UM Achieve Advisor Town Hall – October 26, 2017
UM Achieve Advisor Town Hall – October 26, 2017
Implementing Degree Audit Software
Before UM Achieve
The Present
Looking Forward
What is UM Achieve? U of M’s new online tool for analyzing degree progress
• Tracks student progress from admission to graduation.
• Creates degree audits by matching degree requirements to a
student’s registration and academic history, using information from
Banner.
• Verifies completed and missing requirements.
• Customized to each Faculty’s unique degree requirements and
approach to advising.
• Supports student persistence and academic success by helping
students stay on track.
• Available through JUMP.
• Calendar difficult to interpret
• Students may not realize
that their courses may fulfill
multiple requirements
• Students may think that a
course fulfills a requirement
but it doesn’t
Looking Back
• Staff and student confusion
about catalog term
• Student confusion about the
difference between
equivalents and mutually
exclusive
• Inconsistent application of
program requirements
depending on who a
student saw or did not see
Looking Back
Presentation to IST Town Hall Project Highlights:
• Take the time to create buy-in through consensus.
• Collaborative work takes longer but gets bigger results and
benefits.
• Teach each other.
• Be prepared for changes.
• New products will require changed practices.
• Teamwork across units.
DAIT
Faculty Advisors
Career Services and FYC
Encoding Team
Student Affairs
Change Manager
Degree Audit Implementation Team UM Achieve for Advisors
UM Achieve Update Highlights:
• 600 undergraduate programs built
• Fall 2015 to 2017 catalog terms
• Trained 125 employees
• 4242 audits run by students
• 1200 Mutex and Equivalent rules built
• 48 flags created to make curriculum rules work
• Launched to students on February 24, 2017
Programs Live in UM Achieve • Agricultural & Food Sciences
• Engineering
• Health Sciences
Medicine – Family Social Sciences,
Health Sciences/Studies
Dental Hygiene
Dentistry
Pharmacy
Medical Rehabilitation – Respiratory
Therapy
• Kinesiology & Recreation
Management
• Music
• School of Art
• University 1
• All minors
• Concentrations in programs that are
live
• Option in Aging
UM Achieve Progression
• Ready for go-live
• Testing programs
• Pending go-live
• In Consultation
• Update 2018 program
changes from Senate
Today … UM Achieve
• Consistent application of courses
to program requirements
• UM Achieve is easier to interpret
than the Calendar
• Students may run UM Achieve on
their own in preparation for
meeting with an advisor
• Transfer credit – fast and effortless
• Helpful with students interested in more than one
program within Faculty
• Allows more time to ask additional questions - to
find out more on student’s skills, interests, goals,
strengths
Ag and Food Sciences -- Prospective Students
• Promoted this past registration period to returning
and graduating students
• Encouraged graduating students to use after they
registered for their courses (Blue/Green? – YES!)
• More communication with our students – questions
after running UM Achieve
• Allows our office to complete Preliminary Grad
Checks faster and more efficiently – to catch
missing courses
• Final Grad Checks completed in half the time
Ag and Food Sciences -- Current Students
• Used at our Curriculum Committee Meetings –
Student Cases/Petitions
• Have Program Advisors using UM Achieve
• Finally one place that lists all of the Minors and
their requirements; seeing an increase in Minors
declared.
• Future uses? Checking to see if UM Achieve can
be used to help with other processes, records, etc.
(Written/Math requirements with Batches;
Articulation agreement student records, etc.)
Ag and Food Sciences -- Other Uses
Engineering
• Preterm registration
check
• Grad checks
• Grad processing
Kinesiology and Rec Mgmt Timing of a new curriculum:
Encoding was completed but KRM
waited to release it…
• Went live after the application
deadline and summer registration
in order to give students and
summer session registrants
correct curriculum information
(to eliminate potential negative
impact)
• Returning students needed to use
the former curriculum – run 1690
(or earlier) audits
• Advanced entry (into year 2) =
change catalog term to prior year
to reflect former curriculum – run
1690 (or earlier) audits
• DE are under new curriculum
(1790 onwards) – run 1790 audits
Student-Focused Media
Highlights
• Tutorial videos on YouTube and the social media posts
• Print materials – 2 kinds of postcards
• Digital materials -- landing page banner, digital screens,
web button and mobile app banner
• UM Today coverage and internal communications
Caption:
Complete your degree audit today and take control of your academic
success. For more info, visit umanitoba.ca/umachieve
Caption:
Want to track your academic progress and explore degree paths? UM
Achieve is a new tool to help you do it. Visit umanitoba.ca/umachieve for
more info
Other Changes and Uses
• Additional Faculties are using the
online declaration for Major,
Minor and Concentration so that
program information is up-to-date
and degree audit can be run on
the student’s program without
having to do a What-If
• Faculties are reviewing
inconsistencies in Calendar and
submitting changes/clarifications
to Senate
Changing Practice How could change be reinforced once UM Achieve is implemented
in daily advising practices? (June 9, 2016)
SUPPORT
• Continued support after implementation.
• A coach or RO staffer that will work on changes once UM achieve
implemented?
• A contact person to answer any questions during peak times. Individual
Faculty presentations (more specific and applicable).
• Perhaps sending out some weekly tips once UM Achieve is
implemented for ideas on how to implement it. Or scenarios where it
should start being used.
Changing Practice How could change be reinforced once UM Achieve is implemented
in daily advising practices? (June 9, 2016)
STUDENT USE
• If the system works well it will act as its own reinforcement.
• Students will speed up change because they will want to discuss the
audits with advisors. Grad checks are a great place to start "matching"
results with INB.
• Benefit to students and the ability to truly engage in developmental
advising (increase in job satisfaction) will be reinforcement.
• I think students will be the strongest reinforcers as they will come into
advising sessions with knowledge of this system already, and we will be
expected to be familiar with it and be capable of using it in our
discussions.
Changing Practice
• Reinforce use by having students use it --
student numbers are high for what-ifs for
programs under construction
• Program update – UM Achieve
• Discoveries ahead – other creative uses will
emerge!
The Future
Students running audits by
academic cycle • By academic terms
• By events such as registration, admission and
orientation, by reminders…
190
158
104
73
122 135 136
121
52 60
66 78
59
85 72
115
160
263
61
101
39
73 68
315
115 105
0
50
100
150
200
250
300
350
21-Mar-17 21-Apr-17 21-May-17 21-Jun-17 21-Jul-17 21-Aug-17
Total Student Runs - March 21st to September 19th
190
158
104
73
122 135 136
121
52 60
66 78
59
85 72
115
160
263
61
101
39
73 68
315
115 105 105
71
51
29
61 64 74
62
27 21
27 35
27 31 34 37
67
120
21
44
13
40 28
100
48 56
0
50
100
150
200
250
300
350
21-Mar-17 21-Apr-17 21-May-17 21-Jun-17 21-Jul-17 21-Aug-17
Number of What-ifs within the Total Counts - March 21st to September 19th
Total Student runs Student What-ifs
Arts Total
31%
Envr Total
8%
Mgmt Total
9%
Science Total
49%
Other faculties
3%
Audits run by students that have an "Under Construction" message
March 21st to September 19th by Faculty (N = 419)
General
48% Major
34%
Honours
18%
General 92%
Advanced 1%
Honours 7%
0
50
100
150
200
250
300
350
400
450
500
550
600
650
What-if audits run by students on programs in UM Achieve March 21st to September 19th by Faculty
(Comparable to what "Preparing For" counts may be)
Samples from a Batch and
Reports
C – Complete
F – Complete, but
forced
I – Complete using in
progress
T – Text requirement
(info)
X – Requirement not
used
N – Not complete
Career Services
First Year Centre
Future Work
• Faculties may use batch
processing to determine how
many students need old courses
when curriculum changes
(transition planning)
• Integration of Aurora, UM
Achieve and Platinum Analytics
to better predict course demand
to aid in course scheduling
• ???
Questions? Comments?