Moving From Analysis to Action
Russ Little, MIS
Project Director, Student Success Plan

Why are we here?
Growing emphasis on Success & Completion and its relation to funding
Implement & Manage Student Success, Retention &
Completion efforts
Measure impacts of Student Success, Retention &
Completion efforts
Collaboration potential in development, deployment, benchmarking & shared best practices

Integrated Planning & Advising Systems (IPAS)
"IPAS is an integrative approach to student success that promotes shared ownership for educational progress among students, faculty, and staff through holistic information and services that contribute to credential completion. The services it encompasses include advising, counseling,
progress tracking, and early alerts."
-Educause 2014

(Educause, 2014)

(Educause, 2014)

IPAS Eco-System

Why you want IPAS
 Improve student retention, success & time to completion
 Increase graduation rates, and reduce unneeded credits
 Implement systematic, comprehensive advising, counseling and intervention processes
 Implement Early Alert intervention processes
 Develop and maintain referral sources for addressing student challenges and opportunities
 Remove silos between offices that support students, faculty & chairs
 Create self help tools to connect students to resources
 Create clear plans of action for students
 Measure your Impact

“ Students don’t do optional .
”
- Kay McClenney

Open Source Software
“Free like a Puppy”

How does the IPAS process work?
• Students are Identified
– Demographics, FTIC, First Generation
– Diagnostic Tools, Predictive Models, Alerts
– Student Intakes, Surveys, Assessments, Placement
• Holistic Coaching, Counseling & Advising
– Dashboards, Alerts, Predictions
– Journal, History
– Individual Plans of Action & Academic Plans
• Intervention Techniques
– Early Alert (Data, Faculty, Coaches, Staff)
– Student Self Help Tools
– Intrusive Interventions are Applied

Evidence of Impact
In Sinclair’s experience, students who are involved with technology supported (SSP) case management
• Are more likely to complete more courses successfully
• Have higher first term success rates
• Are more likely to return next term
• Are more likely to graduate

Pathways to Completion (PTC)
• FTIC “At-Risk” Students
• Assigned a Student Success Coach (before they register)
• Holistic Approach – Academic & Life Issues
Through holistic advising, counseling, web-based support systems, and intervention techniques, students are identified, supported and monitored.
Supporting Technology Tools Include:
• Case Management Software
• Academic Advising Tools (MAP)
• Early Alert / Faculty Access (EAL)
• Student Interface (Tasks, MAP, Self Help, Schedule)
• Student Information System (SIS) Integration
• Reporting Tools / Data Collection

from

• Pathway to Completion program (PTC) participants have a 28% higher term-to-term retention rate than students not designated atrisk.

• Active students in the PTC program have a
40% higher average year to year retention rate than students not designated at-risk.

• The 2.5 year accumulated average term to term retention of minority PTC students is
29% higher than non-PTC (not at-risk) students. Minority student’s average term to term retention is 97%.
• The average Year to Year retention of PTC minority students is 51% higher than non
PTC (not at-risk) students. Minority student’s average year-to-year retention is
84%.

PTC/Transitioned SSP Students
Five times more likely to graduate within 6 years
(2005-2011)

Learner Analytics & Alerts
• Identification of Students
– Cohorts, Demographics, FTIC, First Generation
– Placement, Assessment, Survey (Cog & Non-Cog)
– Analytics, Predictive Models, Scores
• Dashboards
– Student, Advisor, Administrator
• Early Alerts
– Events / Triggers
– Analytics / Rules / Traffic Lights
– Faculty / Coach

Advisor / Coach Dashboard

LMS Integrated Early Alert

Engage Faculty

The Next Step in Learner Analytics
Predictive Modeling
Examples of Predictions:
• Applicant Success
• Scoring Risk
• Term to Term Retention
• Course Level Success
• Year to Year Retention
• Intra-Sessional Success
• CBE, DL & Traditional Students
• Academic Pathways
Examples of Tools & Systems:
• PAR (Non – Profit)
• Apereo OAAI (Open Source)
• Civitas
• EAB
• D2L

Student Success Data is Available
Is it being used by the right people?
(Educause, 2014)

Knowing is not enough; we must apply.
Willing is not enough; we must do.
- Johann Wolfgang von Goethe

Coach Dashboard
Consolidate the Data Advisors / Coaches Need in One
Place

Coaching History

Integrated Communications

Coaching Contact & Records
Who, What, When, Where, Why

Student Intake
Collect the Data
Advisors / Coaches
Really Need

Attach Documents
Accommodations (ODS)
Legacy Notes

Coach Journal
“Speed Notes”

Early Alert – Close the Loop
Feedback to Faculty
Is Key

Coach Creates Student Action Plan
Make Specific Actionable Referrals to Overcome Barriers and Set
Expectations

Reference Guide
Knowledge Base of
Supports & Services

SSP Student Interface

Searchable
Supports & Services
Action Items

Student Contributes to the “Plan”

Student Action Plan – Print / Email / Portal
Make the “Next Steps” Pervasive & Track Progress

(Driving Behavior)

• How do we know what students need to do?
• How do students know what they need to do?
• How do we know students have done what we told them to do?
• Will the students remember to do what we advised?
• How can we help students make the right decisions?
• Do we offer the courses we told students to take?

• Create “Ideal Pathways” through the
Curriculum
• Create a clear Individual Academic path for each student
• Remind the student, and everyone who works with the student, what that path is at every opportunity
• Take Action if they stray from the path
• “Default” path should lead to success without having to “Do Options”

MAP – My Academic Plan

Pre-Built “Ideal Pathways”
Used as Templates

Value in Context

Data When you
Need to Use It

SSP Student Interface

MAP in Student Portal

MAP Warning in Registration

MAP on Faculty Roster
Everyone Should
Support the Student to Completion

• Case Management
• Early Alerts
• Academic Advising
• Student Progress
• Referrals Made
• Intervention Effectiveness

Early Alert Case Counts
6000
5000
4000
3000
2000
Total Students Total Cases
5204
4715
4082
2071
1580
2138
3052
3253 3296
2535
3388
3654
5544
3659
1000
0
2006-2007 2007-2008 2008-2009 2009-2010 2010-2011 2011-2012 2012-2013

Top Four Reasons for Fall Early Alerts
Percentage of Total
60%
50%
40%
38%
42%
45%
48%
50%
47%
32%
30%
20%
23%
18%
14%
10%
25%
11%
19%
22%
18%
10%
23%
17%
7%
0%
8%
8%
27%
17%
4%
2007 2008 2009 2010 2011
Academic Concern Excessive Absences Low Test Scores
Never Attended Homework/Quizes
2012

Performance Management

Advisor / Coach
Tactical & Actionable Reports

Course Capacity Planning
Use Advising Data to
Inform Scheduling

Data Driven Decisions are Possible
• Process Improvement
• Performance Management
• ROI of Interventions / Strategies
• Capacity Planning
• Refine the Identification Process
• Tactical / Operational
• Start / Stop Services & Offerings

IPAS Implementation & Adoption
• IPAS can Make a Difference
• Culture is Key
• Process re-engineering and improvement
• Must address engagement issues head on
• Pilot till you have a compelling story to tell
• Ongoing Process not an Event
• Match Services and Capacity
• Use the Data
(Educause, 2014)

IPAS – Next Steps
• Set Clear Goals
• Inventory your Services & Supports
• Review the Data Sources
• Develop Capacity & Culture
• Select a Pilot Scenario
• Acquire the Technology That Fits
• Implement Organizationally & Technically
• Train, & Communicate Broadly
• Refine and Repeat

Russ Little, MIS russ.little@sinclair.edu
russ@studentsuccessplan.org
http://www.studentsuccessplan.org/
937-512-2696

IPAS Research & Information
• Educause ECAR
• Community College Research Center
• PAR (SSMx)
• WestEd, NACADA, AACRAO, NASPA …et
• Gateway to College National Network on how SSP/IPAS supports Student Success http://studentsuccessplan.org/research.pdf

Sources
• The ECAR report Integrated Planning and
Advising Services: A Benchmarking Study is available at http://www.educause.edu/library/resources/i ntegrated-planning-and-advising-servicesresearch