Portal System Proposal
Ellingsburg University
Designed by
Rod Colas
Bill Mattera
Rachel Siditsky
The Florida State University
Overview of Suggested System
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The portal system that we are proposing to
you today will serve as a multi faceted tool
that will carry our students from their date of
application to their graduation and beyond.
The portal will also allow for the creation of a
University centered database capable of
monitoring a number of functional areas
throughout the institution.
Proposed Concept

The Portal System will provide a
comprehensive resource tool for both the
University administrator, faculty member, and
student. The system will combine elements of
the following areas:
Admissions
Library Resources
Housing
Judicial
Enrollment Management
Student Organization Involvement
Course Registration
Student Financial Services
Electronic Advising
Career Services
Classroom Management
Alumni Services/Development
Functional Flow Chart

One of the benefits of this system is that it would create a
means for students to be guided through their college career
from its beginning. Used in the order that the elements
appear in this presentation, you will see the career of an
average Ellingsburg student.
Admissions
Housing
Enrollment
Management
Advising
Registration
Library Resources
Alumni
Services &
Development
Career
Services
Judicial
Student Organizations
Student Financial Services
Classroom
Management
Admissions Functions
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Online Application Process
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Assessment Opportunities
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Many modern Universities are moving their application process online; by moving our
process online, it creates an easier way for our potential students to track their place in
our process, and to allow for an expedited process, with results and application being
almost instant.
One of the complaints of many admissions offices, is the difficulty they have tracking
their market, and and backgrounds of our prospective students. By automatically data
basing these materials, it would allow for easy access to that information.
This option would also create an easy access demographic database that could identify
important diversity issues.
Simplified Review Process


The online system would allow for more access, on a quicker level by Ellingsburg’s
admission officers. This access would help to expedite the process, and get
information to prospective students much more quickly.
The system would also be able to remove those candidates who do not meet our basic
requirements, this would create a higher level of productivity for the admissions
officers, who were not focused on ineligible students.
Housing Functions
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Application Process
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Similar to the admissions process, the system would allow an already
admitted student to confirm their housing preferences and information
into the computer. The dual admission process on the system, would
eliminate the need to follow up with students, because the system
would automatically direct them to this next step. Acceptance e-mails
sent to newly admitted students would direct them back into the
system to complete this application and preference piece.
Assignment Process
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Once entered into the system, the housing assignment officer can
utilize a function designed to automatically place those students into
the buildings offered.
Additionally, this function would increase the ease with which
returning students could renew their housing contracts, and select
their living arrangements.
Housing Functions (Cont.)
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Maintenance Concerns
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Since the University is nearly 100% residential, the
system could also contain a function to identify and track
maintenance concerns in its residential facilities.
Building Management

At the beginning of each academic semester, the system
would be able to identify and maintain building rosters for
the full time Residence Life and Housing officials. This
would allow for easy release of programming
announcements, building concerns, and other materials
that are specific to each of the living communities.
Enrollment Management
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Course Schedules
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Course Size
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The system would play host to each semesters course
catalog. This would allow students to access this
information online at anytime.
By utilizing a counter for each registered course, we could
keep track of how many seats are still available in a given
course, and ensure that class sizes stay within adequate
range for the academic mission of our university.
Space Allocation

The portal would be able to keep track of all available
space on campus, and assist the professionals concerned
with allocation to properly assign classrooms.
Electronic Advising
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Checkpoint System
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Advisor Help Desk
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The Portal System would be able to track, based on both Major and
University requirements, where a student is in terms of completed
coursework. The system could help by automatically informing a
student where deficiencies in their coursework still exist.
Utilizing an online messaging system, students could access trained
advisors with their questions during extended hours beyond normal
hours of operation. This would increase the amount of attention
students can get, specifically during later hours where they may be
seeking assistance.
Increased Personalization of Advising

Through Administrator access to the system, the academic advisors
could access the total college experience of their students. This
would be particularly useful to students who were undeclared, but
involved on campus, and allow advisors to assist in their selection of
a major.
Course Registration
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Graduated Registration System

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Through programming, the portal would allow for
different windows of registration to open at different
times. This would allow for preference to be given to
students housed in an honors college or by number of
credit hours.
Simplified System

Online registration is helpful to students by allowing for
access to the system during their assigned window. This
helps students to obtain the necessary courses to fit within
their intended graduation plan.
Classroom Management
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Basic Classroom Functions
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Increased Communication Opportunities
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Through the use of class discussion boards, and the potential to launch class
chats, this system would increase student interaction and create easier
elements of contact between small groups within a course, or the professor.
Access to Additional Resources

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The Classroom Management system would allow instructors to post course
syllabi, assignments, grades, notes, and announcements in one centralized
location that students can access 24 hours a day. The portal also has the
ability to offer academic assessments on the web.
With the ability to post materials on the portal, instructors can place reserve
material and web resources in this system making them available to the
students in their course.
Evaluation System
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This would allow a paperless evaluation of all the courses for students to fill
out. This would eliminate the potential awkwardness of distributing
evaluations in a classroom. Then an email version of the review could be
sent to faculty members.
Library Resources
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Librarian On Call
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Similar to the academic advising piece, this would give students
access to librarians familiar with the University’s catalog system and
resources. This service would also operate under extended hours.
Students would also be able to setup an appointment with a librarian
who could help them to find resources, and gather information to
assist with research projects or other classroom assignments.
Web Databases & Electronic Card Catalog

The University can continue its current subscription to numerous web
databases and libraries, and allow access from a number of ports
when inside the portal window. Additionally, it would be beneficial
to allow students to look for resources and books held in the physical
library structure.
Library Resources (Cont.)
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Electronic Check Out Systems
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This system would allow students to place books on hold
before going to the library itself. It would also have a
feature that would allow students to extend the time with
which they have their materials checked out.
Interlibrary Loans

By linking with the state wide library systems, the portal
would be able to look at the catalogs of other participating
libraries, and through the already existing process, arrange
for those items to be brought to our facility.
Judicial
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Sanction Completion
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Sanction Notifications
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When scheduled, the system could serve as a calendar. When a student logs
in, they could be reminded of their need to complete a sanction in the
messages section of the screen.
Assessment Tool
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Through development on campus, we could create a number of online
modules that would serve as sanctions. Those modules could be accessed
through the portal system, when access is given through administrative
assignment.
This system could help in evaluation of the judicial programs on campus,
help find areas of focused/increased attention, most common violations, and
help compile data for necessary reports like the Clery Act.
Administrator Checks

Since an administrator would have access to all areas of the students
information, this would allow easy tracking of completion and levied
sanctions. Additionally, it would allow for administrators to look for patterns
and potential problems that a student may have.
Student Organizations Involvement
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Registration Process
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Roster Tracking
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By requesting roster information from all organizations, the University can
access that information for judicial, or recognition purposes. Additionally, it
would allow for flagging of alumni members after graduation for reunions,
fundraising, etc.
Event Promotion
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
To simplify the process for registered organizations, the University could
place the entire system online, and allow for continued access to those files
for updating and administrator follow up.
Through access to all their members listed on the roster, and through places
to post information on the messages screen. This would allow for
information to be posted to a larger population.
Space Reservation
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By utilizing a reservation form, organization leaders could access available
rooms, and place requests for meeting and programming space.
Student Financial Services
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Fees and Fines
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Payment Options
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The portal could provide payment options for the students, through
potential electronic checking or credit card options.
Bill Statements
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The University can utilize this system to notify students when charges
of any kind are applied to their account. These could include
damages from a hall, parking fines, or other miscellaneous charges.
Monthly statements could be automatically generated and provided to
the students through links in the portals
Financial Aid
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The University could create a system for financial aid application and
notification. This could include FAFSA and other application forms
into the portal so that students could complete those online.
Career Services
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Career Portfolio
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Online Job Postings
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The Career Portfolio would serve as a place for students
to archive their works, coursework, and other archived
items to use during the job search process.
The Career Center would place a job posting process on
the web for both current students, as well as alumni.
Student Employment Opportunities

The Career Center portal would also be able to list student
employment, work study, and internship opportunities for
students on campus.
Alumni Services & Development
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Alumni Information Database & Tracking System
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This portal would allow alumni to update their
information, as well as search for other former alumni and
access their contact information.
Provide a place to host alumni e-mail addresses that will
allow alumni to have appropriate and easy to access emails. These e-mail addresses would look like
jdoe@alumni.ellingsburg.edu.
Donation Portal
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A link could be created to allow alumni to donate money
online, and track their contributions to the University.
Benefits of the Portal System
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Technology Focus
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Collaboration
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As referenced in the article by Engstrom, there needs to be an emphasis on
the importance of providing a technology focused experience for students.
Because today’s student is so technologically savvy, it is important that we
gear our practices and procedures to this incoming generation. Not only will
we be offering them the ability to study with this technology, we will also be
able to market ourselves on the cutting edge.
In the article reference by Olsen, she refers in great detail to the importance
and necessity of collaboration in today’s collegiate environment. By linking
all these systems together, we will be providing instant collaborative
education because of the ease of gaining information.
Cost Cutting

These processes being streamlined creates a number of financial benefits for
the institution. One main one, as referenced in the article by Olsen, is
copying costs which would be greatly reduced by the elimination of the paper
process.
Benefits (Cont.)
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One Stop Shopping
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In the article on student learning written by Treuer and Belote,
they talk about the need to increase student satisfaction. By
creating a system that is a four year shopping center of resources
for these students, we are raising the level of satisfaction, as well
as centering our initiatives and development in a method students
can clearly understand and utilize.
Assessment Opportunities

In his article Hanson looks in depth at the power of electronic
assessment. One of the major benefits of this system is the
potential for assessment. This system would give us access to our
students at a much higher level then currently exists. These tools
would allow us to continually evaluate not only the portal, but
also other programs and services offered at the University.
Potential Challenges for the System
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Privacy Protection
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As mentioned in the article written by Petersen and Hodges, the
system creates some concerns about privacy for students. It would
become important for us to create some sort of disclaimer screen
when you log in, which would help to alert students of these risks.
The University should be aware of the potential risks of law
enforcement seizure of information, as well as the threat of hackers or
some form of infiltration to the system. It would also be important to
make sure that the system maintain concerns regarding FERPA and
other federal protection legislation.
Electronic Resources

In the Carlson article, they raise a big concern about bandwidth
needed to run these applications. While the article does not refer to
this problem directly, it did bring to mind some challenges we may
face. The University at its size will certainly need to look into
acquiring larger bandwidth to accommodate the number of students
we will see online on a daily basis. Additionally, if not properly
backed up and supported, the potential of a crash of resources because
of overuse could be a major concern.
Challenges (Cont.)
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Layout Concerns
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It is important in the initial design of this portal that we focus on
usability and making this system a site that is not frustrating to
students or staff. Many people could be easily frustrated with a
poorly designed and hard to utilize system. The University may
want to consider outsourcing this project to help prevent this
issue.
Transition Issues

Being that the University is a very historic institution, one concern
that will need to be addressed is training and helping long
standing faculty and staff to prepare for the jump to this system.
Additionally, it will require upgrades on office equipment to be
able to properly utilize these systems. It may also become an
issue for students who need assistance to access these items, we
will be looking at upgrades in campus labs and offices.
Challenges (Cont.)
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Combining Resources

Currently many of the University services already
utilize electronic resources. One of our largest
challenges is going to be initiating the change,
and switching to the new system. This will
require in depth technological knowledge, as well
as many levels of training across the University.
Another major component of this is making sure
that the system can meet all of the needs of these
departments. That being said, we intend to
involve many campus departments in the
implementation process.
Implementation
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Timeline
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First Six Months
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Year One
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Implement System Cross Campus, Beginning with Admissions, and
following through the flow chart within 18 month timeframe.
Year Two
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Implementation teams meet and outline needs
Needs communicated to software designer
Training program begins in various campus areas and continues through
the end of year one.
Year long observation and adjustment period
Year Three
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Formalized campus wide focus groups and assessment to determine
successes and challenges of the system.
Institute an update training program which will address corrected areas,
new features, etc. utilizing Computer Based Training modules within the
portal.
Implementation Team
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The Implementation Team will be the main group of
6 key constituents responsible for this project.
These 6 members will each be responsible for
overseeing smaller Core Committees which will
work to develop and fine tune individual areas of
each program. The members of the Implementation
Team will be:
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Director of Technology
Director of Residential Life
Associate Vice President for Business Services
President of the Faculty Senate
Dean of the College of Communications
Dean of Students
Core Committee Explanations
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The Core Committees will be responsible for
developing individual pieces of the larger portal
picture.
The individuals on each committee will contain
representatives from faculty and student
constituencies. The administrative staff are assigned
to committees not looking at their areas. This was
done to help create a larger sense of buy in to the
process, as well as bring in a different perspective to
all the areas.
Each Core committee will consult with the areas
which it is working with to help make sure the
portals are functional and useful to their daily tasks.
Core Committees
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Director of Technology
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Student Representative
Faculty Representative
Asst. Director of Career
Services
Director of Greek Life
Academic Advisor
Responsible for
implementation, selection
of software, and basic
design/layout.
Associate Vice President
for Business Services
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Student Representative
Faculty Representative
Alumni Relations Officer
Asst. Director of Accounting
Director of Orientation
Responsible for creating
the Housing, Student
Organizations, and Judicial
areas of the portal.
Core Committees
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Director of Residential Life
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Student Representative
Faculty Representative
Judicial Officer
Director of Food Services
Deputy Registrar
Responsible for creating
the Enrollment
Management, Electronic
Advising, and Career
Services areas of the portal.
Dean of the College of
Communications
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Student Representative
Faculty Representative
Director of Financial
Services
Head Librarian
Asst. Director of Facilities
Responsible for creating
the Course Registration,
Admissions, and Alumni
Services areas of the portal.
Core Committees
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Dean of Students
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Student Representative
Faculty Representative
Asst. Director of Student
Activities
Director of Admissions
Assessment Director
Responsible for creating
the training program for the
campus agencies
President of the Faculty
Senate
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Student Representative
Faculty Representative
Academic Advisor
Purchasing Agent
Director of Development
Responsible for creating
the Library, Classroom
Management, and
Admissions areas of the
portal.
Good Practices
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Career Portfolio – The Florida State University

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Roommate Preference Forms – Webroomz

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http://www.vpul.upenn.edu/perelmanquad/reserve.html
Student Organization Search System – Massachusetts Institute of
Technology

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http://www.testudo.umd.edu/
Reservation System – University of Pennsylvania

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http://campus.fsu.edu
Universal Portal System – University of Maryland

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http://www.webroomz.com/
Classroom Management Resources – The Florida State University

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http://www.career.fsu.edu/portfolio/
http://mit.edu/activities/
Peoplesoft – Oracle Software

http://www.peoplesoft.com/corp/en/public_index.jsp
Conclusion
It is our belief that this web portal will be a
strong tool for this University. Through
careful planning, collaborative decisions, and
paced implementation this program could help
bring our institution to the forefront of
educational technology.
We appreciate your consideration of our proposal
for this system and look forward to future
updates on its progress.
Works Cited
Belote, L. & Treuer, P. (1997). Current and emerging applications of technology to promote
student involvement and learning. New Directions for Student Services, 78, 17 – 30.
Carlson. S. (2004). Managing Bandwidth: Packet shapers control the flow. The Chronicle Review
Information Technology, L (21), B 7-8.
Engstrom, C. M. (1997). Integrating information technology into student affairs graduate
programs. New Directions for Student Services, 78, 59-69.
Hanson, G. (1997). Using technology in assessment and evaluation. New Directions for Student
Services, 78, 31-44.
.
Works Cited
Olsen. F. (2004). Collaboration: Seeking tools that are easy to use. The Chronicle Review
Information Technology, L (21), B 6-7.
PeopleSoft, Inc. (2000). PeopleSoft for Higher Education. Retrieved February 14, 2004, from
http://www.peoplesoft.com/media/en/pdf/PWSSVIHCPGC_MDA.pdf
Seabreeze, J. (1997). Student affairs world wide web sites. New Directions for Student Services,
78, 97-103.