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Cleveland State University College of Liberal Arts and Social Sciences (CLASS)

Advising Center Academic Year Report 2009 – 2010


Table of Contents Advising Center p 216.687.5040 f 216.687.5164 class.advising@csuohio.edu www.csuohio.edu/class/advising/

Introduction and Highlights

4

CLASS Advising Team

7

Center’s Usage Report

8

CLASS Petitions

12

Probation & Dismissal Review

13

University Petitions

15

Appointment Plus Scheduling Tool

16

Semester Preparation Walk-In Report 17 Advising Survey

20

Outreach and Retention Initiatives

26


4

Introduction and Highlights History of the CLASS Advising Center The CLASS Advising Center opened in the fall of 2007 after a fundamental shift in advising occurred across the CSU campus. General education advising was changed from a freshman/sophomore centralized location to being the direct responsibility of the academic colleges. Each college opened advising locations to assist students within their respective colleges. CLASS advising is staffed with 5 full-time professional advisors, one of whom is housed permanently in the School of Communication, an Assistant Director of Undergraduate Programs and a full-time secretary. The Center utilizes student workers including graduate interns and undergraduates to assist in the daily operation and special programs of the Center.

2009-2010 Academic Year Highlights This past academic year the Advising Center has continued to build strong relationships with the various CLASS departments, schools and programs. In both the fall and spring, the Center hosted the History and Liberal Studies faculty advisors during registration times due to their temporary relocation. CLASS advisors were on hand to provide general education advising as well. Positive feedback from the students showed their appreciation for the “one-stop� advising session. The School of Communication hosted its first Advising Days event in the fall in which both professional and faculty advisors came together in a festival-like environment to assist communication students with their upcoming semester schedule. Dr. Sandra Ezekiel, CLASS advisor, was essential in the development and implementation of this event. It was so successful that it was held again in the spring semester. Stephanie Triplett, CLASS advisor, worked closely with the Music Department in establishing general education and major advising days concurrently to increase efficiency. Stephanie also worked closely with Professor Meeker, Music Department, in order to assist with the Music Department’s student handbook. The Advising Center hosted its first Academic Success Workshop in the fall semester with the assistance of a graduate intern. Although all students were invited to attend, special attention went into reaching out to probationary and marginal students. Invited workshop presenters included representatives from TASC, the Writing Center, Math Tutoring Center


Introduction and Highlights continued

and AHANA. In the future CLASS will work with other colleges in hosting this event in order to grow student participation. The Advisor Early Alert System, initiated by the Office of the Vice Provost of Undergraduate Studies, began its initial semester this fall. CLASS advisors and interns reached out to over 200 students in order to provide assistance to students struggling in coursework prior to the posting of freshmen mid-term grades. Spring advisor alert outreach totaled 125. With this targeted system, the Center will continue to utilize intrusive advising to contact students in order to assist them with college and academic adjustments needed to succeed and be retained until graduation. CLASS advisors continue to work with the Department of Enrollment Services and the Program Partnership Office to increase transfer enrollment. Visits were made each semester to Tri-C’s East, West and Metro campuses as well as Lorain County and Lakeland Community Colleges. While there, CLASS advisors met with potential transfer students to inform them of the renewed partnership program which streamlines transferring into CSU. With more use and emphasis on technology, the CLASS Advising Center now has its very own Facebook page. Students can become friends of the Center and receive important news regarding advising events, upcoming workshops and important date reminders. The Center is currently investigating implementing E-advising to assist students at CSU’s East and West locations as well as students from out-of-state, or those stationed out of the country on military duty. Stephanie Triplett and the Spring 2010 graduate intern are currently researching a retention strategy focused on incoming freshmen and the impact outreach has on retention. The CLASS Advising Center is proud to be the home of advisor Dr. Michelle Chinoda. Michelle was the recipient of the Advisor of the Year Award presented at the President’s Convocation in the fall semester. The award, given by the CSU Advising Consortium with support from the Office of the Vice Provost of Undergraduate Studies, is awarded to an outstanding advisor who exemplifies best practices in advising, commitment to student service and a willingness to go beyond expectations in order to serve the CSU community.


Photos from left to right; top to bottom: Rose Begalla; Michelle Chinoda; Sandra Ezekiel Michele Lieberth; Stephanie Triplett; Michelle Knapik Jeanatta Brown


CLASS Advising Team CLASS advisors work on a caseload basis that assigns CLASS majors to a specific advisor. Advisors act as liaisons to their assigned departments, facilitating communication between the Center and the faculty. Although advisors become “expert” general education advisors in their assigned areas, each advisor is able to advise students outside of their areas of expertise.

Rose Begalla, M.A. English, Modern Languages, Religious Studies and undecided (last names L-Z)

Michelle Chinoda, Ph.D. Criminology, Social Work and Sociology

Sandra Ezekiel, Ph.D. Communication, Communication Management, Film & Digital Media and Journalism and Promotional Communication

Michele Lieberth, M.A. Anthropology, Dramatic Arts, Economics, International Relations, Linguistics, Philosophy, Political Science, Social Science, undecided (last names A-K) and Women’s Studies

Stephanie Triplett, M.A. Art, Classical and Medieval Studies, History, Liberal Studies, Music and Social Studies

Michelle Knapik, Ed.S. Assistant Director, CLASS Undergraduate Programs

Jeanatta Brown, BA CLASS Advising Center Secretary Interns: Oretha Barnett, fall 2009; Michelle Bennett, spring 2010 Creative Director: Lesley Lang


8

Center’s Usage Report Data Tracked The Advising Center currently tracks data by usage type. These include appointments, drop in, student computer usage, and both incoming and outgoing telephone calls.

Appointments: Month

Total

Summer 2009 June July August walk ins Total Summer 2009:

264 373 556 1238

Fall 2009 September October November December Total Fall 2009:

357 394 571 417 1763

Spring 2010 January January walk ins February March April Total Spring 2010:

119 515 280 465 468 2063

Appointments:

5064


Center’s Usage Report continued Drop-in traffic: Month

Outgoing calls: Month

Total

Summer 2009 June 110 July 167 Total Summer 2009: 277

Summer 2009 June July August Total Summer 2009:

583 717 599 1899

Fall 2009 September October November December Total Fall 2009:

201 205 226 317 974

Fall 2009 September October November December Total Fall 2009:

687 843 1108 805 3443

Spring 2010 January February March April Total Spring 2010:

87 92 169 189 671

Spring 2010 January February March April Total Spring 2010:

430 652 582 938 2602

Outgoing Calls:

7944

Drop-in Traffic:

Total

1922


10

Center’s Usage Report continued Student computer usage:

Incoming calls:

Month

Month

Total

Total

Summer 2009

Summer 2009 June

20

June

210

July

14

July

157

August

145

Total Summer 2009:

512

August Total Summer 2009:

7 41

Fall 2009

Fall 2009 August September

2 15

August

25

September

248

October

281

October

276

November

191

November

168

December

165

December

207

Total Fall 2009:

654

Total Fall 2009:

924

Spring 2010

Spring 2010 January

132

January

282

February

34

February

154

March

138

March

287

April

147

April

326

May

145

May

317

Total Spring 2010:

596

Total Spring 2010:

1366

Incoming Calls:

2802

Computer Usage:

1291


12

CLASS Petitions 2009–2010 College of Liberal Arts and Social Sciences Academic Standards Committee members: Russ Revock, Art, Chair of Committee Thomas Humphrey, History Jeff Karem, English Rita Klinger, Music Elizabeth Lehfeldt, History Bill Kosteas, Economics Allyson Robichaud, Philosophy Type of CLASS Petition Summer 09 Change “F” to “I”, extend “I” 2 Change of credits - Complete withdrawal 15 Dismissal appeal 8 Extend incomplete - Late add 3 Readmission 20 Reinstatement of class - Selective withdrawal 17 Substitute foreign culture for FLR 1 Substitute course(s) for FLR - Waiver of credits 1 Waiver of FLR - Totals 67

Fall 09 16 1 13 1 - 2 7 2 16 3 3 8 2 74

Spring 10 3 14 4 1 1 19 14 3 2 61

The CLASS Academic Standards Committee also recommends to the CLASS Dean’s office their selection for CLASS Valedictorian. Summer/Fall 2009 Valedictorian: Kerianne Mulcahy, Majors: Sociology and Philosophy Spring 2010 Valedictorian: Amy Allamon, Majors: English and Speech & Hearing


CLASS Petitions & PDR Type of Petition

Total Approved

Change “F” to “I”, extend “I” Change of credits Complete withdrawal Dismissal appeal Extend incomplete Late add Readmission Reinstatement of class Selective withdrawal Substitute foreign culture for FLR Substitute course(s) for FLR Waiver of credits Waiver of FLR Total

16 1 27 10 1 6 33 2 16 4 3 6 2 127

Approval %

Denied

Denial %

76 100 64 76 100 100 71 100 34 100 100 50 50 62%

5 - 15 3 - - 13 - 31 - - 6 2 75

28 35 23 28 65 50 50 37%

Probation & Dismissal Review (PDR) At the end of each semester the CLASS ASC meets to determine the academic standing of students who were placed on the subject-to-review list by the Office of the Registrar. Statistics also include those who were automatically placed on probation or dismissed by the Office of the Registrar. Semester Automatic Dismissal Automatic Probation Subject to Dismissal Retain Dismiss Other Total Probation Total Dismissed

Summer 2009 1 9 72 71 1 - 80 2

Fall 2009 3 93 200 128 72 - 221 75

Spring 2010 9 50 201 15 46 5 200 55


14


University Petitions

Summer 09

Approval of unapproved course Change of grade status Credit hour waiver Credit hour waiver-Natural Science Exemption-transient policy over 59 hrs Exemption from residency requirement Readmit after 2nd dismissal Restoration of previous catalog rights Sub culture course(s) for FLD Waiver of FLD Total

Fall 09

Spring 10

20 - 6 50 6 4 1 10 1 1 99

79 - 4 53 6 6 12 160

3 1 7 31 9 6 2 8 - - 67

University Petitions 2009-2010 Totals Type of Petition

Total Approval Approved %

Approval of unapproved course 91 Change of grade status - Credit hour waiver 12 Credit hour waiver-Natural Science 134 Exemption-transient policy over 59 hrs 16 Exemption from residency requirement 13 Readmit after 2nd dismissal 2 Restoration of previous catalog rights 28 Sub culture course(s) for FLD 1 Waiver of FLD - Total 297

89 - 70 100 76 81 66 93 100 - 91%

Total Denied 11 1 5 - 4 3 1 1 - 1 27

Denial Total Deferred % Deferred % 10 100 29 - 19 18 33 3 - 100 8%

- - - - 1 - - 1 - - 2

4 3 1%


Appointment Plus Scheduling Tool With the implementation of Appointment Plus web-based scheduling tool in fall of 2008, the Center has seen a significant rise in the number of CLASS students accessing and scheduling their own advising appointments. This tool is also utilized to send appointment reminder emails to students, rescheduling notices if appointments are missed, and follow up emails containing the link to the Center’s on-line assessment tool.

Appointment Plus Statistics Semester Summer 09 Fall 09 Spring 10

% Made by Students

% Made by Front Desk

24% 34% 26%

76% 66% 74%

% No Shows 7% 8% 7%

% % Cancels Re-scheduled 12% 15% 10%

80% 44% 70%

Internal College-to-College Transfers The CLASS Advising Center processes CSU college-to-college internal transfers through the advisor tracking system. For each student transferring into CLASS, a welcome letter is produced and sent to the student. Each letter clearly outlines the CLASS Foreign Language requirement. Some CLASS departments have added specific language for different majors. Copies of the letters are sent to the student’s home department.

dvising/ a / T ss r! S o o s i v c Ad

edule an appo h c s le your A i u d P he

CLIC K HERE !

nline vis ent o it ntm OINTMENT w w P

Semester # of Transfers processed Summer 09 60 Fall 09 90 Spring 10 129

ohio.edu .csu / ww our CLA cla y SS ith

16


Walk窶的n Tracking Prior to the beginning of each semester, the Advising Center moves from an appointment based system to a walk-in one, in order to accommodate the heavy rush of students requesting assistance. During this time, the Center tracks traffic, student majors and services provided. This data has helped in the preparation of staffing needs and provides insight into areas in which outreach can reduce the number of last minute advising appointments. Service Provided Change of major Check sheet Combined services* Graduation application Major questions Not indicated Ongoing conversation Overload Petition Pre-advising Probation hold Scheduling Transcript Evaluation Total

Fall 09 15 58 102 30 3 2 14 1 32 21 4 277 1 557

*typically check sheet and scheduling

Spring 10 6 41 85 34 24 29 50 25 1 215 6 515


18

Walk–In Tracking continued Major Fall 08 Anthropology 9 Art 43 Art Education 2 Art History 2 Classical & Medieval Studies 1 Communication Management 7 Communication 75 Criminology 47 Dramatic Arts 12 Economics 4 English 34 French 3 Film & Digital Media 15 History 28 International Relations 8 Journalism & Promotional 21 Liberal Studies 11 Linguistics 3 Music 22 Music Education 2 Philosophy 4 Political Science 25 Religious Studies 2 Sociology/Criminology 2 Social Science 3 Social Studies 3 Social Work 89 Sociology 15 Spanish 8 Women’s Studies 0 Not Indicated 7 Post-Baccalaureate 1 Pre-advising 1 Undecided 30 Totals 539

Spring 09 9 40 1 1 3 3 55 26 7 8 28 1 9 15 15 11 19 3 17 1 10 22 3 6 1 4 78 31 4 2 4 1 - 19 457

Fall 09 13 46 6 - 1 5 62 36 9 7 48 - 21 29 16 13 16 7 31 - 5 42 3 - 6 3 84 11 8 4 - - - 25 557

Spring 10 9 31 6 72 43 5 8 36 2 15 26 10 13 12 6 22 1 40 4 1 1 92 22 12 3 2 21 515


20

Advising Survey During the summer and fall of 2009, the Advising Center surveyed CLASS students in order to retrieve demographic information as it pertains to the Center, student preparation prior to an appointment, purpose of appointment, and customer and advisor service received. The results of the 173 completed surveys were used to highlight strengths and show areas needing improvement.

Majors Visiting the Center: Anthropology 2% Art 10% Communication 6% Communication Management 2% Criminology 3% Dramatic Arts 1% Economics 1% English 13% Film & Digital Media 4% French 1% History 3% International Relations 1% Journalism & Promotional 5% Liberal Studies 2% Music 3% Philosophy 1% Political Science 5% Social Studies 1% Social Work 23% Sociology 5% Spanish 5% Women’s Studies 2% Undecided 1%

Minors: 58% had no minor 42% had minors including: Communication Education English History Political Science Sociology

Student Status: Prospective Enrolled Other

8% 84% 8%

Transfer Student: Yes No

72% 28%

Class Standing: Freshman Sophomore Junior Senior Post-Baccalaureate Other

11% 17% 20% 45% 4% 1%

Full or Part Time: Full (12+) Part (less than 12)

76% 24%


Advising Survey continued Methods used to prepare for an appointment: Review catalog College/dept web sites Review check sheets Degree Audit Create own schedule Talk with classmates Talk with faculty Nothing Other

12% 13% 20% 21% 11% 6% 12% 4% 1%

Purpose of appointment: Declare major/minor Scheduling Check sheet Transfer credit evaluation Graduation application Academic policies Personal issues Other

8% 32% 20% 9% 16% 8% 5% 2%

How often do you meet with a CLASS advisor: First time

Less than 1 time per year

Once per semester

More than once per semester

Once per year Never

31%

8%

33%

18%

9%

1%

As an advisee: I take responsibility for initiating and scheduling the advising appointment either on line, in person or by phone. Strongly agree Agree Neutral Disagree Strongly disagree N/A 82% 13% 3% 1% 1% 0% I feel that I am able to schedule an advising appointment in a timely manner and that fits into my schedule. Strongly agree Agree Neutral Disagree Strongly disagree N/A 66% 25% 4% 4% 1% 0% I am on time to my advising appointments. Strongly agree Agree Neutral 81% 14% 3%

Disagree 1%

Strongly disagree 1%

N/A 0%


22


Advising Survey continued I understand the Cleveland State University advising structure. Strongly agree Agree Neutral Disagree Strongly disagree 50% 25% 18% 4% 3%

N/A 0%

I understand the difference between general education advising and departmental/faculty/ major advising. Strongly agree Agree Neutral Disagree Strongly disagree N/A 52% 29% 12% 4% 3% 0% I understand that advising is a shared responsibility between the advisor and me. Strongly agree Agree Neutral Disagree Strongly disagree 69% 27% 2% 0% 2%

N/A 0%

Are you informed about and comfortable using the CLASS online appt. scheduling system? Strongly agree Agree Neutral Disagree Strongly disagree N/A 48% 21% 14% 9% 4% 4% I like the CLASS online appointment scheduling system and will utilize it to schedule future. Strongly agree Agree Neutral Disagree Strongly disagree N/A 47% 19% 15% 5% 5% 9%

CLASS Advising Center front desk: I felt welcomed by the Advising Center’s front desk staff. Strongly agree Agree Neutral Disagree 64% 19% 9% 1%

Strongly disagree 2%

N/A 5%

The front desk staff assisted me and was helpful about services/policies. Strongly agree Agree Neutral Disagree Strongly disagree 61% 18% 12% 1% 2%

N/A 6%

The advising front desk was student service oriented. Strongly agree Agree Neutral Disagree 61% 18% 10% 3%

N/A 6%

Strongly disagree 2%


24

Advising Survey continued During the advising appointment I felt: ...that my advisor listened to my concerns/questions. Strongly agree Agree Neutral Disagree 79% 12% 2% 2%

Strongly disagree 4%

N/A 1%

...that my advisor allowed adequate advising time for dealing with my questions. Strongly agree Agree Neutral Disagree Strongly disagree 81% 10% 5% 1% 3%

N/A 0%

...that I learned more about my courses and my chosen program of study. Strongly agree Agree Neutral Disagree Strongly disagree 61% 19% 5% 3% 3%

N/A 9%

...that my advisor helped me identify and set realistic academic goals based on my academic history. Strongly agree Agree Neutral Disagree Strongly disagree N/A 64% 16% 5% 3% 2% 10% ...that my advisor clearly explained the CLASS Foreign Language requirement. Strongly agree Agree Neutral Disagree Strongly disagree 52% 13% 8% 1% 4%

N/A 22%

...that I understood the College of Liberal Arts and Social Sciences general education requirements such as: ALAAME, non-US and African-American requirements, the upper division credit hour requirement, the total minimum number of credits I need for graduation, etc. Strongly agree Agree Neutral Disagree Strongly disagree N/A 51% 19% 10% 3% 3% 14% ...that I learned about my progress towards graduation. Strongly agree Agree Neutral Disagree 62% 17% 7% 2%

Strongly disagree 3%

N/A 9%

...that I learned about needing to return to CLASS advising to do my graduation application. Strongly agree Agree Neutral Disagree Strongly disagree N/A 45% 14% 14% 4% 1% 22%


Advising Survey continued ...that I learned about other campus resources that I may need. Strongly agree Agree Neutral Disagree Strongly disagree 45% 14% 14% 6% 2%

N/A 19%

...that my advisor made sure I understood how to use CampusNet for course selection. Strongly agree Agree Neutral Disagree Strongly disagree N/A 50% 16% 10% 4% 2% 18% ...that my advisor made sure I understood how to access and interpret Degree Audit in CampusNet. Strongly agree Agree Neutral Disagree Strongly disagree N/A 44% 12% 12% 7% 3% 22%

After the advising appointment I felt: ...that all my questions/concerns had been addressed by my advisor and/or my advisor directed me to the appropriate person who could address my questions. Strongly agree Agree Neutral Disagree Strongly disagree N/A 74% 15% 3% 5% 2% 1% ...that I understood what I needed to do, the steps I needed to take, or the decisions I needed to make. Strongly agree Agree Neutral Disagree Strongly disagree N/A 75% 15% 3% 3% 3% 1% ...that my advisor is a good source of academic knowledge re: college and university procedures. Strongly agree Agree Neutral Disagree Strongly disagree N/A 73% 17% 3% 2% 3% 2% ...that my CLASS advisor explained to me the need to meet with my faculty advisor. Strongly agree Agree Neutral Disagree Strongly disagree N/A 54% 13% 11% 4% 2% 16% ...that I am comfortable about my academic future in the College of Liberal Arts and Social Sciences at CSU. Strongly agree Agree Neutral Disagree Strongly disagree N/A 65% 20% 6% 2% 5% 2%


26

Outreach and Retention With focus on freshmen retention and retention to graduation, the CLASS Advising Center implemented and utilized the following strategies to reach out to students: • Advisor Early Alert Outreach Fall 2009: 218 contacts Spring 2010: 125 contacts • Midterm Outreach, First Year Students Fall 2009: 192 phone calls to struggling students 213 emails of support and congratulations to those doing well Spring 2010: 135 phone calls to struggling students 157 emails of support and congratulations to those doing well • Consistent use of Academic Success Contract with students on probation or returning from a dismissal • Fall 2009-Academic Success Workshop • Summer and Fall 2009 CLASS Advising Survey • Walk-in times available during full academic year • Spring 2010 retention research project • Continued collaboration with Partnership Program and Learning Community Office to streamline transfer process • Creation of Facebook page

Future plans: • University-wide assessment tool for advising. (On-line survey began March 2010.) • E-advising, limited availability during walk-in hours and for out-of-state/country appointments, and East/West Center students • Peer-to-Peer mentoring program specific to CLASS freshman with the goal of engagement, integration and retention to sophomore year. (start date fall 2010) • Research and development of strategies focused on improving second-year success of CLASS students. (approximate start date fall 2011) • FLD/FLR posters for all CLASS schools/departments/programs • Degree Audit workshop • CLASS Academic Advising Binder


Visit us on Facebook at CSU CLASS Advising


Cleveland State University College of Liberal Arts and Social Sciences

Advising Center 2300 Chester Avenue | CB 279 | Cleveland, Ohio 44115-2214 www.csuohio.edu/class/advising/


Advising Yearly Report