academic advising & retention strategies

ACADEMIC ADVISING & RETENTION STRATEGIES

Presented by:Dr. Viridiana Diaz, CAMP Director, CSU Sacramento

<viridiaz@saclink.csus.edu>Ms. Ofelia Gamez, CAMP Director, CSU, Fresno

<ofeliag@csufresno.edu>

HEP/CAMP New Director’s Training

September 11-12, 2013 at U.S. Department of

EducationWashington D.C.

o Review the Granto Staff Expectationso Student Expectations o CAMP Academic Expectationso CAMP Classes / CAMP Workshopso Advising Meetings / Mentor

Meetingso CAMP Activities

(required/mandatory)o Campus Involvement (students &

staff)o Other

ACADEMIC PLAN & RETENTION STRATEGIES

SET CLEARLY DEFINED EXPECTATIONS

STAFF:o Trainingo CAMP Staff Retreat(s)o CAMP Staff Meetingso On campus involvement

(committees, monthly advising network meetings, etc.)

o Etc.

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

SET CLEARLY DEFINED EXPECTATIONS(cont.)

STUDENTS:o Orientationso CAMP Contracto CAMP Classes / Monthly

Workshopso Advising Meetings / Mentor

Meetingso CAMP Involvement (ie.

Activities)o Campus and Community

Engagemento Other

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

SET CLEARLY DEFINED EXPECTATIONS(cont.)

STUDENT CONTRA

CT

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ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

STUDENT CONTRA

CT

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ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

ACADEMICPLAN

AcademicProcessFlowchart

ALL CAMP STUDENTS:

Attend a mandatory orientation where Academic Advising and preparation begins.

Register in CAMP Classes (Fall & Spring).

Meet w/Peer AdvisorTwice a MonthStudent Meeting Log assures students are provided same information by PA at each meeting.

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

Meet w/Peer AdvisorTwice a MonthStudent Meeting Log sample.

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

Meet w/Peer AdvisorTwice a MonthStudent Meeting Log At-a-Glance

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

CAMPClassSyllab

us(Fall &Springclasse

s)

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

ACADEMIC PLAN &

RETENTION STRATEGIES

(CONT.)

CAMPClassSyllabusFall CAMP Class isa GE class andhelps to

completes CAMP activities.

Spring CAMP Class

is an elective course.

o CAMP Students are required to participate in one cultural enrichment activity and one student organized event per semester.

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

CAMP Required Activities(social, cultural, leadership,

etc.)

Documenting Recruitment, Academics and Program Services for your Program Goals and APRis extremely important.

ACADEMIC PLAN & RETENTION STRATEGIES (cont.)

RETENTION STRATEGIES for CONTINUING STUDENTS

CAMP at Sacramento State

CAMP FOLLOW-UP ADVISORJOB DESCRIPTION

FOLLOW-UP ADVISORDUTIES AND RESPONSIBILITIES:

This position reports directly to and receives general supervision from the Director and coordinates closely with the Retention Counselor. The position counsels and advises all CAMP students but focuses primarily on continuing students regarding University processes and procedures, career opportunities, financial aid and other personal and academic issues related to university life. The specific duties and responsibilities are as follows:

o Provides follow-up services to all students focusing primarily on continuing CAMP students.

o Provides individual counseling and advising to current and continuing students regarding university policies, registration, withdrawal, graduation, financial aid, general education, housing, testing, tutorial, health services, and other issues typical to university life.     

o Participates in the planning and implementation of special activities for students and their families.  This includes, but is not limited to: CAMP Open House, Housing Summer Workshops, Orientation, Recognition Banquet, Career Alumni Day, CAMP Grad Association events, CAMPOS events, field trips, socials and outreach/recruitment presentations.

o Collects and compiles information on statistics regarding the numbers of students counseled, number of continuing students registered each semester and number of students on academic probation and disqualified. Utilizes collected data to prepare semester/year-end report and provide regular progress reports at staff meetings.

FOLLOW-UP ADVISOR (cont.)

o Follows-up and proactively contacts continuing students whose GPA drops below a 2.1, are on academic probation and/or at risk of disqualification and assists in establishing on individual academic plan of action.

o Serves as a liaison between CAMP, the CAMP Grad Association and other organizations on campus that promote the retention of continuing students.

o Implements and monitors the CAMP Mentoring Program where first year students assist new and incoming students with college navigation.

FOLLOW-UP ADVISOR (cont.)

o Coordinates the recognition of students in good standing, Dean’s list and graduates at the End of the Year Banquet and yearly newsletter.

o Maintains an ongoing relationship with all students by sending birthday cards and recognizing significant achievements.

FOLLOW-UP ADVISOR (cont.)

AP FOLLOW-UP PROCESS

Contact student on APFill out Academic

Probation Academic Agreement form

Set up “Plan of Action” with student

Meet regularly with AP student to guarantee successful academic

outcome

Create referral to programs/services that

student will benefit from

Assist student in setting up different plans of action regardless of academic outcome

JuneGrades are available. Work with students who need to petition for readmission.

Assist with schedule planning with Disqualified

students.

JulyBegin working on end of

semester report to outline news students on AP and

those who excelled academically .

AugustPlan follow-up support services workshop for

incoming CAMP students. Begin contact with those

students on AP.

SeptemberFix academic schedules for current AP students. Begin meeting with AP students and filling out Agreement

Forms

OctoberDistribute Professor Contact Forms (PCF) to AP students.

Meet bi/monthly with students. Implement Follow-

Up support services workshop

NovemberCollect PCF’s and schedule

individual student meetings. Registration for Spring

semester begins. Assist AP students on class/major

advising for course selection

DecemberRegistration for spring

semester continues. Final exams and close of fall

semester . Make contact with AP student before end

of semester to guarantee continued contact

JanuaryGrades are posted. Follow up

with students on AP and determine new academic standing. Generate new

report for new students on AP

FebruaryOutreach to new students on

AP. Begin assisting in academic schedule changes for those new students on

AP

MarchContinue meeting with

students on AP and setting up Probation Academic

Agreement forms. Distribute PCF’s and set up bi/monthly meetings with AP students

AprilCollect PCF’s. Registration for

summer/fall semester.Prepare end of semester

academic report to determined students who

will need to petition

May Registration for fall semester

continues. Work with students who

have been disqualified from the university on their

schedule and registration date once grades are

submitted.

FOLLOW-UP ADVISORACADEMIC YEARLY CALANDER

THE CAMP AP FLOW CHART

THE CAMP AP FLOW CHART (cont.)

THE CAMP AP CONTACT LOG

THE CAMP AP PROBATION AGREEMENT

THE CAMP AP PLAN

THE CAMP AP INTERVENTION PLAN

THE CAMP AP INTERVENTION PLAN (cont.)

THE CAMP SCHOLARS INTERNSHIP PROGRAM

THE CAMP SCHOLARS INTERNSHIP PROGRAM

Mission: o To train the next

generation of migrant student leaders through professional development and relationship building.

Benefits:o Hands-on

experienceo Resume build upo Networkingo Leadership qualities o Scholarship

benefits

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

Placements: o State Capitol, U.S.

Senator’s Officeo U.S. Congressman’s Officeo The Mexican Consulateo Hispanic Chamber of

Commerceo Hispanic Association of

Collegeso and Universities (HACU)o Non-profit organizations in

the o Sacramento area.

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

Who are the Scholars?

o High level of motivation, maturity and commitment

o Second-year and beyond

o 2.5 grade point average

o From all academic disciplines

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

How are Scholars Selected?

o Complete application o Group interview

evaluationo Class scheduleo English & math

remediationo Available placements

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

The Role of the Scholar:

o 10-12 hours a week o Entire academic year o Not expected to work

during recess timeo Attend orientation and

monthly leadership trainings

o Behave professionally and responsibly at all times

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

Orientation:o Clarifies expectations

of programo Outlines

responsibilities o Finalize resume, cover

letter and interviewing techniques

o Comprehensive training on professionalism in the workplace

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

The Academic Component:

o One-unit monthly leadership seminar

o Time for open discussion, inquiry and discovery

o Explore concepts of leadership and public policy within the context of a changing contemporary multicultural and multi-ethnic society.

o Assignments and final project

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

The Role of the Office:

o Provide a positive work environment and any necessary training

o Provide them with challenging assignments

o Provide the student with support and feedback on a regular basis

o Complete an evaluation form at the end of each academic semester.

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

Placement Selection: Three Stages • 1) Participants select their top 3 placements of

interest and schedule interviews. • 2) During the second stage and immediately

following the interviews, both, the participants and placements rank each other’s compatibility.

• 3) The CAMP Scholar Coordinator reviews the ranking and recommends the best possible fit.

• Additional interviews may be necessary if a match is not accomplished during the first set of interviews.

THE CAMP SCHOLARS INTERNSHIP PROGRAM (cont.)

• August 20-21, 2012 (Orientation) • August 22-23, 2012 (Complete

Service Learning Orientation) • September 10-14, 2012 (Interviews) • September 17, 2012 (Rank Offices) • September 19 (Notification) • September 24-28 (Internship Begins

(approximately) • September 28, 2012 (Seminar) • October 26, 2012 (Seminar) • November 30, 2012 (Seminar) • November 30, 2012 (First Semester

Performance Evaluation Form due)

• December 7, 2012 (end of Fall academic semester)

• December 7, 2012 – January 25, 2012 (Winter recess)

• February 4, 2012 (Spring semester/internship begins)

• February 22, 2012 (Seminar) • March 25-31, 2012 (Spring recess/1

week) • March 29, 2012 (Seminar) • April 12, 2012 (Second Semester

Performance Evaluation due) • May 5, 2012 (end of Spring

academic semester and internship) • May 10, 2012 (Final Seminar)

CALENDAR

• It is the goal of the CAMP Scholar Internship Program to equally benefit the student and the office where they are placed. Scholars receive training and exposure to a professional environment and the office acquires a motivated and enthusiastic student eager to learn and become an integral part of the staff. Participating in the Program is a great way to support future migrant leaders.

• For more information, please contact:Dr. Viridiana Diaz at at viridiaz@csus.edu, or call (916)-278-7241.

CONCLUSION

• Have fun • Participate • Get involved

• Learn as much as possible• Establish contacts

http://www.youtube.com/watch?v=KTCifAxKJv4&feature=related

IT’S NOT JUST AN INTERNSHIP!

THE CAMP SCHOLAR INTERNSHIPPROGRAM ORIENTATION AGENDA

THE CAMP SCHOLAR INTERNSHIPPROGRAM QUESTIONS FOR

PANELISTS

THE CAMP SCHOLARS INTERNATIONAL RELATIONS AGENDA

THE CAMP SCHOLARS INTERNATIONAL RELATIONS

ASSIGNMENT

THE CAMP SCHOLAR INTERNSHIPPROGRAM CONTRACT

THE CAMP SCHOLAR INTERNSHIPPROGRAM EVALUATION FORM

THE CAMP SCHOLAR INTERNSHIPPROGRAM EVALUATION FORM

(CONT.)

QUESTIONS OR COMMENTS