5.5 Slow and Steady Wins the Race: Our Retention Implementation Story
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Skagit Valley College implemented TargetX to improve student retention. Their goals were to create a central location for advising data, enable proactive communication with students, and track retention initiatives. They prepared by mapping out needed data, involving stakeholders, and managing expectations. An initial pilot was successful, increasing retention rates. Ongoing goals include expanding training, integrating additional data sources, and using reports for accountability. The presentation emphasized preparation, communication, and continuous improvement focused on student success.
5.5 Slow and Steady Wins the Race: Our Retention Implementation Story
- 1. #TargetXSummit Slow and Steady Wins the Race: Our Retention Implementation Story Jenny Veltri Skagit Valley College
- 2. About Skagit Valley College (SVC) ● Community college focused on retention and student success ● Federal Title III Grant – Strengthening Institutions ● Involved in implementing Guided Pathways
- 3. TargetX Setup ● Prospect, Application, Retention ● College-wide initiative: staff/faculty advisors, student services departments ● Supportive administration ● Great implementation team
- 4. Planning to Implement Retention? ● Identify Goals – Big Picture and Short Term ● Prepare – Data and People ● Training – Create Buzz and Buy-in ● Results and Continuous Improvement!
- 5. #TargetXSummit We All Have Issues ● No smooth, consistent advising process ● Students ping ponging around to different offices ● No way to know advising history or who else they have talked to ● Advising without all the needed information ● Very little proactive communication
- 6. What Are Your Goals? Big Picture! ● One place to look for data necessary to advise a student ● Easy interface for staff and faculty advisors ● Integrated with other technology we currently have ● Proactive communication with students through email, phone, and text ● Tracking initiatives and reporting capability
- 7. #TargetXSummit Break It Down: Year 1 Goals Short Term Goals: ● Set it up! Data mapping and layout ● Incorporate SVC Early Alert System and Educational Planning Tool ● Raise awareness about TargetX - new “Advising Tool” ● Train staff and faculty in TargetX and gather feedback for improvements
- 8. Spring 2017 Admission Module Application Supplement Application Process Emails Event RSVP Begin Data Mapping for Retention Summer 2017 Retention Setup Finalize Data Mapping for Retention Module Notes & Early Alert Function Education Plan Tool Train Advising Group Fall 2017 Advising Pilot Pilot - CSS 103, Counselors, Navigators, Faculty Opt ins Introduce TargetX and plan to faculty Early Alert in TargetX Collect Feedback and Refine Processes Winter 2018 Train and Integrate Open Trainings for Faculty Habit-Building and Reports Using TargetX Communication flow based on advising policy Introduction of Education Plan Tool Spring 2018 Train and Integrate Additional Trainings for Faculty Pilot Group Involved in Training Map and Import Financial Aid Information Integration of TargetX data with Tableau
- 9. #TargetXSummit Preparation: DATA WHAT data do we want? Affects student information ● Anything related to advising a student: advising notes, application, unofficial transcript, financial aid, early alert information, education plan ● Big picture when it comes to data integration - integrating other programs in TargetX may affect your choices
- 10. #TargetXSummit Preparation: DATA WHERE should it go? Affects reporting and view ● Primary data from SMS – hierarchies, objects
- 11. #TargetXSummit Preparation: DATA HOW are people going to see this? Affects usability ● Familiarity ● TargetX CRM vs. Student Success Center interface ● Cleaning up the view
- 13. #TargetXSummit Preparation: DATA WHO helps us decide? Affects buy-in ● Example: organizing advising notes ● Down the line: training and responsiveness
- 14. #TargetXSummit Preparation: PEOPLE Communicate – early, widely, briefly, simply, and often! ● Project plan to administration, campus ● Regular college-wide email communication ● President’s meetings ● Committee and department meetings
- 15. #TargetXSummit Preparation: PEOPLE Involve as many people as possible - when appropriate, in practical pieces ● Administration in goal setting and big picture ● Front line staff for projects – organizing categories, defining codes
- 16. #TargetXSummit Preparation: PEOPLE Manage expectations – don’t assume they know how CRM works! ● The ultimate savior ● The ultimate downfall of humanity ● Not plug-and-play ● Will be multiple phases, will continue to evolve/improve ● Automation less people
- 17. #TargetXSummit Preparation: PEOPLE Find champions – people who are excited about the work ● Administrators, staff, faculty ● Spend the time ● Salesforce! ● Creates future powerusers, sustainability
- 18. Roll Out and Training ● What is it really? Advising! Kept people in who fear tech ● Phased approach Core first; more controlled and opportunity to correct ● Training = fun! Big Picture, giveaways, general and department specific ● Personalized views ● Responsive to feedback
- 19. Challenges ● Data issues and timing ● Scheduling training with faculty ● Advising emails
- 20. #TargetXSummit Results…So Far 108 people trained in TargetX retention! Student retention is increasing Many initiatives happening, but breaking out First Quarter Experience: ● Fall start retained to next quarter: 82% in 2016, 85% in 2017 ● Fall start retained two quarters later: 68% in 2016, 75% in 2017 Tracking the work ● Calling campaign – 57 AFTE ● Advising email – 25% greater open rate
- 21. #TargetXSummit Year 2 Goals ● More training – staff/faculty in TargetX and gather feedback for improvements ● Further integration with Student Services departments – tracking involvement ● Explore bringing in data from Canvas (LMS) for Early Alert ● Building out texting – one-to-one, event, and group functionality ● Accountability – utilizing reports and TargetX data to inform action
- 22. #TargetXSummit Take It Home ● Identify goals and let them prioritize work ● Create a project plan/timeline – be realistic yet generous with estimations ● Think through the data – where it lives, how it’s viewed ● Communicate and manage expectations ● Get people involved! ● Make training personal and engaging ● Patience – in timing and with people
- 23. It’s About the Students!
- 24. #TargetXSummit Questions? Jenny Veltri Skagit Valley College jennifer.veltri@skagit.edu Thanks for Coming!