1. Student Retention & Success Tools @ HCT

2. Highlights of HCT Started in 1988 with 239 students and four campuses Today: Enrollment: 20000+ Colleges: 17 Graduates: 35K Programs offered: 80+ Academic Divisions: 7 3-4K students graduate every year 2

3. HCT & SunGard HE First institution in entire Middle East to go live with Banner 7.x (November 2005) First institution in UAE to go live with Banner Advancement (February 2008) 2nd December 2008: Third University in the world and 1st outside USA to go live with the latest release of Banner 8.1 One of the founding Institutions of the Community Source Initiative in partnership with SunGard Higher Education December 2010: First University in Middle East to Implement Banner Flexible Registration 3

4. HCT Presence in UAE (2) (2) (2) (3) (2) (2) 4

5. Central Support Structure 5 5

6. HCT Information Systems 6

7. HCT Information Systems In this presentation we will discuss three of many tools which are used for student retention and success: At-Risk System Counselor Services Attendance Management and Search/Save 7

8. HCT At-Risk System

9. At Risk System At Risk is an important application that helps the colleges in proactively identifying At Risk students and working on the success of such At Risk students through early intervention. A student can be assigned as At Risk in multiple courses against multiple categories. At Risk assignment can be done by the teacher or can also be set to assign automatically by the system based on some rules set in the settings. 9

10. At Risk System Phases 10

11. At Risk System - Process 11

12. At Risk System - Process The Mentor puts his plan of action and comments in the system x days before the due date (x is set by college portal administrator), Mentor receives an auto email to remind him to enter his comments in the system. Mentor will continue to receive the alerts nightly until his puts his final comments y days before the due date (y is set by college portal administrator), Mentor receives an auto email to remind him to enter his comments in the system. Mentor will continue to receive the alerts nightly until his puts his final comments The supervisor can decide to mark the At Risk status as complete or not completed. He may decide to extend the deadline for due date as well as change the mentor. 12

13. At Risk Settings 13

14. Auto At Risk Identification Settings Administrator can decide whether the college wants to generate At Risk Students automatically or not. With Use Auto At Risk Assign Feature checked, the administrator can decide the criteria on which At Risk tag is assigned to the student. 14

15. Auto At Risk Assignment 15

16. At Risk Emails Colleges can set when they want to start sending the reminder emails to mentors and supervisors. The emails are sent to Mentors before the due date and reminder emails are sent to supervisors after the due date. Generally the emails for At Risk are send to student, teacher, mentor, course/section supervisor, etc. College can add other recipients for At Risk email as well here. 16

17. At Risk States Submitted Accepted Rejected Completed Not Completed Withdrawn 17

18. At Risk System 18

19. HCT Counselor Services

20. COUNSELOR SERVICES A service called Counselor Services is available through Share Point Portal, which helps Counselors, Doctors and Nurses to: Search Students Enter Counseling Notes Enter Medical Staff Notes Enter Meeting Enter Special Needs and Special Need Notes 20

21. COUNSELOR SERVICES Counselor Services Window in Share Point Portal is like: Share point Portal is integrated with Active Directory and Counselors don’t have to enter even any user name or password to login to share point portal. User Guide in Flash and PDF version 21

22. COUNSELOR SERVICES Search Students: This link allows searching for a student or a set of students based on the search criteria applied by counselor and view their details. 22

23. COUNSELOR SERVICES After applying all the search criteria and submitting, counselors can view student list or one student with ID , Name , DOB and a link to View Details. A red flag (exclamation mark) is used to differentiate a special need student marked by Counselors from others in the list. 23

24. COUNSELOR SERVICES In the View Details screen, it will ask the counselors to Select the Note Type: They can check All Notes if they want to view all available notes for that student. They can check Special Needs Notes if they want to view only Special Needs Notes for that student. They can check Medical Staff Notes if they want to view only Medical Staff Notes for that student They can check Counselor Notes if they want to view only Counselor Notes for that student Also there are other details which will be displayed on checking those like: Special Needs Information At Risk Information Attendance Information 24

25. COUNSELOR SERVICES Clicking on View Details link will prompt user for what kind of information to be shown: 25

26. COUNSELOR SERVICES When Counselors check ‘All Notes’ option, it will show them details like: Student details (Program, GPA etc) Test Details Notetypes and notes available Meeting Details if any Student’s Special Needs Information Hold Details if any Attendance Warnings if any. Counselors can access the following links also from the same screen: View Transcript: displays the transcript of the specified student View Student Schedule: displays the current schedule of the specified student Print friendly Schedule : printable version of student schedule Enter Notes: can enter notes for the specified student Enter Meeting: can enter meeting for the specified student Enter Special Needs: can enter special needs for the specified student 26

27. COUNSELOR SERVICES 27

28. Counselor Services 28

29. COUNSELOR SERVICES Enter Counselor Notes: Counselors can use this option to enter Counselor Notes. Counselors can Upload Documents which support the notes that they are entering for the student. It will show already Uploaded Documents and also has an option to Upload Related Documents to upload the supporting documents. 29

30. COUNSELOR SERVICES 30

31. Security Requirements Counselor Notes– Only Counselors can enter this type of note. They can either keep the notes confidential or can share the notes with : Campus Counselors Campus Medical Staff Clinical Supervisor/Lead Counselor Management 31

32. Counselor Services Enter Medical Staff Notes: Campus doctors and nurses can use this facility to add their medical notes for the student. They can either keep the notes confidential or can share it with medical staff in the campus or with the counselors of the student’s campus. 32

33. COUNSELOR SERVICES Enter Meeting: This option gives the counselors and medical staff flexibility to arrange meetings with the special need students and the teachers teaching those students. 33

34. COUNSELOR SERVICES Enter Special Needs/Special need Notes: This is the most used feature by the Counselors. They enter the special need that the student is having (after going through the doctors certificates and clinical reports) and also the medical category associated with it and the service types to be offered for this student to help him/her with this special need. 34

35. HCT Attendance Management and Search & Save Applications

36. Attendance Management HCT has built in house central attendance management system which is used by HCT college teachers to track attendance and attendance warnings for the students. System auto submits attendance after a set no. of days as the default attendance type set. Option include Present, Absent, Late, Late Absent, Documented Absence and Excused Present students. 36

37. Attendance Management A pop up is set for teachers as a reminder to enter attendance for the periods they have not marked attendance A pop up for students to notify and acknowledge their absence % is also set when they log into portal. Attendance related Email alerts for students, teachers, advisors, section supervisors, course supervisors are available. 37

38. Attendance Entry Screen for Teachers Attendance entry screen view can be changed from “Periods view” to “Students view” 38

39. Attendance Entry Screen for Teachers Warning %, flags and entry details are displayed on the screen based on Show Warning Flags and Show Entry Details checkbox. 39

40. Attendance Choices Green items (P and EP): Means that the periods are counted as present in absent calculation. Orange item (L): Means that the 3 L periods are counted as 1 absent in absent calculation. Dark Orange item (LA): Means that the LA periods are counted as absent in absent calculation. Red Items (DA and A): Means that the periods are counted as absent in absent calculation 40

42. By Course

43. By Section

44. By StudentBy Faculty, By Course, By Section, By Student options for supervisor. 41

45. Comments Entry Teachers can enter attendance, faculty and behavioral comments. Supervisors can enter attendance, supervisor comments, warning comments, interview comments, documented absence comments and excused present comments. Teachers has the option to enter comments by Course. Supervisors has the option to enter comments by section and student Batch entry of comments is also available On entry of comments, based on settings, an email alert will go to the student with the entered comment. Teachers and supervisors can set the visible to audience while entering the comments. 42

46. Comments Entry by Teachers Comments Entry screen for teachers show all students registered in that course. Clicking on any student opens the screen to view/enter comments 43

47. Comments Entry by Teachers 44

48. Comments Entry by Supervisors Supervisors can enter comments by section or by searching for a student. 45

49. Batch Comments Entry Supervisors can search for a section and can enter batch comments to all students in that section 46

50. Batch Comments Entry 47

51. Search and Save 48

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54. Search and Save 51

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57. Thank You! Khalid Tariq Head of Enterprise Systems ktariq@hct.ac.ae Sabeena K M Enterprise Systems Coordinator skm@hct.ac.ae Sapna Kalidas Enterprise Systems Coordinator skalidas@hct.ac.ae Come visit us at www.hct.ac.ae 54