#78 Reaching Out: Utilizing Technology to Enhance the Student Experience - Project Artifacts

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#78 Reaching Out: Utilizing Technology to Enhance the Student Experience -

Project Artifacts

Led by Becky Sanchez, Director, Undergraduate Programs Office, School of Business Administration

List of Artifacts (all attached below)

● Promotional videos (three)

○ https://www.youtube.com/playlist?list=PLHR9FtQq709Uw2MEechNfpbP4V578OX8e

○ Also saved on OAI I: Drive. ● SOP for advisors

○ How to advise online ○ Worksheet tools

○ technology use routines

● SOP for student (email with instructions)

○ how can students access Online appointments

■ http://www.pdx.edu/sba/skype-with-your-adviser ○ what tools do they need to do so

● Student satisfaction survey ○ web page quality

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Standard of Practice for Academic Advising via Skype & Google Hangout Scope

Identify best practices for Academic Advising utilizing video call software.

Terminology

Video Call – a manner of communications that utilizes any number of services to

Skype – A Microsoft program which allows users to interface in an audio/video capacity via the internet. Google Hangout – A Google application which can be utilized with your Portland State University account to

connect with students or colleagues via text, audio or video.

Summary of Practice

1) Students call the front desk to request a long-distance advising appointment

a. Staff ask if the student will be able to do a video call appointment over Skype or Google Hangout. If so, staff should acquire the usual information for an appointment, in addition to their video call username.

b. Scheduling staff member should ensure that the student understands the appointment time is scheduled on Pacific Time.

2) Scheduling staff member adds appointment and relevant information collected in item 1a.

3) Four days before the appointment, advisor sends pre-video call email to student, including information on connecting with the advisor before appointment.

4) Day before or morning of the appointment, advisor sends advising materials (if not send with pre-video call email) including worksheet, DARS, and other relevant materials not previously emailed. 5) An hour before the appointment, advisor should ensure they are logged in to Skype or Google.

Advisor should ensure the area behind where they are sitting is clean and an appropriate reflection of Portland State University.

6) Advisor should have all relevant materials sent to student available and accessible during the course of the video call appointment.

Significance and Use

Currently the School of Business Administration advisors have done very few advising appointments online. We expect that this number will rise. This is an incredibly popular option for students who are out of town during holiday breaks but may have questions about GPA, course registration for the following term or other things that may come up. Additionally, if a student does not commute to campus on a day of the week that the soonest appointment is available, this could be a great way for them to meet with an advisor. It is a useful service because it is one more way we can connect with students that we might not normally connect with. It can provide more connection with a student than a more traditional phone advising appointment.

A study conducted at the University of Western Florida and published in the National Academic Advising Association Journal demonstrates that students are interested in the availability of advising via video calls. In that study, 56% of students stated that they would use Skype if it were available to talk to their advisors (Gaines, 2014). While this study did not show Skype to be the leading means of desired contact for students, it did demonstrate that there is some desire amongst various student populations for availability of this decade-old technology in the realm of student services.

Hazards

1) In advance of the appointment, one should be aware of the contents of their office or workspace behind the computer, as this provides a background for what the student sees. Having disorganized stacks of files, storing food or having a busy/open doorway in an area that your webcam faces could provide the wrong impression or become distracting for a student that you are connecting with through a video call.

2) It is easy to focus only on information the student is asking for. It is important to provide the student with more information than basic outline or answering the questions they are asking. Treat the

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appointment as if the student is right there in front of you. Remember that it is just as much about providing a positive experience that the student can say, “Hey, this was useful” and also know that they can come back to you in the future with more questions. Be open to discussing the environment you are conducting your video call in, or asking questions about theirs as seem appropriate.

Troubleshooting

Any number of troubles, issues, or concerns can arise during a video call. Most common are issues with sound and video connection. Before your appointment with the student, ensure that the input for your audio and video are selected to match the hardware you are using. On Skype, prior to the call, use the Skype Test Call function to insure all audio and video inputs are working properly. In Google Hangout, attempt a connection with a colleague. If you are having trouble seeing or hearing a student, ask them to make sure all their inputs and connections are correctly set.

References

Gaines, T. (2014). Technology and Academic Advising: Student usage and preferences. National Academic

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Advising Worksheet

Goal for Appointment: _________________________________________

Course Planning:

Bachelor’s Degree Type - Choose one:

1. Bachelor of Arts

Course Options ________________________________

2. Bachelor of Science

Course Options ________________________________

General Education – Choose one

1. University Studies

2. Urban Honors

Course Options ________________________________

Major - ________________

Course Options ________________________________

• Catalog year for DARS & Application for graduation: ______________________

Registration Details:

• Math placement test –

http://www.pdx.edu/math/placement

o A score of 45% of higher is necessary to take STAT 243

• Registration dates – http://www.pdx.edu/registration/calendar

o Registration date for upcoming term ___________________

University Resources:

• Tutoring resources –

www.pdx.edu/tutoring – University Library, 2

nd

floor

• Writing center -

http://www.writingcenter.pdx.edu/ - Cramer Hall, room 188

Other Notes: ___________________________________________________________

___________________________________________________________

Next Steps:

1. __________________________________________________________

2. __________________________________________________________

3. __________________________________________________________

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Hello _____,

You are receiving this email because you have an online video appointment with me this week. I am looking forward to talking to you about your questions

For online video appointments, we have two options. You can do the appointment via Skype or Google Hangout. Please respond to this email with your preference and username for that service. Please make sure we are connected on that service no later than two days before your appointment. My username on Skype is ________ and you can connect with me on the Google Account this email was sent from. Attached to this email is a copy of your DARS report with some notes that we will discuss. Please have this accessible at the time of our meeting. You may want to print it out or have it open in the screen next to our video chat. Additionally, you may want to be prepared to take notes during this meeting. Links to resources that may come up during the course of our appointment, or may be useful to you in the future are below.

Academic Calendar University Studies

School of Business Administration

Thank you, and I look forward to speaking with you on ______.

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BA/BS in Accounting

Post-Bac Certificate in Accounting

Default Question Block

This survey is for graduating undergraduate and post-baccalaureate PSU School of Business students. Information gathered in this survey will be used to help tell the story of the class of 2013-2014 and individual names will not be associated with any published survey data.

First Name

Last Name

Please enter your student ID number (9xxxxxxxx)

What is your business concentration? (This is your business emphasis or option. Select multiple concentrations by holding down the ctrl key)

What is your degree type?

Qualtrics Survey Software https://portlandstate.qualtrics.com/ControlPanel/Ajax.php?action=GetSur...

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Yes No

Yes, I have permanent work authorization in the United States Yes , I have non-permanent work authorization in the United States No, I do not have work authorization in the United States

I accepted an offer for employment after graduation with a new employer I am continuing employment with my current employer after graduation I am seeking employment for after graduation

I will be participating in a postgraduate internship or fellowship I am starting or growing my own business full time

I will be attending graduate school or continuing my education

I will be participating in a volunteer or service program (e.g., Peace Corps, mission work) I will be serving in the US Armed Forces

I am postponing job search Other (please specify)

Are you completing a certificate in addition to your major?

Which certificate are you completing?

Are you authorized to work in the United States?

Which statement best describes your current employment status?

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Please provide the following information about your position: Job Title: Name of Organization: City: State: Country:

Annual Base Salary (if employed full time):

How many hours per week do you currently work or will be working at your new position?

Please provide the following information regarding your business:

Name of Business

City

State

Which industry best describes your business?

Accounting Government/Public Administration Advertising/Creative Healthcare/Medical

Automotive High Tech/IT/Computers Community & Social Services Manufacturing Consulting Media/Entertainment Consumer Products Nonprofit/Philanthropy

Education Real Estate

Energy/Utilities Retail/Merchandising

Entrepreneurial/Start-ups Supply/Logistics/Transportation

Financial Services Other (please specify) Food Industry

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Finance

Accounting/Auditing General Management Human Resources Marketing/Sales

Management Information Systems Operations

Logistics/Transportation Other (please specify)

Please provide the following information about your volunteer organization

Name of Organization

Role or Title

Assignment City

Assignment State

Assignment Country

Please provide the following information about your military service

Service Branch

Rank

Which functional area best describes your current job, the offer you have accepted, or the position you are seeking?

(Functional areas represent job functions that exist in many organizations, whereas industries represent companies that are engaged in a specific type of business. For example: a student who becomes an internal author at Walt Disney Co. would be listed under the functional area ‘accounting/auditing’ and under the industry ‘media & entertainment.” A student who takes a marketing job at Boston Consulting Group would be listed under the functional area

‘marketing/sales’ and the industry ‘consulting.’ )

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Which industry best describes your current job, the offer you have accepted, or the position you are seeking?

Accounting Government/Public Administration Advertising/Creative Healthcare/Medical

Automotive High Tech/IT/Computers Community & Social Services Manufacturing Consulting Media/Entertainment Consumer Products Nonprofit/Philanthropy

Education Real Estate

Energy/Utilities Retail/Merchandising

Entrepreneurial/Start-ups Supply/Logistics/Transportation Financial Services _{Other (please specify)}

Food Industry

What is your area of employment?

Public Accounting - Tax Corporate Accounting Public Accounting - Audit Governmental Accounting Public Accounting - Tax & Audit Nonprofit Accounting

Corporate Finance _{Others (please specify)}

How satisfied are you regarding the following items of your new position?

0 Very Dissatisfied 1 2 3 4 5 Neutral 6 7 8 9 10 Very Satisfied Title Salary Company Industry Functional Area

What is your top choice area of employment?

Public Accounting - Tax Corporate Accounting Public Accounting - Audit Governmental Accounting Public Accounting - Tax & Audit Nonprofit Accounting

Corporate Finance _{Others (please specify)}

What is the reason you're postponing job search?

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What are your plans regarding professional certification(s)? (please check all that apply)

In Progress

Immediately after

graduation Future Plans No Plans

CPA

CMA

CISA

CFA

Other (please specify)

Which, if any, degrees do you plan to pursue either immediately or at any time in the future? Please mark as applicable.

Immediately Upon Graduation Future Plans No Plans

Second Bachelor's Degree

Master's Degree (MBA or

other)

Doctorate Degree (Ph.D. or

other)

Other Professional Degree (please specify)

Please provide the following information regarding your program:

Name of Institution Degree Name of Program City State Country

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Yes, I worked less than 30 hours per week) Yes, I worked more than 30 hours per week) I did not work

Other (please specify)

Zero One Two Three More than three

Did you work while attending PSU?

How many internships or professionally related experiences have you completed while attending PSU's School of Business?

What services/programs did you use at PSU? (please check all that apply)

Student Groups/Associations/Service Groups (e.g., BAP,

AMA, eClub, HRMA, Beta Gamma Sigma, etc.) SBA Honors Track SBA Undergraduate Listserv Career Forward

Resume review on campus SBA Scholarships

Fall Accounting Recruiting Pathways Student Leadership Program

SBA Mentor Program Other (please specify)

Which student group/association did you participate in? (please check all that apply)

Beta Alpha Psi (BAP) FIR Advertising

Alpha Kappa Psi (professional business fraternity) Human Resource Management Association (HRMA)

American Marketing Association (AMA) Net Impact Beta Gamma Sigma (AACSB National Business Scholastic

Honor Society) Supply and Logistics Management Association (SLMA Entrepreneurship Club (eClub) Women In Business

Financial Management Association (FMA) _{Other (please specify)}

Overall, how satisfied are you regarding the following aspects of the courses you took within the School of Business?

0 Very Dissatisfied 1 2 3 4 5 Neutral 6 7 8 9 10 Very Satisfied Course Content Quality of Insutruction

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June, 2014 August, 2014 December, 2014 March, 2015

How satisfied are you regarding the following aspects of your experience with student services at the School of Business?

0 Very Dissatisfied 1 2 3 4 5 Neutral 6 7 8 9 10 Very Satisfied Professional Development &

Career Services Academic & Advising

Services

How satisfied are you regarding your experience using the following communication channels at the School of Business?

0 Very Dissatisfied 1 2 3 4 5 Neutral 6 7 8 9 10 Very Satisfied Website Content

Website Events Calendar

e-newsletter (listserv)

Emails from the School of Business or PSU School of Business on

Facebook School of Business on

Based on your experience at the School of Business, how likely is it that you would recommend PSU to a friend or colleague?

0 Very Unlikely 1 2 3 4 5 Neutral 6 7 8 9 10 Very Likely

What is your expected graduation date (i.e., when is the last term in which you will take classes)?

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Friends Colleagues

Siblings, parents, or other family members High school advisers or teachers Community college advisers or teachers College Fairs

Internet Search Advertisement Other (please specify)

How did you find out about PSU?

Thinking back over your experience in the SBA program, was there any one experience that stands out in your mind? This could be something that was so surprising that you told others about it. If you did have a particularly memorable

experience--regardless of whether it was positive or negative--please describe it. We would be interested in the details of the actual experience, your expectations at the time, and your reaction to it.

Stay in touch with us! Please provide your contact information to stay up-to-date on alumni events and news. Follow us on LinkedIn and Facebook.

Non-PSU Email Address

Address 1 Address 2 City State Zip code Phone Number