Analytics in Academic
Advising: Using Data to
Make Decisions
Case Study from Start to
Finish: Partnering with Faculty
Amy Sannes, Director Academic Support Center
February 16, 2016, Mesa, Arizona
https://mnstate.skyfactor.com
What Did We Need?
Student Retention and Success System
 Early alert components – Identify students at risk
• Student survey • Referral system
• Academic updates
 Communication system
• Shared note system • Log student meetings
• Tracking System
 Data collection and report generation
• Historical data • track improvement
• Comparison data
• Activity tracking
MSU Moorhead Background
•
•
•
•
•
•
Four year public university
Student population 5500‐6000
4 years with Mapworks
All students included in system
Survey first and second year students
Mapworks managed by Academic Support Center with IT Department support
Progression of Implementation
• First year – “just get it implemented”
– Survey with first year students
– Res Life and Academic Support Center staff connect with students
• Second year –
–
–
–
Included all undergrad students
Encouraged faculty engagement
Survey first, second, and new transfers
Academic updates and referrals • Third year
– Faculty engagement was expected
– Refined Primary Direct Connects
– Mapworks survey required in all FYE courses
• Fourth year – current year
– New system – Good news and bad news
• Increased referrals
• Increased support for system
Results
• Increased retention
– 3% increase in first year retention for each of the past 2 years
• Earlier identification of at risk students
– 52 to 63% of faculty entering Academic Updates each semester
– 13,000 – 17,000 AU each semester
• 1,300‐1,800 are high risk • 925‐1,225 students each semester contacted
Results continued
• More timely referrals – 100‐115 referrals submitted each semester
– 354 submitted Fall of year 4
• Reduced number of suspensions
• Focus on student success – Survey participation 93% for first year, 38% for sophomores/new transfers
• Improved advisor communication
LEAD Advisor Program
Advising at MSUM
• Shared model for advising
• Faculty advising – 5 colleges • Unionized environment – faculty “own” advising
• Professional advisors (2) for pre‐majors
• Professional advisors for exploring students • Student Relations Coordinators (3) for unofficial advising in Colleges • Academic Support Center – advising center
Lead, Engage, Advise, Develop
One faculty member per department
Fall 2013 full day training for LEADs
Faculty development workshop focused on advising and Mapworks
• LEAD Advisors met with department and trained all faculty in department
•
•
•
•
Early Alert Components
Your Success Report
Transition Two
01/27/2016
Identify students at risk
• Student Survey
Special thank you to Taylor Pfarr for permission to use her profile for presentation.
– First year and sophomores/new transfers
Welcome
Taylor!
Available 4 times per year – we use 2 times
Week 3‐4 Double Red, Red, yellow, or green Residence life staff involvement
FYE Course integration
Targeted interventions
Survey response rates
•
•
•
•
•
•
•
The following report is about you
and was created from your survey
responses. It’s designed to support
you and ensure your success.
– Fall = 93% first year, 38% sophomores/transfers
– Spring = 50% and 35%
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Earning the Grades You Want
Basic
Academic
Behaviors
TRANSITION ONE
TRANSITIONTWO
Class
Attendanc
e
TRANSITION ONE
TRANSITIONTWO
Connecting with Others
Time
Managemen
t
TRANSITION ONE
TRANSITIONTWO
Academic
SelfConfidence
TRANSITION ONE
TRANSITIONTWO
Your Strengths & Weaknesses
Basic Academic Behaviors - You have excellent academic behaviors! These skills typically lead to good grades;
keep up the good work! It is important to sustain your current level of performance throughout the entire term. Tip:
Talking with your instructors is a proven way to get the most from your classes! At any point you need help, contact
your campus connections faulty/staff members (see the list at the end of this report).
Class Attendance - Congratulations! You understand the importance of class attendance. Many students don't
realize that attending every class is crucial to academic success in college. Did you know that students who miss a class
every once in a while earn an average GPA nearly a letter grade lower than students with perfect or near perfect class
attendance?
Furthermore, it is important to be active in class. Being mentally present in the class is just as important as being
physically present.
Time Management - You have good time management skills. Keep up the good work! As you know, it's important to
organize your time and to keep academics high on your priority list. Did you know that good time management skills are
linked to higher GPAs? Improving your skills will allow you to be more efficient with your time and more effective in
achieving good grades.
Academic Self-Confidence - You have moderate confidence in your academic abilities. Students with moderate
confidence tend to do well until they face a challenge. They might give up on a task early when they feel stressed. If
this happens, contact one of us immediately for help.
Course Difficulties - You're struggling in at least two courses. Struggling in multiple courses dramatically increases
your risk of earning a poor GPA. First, talk to those course instructors today. Don't wait. Second, contact one of us; we
can help. To achieve the grades you expect you must take action now!
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Transition Two | Success Report
10/8
Course
Difficultie
s
TRANSITION ONE
TRANSITIONTWO
Campus
Involvemen
t
TRANSITION ONE
TRANSITIONTWO
Sense of
Belongin
g
TRANSITION ONE
TRANSITIONTWO
Your Strengths & Weaknesses
Tips on Improving
Create a Study Group - Assemble a group of other
students in your classes who can study together, provide
feedback on work, share notes, and motivate each other
to do well in the class.
Tallk to Your Instructors - If you're struggling in a class,
contact the instructor immediately and discuss steps you
can take to improve your performance. Make an
appointment with your academic advisor to discuss
available resources, such as tutoring and study skill
seminars.
Campus Involvement - You want to be involved on our campus? That's great news! We love your enthusiasm.
Getting involved is a great way to make the most of your college experience. The foundation for success extends
beyond the classroom; the opportunities and experiences provided by campus activities are as important as your
classroom experience when it comes to your future success.
Sense of Belonging - It's great news that you feel connected on campus! Remember that there are always new
opportunities to make friends and build new relationships through student organizations, intramural sports, and
community service projects!
Tips on Improving
Connect - Making connections with students, faculty,
and staff often takes time and effort. Reach out to others
who may be struggling to make a connection and be open
to building friendships with those who reach out to you.
Create a Cllub - If our institution doesn't have a club or
organization that matches your interest, consider
developing one. Contact our student activities/student life
office about how you may be able to do this.
Joiin In - Consider joining a social/professional
organization, activity, or intramural sport. Or, volunteer
your time to a cause that is important to you.
Take Personall Responsiibiilliity - Make a commitment to
practice good academic behaviors such as attending all
classes and completing assignments on time. Get a
planner or an app that allows you to record assignments
and due dates to help manage your time and class
demands.
Take Advantage of Campus Resources - There are
many resources on campus that can help you overcome
academic hurdles. Please see the list of campus resources
at the end of this report.
Transition Two | Success Report
11/8
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Transition Two | Success Report
12/8
Paying for College
Taking Action
Now it’s your turn! We challenge you to develop steps to
improve your current behaviors and become a more
successful student. In this report, we have indicated
areas of strength with green icons and areas with
potential for improvement with yellow or red icons. We
have also included a list of campus resources to help
you improve your areas of weakness and further build
upon your areas of strength.
Financial
Confidenc
e
First Steps
When
Areas Needing Improvement
TRANSITION ONE
TRANSITIONTWO
Course Difficulties
Your Strengths & Weaknesses
Academic Self-
Tips on Improving
Financial Confidence - To stay in college you have to pay for college, and if you're a little unsure of how you'll pay for
next term's tuition and fees, you're not alone! Don't wait; contact the financial aid office for help right away. There are
people here who can help you find ways to meet your financial needs. A list of campus resources is provided in this
report to help you along.
Schedulle an Appoiintment - Make an appointment
with the financial aid office to discuss available
assistance.
Confidence
Reach Out - Reach out to one of your campus
connections (see the list of campus connections at the
end of your report). They will help direct you to the
appropriate person or office that can provide your with
information.
Expllore Optiions - If the stress of financial issues begins
to affect your academic focus and performance, please
speak to your campus connections (see the list of
campus connections at the end of your report), a
counselor, or an advisor before you become
overwhelmed.
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Transition Two | Success Report
13/8
Campus Connections
Hausauer, Jessica
McCord, Michael
Seaburg, Deborah
Director of Learning Communities
Faculty
Faculty
Faculty
(218) 477-2498
(218) 477-5921
(218) 477-5860
(218) 477-2835
hannah.severtson@mnstate.ed
u
jessica.hausauer@mnstate.ed
u
mccordm@mnstate.ed
u
seaburg@mnstate.ed
u
Bueling, Clinton
Hazelton, Joesph
Millard, Erynn
Smith, Brian
Academic Advisor-Peer Advising Coordinator
Associate Director Housing & Residential Life
Faculty
Faculty
Academic Support Center
(218) 477-2101
(218) 477-2697
clint.bueling@mnstate.edu
joe.hazelton@mnstate.ed
u
erynn.millard@mnstate.ed
u
brian.smith@mnstate.ed
u
Kubicek, Derek
Olinger, Steven
Sundquist-Schenck, Janet
Assistant Coach Football
Academic Advisor/Program Coordinator
(218) 477-4666
5074753247
(218) 477-2887
(218) 477-5949
czynski@mnstate.ed
u
kubicekde@mnstate.ed
u
steve.olinger@mnstate.ed
u
sundquja@mnstate.ed
u
DeMinck, Debra
Leonard, Karl
Pacheco, Carlos
Counselor
Faculty
Faculty
477-4273
(218) 477-2682
(218) 477-2656
deminckd@mnstate.ed
u
leonardk@mnstate.ed
u
carlos.pacheco@mnstate.ed
u
Devitt, Mary
Marquardt, Sheila
Proulx, Megan
Faculty
Faculty
Student Relations Coordinator CSHE
(218) 477-4086
(218) 477-2896
(218) 477-2259
mary.devitt@mnstate.ed
u
sheila.marquardt@mnstate.ed
u
megan.proulx@mnstate.ed
u
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Tutoring - Academic Assistance
Program
Fox, Steve
Comstock Memorial
Sundquist-Schenck, Janet
Union 218-477-2790
Flora Frick Hall 154
osa@mnstate.edu
218-477-4318
http://www.mnstate.edu/os
a
Rainbow Dragon Center
sundquja@mnstate.edu
https://www.mnstate.edu/asc/acad
e micassistantprogram.aspx
Veterans Resource Center
Aranda, Jennifer
Jensen, Aaron
Comstock Memorial Union
Flora Frick Hall 149
218-477-2535
218-477-2080
msumsafe@mnstate.edu
aaron.jensen@state.mn.us
http://www.mnstate.edu/cmu/space
s
http://www.mnstate.edu/veteran
s
-places/
Registrar's Office
Women's Center
Soleim, Heather
Aranda, Jennifer
Owens Hall 104
Bridges Hall 154
218-477-2565
218-477-4973
records@mnstate.edu
http://www.mnstate.edu/record
s
Study Abroad
womenctr@mnstate.edu
http://www.mnstate.edu/womens
- center/
Writing Support Center
Aarness, Janet
McCord, Michael
Bridges Hall 250
Lommen Hall
218-477-2993
218-477-5860
stdyabrd@mnstate.edu
mccordm@mnstate.ed
http://www.mnstate.edu/studyabroa
u http://
d
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Goodman, Brittney
Comstock Memorial Union
Library
218-477-4318
218-477-2513
218-477-2777
218-477-2345
asc@mnstate.edu
counseling@mnstate.ed
firstyearprograms@mnstate.edu
refdesk@mnstate.edu
http://www.mnstate.edu/asc
u http://
http://www.mnstate.edu/firstyearpro
g rams/
http://www.mnstate.edu/librar
Transition Two | Success Report
17/8
Disability Resource Center
y
Hendrix Clinic and Counseling Center Math Tutoring Lab
Aranda, Jennifer
Toutges, Greg
Grimm, Carol
Fulghesu, Damiano
CMU
Flora Frick Hall 154
Hendrix Building
MacLean Hall 383
218-477-2652
218-477-4318
218-477-2211
218-477-2274
diversity@mnstate.edu
toutges@mnstate.edu
grimm@mnstate.edu
damiano.fulghesu@mnstate.edu
https://www.mnstate.edu/americanin
d iancenter/
https://www.mnstate.edu/disability
http://www.mnstate.edu/hendri
/
x
Dragon Jobs
Housing and Residential Life
https://www.mnstate.edu/math/tutori
n g.aspx
Mathematics Learning Center
Lester, Karen
Nellis, Troy
Hazelton, Joesph
Fitting, Tamara
Owens Hall 106
Flora Frick 151
Ballard Hall 120
MacLean Hall 278
218-477-2221
218-477-2438
218-477-2118
218-477-4018
lesterka@mnstate.edu
careers@mnstate.edu
reslife@mnstate.edu
fittingta@mnstate.edu
https://www.mnstate.edu/business
- services
http://www.mnstate.edu/dragonjob
https://www.mnstate.edu/housing
s
/
Career Development Center
Campus Resources
Livingston Lord Library
Roland, Julia
Lommen113
Business Services
Transition Two | Success Report
15/8
First Year Programs
Paul, David
Flora Frick 154
American Indian Center
(218) 477-2118
Faculty
Community Outreach Center
Sannes, Amy
/
(218) 477-2834
Office of Student Activities
Transition Two | Success Report
14/8
Campus Resources
Severtson, Hannah
Czynski, Konrad
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Financial Aid
International Student Services
https://www.mnstate.edu/math/learni
n gcenter/
Office of Diversity and Inclusion
Nellis, Troy
Zehren, Carolyn
Hohenstein, Janet
Aranda, Jennifer
Flora Flick Hall 151
Owens Hall 107
CMU
Comstock Memorial Union
218-477-2131
218-477-2251
218-477-2956
218-477-2652
careers@mnstate.edu
finaid@mnstate.du
intladms@mnstate.edu
diversity@mnstate.edu
http://www.mnstate.edu/caree
http://www.mnstate.edu/financialai
http://www.mnstate.edu/international
http://www.mnstate.edu/diversit
r
d
/
y
Pfarr, Tayllor |
pfarrta@mnstate.e
du
Transition Two | Success Report
16/8
Faculty Dashboard
https://mnstate.skyfactor.com
Early Alert Components cont.
• Academic updates – All students
–
–
–
–
Request faculty updates 1 time each semester
Can be updated continuously
Dean support = 52% to 63% faculty reporting
Primary connection follow up is critical
• Athlete academic updates – Request actual grade updates on Athletes only
– Week 9, after mid sem
– Replaced paper forms
Primary Connection Hierarchy
PCs are connected to students based on their highest relationship in the hierarchy. Athletics ‐ Head coach or designee
Disability Services
Individually Reviewed Students
International Students
Learning Communities
Underrepresented Students
Honors Program
PSEO (Concurrent enrollment)
Housing ‐ Area Director
Colleges ‐ professional staff advisor
Status Students (Academic Warning or Probation)
Early Alert Components cont.
• Referrals
– Central system – all referrals to one contact to be assigned
– More immediate follow up
– PC calls/emails student for follow up
– Communicates with referrer the results
– Now tied to course list and academic updates
– Increased numbers from just over 100 per semester to 354 this fall Communication System
• Shared note system – Historical record ‐ Advisors, instructors, academic counselors
– Group email function records contact –
Advisee lists, class lists, college, department, etc.
– Advising notes – Electronic system that is easily shared and accessed when advisors change
• Log student meetings
– Type of contact – Reason
– Notes
Log Activity screen for individual student Data Collection and Report Generation
 Risk categories: red, yellow, green
 Follow up records
 Primary Connects
 Individual survey reports
 Retention data
 Usage: type of contacts and concerns
 Our Students report
 Executive Summary report
 Just scratching the surface
Our Students Report
Our Students Report
• Shared with
– Academic departments/courses
– Athletic teams
– Residence life
• Two reports: Specific area and “All Students”
– First year
– Sophomore/new transfers
• Create programming specific to group
– “Here is a snapshot of your students”
Fall survey detail for all first year students
Executive Summary Report
Spring survey detail for all first year students
Executive Summary Report with detail of Fall‐to‐Spring retention and GPA by Risk Indicator
Executive Summary Report detail of Mapworks assessment factors related to persistence and GPA for first‐year students
Executive Summary Report detail of logged Mapworks
activity for first‐year students
Sophomore students
The COIN – Thank you
Sophomore students