Ellingsburg University Portal Ellingsburg University Portal Project: E-Link and its role on Project: E-Link and its role on

CampusCampus

Philip Duhart, Philip Duhart, Office of Communications Office of Communications

Ednisha Knighten, Ednisha Knighten, Faculty Senate PresidentFaculty Senate President

Denise Williams,Denise Williams,Residence Life DirectorResidence Life Director

Ellingsburg University Portal Ellingsburg University Portal ProposalProposal

What is a portal?What is a portal?• ““Portal” in Latin translates to a gate or gateway Portal” in Latin translates to a gate or gateway

which is a great metaphor for an internet portal which is a great metaphor for an internet portal (University of North Carolina-Chapel Hill).(University of North Carolina-Chapel Hill).

• A portal “provides users with broad access to an A portal “provides users with broad access to an array of internet tools as well as deep access to array of internet tools as well as deep access to tools specific to a user’s educational role” (Fickes, tools specific to a user’s educational role” (Fickes, 2001)2001)

• A portal allows users to handle business such as A portal allows users to handle business such as paying bills and updating university information paying bills and updating university information online as well as organize Email, chat groups and online as well as organize Email, chat groups and class information class information

Why a portal system rather than a website?Why a portal system rather than a website? Howard Strauss (As cited in Fickes, 2001) said, Howard Strauss (As cited in Fickes, 2001) said,

“When you move from a webpage to a portal, you “When you move from a webpage to a portal, you move from a tool that is institution-centric to one that move from a tool that is institution-centric to one that is user-centric”is user-centric”

A portal allows students immediate access to A portal allows students immediate access to information that is pertinent to their collegiate information that is pertinent to their collegiate experience, while at the same time challenging the experience, while at the same time challenging the student to utilize all facets of the module. student to utilize all facets of the module. Additionally, it saves time by bringing campus wide Additionally, it saves time by bringing campus wide resources to a central location for end users. resources to a central location for end users.

Ellingsburg University Portal Ellingsburg University Portal ProposalProposal

An Ellingsburg PortalAn Ellingsburg Portal

Goals for an Ellingsburg portal:Goals for an Ellingsburg portal:

Increase connections between students, faculty, Increase connections between students, faculty, alumni, parents, and administrationalumni, parents, and administration

Facilitate open learning environmentFacilitate open learning environment Student empowerment to personalize the university Student empowerment to personalize the university

experience through groups, activities and resources.experience through groups, activities and resources. Connecting students to a large network of alumniConnecting students to a large network of alumni Encourage giving from parents and alumni to Encourage giving from parents and alumni to

support the university.support the university.

An Ellingsburg PortalAn Ellingsburg Portal

E-Link, the proposed name for Ellingsburg E-Link, the proposed name for Ellingsburg University’s portal system, would be available University’s portal system, would be available from the university homepage.from the university homepage.

E-Link includes customized pages for students, E-Link includes customized pages for students, faculty/staff, parents and families, prospective faculty/staff, parents and families, prospective students and alumni.students and alumni.

Sites for Best Practice Sites for Best Practice

Across the country, colleges and universities Across the country, colleges and universities are developing portal systems. Below are are developing portal systems. Below are examples of excellent modules from which to examples of excellent modules from which to draw ideas.draw ideas. University of WashingtonUniversity of Washington

http://myuw.washington.eduhttp://myuw.washington.edu University of North Carolina, Chapel HillUniversity of North Carolina, Chapel Hill

https://my.unc.edu:4448/portal/page?_pageid=33,3240https://my.unc.edu:4448/portal/page?_pageid=33,32408,33_32412&_dad=portal&_schema=PORTAL8,33_32412&_dad=portal&_schema=PORTAL Emory UniversityEmory University

http://it.emory.edu/showdoc.cfm?docid=722http://it.emory.edu/showdoc.cfm?docid=722

E-LinkE-Link

After reviewing current institution’s portal After reviewing current institution’s portal systems, current research both within and systems, current research both within and outside of education and examining the needs outside of education and examining the needs of possible users, committee members drafted of possible users, committee members drafted portal pages for each user category.portal pages for each user category.

Each page displays standard links which could Each page displays standard links which could be offered to each user as well as customizable be offered to each user as well as customizable optionsoptions

Sign InSign In

Sign-In FeaturesSign-In Features

Single Sign-in allows the user to access all Single Sign-in allows the user to access all authorized fields with one sign inauthorized fields with one sign in

Students, Faculty and Staff register using a Students, Faculty and Staff register using a university Email and pin to establish identityuniversity Email and pin to establish identity

Parents, Alumni and Prospective Students register Parents, Alumni and Prospective Students register using a created username and verified through an using a created username and verified through an outside Email addressoutside Email address

When registering, users identify which optional When registering, users identify which optional features they desire and specify the name to appear features they desire and specify the name to appear at log-in on bulletin board postingsat log-in on bulletin board postings

StudentStudent

Standard Student Portal Standard Student Portal FeaturesFeatures

E-mailE-mail WebCTWebCT

Online assignments, syllabi, discussion boards, research materialsOnline assignments, syllabi, discussion boards, research materials My E-DriveMy E-Drive

Online disk drive for students and staff in order to save documents to a Online disk drive for students and staff in order to save documents to a university wide serveruniversity wide server

Residence LifeResidence Life Access to student accounts, building and department announcements, Access to student accounts, building and department announcements,

Code of Contact and Roommate InformationCode of Contact and Roommate Information Student AccountsStudent Accounts

University Bill Pay, Registration, Student Insurance, Financial AidUniversity Bill Pay, Registration, Student Insurance, Financial Aid LibraryLibrary

Link to Library website, Reminders about due and overdue booksLink to Library website, Reminders about due and overdue books Degree Program StatusDegree Program Status

Review Grade Report, See Remaining Degree RequirementsReview Grade Report, See Remaining Degree Requirements My GroupsMy Groups

Campus wide and private and public group chatsCampus wide and private and public group chats

Optional Student Portal FeaturesOptional Student Portal Features

Scrolling Daily Activities ListScrolling Daily Activities List Activities registered across campus to encourage student Activities registered across campus to encourage student

involvementinvolvement Students who become more involved on campus are more Students who become more involved on campus are more

likely to succeed in college (Astin, 1985 as cited in Strange likely to succeed in college (Astin, 1985 as cited in Strange & Banning, 2001)& Banning, 2001)

WeatherWeather Student/Staff Directory Search ToolStudent/Staff Directory Search Tool My LinksMy Links

Customizable space on the page for personal interest links.Customizable space on the page for personal interest links. Dining Hall MenuDining Hall Menu Daily HeadlinesDaily Headlines

Faculty/StaffFaculty/Staff

Standard Faculty/Staff Portal Standard Faculty/Staff Portal FeaturesFeatures

E-mailE-mail WebCTWebCT

Post Syllabi, Grades and Class resource materials, Class Post Syllabi, Grades and Class resource materials, Class Discussion BoardsDiscussion Boards

My E-DriveMy E-Drive Employee/Personnel ServicesEmployee/Personnel Services

Human Resources, Payroll, Vacation/Sick Leave, Tax Human Resources, Payroll, Vacation/Sick Leave, Tax InformationInformation

Faculty/Staff HandbookFaculty/Staff Handbook Classroom ServicesClassroom Services

Class lists, Technology Services, Textbook ordering from Class lists, Technology Services, Textbook ordering from BookstoreBookstore

Optional Faculty/Staff Portal Optional Faculty/Staff Portal FeaturesFeatures

Calendar/Daily Schedule Calendar/Daily Schedule Scrolling Daily Activities ListScrolling Daily Activities List

Activities registered across campusActivities registered across campus WeatherWeather Student/Staff Directory Search ToolStudent/Staff Directory Search Tool My LinksMy Links

Customizable space on the page for personal Customizable space on the page for personal interest linksinterest links

Daily HeadlinesDaily Headlines

Prospective StudentProspective Student

Standard Prospective Student Portal Standard Prospective Student Portal FeaturesFeatures

Ellingsburg University Fact BookEllingsburg University Fact Book Residence Hall InformationResidence Hall Information Application Materials/StatusApplication Materials/Status Plan A Campus VisitPlan A Campus Visit Virtual TourVirtual Tour Community InformationCommunity Information

Chamber of Commerce, City Newspaper, MapsChamber of Commerce, City Newspaper, Maps Chat With A StudentChat With A Student

Live chat areas with current studentsLive chat areas with current students Ask an Admissions CounselorAsk an Admissions Counselor

Forum to post questions of current admissions counselorsForum to post questions of current admissions counselors

Optional Prospective Student Portal Optional Prospective Student Portal FeaturesFeatures

WeatherWeather My MajorsMy Majors

Center to collect profiles of majors across campus Center to collect profiles of majors across campus including class lists, research in departments and including class lists, research in departments and career options with each careercareer options with each career

My EllingsburgMy Ellingsburg Center to collect links to campus entities such as Center to collect links to campus entities such as

clubs or offices of interestclubs or offices of interest

Daily HeadlinesDaily Headlines

Parents and FamiliesParents and Families

Standard Parent and Family Portal Standard Parent and Family Portal FeaturesFeatures

Parent Association Groups/Bulletin BoardsParent Association Groups/Bulletin Boards Student AccountsStudent Accounts

Students may allow access to a parent or family Students may allow access to a parent or family account for a specified amount of time in order to pay account for a specified amount of time in order to pay accounts or view grade reports using a student accounts or view grade reports using a student provided passwordprovided password

Campus Resource ListCampus Resource List Resources for managing the family transitionResources for managing the family transition Give to Ellingsburg UniversityGive to Ellingsburg University

Link to the University FoundationLink to the University Foundation

Optional Parent and Family Portal Optional Parent and Family Portal FeaturesFeatures

Scrolling Daily Activities ListScrolling Daily Activities List WeatherWeather Campus Webcam Picture Updated DailyCampus Webcam Picture Updated Daily My LinksMy Links

Customizable space on the page for personal Customizable space on the page for personal interest linksinterest links

Daily HeadlinesDaily Headlines

AlumniAlumni

Standard Alumni Portal Standard Alumni Portal FeaturesFeatures

Alumni ConnectionAlumni Connection Alumni groups and bulletin boardsAlumni groups and bulletin boards

Class GroupsClass Groups Campus Traditions WebsiteCampus Traditions Website Homecoming informationHomecoming information

Volunteer Opportunities, schedule of eventsVolunteer Opportunities, schedule of events Give to EllingsburgGive to Ellingsburg Alumni Directory SearchAlumni Directory Search

Search all registered alumniSearch all registered alumni

Optional Alumni Portal FeaturesOptional Alumni Portal Features

WeatherWeather Campus Webcam Updated DailyCampus Webcam Updated Daily My LinksMy Links

Customizable space on the page for personal Customizable space on the page for personal interest linksinterest links

Daily HeadlinesDaily Headlines

Systems Communicating within E-Systems Communicating within E-LinkLink

Internal SystemsInternal Systems Those operating completely within the confines of E-Those operating completely within the confines of E-

LinkLink

External SystemsExternal Systems Those systems that exist separately and are Those systems that exist separately and are

accessible through a link in E-Linkaccessible through a link in E-Link

Co-Existing SystemsCo-Existing Systems Those systems than are accessed through outside Those systems than are accessed through outside

systems as well as through E-Linksystems as well as through E-Link

Internal SystemsInternal Systems

My E-driveMy E-drive My Links collectionMy Links collection CalendarCalendar My GroupsMy Groups Bulletin BoardsBulletin Boards Chat with Current StudentsChat with Current Students Bulletin Board GroupsBulletin Board Groups Parent Resource BoardsParent Resource Boards

External SystemsExternal Systems

WebCTWebCT Library SystemLibrary System Registrar ServicesRegistrar Services Donating to EllingsburgDonating to Ellingsburg Application Materials/StatusApplication Materials/Status

Co-Existing SystemsCo-Existing Systems

Student AccountsStudent Accounts E-MailE-Mail Employee/Personnel ServicesEmployee/Personnel Services Student Activities ListingStudent Activities Listing

Initial PlanningInitial Planning

A committee must be formed coupling both end-user A committee must be formed coupling both end-user needs and technological availability. needs and technological availability.

The degree of success of a portal divides into four The degree of success of a portal divides into four categories:categories: Quality of ContentQuality of Content Quality of Interface (Ease of use)Quality of Interface (Ease of use) Quality of Infrastructure (Speed of response)Quality of Infrastructure (Speed of response) Degree of Coupling with Established SystemsDegree of Coupling with Established Systems

(Johnson, 2001)(Johnson, 2001)

Each of which needs to be addressed throughout the Each of which needs to be addressed throughout the project.project.

Detailed Planning, Implementation Detailed Planning, Implementation and Assessmentand Assessment

PlanningPlanning Step 1: Identify Stakeholders Step 1: Identify Stakeholders

Students, faculty, parents association, alumni Students, faculty, parents association, alumni association, university database system (ie, banner, association, university database system (ie, banner, people-soft, etc), technology director, foundation, people-soft, etc), technology director, foundation, registrar, housing, libraries, human resources registrar, housing, libraries, human resources

Step 2: Conduct focus groups with stakeholders to Step 2: Conduct focus groups with stakeholders to identify needs, preferred services, etc.identify needs, preferred services, etc.

Step 3: Technology Director and Portal committee Step 3: Technology Director and Portal committee meet with internal IT/web developers or external meet with internal IT/web developers or external portal company to determine which features will be portal company to determine which features will be supported within the systemsupported within the system

Detailed Planning, Implementation Detailed Planning, Implementation and Assessment and Assessment

ImplementationImplementation Step 1: Launch E-link as a pilot to a randomly selected Step 1: Launch E-link as a pilot to a randomly selected

group of students and facultygroup of students and faculty Step 2: Assess usage either by tracking pilot user’s Step 2: Assess usage either by tracking pilot user’s

usage of E-link or through surveys after 3 monthsusage of E-link or through surveys after 3 months Step 3: After a successful pilot program, launch E-link Step 3: After a successful pilot program, launch E-link

to all student and faculty users, adding parent, to all student and faculty users, adding parent, prospective and alumni pages after a given amount of prospective and alumni pages after a given amount of assessment from the first full launch.assessment from the first full launch.

Current faculty, staff and students will learn the system Current faculty, staff and students will learn the system through an Email tutorial, from the university homepage through an Email tutorial, from the university homepage or through a mailingor through a mailing

Prospective students, parents and family and alumni Prospective students, parents and family and alumni users would be notified through mail or Emailusers would be notified through mail or Email

Detailed Planning, Detailed Planning, Implementation and AssessmentImplementation and Assessment

AssessmentAssessment Step 1: Six months after the full launch, a brief Step 1: Six months after the full launch, a brief

survey will appear as a pop-up or sub-screen when survey will appear as a pop-up or sub-screen when users log in.users log in.

Step 2: Analyze survey data to determine needed Step 2: Analyze survey data to determine needed alterations and the traffic of specific functions.alterations and the traffic of specific functions.

Funding the projectFunding the project Possible options might be a raise in student technology fees or Possible options might be a raise in student technology fees or

positing a percentage of donations made through E-link back to positing a percentage of donations made through E-link back to the modulethe module

Taking a “dot.com” approach to design and actively Taking a “dot.com” approach to design and actively selling the module to users (NetResults, 2001).selling the module to users (NetResults, 2001).

Writing software that can integrate current university Writing software that can integrate current university computer systems (Fiskes, 2001).computer systems (Fiskes, 2001).

Managing on-line safety issues such as fraudulent sign Managing on-line safety issues such as fraudulent sign on, identity theft or internet stalking (Strange & on, identity theft or internet stalking (Strange & Banning, 2001)Banning, 2001)

Working with software companies to create a well-Working with software companies to create a well-supported module (Olsen, 2002)supported module (Olsen, 2002)

Possible ChallengesPossible Challenges

Hopeful OutcomesHopeful Outcomes A stronger campus community through customized groups A stronger campus community through customized groups

and bulletin boardsand bulletin boards Communities are made up of people who come together with a Communities are made up of people who come together with a

shared purpose (Mieszkowski, 2000)shared purpose (Mieszkowski, 2000) A campus community more accessible to adult and A campus community more accessible to adult and

nontraditional students who may be utilizing e-learning nontraditional students who may be utilizing e-learning more than traditional age students (NetResults, 2001)more than traditional age students (NetResults, 2001)

Students more engaged in campus communities, learning Students more engaged in campus communities, learning environments and more knowledgeable of resourcesenvironments and more knowledgeable of resources

A more accessible resource to students, faculty, alumni, A more accessible resource to students, faculty, alumni, parents and prospective studentsparents and prospective students Linking the academic aspects of campus with student affairs Linking the academic aspects of campus with student affairs

entities in a user-friendly, more seamless way for students and entities in a user-friendly, more seamless way for students and faculty (Casile, 2004)faculty (Casile, 2004)

ReferencesReferences

Casile, L. (2004). Portal makes university more user friendly. Casile, L. (2004). Portal makes university more user friendly. Distance education report, 8(1), Distance education report, 8(1), 8.8.

Fickes, M. (2001). The power of portals. Fickes, M. (2001). The power of portals. College Planning & College Planning & ManagementManagement, , Feb.,Feb., 43-45. 43-45.

Johnson, K. (2001). A river runs through it: considerations and issued Johnson, K. (2001). A river runs through it: considerations and issued when evaluating student portals. when evaluating student portals. Studentaffairs on-line, 2 (1), Studentaffairs on-line, 2 (1), 1-3.1-3.

Mieszkowski, K. (2000). What does it take to build an online Mieszkowski, K. (2000). What does it take to build an online community? community? Fast Company, Sep., Fast Company, Sep., 369-375.369-375.

NetResults. (2001). Designing campus portals – From a student NetResults. (2001). Designing campus portals – From a student affairs perspective. affairs perspective. NetResults.NetResults.

Olsen, F. (2002). U. of Michigan Cancels Portal Project. Olsen, F. (2002). U. of Michigan Cancels Portal Project. Chronicle of Chronicle of higher education, 48(33), pA38, higher education, 48(33), pA38, 2/3p2/3p..

Strange, C. C., & Banning, J. H. (2001). Educating by design: Strange, C. C., & Banning, J. H. (2001). Educating by design: Creating campus learning environments that work. San Francisco: Creating campus learning environments that work. San Francisco: Jossey-Bass.Jossey-Bass.

T H E Journal. (2002). Profile: University of Washington’s T H E Journal. (2002). Profile: University of Washington’s MyUWClass Web Portal. MyUWClass Web Portal. T H E Journal, 30(2),T H E Journal, 30(2), 34. 34.

University of North Carolina, Chapel Hill. www.help.unc.eduUniversity of North Carolina, Chapel Hill. www.help.unc.edu

Thank you for your time and Thank you for your time and consideration.consideration.