Category 3 Understanding Students’ and Other Stakeholders’ Needs The College recently began a transformation in understanding stakeholder and student needs, driven by two major initiatives, Achieving the Dream and AQIP accreditation. The initiatives have caused the College to closely examine its stakeholders and become more data driven in decision making. In addition, the College hired an institutional researcher, filling a position that had been long vacant. (The College had often been referred to in the past as “data-rich” but “analysis-poor.”) Therefore, most of this category response will emphasize processes since much of the results reporting (and subsequent improvements) in these areas have not yet been completed. 3C1 The College does not have a specific method for categorizing our students and other stakeholders into key groups, although historically there have been some common groups. Categorizing these groups seems to be dependent upon what a department or area of the College chooses to measure and with what instrument. A quick browse through the various assessments used for these groups indicates a lack of agency pre-planning on assessment and the establishment of key groups. However, in the development of the AQIP Systems Portfolio, and the evaluation process of Achieve the Dream, categories of students and stakeholders began to emerge. There are three main groups defined as follows: Students who receive our services: Newly Admitted Returning Continuing (currently enrolled/attending) Involved with Developmental Courses Not Involved with Developmental Courses Full-Time Part-Time Alumni Stakeholders who provide services to students: Staff, Full-time, Part-time Full-time Faculty Part-time Faculty Community Agencies Stakeholders who are partners in the process or end results: Parents Employers Clinical/Practicum Sites Economic Development Agencies Community Leaders Community Focus Groups Community Businesses/Agencies School Districts State Agencies 3C2 The College recognizes the following expectations and requirements: Both the student and stakeholder groups have the expectation that the College will produce graduates who are able to be employed and work effectively in jobs in the regional areas served by the College. Students expect to be able to earn a wage sufficient enough to support themselves and their families. Students who transfer to four-year colleges expect to have gained the knowledge and skills they need in order to be successful at the college to which they transfer. Businesses expect current employees to be trained for current industry needs, often as part of a customized training package delivered by the College. All stakeholders expect the College's services to remain current with long-term employment needs and to be updated or modified as needed. The community, as a whole, expects the College to be able to educate its least educated members, including those who arrive with a completed high school degree but with a need for developmental education. 3P1 The College has a myriad of methods, both formal and informal, that it uses to assess the changing needs of students and other stakeholders. Some of the formal instruments used serve dual functions: assessing student needs and gathering student satisfaction. Some of these techniques are used periodically either at the end of a quarter or at the beginning of a student’s career, and others are ongoing. Formal Instruments for Both Needs and Satisfaction What is the instrument? Who administers the instrument? Who participates? Faculty and/or course evaluations Academic Dean/chairs -students and deans/department chairs Student Satisfaction Survey Weekend Users Survey National Association Education Young Children SelfStudy Bromfield Library Staff -students using library services Bromfield Library Staff Child Development Center -weekend users of Library - student/parent users Gathers “needs” and satisfaction information on: -the course, teaching techniques, content, faculty performance -library services and facilities When is it administered? -library services and facilities -services offered through Child Development Center - areas of Relationships, Curriculum, Teaching, Assessment, Health, Community Relationships, Families, and Leadership and Management Annually Quarterly/Annually or according to contract status or at the discretion of the Dean Annually Annually Community College Survey of Student Engagement Summary (CCSSE) Graduate Survey Institutional Advancement -students with the college; strengths and weaknesses related to core learning outcomes - areas of weakness or needed improvement within the College Biennially Institutional Advancement -alumni with regard to job competencies Quarterly Clinical evaluation and Nursing Course evaluation Nursing Program Director -students with clinical faculty, facilities and the nursing course Student Activities Survey Campus Life -students using services and student activities Customer Service Evaluations Student Services Division College Student Inventory (CSI) FYE and Student Success Center -prospective and current students using services -students using Center, taking FYE courses -needed changes in course content to prepare students for the workplace -needed changes in course content to prepare students for the workplace; needs in clinical sites -student recreational needs and interests in student organizations - student needs in regards to services Quarterly New Student Registration Evaluation Student Success Center -new students completing the registration process Survey of Support Services Vice President, Learning, Support and Retention Teaching, Learning, Technology Roundtable (TLTR) and its subcommittees -students using support services Admissions - students who expressed an interest in the -student needs for information in the areas of career, relationships, finances, personal counseling, and academic tutoring -student needs in areas of information needed to start classes including use of the website, student portal, location of classes, bookstore, etc. -student needs in the areas of student services - satisfaction of students and faculty regarding their computer skills, student abilities, attitudes, needs regarding computers and technology - student satisfaction with admissions Flashlight Assessment Did Not Enroll Survey - faculty and students Quarterly Continually Continually Quarterly Quarterly Annually 15 days after the new quarter begins college but did not enroll process, enrollment needs of students Formal Methods and Tools to Assess Only Needs What is the instrument? Admissions Needs Assessment Who administers the instrument? Admissions recruiters Who participates? Distance Learning Evaluation Distance learning department Online course students Health Science programs licensure/credentia ling exams Licensure/credentia ling bodies Graduates Discover Career Exploration Advisor FYE students New students Gathers “needs” information on: Student information needs on childcare, housing, and financial aid A Blackboard evaluation tool used in all online distance learning classes to asses whether there are unmet needs with the individual course and its delivery Pass rates of students on state boards are guides to assessing student needs in their curriculum. Interests, abilities, and values of all FYE students to provide guidance in choosing a major and/or career When is it administered? Upon matriculation Began Spring 2007 Post graduation Quarterly Besides formally administering surveys or assessments, the following demonstrate how NC State works actively to understand the needs of its students and address them through informal methods: Informal Processes 1. Direct Contact with Students –Direct contact with the students is the easiest method that both student services and faculty members use to select a course of action. On a daily basis, faculty, administrative assistants, advisors, and staff, ascertain a student’s needs through requests or conversations and then take immediate action to fulfill those designated needs. a. 700-1300 monthly student walk-in inquiries at the Welcome Desk b. 30-55 calls per hour at the Welcome Desk c. 10,000 + yearly one-on-one student contacts in the SSC 2. Achieve the Dream Focus Groups -The College uses focus groups comprised of students and other college and community constituents to discern unmet needs of the students. The results affect changes in advising, course offerings, and pedagogy. 3. Publications – a. Researching national trends in student needs through journals like NACADA, Journal of Dev. Ed., Health Science journals, Disability newsletters and magazines provides 4. 5. 6. information useful to the College’s population; the President’s office reviews The Chronicle and the OAYTC regularly. b. Evaluation of external reports- The CC Benefits Regional Job Growth Report by Educational Level shows the predicted growth of Health Services by 21% in the College’s 3-county service region between 2005-2010. Hence NC state is working on multiple ways to address this need including offering a new program for a bioscience degree for which the College recently applied through the OBR and increasing the distance learning opportunities as a result of study of residency of our students Post Secondary Enrollment Option (PSEO) – The Assistant Vice President for Learning’s direct contact with high school advisors guides high school student needs in off-campus course offerings. A recent grant award increased the offerings at the schools in math and science through Dual Enrollment to fulfill a statewide need in math and science in the high schools. Tech Prep- Direct contact between the College and Tech Prep coordinators provides information that impact articulation agreements with the College. As a result, the College in process of reevaluating all these agreements. Data a. Tutoring – Analysis of tutoring requests guides the number of tutors provided and their hours of availability in the Student Success Center. b. Health Science Wait List numbers – Analysis of these numbers has begun the search for additional clinical sites as steady enrollment increases in health programs. c. Registration numbers and patterns- Analysis of this data by deans and chairs and viewing of the number of students on course Wait Lists provides input as to future course offerings. d. Library – This facility reviews the Ohio LINK book requests and number of student visits during peak hours in addition to the requests of faculty to guide them in service improvement. e. Traffic patterns- All student service offices study these to better accommodate student needs. Saturday hours were recently changed as a result of this. f. Health Science State Board pass rates –These are closely monitored in all the health science programs in order to maintain an excellent program. The most recent nursing students class had a 99% pass rate. g. Disability Services – The type and number of student requests are reviewed in order to provide enough student assistance. As a result, a group of volunteers was just brought into the office in order to provide more availability for test monitoring. h. Analysis of local data regarding employment and workforce development i. Analysis of the Mansfield Metropolitan Statistical Area, Moody’s Economy.com- It stated that poor demographic trends, heavy reliance on the struggling auto manufacturing industry and very poor educational attainment weaken the area’s economic outlook. This information had direct input into the College’s strategic initiatives.( Strategic list, p3) ii. Labor Market Information (LMI) – Admissions reviews this national web resource to review the number of college attendees and assess the labor needs of the areas to assist in development of programs to be offered at the Outreach Centers in the surrounding communities of Bucyrus, Willard, and Ashland. iii. Achieve the Dream – The research data from this project revealed many areas of need, especially in developments education, advising, and gatekeeper classes. (see Category 1) iv. Student Success Plan - The Ohio Board of Regents (OBR) is requiring all public campuses to develop and file “Student Success Plans” to identify and measure core learning outcomes. Both OBR and NC State wish to know if students are achieving basic competencies as they graduate. The College’s Assessment Committee has assigned internal teams to research each core learning outcome. These teams are in the midst of developing reports describing the outcome, developing a set of measurable objectives, and recommending assessment measures/methods. v. High School Guidance Counselors Advisory Board- This Board meets twice a year on campus with admissions and spotlights a major or student service that would be of interest or need to high school guidance counselors and subsequently, prospective students Once the College gathers information regarding its population and its needs, it analyzes and selects a course of action. The formal method is an “analyze, plan, do, and evaluate process.” This has become more important college-wide since the Achieve the Dream and AQIP initiatives. 3P2 The College builds relationships with its students through a variety of activities that integrate the student into the college culture. Student Ambassadors- These students provide campus tours and participate in campus events and are involved in calling campaigns Beta Theta Eta, a chapter of Phi Theta Kappa International– This academic honorary involves 221 current students and 500 alumni who have a GPA of 3.5 or over. This chapter has won national awards every year since 1999 for its leadership and student involvement. Mavericks – The Mavericks are men’s and women’s basketball and soccer teams, which are run in coordination with OSU-Mansfield. Students are involved as team members, cheerleaders and spectators. Intramural sports – Volleyball, corn holing, basketball and soccer teams involve both NC State and OSU – Mansfield. Work Study program- Over 78 students are involved yearly. Through their employment, the students build connections to the College and staff. Rock ‘n Ribs – This annual Rib Cook-Off concert event averages 6-8,000 community attendees including 416 volunteers (students, faculty, staff, community members, Foundation Board members, & alumni) for the 3-day event. In 2006, it gleaned $16,800 + free advertising dollars from the media, helping the College to connect to the community. Career and Transfer Expo – This yearly Spring event involves 70-80 community area employers and (primarily) Ohio colleges who convene at the College to talk to NC State students about prospective employment or transfer. Scholarship Luncheon – The President and Foundation Board attend this event that recognizes College scholarship recipients, as well as benefactors. Summer Youth Explosion – A summer camp for children grades 1-6, this is designed to expose area youth to a college environment and foster a relationship with them as future students Richland County Job and Family Services One-Stop – An Admissions representative provides resume writing assistance and college information to prospective students seeking retraining and/or re-employment at the local Job and Family Service office. Outreach Centers – These satellite campuses held at area high schools create a relationship with outlying communities and high schools. Student Government Board – This combined organization between NC state and OSUMansfield (newly created in Winter ’07), is fostering a relationship with the co-campuses. Rising Stars and Reality Store – These activities are provided by Tech Prep and designed to build a relationship with middle school children who might be interested in attending college in the future Parent’s Night – This activity is held at local high schools every Winter Quarter to prospective PSEOP students and their parents President’s Day High School Visit-prospective high school juniors and seniors visit campus Alumni –Various activities with this group include : Alumni Coffee Hour with the President, Alumni Reception at Rock ‘n Ribs, Distinguished Alumni Award through the Ohio Association of Community Colleges, and the Entrepreneurial Hall of Fame, which recognizes local entrepreneurs, some of whom are alumni. It also maintaining relationships with students through individual contact and various forms of media. Individual Contact Child Development Center - Every family is linked with a primary family support person and each child with a primary caregivers. Each of these staff members builds a close relationship with their families and provides opportunities for discussion, both informally and formally through conferences and home visits. Faculty advising – Faculty are assigned individual advisees, but also advise other students in their daily contact in the classroom. Recruiters –They hold an initial meeting with prospective students and campus tours throughout a student’s matriculation. Tech Prep Transition Coordinator- She meets with prospective students in their junior and senior years. SSC advisors – Advisors meet with all new, incoming students ; they provide advising on a walk-in basis throughout the year, including intrusive advising to probationary and developmental students until they complete their gatekeeper classes. Financial aid – 1. Students meet individually with this office to discuss financial aid needs. 2. FAFSA Friday – Financial Aid office offers student help each Friday on a walk-in basis. 3. College Goal Weekend – This event provides assistance to students and parents from the surrounding area in completing financial aid paperwork to attend any college. Achieve the Dream – Focus groups of current and alumni students demonstrate the importance of their input into the college. Office of Vice President of Learning Support and Retention – This office held its first Meet and Greet meeting between OSU-Mansfield and NC State College student services areas to begin building a working relationship. The College is now working with them to assist in Welcome Week activities held each fall. Media Communications Newsletters and printed material o Newsbriefs – This is a weekly campus newsletter of events and important dates distributed to all campus buildings and posted on the website. o Leader-Every mailbox in Richland, Ashland, Crawford counties receives this newsletter 3-4 times a year, touching 136,000 households. o News releases to local newspapers o Student handbook- 2000 printed and distributed yearly o College catalog o Each Dean began a newsletter to the College community in 2007 to inform them of current happenings within their division. Email/website o Quarterly reminders sent to students from student service offices o Faculty contact o Admissions Recruiters – can be contacted via the website o O.L.L.I.E. – “online continuous orientation program” – is contact to an online advisor o College website information (launched Summer ’07). o Online registration- students can access online help Letters/cards/postcards i. Alumni – Receive Christmas cards from the College and invitations to special events. An update form is published in the Leader to update contact information. ii. Admissions/Recruiters – 1. Admissions/Recruiters use a variety of tools to communicate with a students, depending on the student status: a. Prospects – receive information from the college b. Inquiries – receive 5 letters and phone calls, used to encourage the student to take the next step in their admissions process c. Applicants – receive 10 forms of communication to instruct them in the admissions process iii. Guidance Counselor Newsletter- Director of Admissions distributes this twice yearly to 84 counselors in an 11 county service area. It provides information that can be used with prospective students in the high schools Phone – i. Calling campaigns to students who have not yet enrolled or dropped out ii. Advising sessions for students in the Directions developmental advising program or who receive Academic Alerts iii. Welcome calls to new students the 2nd week of the quarter by SSC iv. Phone help with student email, registration, financial aid 3P3 –The College primarily uses informal methods to identify the changing needs of the College’s stakeholders. For example various department areas, both academic and student service areas, participate in community groups and organizations that provide them with anecdotal information concerning their changing needs. This information is then used to select a course of action to shape the development of future academic courses, changes in current courses, and the same for services to students. What is the Who administers Who Gathers “needs” When is it instrument? the instrument? participates? and satisfaction administered? information on: Instructor Bromfield Library -faculty users -library services Continually Feedback Staff and facilities Employer Institutional -employers with -needed changes in Annually Satisfaction Advancement newly hired course content to Survey graduates from the prepare students college for the workplace Employer Institutional -employers with -needed changes in Annually Satisfaction Advancement newly hired course content to Survey graduates from the prepare students college for the workplace 3P4 Building relationships with key stakeholders occurs in much the same way as with students. College members meet with stakeholders, either one-on-one, or in meetings, or through social events and community functions. Various forms of media also foster relationships with these groups. Community events Social events, like Rock ‘n Ribs Chamber of Commerce events College participation in United Way Presidential participation in o Mansfield Richland Area Education Foundation o Pioneer Committee Advisory Council o Rotary o Richland County Board of Developmental Disabilities o Tribute to Women In Industry (TWIN) program o Tech Prep Advisory Council (State Level) Membership in community functions – many college members are active participants in church, hospital, and other community boards, and local government Meetings Meetings with stakeholders and foundation members Regular meetings with community leaders and businesses to keep abreast of current training needs Meetings with members of OSU-M staff As to media, the College uses the same for stakeholders as is previously listed for students. (See 3P2) 3P5 Each area of the College is responsible for ascertaining the needs of its stakeholders and deciding how to address them. The responsible parties 1) evaluate data to ascertain trends and validity, and 2) create a plan of implementation, and then 3) evaluate the results. For example, a recent meeting between a nearby company and local educational institutions identified a need for a Biotech major, which the Health Science Division is in the process of developing. Most recently, a local grant allowed the College’s Workforce Development to provide free training to local businesses to increase their employee skills and prevent them from being laid off. (See Category 2) The results of company satisfaction were then gathered and analyzed by the head of the department and shared with various stakeholders. 3P6 Complaint information is collected through various formal and informal processes. The formal student grievance procedure is published in the Student Handbook which is received by all students in the FYE 101 - Orientation to College or FYE 161 - College Survival Skills courses and available at the Welcome Center in Byron E. Kee Hall. Students participating in the distance learning opportunities of the College are able to view the College resolution policy specific to their needs online at www.ncstatecollege.edu/online . In addition, the College receives formal complaints from students through the following means: Student evaluations of faculty/courses Grade Appeal Process as indicated in the College catalog Academic Course Drop/Add form (students are invited to indicate the reason withdrawing from a courses and add personal comments as necessary) Filing a report with Campus Security On a quarterly basis, Deans review the complaint instruments listed above and analyze for validity. Many student and stakeholder complaints are handled within individual offices but these are not presented to the College in any summative form. Department rules and procedures evidence the fact that anecdotal complaint information has been formalized and institutionalized through processes that are outlined to students and stakeholders. The formal grievance procedure for faculty and staff is published as a part of the College website at www.ncstatecollege.edu/offices/hr/default.htm . In addition, the Faculty/Staff Congress provides a forum for faculty and staff to express concerns and resolve issues in a collaborative atmosphere. Guidelines and procedures for engaging The Faculty/Staff Congress is available on the College web site. The College also receives formal complaints from faculty and staff through the following means: Employee Exit Interviews performed by Human Resources - Information from each terminating employee is collected by Human Resources and directed back to the supervisor who determines if corrective action is necessary. Performance Horizons (Campus Quality Survey) – This pre- and post-scan (2002 and 2005 respectively) analyzed the satisfaction of faculty and staff at the College. Informally, complaints from students and stakeholders are presented and discussed through the following means: Open Forums with the President Student interaction with various campus facilities (i.e. Child Development Center, Campus Recreation Center, Campus Board) The College has a formal Academic Alert system which allows faculty to communicate complaints to individual students regarding issues of unsatisfactory academic performance and attendance. When an alert is necessary, the faculty member sends an email and the faculty member, student, and the SSC automatically receive a copy. The Student Success Center immediately follows up with the student encouraging appropriate corrective behavior and the faculty initiating the alert is made aware of the progress with the student. The College routinely uses the following three step process to analyze and select a course of action when a complaint is initiated: Information is gathered and analyzed for validity If necessary, corrective action is determined with individuals key to the resolution involved If the issue can not be resolved at this level, a committee or work team may be created to help in the resolution process The College has established the following mechanisms in which resolution of complaints can be communicated with students and stakeholders: Stakeholders involved are notified individually via individual meetings, phone conversations, specific meetings, paper memo, etc. Reports to various groups such as the Board of Trustees, President’s Staff, Faculty/Staff Congress, Kee Hall Plus Meeting (open meeting with members of the Student Services Division) Formal reports published on the College intranet (i.e. Campus Quality Survey) Presidential Newsletter Presidential Open Forums Faculty and Staff In-Service Days 3P7 –The way that the college determines stakeholder satisfaction is described in 3P1 . (See chart in 3P1) 3R1 – Historically, the College’s method of collecting data on student satisfaction had been centered more on individual departments and/or divisions. In recent years, with the advent of strategic planning, there has been a move toward processes of collecting data of overall student satisfaction. The following provides links to data that give information concerning student satisfaction through the various stages of a student’s experience with NC State. New Students: These charts provide opinions of first quarter students of their preparedness for college. New Student Registration Evaluation –Data from this source revealed a need to provide further assistance to new students. This information resulted in the development of O.L.L.I.E., a new online, continuous orientation newsletter that is scheduled to begin in Summer 07. F:\Dropoff\AQIP\Data Files\Category 3\3RI\Potential Advising Results Current Students: These provide overall opinions of current students’ satisfaction with NC State. (2005) Achieve the Dream Narrative- The research data for this project revealed many areas of need within the College. Of significance, were student success rates with developmental and/or “gatekeeper” courses. F:\DROPOFF\AQIP\Data Files\Category 3\3R1\AtD Qualitative Data Results (2006)Community College Survey of Student Engagement Summary (CCSSE) – This standardized survey of NC State students covered areas of :Active and Collaborative Learning, Student Effort, Academic Challenge, Student-Faculty Interaction, Support for Learners. Results benchmarked against peer college averages. This is given as needed and no data is available as to the impact of results on the College decisions. F:\DROPOFF\AQIP\Data Files\Category 3\3P1\Surveys\CCSSE 2006 Graduates: These provide overall totals of students’ satisfaction per academic division. (2006) Graduate Follow-up Competency Survey – This survey is sent out to all graduates once a year. Data is calculated and formatted into two separate spreadsheet reports: 1) Graduate Follow-up report consisting of employment, continuing education & salary information, and 2) a Graduate Competencies Report, which rates the education received, knowledge theory, overall satisfaction of preparedness, mathematical capability, problem solving skills. The results which rated the College as XXXXX in XXXXX areas is reviewed yearly by the academic divisions as part of an on going effort to gauge success of graduates in obtaining employment in their field of study. F:\DROPOFF\AQIP\Data Files\Category 3\3R1\Graduate Skills Surveys Employers: The College also surveys them to assist academic divisions in determining preparedness of the students completing degrees in their area of study. (2006) Employer Survey Summary – The data is calculated and formatted into a spreadsheet with specific questions being asked depending on the program of study. Results are reviewed yearly by the academic divisions to assist them in determining curriculum and program standards. The college rated XXXXX in XXXX. F:\DROPOFF\AQIP\Data Files\Category 3\3R1\Graduate Skills Surveys 3R2 The College has just begun to address its shrinking enrollment. A recently created Enrollment Team involving various constituents has assumed the task of investigating the results of the relationship building with prospective students and what the College can do to increase future enrollment, especially of high school students. The PAC Strategic Initiative #1 will directly address this opportunity for improvement by establishing “increased enrollment of recent high school graduates” as a sub-goal, and designing an action plan and timeline to accomplish this. 3R3 The results of stakeholder satisfaction with the College’s performance indicate a tremendous increase in all program areas and successful completion of set thresholds as can be seen from the graphs and explanations provided from pages 17 thru 23 of the Training Workers in Advanced Manufacturing document. Additional information on stakeholder results is located in the following documentations: Community College Survey of Student Engagement Summary (CCSSE) Achieve the Dream Community Engagement Final Report Employer Survey Results for 03/04, 04/05, and 05/06 AAC Faces of the Future 2005 3R4 The College has not routinely measured its relationship-building initiatives. The College actively monitors participation in events but does not monitor activity outside of individual offices nor analyze that information. This area is now a focus of the College wide Strategic Planning initiatives. 3R5 The Achieve the Dream initiative and the Community College Survey of Student Engagement Summary (CCSSE) afford the College comparison information for the purpose of benchmarking sometime in the future. Absent resulting Achieve the Dream initiatives (see 3R2), the College has not routinely benchmarked its results in stakeholder satisfaction and relationship building against other organizations. 3I1 As a result of these findings, beginning Fall 2006, Many changes were made to assist these students towards successful completion of the specified classes. Some of these include mandatory math placement (Jan. 07), usage of a PLATO lab as an alternative delivery stystem, and mandatory tutoring in developmental math and writing thorugh a lab setting (since students indicated that they wanted tutoring but never seemed to have time to use it).There is no other data to report at this time. 3I2 No data to report at this time.