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Training Summit: Add/Drop Run of Show training

Aug. 12 Schedules published

Aug. 25 Student Arrivals

Sept. 1 Add/Drop Begins

Paige in PRG/LHR

Sara in ARG

Maren in PRG/LHR

Chris Lappe LHR/SVQ

Andrew Dunkle SVQ

Sept. 8-10 Census

Sept. 11 Census Send

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Color legend added to the tool

Added a confirm button after selecting approve/deny request

Make course titles more viewable: removed location, semester, and abbreviated titles

Surfaced the number of course hours in a day at the top of the schedule calendar view

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Maintain the lock feature, but allow other staff members to have view access to requests

Prevent students from submitting drop requests for corequisite courses

Differentiate colors for drop requests vs bordering courses with time conflicts vs escalated requests on the schedule view

Resolve issues related to lecture/lab requirements

Block students from requesting 18 credits without UNewHaven approval

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Increase visibility of site-specific requests to more staff (not edit access)

Improve layout for laptop screens

Improved escalation process

Functionality to escalate any request

Add an escalation button for SSAs to open a SF case

Automate opening a case for “Denied” requests

Address travel time logic between classrooms/buildings

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Add/Drop Management Tool

Student experience

Student Success/Academics collaboration - what worked well, global support from AAHQ/Tech

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I know this is on the wish list but it would be so helpful to have a waitlist feature.

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Chris and Andrew were very, very responsive during the week, even deploying improvements, not just bug fixes, in real time

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Ideally a student would receive an email confirming the requests they submitted, so there is a record.

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When a case gets escalated, having more information about the student's other classes would be helpful.

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Let’s say we have 24 students enrolled in ENGL 2232. If one student submits an add request through MyVerto, does that pending request block other students from also submitting an add request?

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Every time you enter on a student in SF the student gets blocked, it would be better if the student wouldn't get blocked but instead in the student's page to have somewhere written something as "X" is online in this page.

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A minor thing - we let the student drop a 3credit course and add a 4credit one, the tool never highlighted the student is at 18 credits and we should ask UNewHaven for approval

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It was difficult to navigate courses that have more sections - e.g. 10 for Academic Writing - we had to work with a Google Sheet chart to double check the times of sections. It would be great to have a special view just for that course.

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Students able to add courses they should not be able to.

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We had to manually override any student's schedule that had a lab component which was very time consuming and inefficient

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Unclear communication about changes in SF impacting Canvas enrollment

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Unclear communication about changes in SF impacting Canvas enrollment

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It would be beneficial to add an automated escalated request for students wanting to drop ENGL while enrolled in BUSA.

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Did my 10k the whole week while running from one SSA to another

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This made such a big difference and helped with the efficiency of processing add/drops.

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maybe color code the days to improve visibility

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When compared to last fall our work was more effective.

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Big thanks for Mike for fast responses to escalations!

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This was a really great resource! Thank you for putting it together, Israel.

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SSA helped ADAM and AcaOp in solving the escalation issues smoothly, the collaboration between the two departments was crucial.

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Distribution of responsibilities across new team structure

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Distribution of responsibilities across new team structure

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The first year for some sites sharing these kinds of responsibilities. Some hiccups, but on the whole pretty good

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Great Improvement.

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This helped students get a better understanding of what they needed to do. It helped for schools like IU.

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having the student info at the top was excellent. next step, link the CReg guide directly into the Add/Drop tool ;-)

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For 18+credits. Extremely fast. Thank you, Steven.

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We ran office hours the Friday before add/drop week to talk through potential changes with students and set expectations. Also - having our SSAs be responsible for 4-6 Channel schools helped to cut down confusion on matriculation requirements

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More detailed eligibility and approval reasoning is good for helping support us when we examine why we made specific decisions

We've further refined the data that we capture at Census, and this will help support external reporting in the future

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massively easier to train SSAs to speak to students. We kept the requests coming through Care Teams and this worked well because SSAs got to know the students more

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more detailed eligibility data = more detailed audit

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more detailed eligibility data = more detailed audit

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While it is great we had this data, it meant that there was much more to consult than just checking to see if students had the right score and combination of co/pre-reqs

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While this was just a London issue it ment nearly half of our students needed a manual override and there were only 3 people who were able to do this. Unless we get a different space this will always be a problem for London as the lab is a different size to the classroom space and we need to manually monitor this.

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Blocker: some sort of confusion was created when SSAs were sending students to different staff for help instead of trying to solve the issue with and for them.

Challenge: The number of students coming into our office with different issues that need to be solved in that specific moment (queueing sometimes up to 5 students in front of my office).

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We need reminders on how to proceed right before Add/Drop starts

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Evergreen - a lot of movement between levels, some unnoticed, will consider keeping a list of students who are requesting math changes next semester

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At the beginning, not having a "confirm changes" button to prevent mistakes. Also, not being able to record notes like in the schedule audit tool.

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SSAs having one on one meetings the first week also meant that the students who needed support from SSAs in one-on-ones had to go to other staff members. This resulted in a line of 7-8 people at a time. I understand this is important so we just need to figure out a system to ensure we can cover both.

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Pace was opened until Thursday August 28th, the transition to the onsite teams was confusing for students.

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A SOP for Spanish and Math a few weeks before the start of the add/drop week would be necessary.

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Great improvement, in my opinion. However, with 350 enrollments in SPAN and MATH it added a heavy piece of workload.

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We needed to keep the SOP. I am sure that this will change in the future as the tool will keep track of the changes and notes.

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hence the suggestion in the tech-tro above... we had a few students, after the deadline, who claimed to have made requests that were never received or created... so it would help to be able to say, do you have the email confirmation, or if you don't have the confirmation it means it didnt go through

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Having HQ support staff in each location

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During Discovery every student should take an onsite placement to confirm PACE info.

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I would propose to find a better solution in this case to not have students blocked after each action someone takes in their profile. ADAM and/or AcaOp need to always unblock the page before using it for consultation.

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Blocking add drop week only for add drop check ins instead of post arrival check ins AND add drop meetings

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Instead of blocking a student, it would be good to make the profile/schedule visible for everyone without editing permission. Also, a box for notes would be very useful. Thank you for all your work with the tool and support during the process!

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Clear, focused training on how to update records with practice and opportunity to discuss. Need every site approaching this tracking in the same way to reduce the amount of digging to check enrollments at census

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Better wording during students and parents onboarding process. Cheating while taking PACE exams is bad.

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We expect some errors that need to be corrected during add/drop. Having benchmarking data and discussing with sites individually how to improve semester over semester

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Schedule audit tool and AddDrop Management Tool should include previous credit earned.

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We need to work on ways/a protocol to navigate the add/drop requests with students who have tech problems to prevent students' email requests and avoid potential misunderstandings or requests after the deadline.

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An "Add/Drop Essentials" Packet for staff

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An "Add/Drop Essentials" Packet for staff

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A presentation or pre-printed packet of essential materials that staff assisting students have to reference. Co/pre-reqs, reminders about individual site expectations, etc.

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Perhaps the mistakes in add/drop requests are due to confusions in the UI of the student view. I remember before, the add/drop request button was above the selected class and section, not below. The more intuitive and straightfoward the flow is for the platform, the less confusing it will be for our students.

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It is a key element and we, the onsite team, did not deliver properly.

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Did any site actually refuse a student’s request because they had already made 3 submissions

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Training on how to see the section enrollment status change history

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Training on how to see the section enrollment status change history

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SSMs and Directors should all have the ability to assist with add/drop given how intense the week is / the amount of requests that come in