front-loaded services do not
“hold” for students and do not have the long-term effect that we need. Their findings show that we need to
revamp the old paradigms (silos, choice, and front-loading services).
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So what do they suggest works? Their research discovered that the ideal student support structure resembles
the following:
 Sustained: Lasting throughout a student’s college career.
 Intrusive: Mandatory and structured so that students must participate at regular intervals.
 Integrated: Multiple forms of support are offered and silos are broken down.
 Personalized: Students receive the type of support they need from an individual who knows them well.
During fall semester a small group of counselors will begin developing a pilot program for implementation in
spring 2013 that has elements of the new research findings. Those elements are:
 Integrate technology into advising and course registration.
 Triage system for new students (which we have already begun).
 Designated “point person” for every student.
 A pedagogy of advising embedded in the disciplines.
 Regularly-scheduled “check-ins” at key momentum points.
The current beliefs regarding our student support methods are being challenged by the new research findings,
but the staff is embracing the research and new ways to serve students to increase their success. The details
will need to be worked out, but counselors are excited about the opportunity.
Cabrillo College Summer Counseling Comparison
In summer 2009 and 2010, Cabrillo spent around $125,000 to provide coverage for summer counseling.
Since 2010, expenditures have been reduced sixty three (63) percent. Forty-nine percent of the summer 2012
coverage is swap time from fall 2012 and spring 2013 to cover the summer hours. This swap is a nice relief
to the already strained Counseling budget, yet does dramatically decrease the availability of counselor
appointments to students during the main semesters. The myth that there are slow months in counseling is
just that – a myth, so swap time has a negative impact on students throughout the academic year. Due to
budget constraints, Counseling offices will close three weeks during the summer 2012. This limits student
access to counselors, but is necessary in this budget climate.
Overall Cost
Total Units
Swap Hours
Paid Hours
Summer 2012
$46,000 (<39%)
45 (<22%)
22 (49%)
23 (19 contract,
adjunct)
4
Summer 2011
$76,000
58
20 (34%)
38 (27 contract,
adjunct)
11
During the 2012-13 academic year, Counseling and Disabled Student Services (DSPS), including Learning
Skills, reduced course offerings 50%. This reduction is Student Services’ contribution to the overall campus
workload reduction (TU) for 2012-13. While this contribution is extremely small in the overall reduction of
teaching unit cuts, it is a huge impact on Student Services’ already small course offerings and will have a
negative impact on student success.
DSPS Moves Office Locations
In summer 2012, DSPS will move their office location to the upper floors of the Library. This move is
necessary to accommodate the remodeling of building 800 due to the STEM grant. The move will achieve
the longtime goal of bringing DSPS and Learning Skills into one location. The move should be completed by
mid-June.
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Other 2012-2013 Technology Implementations in Student Services:




eTranscripts: Cabrillo is implementing the sending and receiving of electronic transcripts prior to
December 31, 2012.
Enrollment Verification: Implemented in spring 2012, students can download and print their own
enrollment verification (for auto insurance, rental companies, etc.). This frees up staff from a task that is
not a college requirement.
Self-scanning of documents. Implemented in spring 2012, students have access to a scanner to scan their
required documents for financial aid. The equipment is available in the lobby of the financial aid office.
Student Health Services implemented new health records software to manage student records in spring
2012.
New Programs Implemented in 2011-2012
During the past year, Student Services has implemented several significant programs to assist and support
students. I commend the Student Services staff, the Foundation staff, and Student Senate. In every case, they
have gone above and beyond to create, fund, and implement these valuable programs.





Food Pantry
Foster Youth Support Program
Veterans Information Center
Emergency Loan and Grant Program
Borrow a Book Program
Conclusion
The Student Service component has seen a lot of changes of the past several years. We have a new dean and
additional programs (DSPS/LS, FTTW, Matriculation), a renewed sense of focus and collaboration, a
commitment to service improvement and student success. We will continue to work to support our students’
educational goals and dreams.
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Student Services Program Planning Recommendation Summary Grid 1
Program Planning: Vice President, Student Services
Program Recommendations
Cost
$22,500
$0
VPSS
VPSS
1
2
Student Services
Create 50% Division Accounting Specialist position
Develop Communication Plan for Component
VPSS
VPSS
3
4
Leadership/Team Building Retreat and Component Planning
Create 50% Veterans Center Program Specialist position
$500
$19,000
VPSS
5
Create 50% Program Coordinator position for S4C 4 th Grade Experience
$22,500
VPSS
6
$19,000
VPSS
Student
Affairs
Student
Affairs
7
Create a 50% Foster Youth Support Program Specialist
Move the portion of the Dean of Counseling and Educational Support Services’
salary paid by Matriculation to the General Fund. This will balance the
Matriculation budget and allow the college to offer the required Matriculations
Services.
Request budget augmentation from the VP of SS, $15,000 and the ASCC Student
Senate, $15,000 for student wages
8
9
DSPS
10
DSPS
11
Student
Affairs
Counseling
Counseling
12
13
14
Counseling
Counseling
Counseling
Counseling
Counseling
Enrollment
Services
Enrollment
Services
Enrollment
Services
15
16
17
18
19
20
21
22
New operator console and software for the college switchboard
Strengthen coordination and communication between DSP&S programs
(LSP, Adapt PE, Assistive Technology, Counseling, Stroke and Acquired
Disability Center and direct service providers).
Continue to accommodate student needs and reduce duplication of services
by relocating the Stroke and Acquired Disability Center to the Allied Health
building (2010) and moving the Learning Skills Program closer to DSP&S.
Student Activities Coordinator to be fully funded by the Student Center Fee. This
will requires IT assistance to program Datatel to maximize Student Center Fee
collection
Purchase second monitors for each counselor
Restore Transfer/Career Center Director position
Remodel Counseling Transfer Center office to create one entrance to area to
improve student access and processes
Replace three counselors lost due to retirement or resignation
Reinstate classified program coordinator in International Student Programs
Implement mandatory orientation course for all new students (.5 unit class)
Implement eSARS and SARS Waitlist Viewer
Implement online transcript requests and online official transcript exchange. (To
be paid for with a Chancellors Office grant)
Implement document imaging of student files (transcripts and other records) in
A&R and Counseling. (Funds already encumbered)
Consultation and training time with Datatel for Financial Aid to maximize the
system’s automated awarding process.
TOTAL FOR RECOMMENDATIONS
1
$125,000
$30,000
$6,500
$500
$2,000
$25,000
$3180
$5000
$5000
$273,336
$22,000
$34,700
$200
$10,000
$40,000
$4,000
$669,916
This list will be expanded as programs finish their program plans. Recommendations on this list are limited to budget items, with the
exception of the VPSS.
5