Presentation from Salesforce.org Higher Ed Summit 2018 by: Nadia Kaminski, Manager of Academic Success Coaches, and Laura Kite, Assistant Dean for Student Affairs, University of Wisconsin-Extension. Student Information Systems (SIS) have been available for a number of years and have been deployed by colleges and universities as a means of managing the student lifecycle as defined by traditional higher education - essentially time-based activities (application, admission, registration, semester-based enrollment, graduation) based on an academic calendar. However, these SIS' tend not to work for a new model of higher education - Competency-Based Education (CBE) - where the student lifecycle is led by the student themselves. THE CBE model lends itself to a new way of thinking about SIS functionality - where subscription periods can be treated as sales opportunities - where the student advisor's task is to help the student purchase the best options that meet the expectations of the student’s academic path. With this new mindset the University of Wisconsin-Extension undertook a software implementation (the Student Engagement System - SES) that reconsidered the student lifecycle as a series of sales opportunities - and then established these opportunities into Salesforce - a Customer Relationship Management (CRM) enterprise platform. We believe that, while extending the Salesforce platform to achieve this mindset is not alone innovative, the re-engineering of business processes in the student life cycle as sales opportunities certainly is. Watch a recording of this presentation: https://youtu.be/1fNiyYxKg3U

1. Opportunity Knocks on
the Student Life Cycle
Nadia Kaminski, Manager of Academic Success Coaches
Laura Kite, Assistant Dean for Student Affairs
University of Wisconsin-Extension

2. Session Overview
1. Provide an understanding of how UWEX has reimagined the SIS
2. Demonstrate how subscription periods (terms) are opportunities to
support students and keep them engaged on their academic path

3. University of Wisconsin System
26 Campuses
• 13 four-year universities ( 2 Doctoral)
• 13 two-year colleges
UW-Extension
• Statewide, non-degree granting until 2015
• Continuing Education, Outreach and E-Learning
UW System 2018-19 Restructuring
• 13 four-year universities with branch campuses
• UW-Extension to be aligned under UW System
175,000 students

4. UW Flexible Option Launched January 2014
• Board of Regents authorized UW-Extension with degree granting authority in December 2015
Self-Paced, Online Degree and Certificate Program
• Focus on learning, not class time. Learners demonstrate mastery
of a skill or competency and progress at their own pace.
Subscription Periods
• Twelve 3-month subscription periods aimed at serving adult and non-traditional learners
• Students are able “pause” and “resume” subscription periods based on life circumstances
• Competencies organized in groupings similar to traditional courses
• Business Administration program is project based (39 projects with 116 competencies)
Competency Based Education

5. UW Flexible Option Program Offerings
Degree Completion Programs
● Associate of Arts and Science (UW Colleges)
● Bachelor of Science in Nursing, RN to BSN completion (UW-Milwaukee)
● Bachelor of Science in Biomedical Sciences Diagnostic Imaging degree completion (UW-Milwaukee)
● Bachelor of Science in Information Science and Technology degree completion (UW-Milwaukee)
● Bachelor of Science in Business Administration degree completion (UW-Extension)
Certificate Programs
● Business and Technical Communications (UW-Milwaukee)
● Project Management (UW-Parkside)
● Substance Use Disorders Counselor (UW-Madison)

6. Definition of Key Terms
Student Engagement System
• System of record used by UW-Extension staff to mange both student and academic records
Subscription Period
• Three month cycle: the learner subscribes and renews every three months. Able to “pause” & “resume”
Competency Sets/Projects
• Competency Sets: Competencies organized in groupings of credit equiv. similar to courses
• Projects: UWEX BSBA degree – 39 Projects, 116 competencies; assigned credit equiv. similar to courses
Academic Plan of Study (APS)
• Road map to graduation – created in the student portal and requires advisor approval each SP
• APS is created in the portal, but becomes a Student Degree Plans (SDP) in Salesforce

7. Vision of the UW-Extension Student Engagement System
• Student Centric
• Flexible & Interchangeable
• Umbrella to multiple apps
• End-to-end Student Lifecycle management
• Leverage data for informed decision-making
• 360° view

8. Different – How?
• Focused on the student experience - not data management
• Covers the entire student lifecycle
• Based on a service-delivery model
• lead->student>opportunity>happy student->repeat student
• Allows for flexible points of entry (function and role) by the student/staff member
• Cloud-based (agility)
• Modern architecture opens doors for more/simplified integrations
SES vs Traditional SIS

9. How we use the SES
Supporting Students

10. Academic Success Coaches
Screen Shot Views of the System

11. Role of Academic Success Coaches
Academic
Planning
Individualized
Learning Plan
Study
Strategies
Systems
and
Process
Support
Life
Coaching
Academic
Content
Support
Student
Success

12. Academic Success Coaching SES Homepage

13. Academic Success Coaching – Stages of Opportunities
Stages
• Academic Planning
• Eligible to Register
Opportunity Continues
• Academic Plan completed and confirmed
Opportunity Closes
• Cancellation
• No show

14. Transfer Credit Evaluation

15. Transfer Credit Evaluation – Detailed View

16. Reviewing “Course Connections”

17. Academic Plan of Study (“SDP”)

18. APS Approval

19. Academic Planning to Registration

20. ASC Student Caseload Management (Monthly Starts)

21. Manager – ASC Student Caseload Management

22. Case Management by Issue/Request Type

23. Our Student Portal

24. Student Portal – Self Service (“My UW-Ex”)

25. Student Self Service -“To Do List”

26. Student Self Service – “My Academic Record”

27. Student Self Service – “My Academic Plan”

28. Student Portal – Self Service Register

29. Student Self Service – “My Requests”

30. “How do we use this data to inform the
bigger picture?

31. Predictive Modeling
Predict future demand
• Scaling for faculty, ASC’s and other supports
Anticipate graduation dates
• Supports predicting how many new students we will need to add to reach targets
Using Student Degree Plan Data

32. Course Level Report
Anticipated Registration Data

33. Predicted Graduation Report
Calculated and Expected
PROGRAM
ENROLLMENT
ID
CONTA
CT
ADMISSION
DATE
START
DATE
CALCULATED
GRADUATION
DATE
EXPECTED
GRADUATIO
N
SDP STATUS SDP STATUS
DATE
PE-0061 2/22/2018 4/2/2018 3/31/2021 ASC
Approved
3/6/2018
PE-0059 2/20/2018 4/2/2018 3/31/2021 ASC
Approved
3/5/2018
PE-0057 2/15/2018 4/2/2018 3/31/2021 ASC
Approved
3/1/2018
PE-0056 2/13/2018 4/2/2018 3/31/2021 ASC
Approved
3/12/2018
PE-0051 1/30/2018 3/2/2018 2/28/2021 ASC
Approved
2/26/2018
PE-0049 1/11/2018 3/2/2018 2/28/2021 ASC
Approved
2/15/2018
PE-0048 12/27/2017 2/2/2018 1/31/2021 ASC
Approved
1/11/2018
PE-0047 12/27/2017 2/2/2018 1/31/2021 ASC
Approved
1/26/2018

34. Want to Learn More?
Academic Planning and Registration for Student Success
When: Thursday @ 10:15
Where: Woodrow Wilson C
Session on Thursday with Dan Kellogg, our Registrar

36. Nadia Kaminski
nadia.kaminski@uwex.edu
Laura Kite
laura.kite@uwex.edu