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IT-Process-Functionality-List,-services-offered-by-IT---Woodbury-

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					TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 prospecting various 3 universities 4 B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How") (various ways including the institution's web site)

5 6 inquiring 7

Inquiring And Applying (various ways: campus visits, web marketing, publicizing sites, peer recommendations...) the institution virtual campus visit via institution's web site viewing all catalogue information on line (class, school, and department descriptions) submitting via the Internet submitting via paper form or phone documenting the inquiry call specifying WU at time of taking capturing the inquiry ACT/SAT tests

8 applying for admittance submitting via the Internet (IQ Web) (all applicants) 9 submitting via paper form 10 documenting the application and admitting. managing inquiry and applicant paperwork. checking authenticity of documents

manual entry via admissions module (PowerCampus) electronic upload of all inquiry data for Woodbury University (PowerCampus)

manual entry via admissions module (PowerCampus). paperwork is scanned for electronic storage and retrieval (third party system) manual process

11 applying for admittance (international applicants) 12 complying with government regulations concerning international students counseling

13 asking for assistance (all applicants) 14 asking for assistance (international 15 applicants) asking for assistance 16 (ADA applicants) via email, phone, in person

handling international student special needs the ADA applicant asks Woodbury for specific assistance handling ADA special requirements

entering SEVIS info directly into online government system or passed electronically (PowerCampus, fsaATLAS) access all inquiry, applicant, financial aid, and transfer credit data online; record counseling notes. (PowerCampus) manual process

manual process

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 17 applying for financial aid 18 19 knowing what financial 20 aid will be provided 21 attending student orientation 22 making housing, roommate, meal plan, decisions 23 manually submitted but electronic link could be explored with key 24 institutions knowing which courses viewed via the Internet (IQ Web) transferred 25 taking English, math, take an electronic placement test writing placement tests (Accuplacer) at a secured/authorized site 26 taking a computer skills 27 placement test taking an Information Literacy test 28 knowing what actions are requested of the student from staff 29 assessing placement test results take a computer based Information assessing results Literacy test that can be graded automatically actions which are the responsibility knowing what has been of the student are seen as part of communicated with a their online checklist (IQ Web) student take a computer skills test submitting transfer transcript determining which courses transferred maintaining the transfer policies and documenting which courses transferred assessing placement test results B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How")

Getting Financial Aid combination of paper and electronic managing the application paperwork is scanned for electronic forms depending on the source and paperwork storage and retrieval (third party type of aid (loan, grant, scholarship) system) assessing, packaging viewed online via the Internet (IQ notification of how much web) and when Getting Started physical visit but virtual visit could conducting the student also be provided (third party orientation program system/in-house developed) manually done but system could be managing residence used to automate (third party halls, cafeteria system) (PowerFaids) mailing

record attendance electronically (PowerCampus) system could be used to automate (third party system). Results stored in PowerCampus for billing purposes. Access to full/part time student status. transcripts could be scanned (if not electronically submitted) maintaining the articulation agreements/transfer policies and deciding which courses transferred (PowerCampus) import the results into a PC and then automate the manual placements based on test results (Accuplacer) manual assessment and placement deciding whether or not a student can pass out of CO105 making electronic notes of discussions, creating electronic actions, keeping a record of all email and paper correspondence (PowerCampus)

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 30 resolving stop list issues preventing registration 31 getting unofficial 32 transcript knowing important registration dates viewed online via the Internet (IQ Web) students know at all times what important calendar activities (class schedule, registration dates, etc.) are by looking at an online calendar (IQ Web). class requirements for all majors viewable online via the Internet (IQ Web). Degree audit online via the Internet (IQ Web) shows which classes taken and which remain. "What if" scenarios can be created on line showing which classes will count toward a changed degree (IQ Web). managing transcript detail B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How")

Getting Ready For Registration And Registering Each Term stop list with reason shown via the proactively help student stop list reports Internet (IQ Web) resolve stop list problem before it impedes them at Woodbury viewed online (PowerCampus) or via the Internet (IQ Web)

33 choosing classes

revising academic curricula as necessary due to accreditation, competition, new standards, or other influences

accreditation requirements and progress results maintained electronically (spreadsheet, MS Project, or third party system)

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deciding on which classes will be taught, who the instructor is, when held, where it will be taught deciding how it will be taught (classroom vs. distance learning vs. hybrid) section offerings (canceled, full, and preparing section, class open sections) online and offering lists searchable via the Internet (IQ Web) viewing all catalogue information on line (class, school, and department descriptions)

scheduling done electronically (PowerCampus)

standard distance learning system for WU

section, class offerings available online, updated real time.

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How")

mentoring, advising and Advising function is one of approving educating students how to figure out their own class schedules based upon the degree audit and other online tools available (IQ Web). Students are empowered and given the tools to choose their own classes. Advising for classes then becomes required only for freshmen and seniors seeking graduation, optional for all others. Advising available for difficult questions /exceptions and needy students. advisors ensure class co-req's are met and view student transcripts via IQ Web to verify class pre-req's have been met allowing a student in the deciding whether or not to allow class who needs registration. Notifying via email (IQ instructor permission Web). registering, add/drop initially done by advisors via the Internet (IQ Web), later by students above freshman status and not on probation issuing parking permit mailed or picked up in person

39

40 requesting instructor approval 41 registering, adding/dropping 42 online via the Internet (IQ Web) requesting online via the Internet (IQ Web)

getting a parking permit obtained as part of an existing process (or as offered as part of several processes to catch everyone), not an added burden to 43 the student to get. getting a picture ID obtained as part of an existing capturing picture process (or as offered as part of several processes to catch everyone), not an added burden to the student to get. Pictures accessible only by staff, faculty, and 44 security.

students, faculty, and adjunct pictures scanned for online access (PowerCampus and IQ Web).

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A B C Student Actions Faculty/ Staff Actions Student Actions ("How") ("What") 1 ("What") 2 45 Outside The Classroom communicating with decide on all data to be published everyone (pulling data) via the Internet and make it available (access to campus crime stats (CLERY), Woody's menu,…) 46 communicating with IQweb allows email between fellow fellow students - email classmates. 47 (push) communicating with campus wide student electronic fellow students - in forums for discussion, events, 48 general (pull) books, selling/buying … 49 campus blogging campus events calendar available 50 online communicating with online faculty directory - office faculty phone numbers, email addresses, 51 office hours communicating with online staff directory - phone staff numbers, email addresses, 52 department hours communicating to Pulse, wall postings 53 students participating in campus campus activities and opportunities documenting activities for participation are viewable online participation via the Internet (Institution web site) 54 establishing student student organizations are registered 55 organizations and renewed online reserving facilities online reservations (rooms and associated equipment) 56 if necessary, undergo (manual, off line to ensure privacy) managing the judicial 57 the judicial process process if necessary, seek help (manual, off line to ensure privacy) managing health and for health issues and well being 58 problems if needed, getting take Plato "courses" providing remedial 59 remedial learning help learning/ tutoring help track student success following remediation 60 if needed, getting help with failing or difficult 61 classes seek supplemental instruction from providing supplemental the Learning Center instruction and tutoring help

revised 12/05/2006

D Faculty/ Staff Actions ("How") Woodbury web site redesign

getting/giving adjunct faculty email addresses and making them readily available

facilitating campus group web sites documented who participated in which organizations, when, and in what position (PowerCampus)

(manual, off line) (manual, off line)

assess PLATO results and take action based on results talk to their instructors to assess performance during the semester before final grades, view later grades via IQ Web provide help based on need

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A B Student Actions Student Actions ("How") 1 ("What") 2 being satisfied with the provide electronic, written, and/or institution experience verbal feedback (survey software, electronic feedback) C Faculty/ Staff Actions ("What") understanding student expectations and satisfaction on a realtime basis and taking proactive corrective action instead of reacting retention intervention/ assessment

revised 12/05/2006

D Faculty/ Staff Actions ("How") in addition to direct contact provide easy electronic ways to gather satisfaction data points at various times throughout the year

62 deciding to leave the institution if deciding to leave, complete exit interview (standard form) if deciding to leave, manual input, pull relevant information (e.g. gpa in high school, community college, etc., financial need, etc). Attempt to conduct an exit interview prior to satisfying any transcript requests.

63 New Woody's presentations 64 requesting address/ 65 email changes one card key system 66 67 audio/visual equipment is suitable to meet student needs in New Woody's enter via the Internet (IQ Web) audio/visual equipment is suitable to meet faculty/staff needs in New Woody's

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69 70 71

one key system for Woody's, copying/printing on campus, access to labs, student ID card Billing And Paying getting bill all billable data (tuition, insurance, prepare billing etc.) viewable online via the Internet assessments for each (IQ Web) type of student paying in person or using credit card online accept payments by via the Internet (IQ Web) cash, check, or credit card knowing tuition balance online via the Internet (IQ Web) providing balance due One Stop Support For All Of The Above within the enrollment services answering student departments (Admissions, Financial questions, resolving Aid, and the Business Office), problems Student Affairs, and within the Academic Affairs departments, student information of a non private nature is readily available so students do not have to always go to multiple departments to seek help or information.

(PowerCampus Billing)

(PowerCampus Cash Receipts)

(PowerCampus Billing)

getting help with the fewest stops possible

student information of a non private nature is readily available electronically (PowerCampus) and departments are organized and prepared to support basic cross department questions

72

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 73 understanding what each course is all about and what is expected of the student 74 knowing what books 75 are required purchasing books and 76 class materials getting books and materials (Interlibrary 77 loan) checking out books/ materials from the 78 library using library online resources 79 after registering but before the first class, knowing a class has been canceled or 80 changed after registering but after the first class, knowing a class has been canceled or 81 changed taking classes B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How") posting class syllabus electronically (IQ Web)

Classes And Instruction course syllabus viewed online via preparing course the Internet (IQ Web) syllabus

viewed online via the Internet ordered online via bookstore or in bookstore ordered online

deciding on course listing required books and course books and materials materials online via the Internet managing the bookstore

student status passed to the library system to automatically validate student enrollment. getting online information via library resources checked via the Internet (IQ Web) before going to class

determining who is enrolled administering library online resources and access knowing when classes have been canceled or changed

check via PowerCampus

informing students about what is available and how to get it Academic Affairs sends out email to effected students

checked via the Internet (IQ Web) before going to class

knowing when classes have been canceled or changed

instructor sends out email to effected students

able to participate in course based forums/discussions

managing course faculty members introducing forum/discussion groups classroom forums/discussion groups to their students and walking them through how to use them ensuring students meet all co-reqs and pre-reqs instructors ensure class co-req's are met and view student transcripts via IQ Web to verify class pre-req's have been met (this verifies that the advisor has done their job) keeping daily attendance electronically. After end of add drop period, grade of W by the registrar indicates withdrawn. Follow up with all others not attending to discover why and what action can be taken to

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84 taking classes - in course materials are electronic for delivering course content delivered in person 85 person viewing via the Internet (IQ Web). LEGEND: shading = not yet available Page 7 of 11 e3cc52b9-2de0-4c0f-a846-ab8c1c241acb.xls dotted lines = in work

TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How") various configurations of "smart" classrooms are available based on classroom need. All classrooms have a projector and screen.

classrooms are or can be classroom facilities configured to optimize the learning experience and have the technical facilities needed for classroom instruction for each class (projector, smart boards for electronic capture/distribution of board notes, instructor workstation, student workstations…) labs have a sufficient number of non classroom hours open to allow completion of homework wireless works in all classrooms and studios distance leaning classes are available classrooms between San Diego, Hollywood, and Burbank are linked. Some classrooms WITHIN Burbank are linked In person classes are recorded for later viewing (third party system). computer labs have Internet access and the hardware, software, and printers to accomplish homework assignments

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87 wireless capability 88 taking classes 89 remotely taking classes videoconferencing 90 taking ("reviewing") 91 classes after the fact doing homework

distance learning system standardize on a system (Web CT, Blackboard, etc.) delivering course content delivered via video conferencing

delivering course content In person classes recorded for later viewing. computer standards software is standardized across departments to the degree it can be (one package satisfying a need instead of two) are sufficient to meet student changing needs across time number of labs and number of workstations and number of hours open accepting homework electronically number of labs and number of workstations and number of hours open meet student needs electronic assignments are prepared and described online (IQ Web). Assignments are screened for plagiarism (Turnitin) electronic tests are prepared.

92 computer labs have the capacity (equipment and hours) to allow the work to be done 93 turning in homework all coursework that lends itself to being electronic is submitted electronically (IQ Web) all tests are taken electronically (Question Mark's Perception). Labs or specifically targeted electronic or portable classrooms are used for electronic testing so it does not necessarily have to be done in every classroom nor take up class time.

94 taking tests design electronic tests. The electronic data is used to measure learning outcomes for accreditation and other progress measurement needs.

95

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A B Student Actions Student Actions ("How") 1 ("What") 2 saving key coursework key coursework is saved in an electronic portfolio for work throughout the student's time at the university (iwebfolio). Students "own" the contents and take it with 96 them when they leave. getting quality instruction 97 providing instructor feedback written feedback given for all course instructor feedback instructors via an anonymous Internet based system. Feedback opportunities occur throughout the term, not just at the end. stop list with reason shown via the internet (IQ Web). C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How")

evaluating portfolio work portfolios can electronically be evaluated and/or graded (iwebfolio)

assessing faculty performance

instructors have an electronic teaching portfolio used to monitor performance and as a basis for promotion instructor feedback summarized by instructor. Summary and detailed feedback passed to instructor.

98 resolving stop list issues preventing the release of grades 99 getting grades 100 Grades are not printed unless done by the student via the Internet (IQ Web). Results of electronically graded tests are immediately available to the student via the Internet (Question Mark's Perception). Grades selectively printed based on parent's request, walkup request… electronic tests are electronically scored, automatically graded, and placed in the instructor's electronic grade book (IQ Web). Grades from external distance learning systems are electronically moved to the instructor's electronic grade book (IQ Web). determining honors and probation and notifying student honors/probation automatically calculated. Probation selectively adjusted. Honors/probation emailed and/or mailed to students. grades can be viewed online via the grading Internet (IQ Web). Manually calculated grades are entered online by faculty (IQ Web). proactively help student stop list reports resolve stop list problem before it impedes them at Woodbury

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102 knowing honors and probation receive email.

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 104 requesting graduating assessment and to walk at the graduation ceremony B Student Actions ("How") C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How") electronic degree audit (IQ Web) is used as the basis but manually verified and approved by the Registrar's office. Who walks is determined based upon assuming a passing grade in the final term's enrolled classes. Official graduation is based upon receipt of grades from final term. when grades turned in, all non passing grades are found for graduating seniors and the diplomas pulled. mailed

105 graduating diploma

Graduating the student (or advisor in determining who conjunction with the student) uses graduates and who the online degree audit (IQ Web) walks at the graduation system to verify all classes have ceremony been taken or are enrolled in to complete all graduation requirements. The student uses this information to request graduation assessment. diplomas printed on site in advance determining who gets a (third party system) and handed out diploma at graduation to all those whose graduation can be verified. requested online via the Internet (IQ delivering official Web) and paid via credit card transcript Institution And Departmental Accreditation institution-wide

106 requesting official 107 transcript 108

all accreditation relevant data is available online via the Internet and maintained on an ongoing basis

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115 116 117 118 Technology Lab locations, hours, configurations, and inventory are online for viewing 119

departmental Getting The Student Successfully Out Into The Working World And Keeping Them Engaged getting a job (various online tools) assisting in getting a job Woodbury Online community provides a module to access job posting, provide business card trade and mentoring information. students have their own electronic attracting quality provide adjuncts with eportfolio portfolio that they can grant access adjuncts capability to by potential employers participating as an (various online "hooks") keeping alumnus Woodbury online community. alumnus engaged, connected with Provide a portal for alumni to access the institution from both old friends, professors, get the latest an interest and financial news on campus. perspective www.woodburyalumni.com. alumni records maintaining records on Blackbaud Raisers Edge is used to an ongoing bases maintain the records of alumni. Admin/Academic Support Services For All Of The Above Facilities/Security Facilities inventory (rooms available for teaching and their configuration) are available online. HR Finance/Payroll Org charts, department Budget performance is available responsibilities/ services, online on demand (Great Plains). and procedures for obtaining services are online.

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TECHNOLOGY TO BEST SUPPORT OUR STUDENTS, FACULTY, and STAFF
A Student Actions 1 ("What") 2 120 121 122 123 124 125 126 127 B Student Actions ("How") Maintenance requests and status are automated and online (third party system). Security services and timetables are available online. C Faculty/ Staff Actions ("What")

revised 12/05/2006

D Faculty/ Staff Actions ("How")

Communicating With Parents during inquiry during application as a student as an alumni

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Description: IT-Process-Functionality-List,-services-offered-by-IT---Woodbury-