got budget cuts? maximizing technology

Lori Manson and Terrie MinnerOffice of Academic Advising

University of Oregon

Lori Manson and Terrie MinnerOffice of Academic Advising

University of Oregon

Undergraduate enrollment at UO: 22,386

Current Freshmen: 3690

Undeclared students: 2790

Academic advising visits per year: 10,000

Number of students advised at orientations: 4600

Advising notes by hand

Advising notes by hand

45,000 file folders in the file room

Advising notes by hand

45,000 file folders in the file room

At about $0.28 per file, including paper costs and time spent in creation, that’s over $12,000!

Each year, it is estimated that at least $1,250 was spent merely making orientation folders for new students.

Researched software

AdvisorTrac

Researched software

AdvisorTrac

Researched software

AdvisorTrac

Reliable source for notes (easy to read; no lost files!)

Increased security and confidentiality

Data collection and tracking capability

Mobile advising

Maximized office space

The file room before…

A long process begins…

No registration for mid-year orientations (coordinated by our office)

Orientation advising folders created by Admissions

Developed online registration (DuckWeb)

Use DuckWeb to review up-to-date student records

Developed a single form for orientation advising

Developed online registration (DuckWeb)

Use DuckWeb to review up-to-date student records

Developed a single form for orientation advising

More efficient management of orientations with more accurate numbers

More up-to-date and accurate information via DuckWeb

Time and cost savings for partner offices (Admissions)

Build relationships with advising colleagues

Students could not withdraw from all their courses online

Students were required to call the Office of Academic Advising

Advisors filled out a complete withdrawal form

Advisors filled out a complete withdrawal form

Students use DuckWeb to withdraw

Students use DuckWeb to withdraw

Students use DuckWeb to withdraw

In Fall of 2008 students spoke with advisors in person or via phone to completely withdraw from the term.

In Fall of 2009 644 students used the new online system to withdraw.

More efficient process for students and advisors (time savings!)

More consistent information for students and advisors (data collection)

Relationship building with partners across campus

Cost savings (no forms!)

Ads in the Emerald newspaper and Mortar Board

Paper publications and brochures

Newsletter

Bookmarks

Handouts in an office library

Blackboard Facebook Grade First Aid Blog Website Desktop computers in student lobby Links to majors and minors AdvisorTrac PowerPoint

Blackboard

Grade First Aid Blog

Website

Jumpstart Tutorial

Computers, work areas, and campus resources in Lobby

PowerPoint showin Advising Lobby

More effective communication for millennial students

Increased attendance at outreach advising events

Cost savings

Maximized space (created a student workspace and a larger lobby)

Fear of change

Time (communication and training)

Errors in scanning or uploading files to online database.

Glitches in AdvisorTrac

Software compatibility across campus

Lori Manson – loric@uoregon.eduTerrie Minner – tminner@uoregon.edu

Thanks for coming!Slide design assistance provided by Luke Norman