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?