The Road to Electronic The Road to Electronic Registration and PlanningRegistration and Planning

Presented by: Joy Sanders and Kristin SantillanPresented by: Joy Sanders and Kristin SantillanWaubonsee Community CollegeWaubonsee Community College

Topics AddressedTopics Addressed

Registration and Orientation: The “old” wayRegistration and Orientation: The “old” way

Why the “Extreme Makeover?”Why the “Extreme Makeover?”

E-RAP creation and administrative buy-inE-RAP creation and administrative buy-in

Implementation of e-RAP and updated NSOImplementation of e-RAP and updated NSO

What we learned along the wayWhat we learned along the way

Staff and student feedback Staff and student feedback

Who We AreWho We Are

Open enrollment 2 year collegeOpen enrollment 2 year college Serve district 516Serve district 516 4 campuses (Aurora, Sugar Grove, 4 campuses (Aurora, Sugar Grove,

Copley and Plano)Copley and Plano) Fall 2011 FTE: 5,925Fall 2011 FTE: 5,925 2009-2010 data: 2009-2010 data:

• 43% male 43% male • 57% female 57% female • 34% attending full-time 34% attending full-time • Average age is 27Average age is 27

The Getting Started ProcessThe Getting Started Process

Complete a New Student Information FormComplete a New Student Information Form

Complete Assessment Testing (or submit Complete Assessment Testing (or submit

qualifying ACT scores)qualifying ACT scores)

Complete Registration and PlanningComplete Registration and Planning

Attend New Student OrientationAttend New Student Orientation

First There Was RAPFirst There Was RAP

Done on an appointment basisDone on an appointment basis

PresentationPresentation

academic programs academic programs college catalog college catalog credit schedule credit schedule registration procedures registration procedures

Students created schedule and registered with staff Students created schedule and registered with staff assistanceassistance

Over the past five years, sessions grew from 25 Over the past five years, sessions grew from 25 students to 120! students to 120!

RAP AttendanceRAP AttendanceFall 2006-Fall 2009Fall 2006-Fall 2009

Term Fall 2006

Fall 2007

Fall 2008

Fall 2009

Number of RAP Sessions offered

55 51 44 39

Number of attendees

1085 1033 1224 1557

Then, We Needed An Then, We Needed An Extreme Makeover…Extreme Makeover…

Directive from President in order to manage Directive from President in order to manage student volume and enhance accessibilitystudent volume and enhance accessibility

Montgomery College was our inspirationMontgomery College was our inspiration

Formed a content team and larger review Formed a content team and larger review groupgroup

Started work on the project in October 2009, Started work on the project in October 2009, had to have it complete and ready to roll out for had to have it complete and ready to roll out for Fall 2010 registration (which began May 3, Fall 2010 registration (which began May 3, 2010!!!)2010!!!)

Now…There’s e-RAP!!!Now…There’s e-RAP!!!

6 module online tutorial6 module online tutorial

Individualized and interactiveIndividualized and interactive

Students set their own paceStudents set their own pace

Quizzes throughout to ensure comprehensionQuizzes throughout to ensure comprehension

The Goals of e-RAPThe Goals of e-RAP

To Teach StudentsTo Teach Students

The basics of WCC degrees and certificatesThe basics of WCC degrees and certificates How to interpret the college catalog & their majorHow to interpret the college catalog & their major How to read and understand the credit scheduleHow to read and understand the credit schedule How to register for classes online at WCCHow to register for classes online at WCC How to pay for classes at the end of e-RAPHow to pay for classes at the end of e-RAP

e-RAP Modulese-RAP Modules

1.1. Program RequirementsProgram Requirements

2.2. Catalog, Programs and Educational PlansCatalog, Programs and Educational Plans

3.3. Assessment Levels and Course PlacementAssessment Levels and Course Placement

4.4. Student ServicesStudent Services

5.5. Credit Course Schedule and Course SelectionCredit Course Schedule and Course Selection

6.6. Online Registration and Payment Online Registration and Payment

How Did We Get Here?How Did We Get Here?

Meet early, meet oftenMeet early, meet often

Reviewed Montgomery College’s model and Reviewed Montgomery College’s model and adapted to fit our needsadapted to fit our needs

Realized the need for extensive collaboration with Realized the need for extensive collaboration with Marketing and Communications, as well as ITMarketing and Communications, as well as IT

Met with larger review group regularly for feedback Met with larger review group regularly for feedback and to make sure all pertinent information was and to make sure all pertinent information was included included

Screened the program to all stakeholders for Screened the program to all stakeholders for approval prior to implementationapproval prior to implementation

Logistics and ImplementationLogistics and Implementation

Showed the final product to a test group of students Showed the final product to a test group of students prior to implementationprior to implementation

Established a “help line” staffed by student Established a “help line” staffed by student ambassadors to provide assistance as neededambassadors to provide assistance as needed

Provided opportunities for all staff to attend “e-RAP Provided opportunities for all staff to attend “e-RAP training” in order to view the programtraining” in order to view the program

IT programmed the e-RAP hold in Banner to be IT programmed the e-RAP hold in Banner to be automatically lifted upon completionautomatically lifted upon completion

Built a report to track e-RAP completion and Built a report to track e-RAP completion and registration progressregistration progress

E-RAP CompletionE-RAP Completion

Fall 2010: 1469

Fall 2011: 1704

What Worked WellWhat Worked Well

Met often in dedicated blocks of time Met often in dedicated blocks of time Do it right the first time/limited updatesDo it right the first time/limited updates

Assistance from leadership, but also given Assistance from leadership, but also given support & autonomy in project creationsupport & autonomy in project creation

Helped us review and refine related processesHelped us review and refine related processes

Providing training opportunities to staffProviding training opportunities to staff

Periodic large group meetingsPeriodic large group meetings Kept all players informedKept all players informed Helped keep changes to a minimumHelped keep changes to a minimum

……And Not So WellAnd Not So Well

Short turnaround for updating New Student Short turnaround for updating New Student Orientation and publicationsOrientation and publications

Needed to provide feeder high schools with more Needed to provide feeder high schools with more information about the process change and the e-information about the process change and the e-RAP program itselfRAP program itself

Curriculum and testing changes mean updates Curriculum and testing changes mean updates needed on the programneeded on the program

Discovered the need for an expanded Financial Aid Discovered the need for an expanded Financial Aid module (in progress)module (in progress)

New Student Orientation New Student Orientation (NSO)(NSO)

New Student Orientation New Student Orientation (NSO) (NSO) THENTHEN . . . . . .

3 sessions right before school (mid to late 3 sessions right before school (mid to late August)August)

Paper registration at RAP sessionPaper registration at RAP session Sizes ranged from 150-300 students per Sizes ranged from 150-300 students per

sessionsession Tips on student servicesTips on student services How to be successful in college classroom How to be successful in college classroom Small group Q&ASmall group Q&A

What Needed to ChangeWhat Needed to Change

Needed an opportunity to check student schedules after completion of E-RAP

Needed to provide more accessibility for attendance

Student and faculty feedback suggested a need for content update

Opportunity to address changing student and institutional needs

Goals of NSOGoals of NSO

Teach students basic time Teach students basic time management/study skills (management/study skills (College 101College 101))

Expose students to concepts of diversity; Expose students to concepts of diversity;

engage them in discussionsengage them in discussions

Set expectations about myWCC, Set expectations about myWCC, Blackboard and basic technology skillsBlackboard and basic technology skills

In-person advising / first semester In-person advising / first semester schedule checkschedule check

New Student OrientationNew Student Orientation(NSO) (NSO) NOWNOW . . . . . .

15 sessions15 sessions Every Tuesday May thru AugustEvery Tuesday May thru August Diversity Session (DLC)Diversity Session (DLC) College 101 (Counseling and Learning College 101 (Counseling and Learning

Enhancement) Enhancement) Technology (hosted by Distance Technology (hosted by Distance

Learning)Learning) Higher level of student interactionHigher level of student interaction

Advising / Schedule CheckAdvising / Schedule Check

Current NSO LogisticsCurrent NSO Logistics

Tuesdays – All hands on deck

Expectation that students have schedule when they attend NSO

Registration done online as a non-credit class

Sessions offered at 2 of our 4 campuses

Programming set in a “track” format

Facilitators from multiple departments

Progress and Future Goals for Progress and Future Goals for NSONSO

Faculty participation

Student IDs

Mandatory attendance?

Staff/online evaluation for NSO

Accessibility

Improved technology session

Student Services Fair

Student FeedbackStudent Feedback

E-RAP and NSO:E-RAP and NSO:

E-RAP Feedback:E-RAP Feedback:Student Survey ResultsStudent Survey Results

Fall 2010

Most helpful e-RAP modules, as ranked by responders:

1.Credit Course Schedule and Course Selection

2.The College Catalog, Programs of Study, and Educational Plans

3.Tie between Program Requirements & Student Services

4.Assessment Levels and Course Placement

5.Register for Classes and Make a Payment

E-RAP Feedback:E-RAP Feedback:Student Survey ResultsStudent Survey Results

Fall 2011

Most helpful e-RAP modules, as ranked by responders:

1.Register for Classes and Make a Payment

2.Credit Course Schedule and Course Selection

3.Tie between the College Catalog, Programs of Study and Educational Plans & Assessment Levels and Course Placement

4.Program Requirements

5.Student Services

E-RAP Staff and Student E-RAP Staff and Student FeedbackFeedback

Staff Pros:

Students “get it”

Comprehensive

Fewer students coming in with no schedule attempted

Staff Cons

Needs greater accessibility

Needs an expanded Financial Aid component

Student Pros

Can complete at their own pace and on their own time

Makes it easier to understand how to choose classes and what their program will look like

Student Cons

Not “entertaining”

Needs more Financial Aid information

E-RAP: It Works!!E-RAP: It Works!!

Reporting functions allowed us to see how many students registered for classes after completing E-RAP

We were able to pull schedules and “pre-check” them prior to the NSO the student had signed up for

Consistently 90% or more students who attended NSO had full or partial schedules that did NOT need changes

Even in August, only 14% of students at the LAST NSO had NO schedule attempted

NSO Breakout Session NSO Breakout Session Survey ResultsSurvey Results

Fall 2010

Most popular breakout sessions, as ranked by

responders:

1.College 1012.Diversity3.Technology4.Group Advising

Fall 2011

Most popular breakout sessions, as ranked by

responders:

1.College 1012.Technology3.Group Advising4.Diversity

Student Feedback…Student Feedback…The “Likes”The “Likes”

"I liked how two current Waubonsee CC students answered questions I had.”

"I liked everything about the workshops, it made me get out of my comfort zone. Please give us a bathroom break, I didn’t want to miss anything so I didn’t go.“

“I thought talking to an actual counselor was great. Also the College 101 about managing time and such was helpful.”

“Diversity allowed me to get to know people, technology was educational and College 101 I learned a lot.”

"They were helpful in teaching us about what we should expect to happen to us during our college days."

Student Feedback…Student Feedback…The “Dislikes”The “Dislikes”

"Some of them I was a little out of my comfort zone.“

"Liked the enthusiasm, but disliked the long presentations.”

"I thought that it was very informative but the group discussions were a bit awkward.“

“There could be more information in the College 101 and Technology workshops.”

"I didn’t like when my attention wasn’t kept."

ConclusionsConclusions

E-RAP and NSO:E-RAP and NSO:

Short SummaryShort Summary

Drastic enrollment increase meant need to create more efficient registration and orientation process

Relocated traditional RAP information into an online format called E-RAP

•Placed responsibility on the student to be engaged and learn about Waubonsee, his/her particular program and how to register and pay for classes, but offered opportunity for in-person support

NSO revised to include updated content and advise/check schedules of first semester students

When All Was Said And DoneWhen All Was Said And Done

Learned a lot

Work in progress

•Ever evolving, fluid, regular updating

Much more resourceful with student and staff time

Most importantly, sets expectations for student involvement while providing guidance through the process

Successful! Students know what they are doing!

Special thanks to Montgomery College in Maryland for their inspiration and willingness to share!

Questions?Questions?

https://mywcc.waubonsee.edu/noauth/erap/