Ph.D. Completion Project Strategies for Success: Exit Surveys and Exit Interviews

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Ph.D. Completion

Project Strategies

for Success:

Exit Surveys and

Exit Interviews

Janet C. Rutledge, Ph.D. Janet C. Rutledge, Ph.D. Wendy Y. Carter, Ph.D. Wendy Y. Carter, Ph.D. University of Maryland University of Maryland Baltimore County Baltimore County

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About UMBC

z z _{Research University}_{Research University} z z 43 years old_{43 years old} z z Suburban Campus near BWI Airport_{Suburban Campus near BWI Airport} z z _{$90 M in grants and contracts}_{$90 M in grants and contracts} z z Strong in science, technology, mathematics, and _{Strong in science, technology, mathematics, and} engineering (STEM) engineering (STEM) z z _{12,300 students}_{12,300 students} z z 9,600 undergraduate_{9,600 undergraduate} z z 2,700 graduate (750 Ph.D. students)_{2,700 graduate (750 Ph.D. students)}

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Ph.D. Completion Project

z z _{Research Partner: Phases I & II.}_{Research Partner: Phases I & II.} z z _{All 24 Ph.D. programs participating in}_{All 24 Ph.D. programs participating in} intervention initiatives. intervention initiatives. z z _{Fully integrated with our AGEP project.}_{Fully integrated with our AGEP project.} z z _{Long version of exit survey put online from the}_{Long version of exit survey put online from the} beginning using Remark Software. Approx. 17 beginning using Remark Software. Approx. 17 minutes to complete survey. minutes to complete survey. z z _{Initially gave option of paper or online version of}_{Initially gave option of paper or online version of} survey. Now online only (12/08). survey. Now online only (12/08).

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Graduating Students:

Initial Strategy and Results

z z

_{Sent letter with paper exit survey to}

graduating students explaining survey and

asking them to complete and return. Gave

link to online version and instructions for

accessing.

z z

_{Sent reminder email with link to online}

version.

z z

_{Achieved survey completion rate of 21%.}

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Graduating Students:

Current Strategy and Results

z z Linked completion of this survey with Survey of Earned _{Linked completion of this survey with Survey of Earned} Doctorates through single letter asking graduates to Doctorates through single letter asking graduates to complete them. complete them. z z Completion of SED is now required for graduation _{Completion of SED is now required for graduation} however both surveys are on graduation checklist. however both surveys are on graduation checklist. Reminders sent out 2 weeks before final deadline. Reminders sent out 2 weeks before final deadline. z

z Website was made more user‐_{Website was made more user}‐friendly with both surveys friendly with both surveys listed together. listed together. z z Now 85% complete Ph.D. Completion Project exit survey _{Now 85% complete Ph.D. Completion Project exit survey} (100% complete SED). (100% complete SED).

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Non

‐

_‐

Completers:

_Completers:

Initial Strategy and Results

z z _{Students are asked to complete a withdrawal}_{Students are asked to complete a withdrawal} form but most simply leave without informing form but most simply leave without informing the Graduate School. the Graduate School. z z We have found that the department was aware _{We have found that the department was aware} of the student

of the student’’s plans in most cases.s plans in most cases.

z z _{Exit survey and letter was mailed and emailed}_{Exit survey and letter was mailed and emailed} to all students who submitted withdrawal to all students who submitted withdrawal form and those who had not registered for 2 form and those who had not registered for 2 consecutive semesters. consecutive semesters. z z _{Achieved survey completion rate of 5%.}_{Achieved survey completion rate of 5%.}

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Non

‐

_‐

Completers:

_Completers:

Current Strategy and Results

z z _{Ph.D. Completion Project Coordinator contacts all}_{Ph.D. Completion Project Coordinator contacts all} students by phone to see if they are willing to students by phone to see if they are willing to participate in a 10

participate in a 10‐‐minute exit interview.minute exit interview.

z

z _{If they say}_{If they say}_“_“_no_no_”_” _{she asks when would be a better}_{she asks when would be a better} time.

time.

z

z _Most (87%)_Most (87%) _{ultimately agree to an interview.}_{ultimately agree to an interview.}

z z After interview is completed she asks if they are _{After interview is completed she asks if they are} willing to complete the online survey. willing to complete the online survey. z z _{Survey completion rates increased to 18% of}_{Survey completion rates increased to 18% of} non

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Phone Exit Interviews

Data: Non

‐

Completers

z

_{31 participants:}

z

z _{Entrance dates span from 1998}_{Entrance dates span from 1998}_‐_‐₂₀₀₇₂₀₀₇

z

z Average time to departure _{Average time to departure}–– 2 years2 years

z

z Average GPA: 3.07 _{Average GPA: 3.07}

z

z _{Nine departments}_{Nine departments}

z

z Full_Full‐‐ and partand part‐‐time studentstime students z z

_{4 refused to complete survey.}

z z

_{34% of those who said yes ultimately}

completed survey.

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What Did We Learn From Exit

Interviews?

z z _{Departing students really do want to express}_{Departing students really do want to express} their views about their experiences. their views about their experiences. 1. 1. Balancing school with other issues_{Balancing school with other issues} 2. 2. Leave early without seeking advice _{Leave early without seeking advice} (despite having an advisor) (despite having an advisor) 3. 3. Some no future plans while others attend _{Some no future plans while others attend} graduate school elsewhere graduate school elsewhere z z _{Can gather some information even from}_{Can gather some information even from} those who will not complete the survey. those who will not complete the survey.

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What Did We Learn From

Process?

z z _{Incorporating exit survey into degree}_{Incorporating exit survey into degree} clearance process enhanced response rate for clearance process enhanced response rate for completers. completers. z

z _{Doing exit interviews with non}_{Doing exit interviews with non}_‐_‐_completers_completers

BEFORE asking them to complete exit survey BEFORE asking them to complete exit survey

increased response rate. increased response rate.

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What Did We Learn Overall?

z z _{Ph.D. Completion Project helped us}_{Ph.D. Completion Project helped us} understand the types of reporting and data understand the types of reporting and data analysis needed. This was used in analysis needed. This was used in implementation of PeopleSoft Student implementation of PeopleSoft Student Administration system. Administration system. z z _{Helped us improve our website and}_{Helped us improve our website and} communication with students and graduate communication with students and graduate program faculty/staff on withdrawal process program faculty/staff on withdrawal process

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Conclusions and Future Activities

z

z _{While our participation rates have increased}_{While our participation rates have increased}

for non

for non‐‐completers we still need to do more. completers we still need to do more.

z z _{Use PeopleSoft to identify students who do not}_{Use PeopleSoft to identify students who do not} register for 2 consecutive semesters in addition register for 2 consecutive semesters in addition to using withdrawal forms. to using withdrawal forms. z z _{Work with departments to identify non}_{Work with departments to identify non}_‐_‐ completers by doing better audit of those on completers by doing better audit of those on Leave of Absence status. Leave of Absence status. z z More streamlined audit of progressions _{More streamlined audit of progressions} milestones should help reduce attrition by milestones should help reduce attrition by identifying possible non

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Conclusions and Future Activities

(cont.)

z

z _{We understand that those who were}_{We understand that those who were}_“_“_asked to_asked to

leave

leave”” may be less inclined to share their may be less inclined to share their experiences. experiences. z z _{Survey analysis once we have larger N.}_{Survey analysis once we have larger N.} z z _{More empirical analysis (Survival Analysis).}_{More empirical analysis (Survival Analysis).}