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Lean Cell Advising Model

Lean Cell Advising ModelNACADA 39th Annual ConferenceLas Vegas, Nevada

Lead Presenter, Jana Jacobs, Associate Director of Advising Jana@ou.edu Co-Presenter, Brandon Crow, Senior Academic Counselor

Image used with permission from http://www.squarewheels.com1AbstractA solid advising process for STEM (Science, Technology, Engineering, and Math) and other fields is critical for student academic success and effective mentoring; however, it can also be very time and labor intensive. The core idea of the Lean Cell Advising Model is to maximize the quality and efficiency of the advising experience, while minimizing errors and wasted time.

Our model involves a blend of individual & group advising techniques, making it possible to advise over 75% of your students within 6-12 hours of total sessions (spaced out over 3-5 days). These are based on advising totals between 200-700 in a college of over 2700 undergraduates. Although originally created for engineering majors, it can and has easily been adapted for other disciplines.ObjectivesAs a result of this presentation, participants will be able to:Define the core idea of the Lean Cell Advising Model.Identify the benefits of Lean Cells in the advising process.Outline the process of creating a model that is suitable for their advising needs.Identify areas of wasted time and areas of value within the advising process.Design a more flexible advising process.What is Lean?What is Lean?Maximizing value with fewer resources.Speed &efficiency with minimal waste & error.

What is a Lean Cell?A process that creates continuous flow via:Organization (5S)Standardization (5S)Eliminating forms of wasteEnhanced TeamworkReliabilityAnd Increased Satisfaction

Some Terms:Throughput-The rate of work (students/hours)Flow time- Average time to advise each studentBottlenecks- A point of congestion; lack of faculty & staff availability can affect throughput.

University and College Numbers

The University of Oklahoma is a coeducational public research university located in Norman, Oklahoma. 28,966 enrollment as of 20152,450 undergraduate students (1918 men/532 women) in the College of Engineering.*Organized into 6 schools with each consisting of one or more programs.ABET accreditationBoth Faculty and Central College Advisors are assigned to each student.Lean Cell Advising started 2007.

*Based on 2013-2014 academic year fact book.

Expected Advising PercentagesLean Cell Advising ModelThe BasicsLean Cell Advising Model3-5 days of Lean Cell sessions from 2-3 hours eachFaculty, College Advisors, and Departmental Staff present as standard.Process:Departments email students the session times/dates approx. two weeks in advance.4-8 faculty present in one large space to advise; 2-4 college advisors present Students attend session (first come-first serve);Students may see the first available faculty member or wait for a specific faculty memberStudents are required to complete a FLOWCHART before advising session.After faculty advising, student visits with college advisor to review advising notes, any potential enrollment issues, and remove holds

Visual Setup of SessionLean Cell Advising ModelView a Lean Cell Advising Session

Students check-in with Staff to verify that a flowchart has been completed (or other requested advising materials) indicating completed and planned courses.Student meets with Faculty Advisor for semester advising. Advising notes uploaded to online audit system.Before leaving session, meet with College Advisor to remove any holds and review advising notes.

***Additional staff may be present to meet with students (i.e. Pre-Law, Pre-Med, Honors Advisors, etc.)

Advising Tools: Flowcharts

Advising Tools: Online Audit ToolAdvising notes are entered into an online advising and degree audit tool that allows students to track their progress towards a particular degree.

A similar audit tool would be necessary for faculty advisors to view completed coursework and provide semester advising notes.Lean Cell Advising ModelSchool of Civil Engineering and Environmental ScienceLean Cell Advising session for spring 2015 enrollment:

232 total students to be advised in 4 major programs.195 students advised84% advised during 6-hours total of Lean Cell: Days 1-3 (89/51/55)~6 Faculty present per session. 3 sessions at 2-hours each (6 hours total)Throughput Averages32.5 students were advised per hour195 students/6 hoursAdvising Flow TimeOn average, one student was advised every 11 minutes during the 6-hour total session.32.5/6 faculty=5.42 students advised each hour/per faculty60 minutes/5.42= 11.07 minutes per student

Lean Cell Advising session fall 2015 enrollment:

217 total students to be advised in 4 major programs.173 students advised80% advised during 6-hours total of Lean Cell: Days 1-3 (72/41/60)~6 Faculty present per session. 3 sessions at 2-hours each (6 hours total)Throughput Averages29 students were advised per hour173 students/ 6hoursAdvising Flow TimeOn average, one student was advised every 12 minutes during the 6-hour total session.29/6 faculty=4..8 students advised each hour/per faculty60 minutes/4.8= 12.5 minutes per student

77/43/8411Lean Cell Advising ModelSchool of Civil Engineering and Environmental ScienceRealized Benefits of the Lean Cell Advising ModelCreates learning communities that contribute to retention.Encourages student and faculty understanding of degree requirements.Promotes positives of both the individual & group advising experience.Improved faculty, departmental staff, student, and advisor interaction.Reduction in potential advising errors.Efficient for faculty/advisors/students.Creates continuous flow & standardization.Allows for early detection of enrollment issues.

Addressing Potential Concerns and Ongoing Improvements

BottlenecksLack of faculty and college advisors can cause congestion and backups during advising sessions.Possible solution: Weve incorporated an online sign up for 30-minute time slots (15-25 student limits), which keep student flow more even. Privacy/ConfidentialityOnly student and faculty advising combos allowed into the advising room. Other students wait in another area. Students that have concerns can schedule an additional appointment to discuss sensitive issues.Advising Space/ComputersCan be a room with laptops in the department or a larger reserved space in the universityFaculty/Staff AvailabilityNumbers will depend on student population numbers to be advised.Faculty and Student Buy-InPresentation to facultyInitial Lean Cell Advising sessions with surveys

Student SatisfactionLean Cell Advising Model*based on fall 2015 survey from School of AME