Developing an
Educational
Portal
Presentation
for the President’s
Executive Staff
2005 Studentaffairs.com Case Study Competition
Marc Ebelhar, Susan Hudson, Sarah Pierson, & Annahita Smedal
University of South Carolina
Overview
•
A Portal System
•
Portal Benefits
•
Portal Team
•
Portal Design
•
Security
•
Systems
•
Assessment
•
Future
•
Conclusion
•
Portal Examples
•
Footnotes
•
References
A Portal System
“The biggest issue is staying in line with industry standards and
not letting yourself fall behind as IT standards are developed.”
- Vincent Conti, Senior Vice President and Chief Operating
Officer at University of Maryland, College Park 1
In 2004, 37% of colleges and universities in the U.S. reported having a
working portal with a single sign-on. 2
According to a study by Jupiter Research, “…more than 80% of polled
companies said they now have or will deploy within a year a portal site
for their employees.” 3
A Portal System
Ellingsburg University Mission
“Ellingsburg University is dedicated to providing a student-centered learning
environment, upholding the ideals of a liberal arts education, and promoting
meaningful interactions among all members of the university community.
While preserving our traditions, Ellingsburg University believes in the
dynamics of change and has a strong commitment to the continuous review,
evaluation, and improvement of the curriculum and all aspects of the
university, so as to meet the changing needs of students and society.”
With this in mind, the Portal Conceptual Development Team has created a
proposal to move Ellingsburg University into the technological future, while
still maintaining our commitment to meaningful interactions, continuous
review, and the changing needs of students.
Portal Benefits
•
Integration of information resources
•
•
Increased student retention
•
•
Vincent Tinto’s theory of student retention sheds light on the role a portal can play in retaining
students through their first year. With a focus on goal commitment and clarification, institutional
commitment and helping students progress towards their goals, academic integration and overcoming
the challenges of the first semester, and social integration into the Ellingsburg University community,
the various portal channels and functions will assist in student retention. 4
Increased student satisfaction
•
•
The portal will provide a single location for the variety of information and services which are
available on the university’s current web presence. Therefore, users will find these resources more
readily and easily accessible.
Nevitt Sanford identifies the idea of a proper balance between challenge and support as the critical
element in student satisfaction and development. 5 The portal will front-load support and resources,
while encouraging students to take an active, responsible role in their own education.
Improved collaboration and communication among departments and offices
•
With the linkage of existing technology-based systems, along with an interface for user
communication, the portal will provide a variety of opportunities for campus constituencies to
interact.
Portal Benefits
•
Increased access to services and information sources, on and off campus
•
•
Increased operational efficiency through students’ use of self-help resources
•
•
As students become engaged in more and more extracurricular activities and faculty and staff take on
larger workloads, they have less time to seek out information and resources around campus. By
providing some intentional services via the portal, users will have continuous access to the things
they need, whether in their residence hall rooms, in their offices, or off-campus, before or after
administrative office hours. Additionally, technologically-proficient Millennial students pose greater
demands for immediate services. By providing access to these services at all times, they view their
issues and needs as valued by the institution. 6
By providing information and services at students’ fingertips, faculty, staff, and administration will be
able to dedicate more of their time to other duties, therefore increasing productivity. The
information and resources provided will not be excessive as to eliminate student and staff contact,
and the resulting interactions among these individuals will be more positive and personal.
Enhanced student engagement
•
Recent research published by Thomas Nelson-Laird and George Kuh 7 suggests that there is a strong
relationship between using information technology for educational purposes and involvement in
effective educational practices, including student-faculty interaction and collaborative learning. The
portal would help enhance this engagement.
Portal Benefits
•
Improved institutional decision-making
•
•
Enhanced competitive advantage in recruiting students
•
•
The planned assessment to aid in portal design will assist the university in making critical decisions
regarding technology. Additionally, the portal will serve as a forum for online surveys and feedback
from all users, a method which provides quicker analysis of collected data.
As the efficiency of the university improves with the implementation of the portal, we will be more
capable of meeting the needs of prospective students. Additionally, with many resources redirected
to the portal, the university’s web presence will be able to handle more web traffic and can be
tailored as a marketing device. Prospective students are prone to investigate Ellingsburg University
electronically before they contact us in a traditional manner. A portal will present the university as a
cutting-edge institution attuned to the needs and technological abilities of Millennial students, who
assume technology to be a natural part of the college environment. 8
Personalization feature gives ownership and responsibility to students and meets
their specific needs
•
“Personalization features probably account for most of a portal’s ability to attract and retain users.” 9
Customization allows users to define unique, personal views of the portal, tailoring the portal to their
specific requirements. Typology theorists have indicated personalization as critical to student
learning. 10 By having a choice in the information provided to them, the responsibility for staying
informed rests on the students.
Portal Team
Current Portal Conceptual Development Team Members
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Liaison to the Technology Director
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Director of Residential Life
•
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Representative from the Office of Communications
•
•
This individual will represent the needs of the majority residential student population. Additionally,
the Director of Residential Life will serve as a representative of university staff in regards to campus
communication, information management, and human resources.
This representative will provide knowledge of university marketing and public relations and ensure
consistency with existing university brands.
President of the Faculty Senate
•
As a representative of the entire university faculty, this individual can express the needs of faculty in
regards to course management, campus communication, technology implementation, and human
resources information.
Portal Team
Suggested Additional Portal Conceptual
Development Team Members
•
Director of Student Life/Dean of Students
•
•
University Registrar
•
•
This individual will provide information on student needs related to participation and involvement
on campus including student activities, clubs and organizations, rules and regulations, campus
traditions, and student trends and issues. Additionally, the Director of Student Life/Dean of Students
will serve as a representative of university staff and administration in regards to campus
communication, information management, and human resources.
This individual will contribute his or her knowledge of student information and course management,
and will ensure appropriate levels of confidentiality and privacy on the portal.
University Librarian
•
The University Librarian will provide information about campus needs regarding library resources
and increasing effectiveness and convenience of such resources.
One of these individuals should be trained in assessment practices
Portal Team
Suggested Additional Portal Conceptual
Development Team Members
•
Students
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One student representing each graduating class
•
•
Resident Advisor
•
•
The needs of students in the various stages of their college career vary. For example, seniors
are more concerned with career and graduate school placement, while first-year students are
concerned with transitioning into a new environment and integrating into the campus
community. Therefore, the variety of students will ensure that the portal design suits all
students’ needs.
As an essential player in Residential Life, this student has day-to-day interaction with his or
her residents and will be able to ensure the needs of residential students are met.
In addition, if possible…
•
Commuter Student
•
Students who do not spend a majority of their time on campus have less accessibility to campus
resources and services and will ensure that the portal system offers the necessary information
to meet their unique needs.
Portal Design
The main page of the Ellingsburg University portal will offer the following
information and links. Users must log on at this site to access their
personalized information.
•
Welcome Message
•
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Today at Ellingsburg
•
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This feature will allow users to search for contact information for members of the Ellingsburg
University community.
University Links
•
•
Users who are not familiar with the portal can access the help feature for step-by-step instructions for
using the portal, frequently asked questions, and a guided tutorial.
University Directory
•
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‘Today at Ellingsburg’ will allow users to browse through a variety of events on campus. The first five
events will be displayed, with an optional link to more events occurring on that date.
Help
•
•
This will serve to welcome users to the portal and give them directions for customizing the portal to
their liking. It will also display information regarding portal updates and new personalization
features.
Links include the Ellingsburg University homepage, athletics, library, and campus map.
Feedback
•
Users can submit feedback about the portal, its channels, design, and navigation ability. Additionally
links to university surveys can be posted when applicable.
Portal Design
Portal customization and personalization is an attractive element of the portal
design. Customization allows users to define unique, personal views of the
portal, tailoring the portal to the users’ specific needs and preferences.
The portal will be comprised of three major sections:
• “My Page”
• “Personal”
• Student
• Faculty, Staff, and Administration
• “Resources”
Upon logging on, users are directed to “My Page” to view their personalized
portal. The “Personal” and “Resources” pages are accessed using tabs at the
side of the page.
Portal Design
Portal Design
“My Page”
The following portal channels will be available for users to customize:
•
Living at Ellingsburg University
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My Bookmarks
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Jobs & Career Track
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E-Portfolio
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Weekly Menu for Campus Dining Facilities
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Classified Section
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Search engine
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Weather
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News
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Notifications and Deadlines
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Virus & Hoax Messages
•
For Graduate Students
Portal Design
“My Page” Channel Descriptions
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Living at Ellingsburg University
•
•
My Bookmarks
•
•
Users can create a customizable list of websites of interest to them.
Jobs & Career Track
•
•
Residential students can access this channel to find announcements on a variety of living and learning
topics such as roommate matching, programming opportunities, resident advisor selection, etc.
Users can view announcements about part-time work, on-campus jobs, internship opportunities, job
fairs, and other career opportunities. Students can also find information about resume development
and interviewing skills.
E-Portfolio
•
The E-Portfolio serves as storage for personal and academic documents and achievements. It can
include academic papers, presentations, dissertations, works of art, lab reports, career goals, and other
interests.
Portal Design
“My Page” Channel Descriptions
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Weekly Menu for Campus Dining Facilities
•
•
Classified Section
•
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This bulletin board feature will allow users to post and answer campus community advertisements,
including lost and found notices and books for sale.
Search Engine
•
•
Due to the residential nature of Ellingsburg University, all residential students must have a meal plan.
This channel provides information about dining options for the week.
For information searches, users have immediate access to an internet search engine, as well as one that
specifically searches Ellingsburg University sites.
Weather
•
With the unpredictable weather of New England, Ellingsburg University portal users will have access
to the most up-to-date local weather information. The university can also utilize this channel to post
weather related announcements such as snow days.
Portal Design
“My Page” Channel Descriptions
•
News
•
•
Notifications and Deadlines
•
•
Various campus offices and organizations can post weekly notifications and deadlines such as
application due dates and student government elections.
Virus and Hoax Messages
•
•
Users can select from various global news providers and specify the section of news they wish to
receive. In addition, Ellingsburg University can post relevant campus news.
Users can opt to receive information about current circulating virus or hoax messages, access internet
patches, and download university virus protection.
For Graduate Students
•
Those enrolled at Ellingsburg University for post-undergraduate work can access information about
graduate student services and seminars.
Portal Design
“Personal” - Student
The Personal section is composed of three subsections – Academic, Financial,
and Administrative
Academic:
•
•
•
•
•
•
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•
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•
•
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Academic calendar and exam
schedule
University course listings and
course registration
Online learning system (such as
Blackboard)
Semester class schedule with link
to class information
Add/drop and withdrawal forms
Pass/Fail form
Semester final grade report
Advisor information
Change of major form
Program of study guide
University catalog
Degree audit/unofficial transcript
Request official transcript
Financial:
Administrative:
•
•
•
•
•
•
•
•
•
•
•
•
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Account balance
Optional university fees
Pay bills
Financial Aid awards
FAFSA form and status
Link to Financial Aid
website
Meal plan balance
Student flex account
deposit
W-4 withholding form
I-9 form
Direct deposit form
Give to the Ellingsburg
University Foundation
•
•
•
•
•
•
Change of name and social
security number form
Change of address form
Change portal password
Permission to release
student records
Residence Life maintenance
request form
Computer Services request
form
Library material due dates
Portal Design
“Personal” – Faculty, Staff, and Administration
The Personal section is composed of three subsections – Academic, Financial,
and Administrative
Academic:
Financial:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Academic calendar and exam
schedule
University course listings
Online learning system (such as
Blackboard)
Semester class schedule with link
to class information
See class rolls with student
photos
Advisee information
Program of study guide
Faculty Handbook
Research proposal form
Tenure process information
Meal plan balance
Flex account deposit
W-4 withholding form
I-9 form
Direct deposit form
Check request voucher
Travel authorization
Travel reimbursement
Give to the Ellingsburg
University Foundation
Benefits:
•
•
•
•
Link to employee benefits
Dental claim form
Reimbursement form
401-K status and
information
Administrative:
•
•
•
•
•
•
•
•
•
•
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Student information system
Change of name and social
security number form
Change of address form
Change portal password
Computer Services request
form
Record of leave form
Dual employment form
University credit card
application
Equal Employment
Opportunity Statement
Non-Discrimination/NonHarrassment Statement
Workplace Violence Policy
Portal Design
“Resources”
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Email
•
•
Campus life
•
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University library and subscribed research databases
Schedules
•
•
Organization listing and announcements, customizable to user’s membership(s)
Reference
•
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University email, in addition to customizable outside email service providers
University cable provider, university and local radio stations, local entertainment, and religious life
Offices
•
Listing of university centers, resources, and buildings; hours of operation, location, and contact
information; form to make an appointment with Counseling Services, Career Services, Health Services,
and Chaplain
Portal Design
Excluded Channels
For the purposes of preserving meaningful interactions among members of the
university community, several channels have been intentionally excluded from
the portal in keeping with the university mission statement.
“…promoting meaningful interactions among all
members of the university community.”
• Parking Services
• Health Services
• Advising Services
• Residence Life forms, such as housing applications and room signups
Security
One of the key components of this portal is to provide a single entry,
with a single log-on, that allows access to all the necessary services and
resources for all types of users (students, faculty, staff, and
administration).
However, by minimizing the number of points of user authentication,
the portal must take extra measures to ensure secure access to sensitive
information.
Security
Security Features
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Account creation authentication
•
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“User authentication”
•
•
Each user type (student, faculty, staff, administration) will only have access to the data and channels
that they are approved to see by the university.
“Data encryption”
•
•
Upon log-on, a security ticket (in the form of a “cookie”) will be created that will be referenced at the
access point of each page, and removed after log-off.
“Credential mapping”
•
•
Individuals must register for an account and validate their relationship with Ellingsburg University,
whether student, faculty, staff, or administration.
For sensitive data traveling between technology-based systems (such as student transcripts),
information will be encrypted to prevent external parties from viewing the information.
“Time out”/Log-off
•
After 10 minutes of inactivity in the portal, the system will automatically log-off the user, preventing
access to sensitive information when the portal has been abandoned by the account owner.
Systems
Technology-Based Systems
To allow for the single log-on element to function properly and
efficiently, the university’s current technology-based systems must
be able to communicate with each other and with the portal. These
systems include:
•
Student information systems (such as those employed by the Registrar’s Office and
Admissions Office for student record management and the Bursar’s Office for bill
management)
•
University email
•
Online learning system (such as Blackboard)
•
University library search databases (all systems that require user authentication for
access)
•
University information databases (storing submitted forms)
Assessment
The portal design is to be led by the end user – students, faculty, staff, and
administration. Therefore a thorough and extensive assessment is required
to meet this goal.
Portal Assessment Mission
Create a portal that can be customized to meet each user’s specific needs.
Portal Assessment Goals
•
•
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Educate users of the opportunities a portal offers
Find out what options users would like to have in the portal
Find out how users would like to have the portal organized
•
Determine portal marketing strategy
Assessment
Portal Assessment Outcomes
•
•
•
•
•
Users will use the portal
Users will gain satisfaction from using the portal
Users will find the portal user-friendly and easy to navigate
Users will be able to easily select channels that suit their needs
Users will make the portal their home page
Assessment
Portal Assessment Evaluation Methods
•
Before Portal Launch
• Conduct a needs assessment through focus groups and surveys.
•
After Portal Launch
• Address clientele satisfaction through focus groups and surveys.
•
Continual tracking of usage and user satisfaction through feedback link on
the portal and yearly assessment evaluation.
Assessment
Portal Assessment Implementation
•
•
•
•
•
Have a member of the Portal Conceptual Development Team, trained in
assessment, conduct two focus groups, one with students and another with
faculty, staff, and administrators.
Create and distribute a survey based on data taken from focus groups.
Use survey and focus group data to decide on content, organization, and
layout of the portal.
Continually track usage of the portal after being launched, utilizing site
counter and feedback link.
After six months, review the tracking information and conduct two focus
groups (one with students and the other with faculty, staff, and
administrators) and distribute surveys via the portal to measure if goals and
outcomes have been met.
Assessment
Portal Assessment Implementation Flow Chart
Identify Portal Conceptual
Development Team member
to administer
Portal Assessment
Gather focus group
participants and
conduct interviews
Track portal usage and
and user comments via
portal link and counter
Six months Conduct post launch
post launch
focus group
Launch portal
Create and distribute
survey to constituents
Compile survey info.
Finalize portal
channels and design
Create and distribute
second survey to
constituents
Repeat
assessment
annually
Assessment
Portal Assessment Focus Group Protocol
Prior to Launch
1. Tell me what you know about web portals.
2. What type of additional information would you like to know about web
portals?
3. What web sites do you like to visit? What about those sites do you like?
4. Describe your ability to navigate these sites.
5. What is your home page? Why?
6. What type of options/features would you use on Ellingsburg University’s
portal?
Assessment
Portal Assessment Focus Group Protocol
Post Launch
1. Tell me about your experience using Ellingsburg University’s portal.
2. What options/features do you use? Are there any features you wish were
on the portal?
3. What is your home page? Why?
4. Do you like how the portal is organized? Why or why not?
5. Describe your ability to navigate the portal.
6. Are you satisfied with Ellingsburg University’s portal? Why or why not?
Future
Future Plans for Portal Development
• Maintain Portal Conceptual Development Team for on-going assessment
and development of portal.
• In several years, expand portal to incorporate additional users, including
alumni, prospective students, and parents.
Conclusion
Conclusion
In keeping with the mission of Ellingsburg University, we
have proposed a plan for creating and developing an interactive,
customizable, educational portal. This portal will serve to
integrate current university resources and provide continuous
access for all users, increase student retention, satisfaction, and
engagement. Collaboration among departments and offices will
improve, along with institutional decision-making, and the
university’s competitive advantage for recruiting students will be
enhanced.
Developing the portal will move Ellingsburg University into
the technological future, meeting the demands of the current
Millennial student population. Through this initiative, Ellingsburg
University will continue to excel as a leader in higher education.
Conclusion
Questions
&
Answers
Portal Examples
Suggested Portal Development Resources
•
Amherst College – The New Anthenian - http://note.amherst.edu
•
Emerson College – The Emerson College eCampus –
http://www.emerson.edu/ecampus/
•
University of Buffalo – My UB – http://myub.buffalo.edu
•
University of Central Florida – My UCF – https://my.ucf.edu
•
University of Delaware – UD & Me – http://uportal.udel.edu
•
Virginia Tech – My VT – https://my.vt.edu
Footnotes
1
Sausner, R. (2005 January). Taming the web infrastructure beast. University Business, 8(1), pp. 45-48. Retrieved
February 18, 2005, from Academic Search Premier database.
2
Green, K. (2004, October). The Campus Computing Project. Retrieved on February 18, 2005, from
http://www.campuscomputing.net/summaries/2004/index.html
3
Cowley, S. (2003, February 14). Study: Oracle leads nascent portal software market. Network World Fusion.
Retrieved February 18, 2005, from http://www.nwfusion.com, from Google.
4
Harr, G. L. (2002, December 16). A comprehensive student portal: Concept paper and proposal. pp. 2-40. Retrieved
February 15, 2005, from ERIC database.
5
Evans, N. J., Forney, D. S., & Guido-DiBrito, F. (1998). Student development in college: Theory, research, and
practice. San Francisco, CA: Jossey-Bass.
6
Lowery, J. W. (2004). Student affairs for a new generation. New Directions for Student Services, 106, pp.87-99.
7
Nelson-Laird, T. F. & Kuh, G. (2005). Students experiences with information technology and their relationship to
other aspects of student engagement. Research in Higher Education, 46(2), pp. 211-234.
8
Oblinger, D. (2003, July/August). Boomers, Gen-Xers & Millennials: Understanding the new students. Educause
Review. Retrieved October 1, 2004, at the SCCPA Fall Drive-in Conference.
9
Boling, E. & Zazelenchuk, T. (2003). Considering user satisfaction in designing web-based portals. Educause
Quarterly. 24(1). pp. 35-40.
10
Evans, N. J., Forney, D. S., & Guido-DiBrito, F. (1998). Student development in college: Theory, research, and
practice. San Francisco, CA: Jossey-Bass.
References
•
Boling, E. & Zazelenchuk, T. (2003). Considering user satisfaction in designing web-based portals. Educause
Quarterly. 24(1). pp. 35-40.*
•
Bresciani, M. J., Zelna, C. L., & Anderson, J. A. (2004). Assessing student learning and development: A
handbook for practitioners. Washington, D.C.: National Association of Student Personnel Administrators.*
•
Cowley, S. (2003, February 14). Study: Oracle leads nascent portal software market. Network World
Fusion. Retrieved February 18, 2005, from http://www.nwfusion.com, from Google.
•
Eisler, D. (2000, September). The portal’s progress: A gateway for access, information, and learning
communities. Syllabus Magazine, 14(1). Retrieved on February 18, 2005, from http://myub.buffalo.edu.*
•
Ethridge, R. R., Hadden, C. M., & Smith, M. P. (2000). Building a personalized education portal: Get a
behind-the-scenes look at LSU’s awad-winning system. Educause Quarterly, 23(3), pp. 12-19. Retrieved
February 15, 2005, from ERIC database.*
•
Evans, N. J., Forney, D. S., & Guido-DiBrito, F. (1998). Student development in college: Theory, research,
and practice. San Francisco, CA: Jossey-Bass.*
•
Gilbert, S. (2000, August 17). Portal decisions demand collaboration—Can portals support it? The TLT
Group. Retrieved on February 18, 2005, from http://www.studentaffairs.com.*
References
•
Green, K. (2004, October). The Campus Computing Project. Retrieved on February 18, 2005, from
http://www.campuscomputing.net/summaries/2004/index.html
•
Harr, G. L. (2002, December 16). A comprehensive student portal: Concept paper and proposal. pp. 2-40.
Retrieved February 15, 2005, from ERIC database.*
•
Krueger, R. A. (1994). Focus groups: A practical guide for applied research (2nd ed.). Newbury Park, CA:
Sage Publications, Inc.
•
Looney, M. & Lyman, P. (2000). Portals in higher education. Educause Review, 35(4), pp. 29-36. Retrieved
February 20, 2005, from http://www.studentaffairs.com
•
Lowery, J. W. (2004). Student affairs for a new generation. New Directions for Student Services, 106, pp.
87-99.
•
Nelson-Laird, T. F. & Kuh, G. (2005). Students experiences with information technology and their
relationship to other aspects of student engagement. Research in Higher Education, 46(2), pp. 211-234.
•
Oblinger, D. (2003, July/August). Boomers, Gen-Xers & Millennials: Understanding the new students.
Educause Review. Retrieved October 1, 2004, at the SCCPA Fall Drive-in Conference.*
•
Olsen, F. (2002, August 9). The power of portals. The Chronicle of Higher Education. Retrieved on February
18, 2005, from http://chronicle.com/free/v48/i48/48a03201.htm
References
•
Pickett, R. A. & Hamre, W. B. (2002). Building portals for higher education. New Directions for
Institutional Research, 113, pp. 37-55.*
•
Sausner, R. (2005 January). Taming the web infrastructure beast. University Business, 8(1), pp. 45-48.
Retrieved February 18, 2005, from Academic Search Premier database.
•
Upcraft, M. L., & Schuh, J. H. (1996). Assessment in student affairs: A guide for practitioners. San Francisco:
Jossey-Bass.
•
Upcraft, M. L., Schuh, J. H., & Associates. (2001). Assessment practice in student affairs: An applications
manual. San Francisco: Jossey-Bass.
* indicates literature pertinent to this initiative.