From recruitment through alumni engagement, technology has been a key to our success. Explore the strategies and techniques we’ve used to repurpose our resources, skills, and abilities to incorporate technology into the student life cycle outside of the classroom, and how we knew when to say ‘no.’
Background
The Distance Learning Center, which began offering the University of Wisconsin-Platteville’s first online programs in 1998, will celebrate 40 years in existence during the 2018-19 academic year. As technology is forever changing, our commitment to serving students remains constant. Through tools such as student information systems, document imaging, workflows, and various communication methods, we have incorporated technology outside of the classroom to meet online student needs. Our pioneering spirit is to credit for much of our success, which is demonstrated through growing enrollments and award-winning programs.
Technologies Leveraged and Repurposed
The Distance Learning Center leverages multiple technologies outside of the classroom. The student information system, PeopleSoft, is a large player in the technology arena. The DLC uses PeopleSoft not only for basic student records but also to recruit, communicate, track, advise, and retain its online students. One example of how this is a technology that has been leveraged is the use of the student information system as a CRM, saving not only time but also money, as CRM’s can be a high cost for small institution.
Continuing with communication, the DLC utilizes various email-marketing tools to communicate and track the success of communications. By leveraging these communication platforms in addition to the student information system, the DLC is able to meet its students’ communication needs by creating more communications that are transactional. This leaves recruiters and advisors with more time to build relationships with their online student population.
Building relationships with online students is often overlooked as a high-impact practice, but it is needed in order for students to feel a sense of community and belonging, which has to be evident in order to build active alumni. The university uses Desire2Learn as its online learning platform. While the majority of the university’s professors only use a few features of Desire2Learn in their traditional on-campus courses, all online courses are housed entirely in the platform. In addition to online courses (which also incorporate various technologies), the DLC utilizes Desire2Learn for a variety of other purposes, including an Intro to Online Learning course and an online Community of Support. Desire2Learn also helps support and engage the DLC’s Student Advisory Board.
From recruitment through alumni, technology is everywhere for students and staff. The student services team has incorporated an electronic admission flipbook. This provides the student instant access to resources they will need as a student, as soon as they are admitted. This flipbook not only reduces printing and mailing costs but also engages new students while providing a one-stop shop for resources.
Another successful technology that has been implemented is the use of document imaging. It eliminates the need for paper files and has workflow abilities that the DLC is leveraging. Workflows now replace paper files, checklists, and time spent hunting for a file to know where a student is at in any process. In addition, this gives us the ability to instantly answer student questions and offers the staff flexibility in working remotely.
Skills and Abilities
In an effort to incorporate technologies, the Distance Learning Center has to evaluate and strengthen the skills and abilities of all students and staff. This starts with the staff through training and professional development. The DLC utilizes Plone to track professional development and all department processes. Developing staff skills and abilities will lead to efficient operation. In addition, staff can become experts in various technologies and train other staff members as opposed to relying on outside resources.
With all technologies, it does not come second nature to everyone. Much like staff who need processes to be outlined, students need tip sheets and tutorials to help them navigate new technologies throughout their educational career. Utilizing technologies such as Camtasia to create PDFs and videos aid in the transition for all students.
Summary
Technology is in every aspect of our lives, from personal to professional. The key is to know when technology is needed and when to take a more hands-on approach. Factors to consider should include cost, implementation, stakeholders (staff, students, etc.), and return on investment. The return on investment may not always be a financial analysis, as a technology may be free or cheap, but if it doesn’t meet the needs of students or staff. The return on investment is negative.
There is also a time and a place for technology, and the Distance Learning Center feels it should never replace the personal connection. Phone calls, even voicemails, are every bit as important today as they were before email and text messages came around. From recruitment to advising to alumni relations, there is always a need to have that interpersonal communication and to emphasize the value of the student to the organization.