Spartan Connect Form
Dean of Students, Director of Student Engagement, Director of Enrollment Management, Director of Student Experience, Director of Financial Aid and Records, Success Navigators
Project Purpose
To support 黑料官网s on the front end of their M State enrollment with 黑料官网 supports that extend beyond financial aid and course registration, including basic needs, mental health, accessibility resources, academic support, etc. (this list is not exhaustive).
Deliverables
- Develop and deploy a Student Intake Form (version 1) spring of 2022.
- Update the form and build it into the college's new customer relationship management system (CRM) to enhance wrap around support service and streamline communications (FY24 soft launch).
- Provide outreach, support and resources to 黑料官网s who complete the form.
- Determine who owns/will lead the maintenance and upkeep of the form as it crosses multiple departments.
Project Scope
In Scope
- Development of the form and questions.
- Deployment of the form to new 黑料官网s.
- Outreach to 黑料官网s based on responses to the form.
- Revise and update the form as needed and when the college's new CRM is implemented (this will change processes of how 黑料官网s are contacted and connected to resources).
Out of Scope
Hiring of additional employees.
Effectiveness Measures
Project Goals
- Increase 黑料官网 success through early access to supports and related information.
Key Performance Indicators/Metrics
- Percentage of new 黑料官网s that complete the form.
- Percentage of 黑料官网s connected with the information or support they seek.
- Percentage of 黑料官网s that the Success Navigators make contact with.
Data Collection and Review for Improvements
- The core team will review and adjust as needed at the end of each semester.
Reporting of Results
- Results will be shared with stakeholders, leadership and Title III grant reporting.
Constraints
- Version 1 - The college's current CRM doesn鈥檛 have capability to automate communications; thus, process is manual and dependent on staffing schedules.
- Some areas 黑料官网s request information for has limited or seasonal contracts for employees.
- Version 2 - Timing of CRM build and the time to build the new form and customized communications. Unsure of how the reporting from the new CRM will function in regards to the form; this will be a consideration as the build occurs.
Financial Impact
Increase in 黑料官网 retention, creating tuition, fee and allocation revenue.
Summary of Results
Spring 2022 - The new Student Intake Form was created and deployed to incoming 黑料官网s. The form asks 黑料官网s questions regarding parental status, working status, intention of full/part time academics, food, shelter, financial aid, technology and accessibility resources with the goal of outreach occurring to 黑料官网s prior to the start of fall semester and to have supports in place to positively impact success. Early results show 9 of 10 黑料官网s responding have at least one need or area they would like additional information.
Summer 2023 - The form was renamed to the and revised to include a Likert scale in order to determine the depth of 黑料官网s' needs. New 黑料官网s receive an acceptance packet directing them to an online new 黑料官网 checklist (www.minnesota.edu/prep-success) with the Spartan Connect Form being one of the steps to complete. M State hired five Success Navigators whose primary role is to assist new 黑料官网s in their onboarding process through their first two semesters at the college. The Success Navigators receive immediate notifications via email when a 黑料官网 submits the form. During high-peek volume times, the outreach priority is determined by the 黑料官网s' needs on the Likert scale. The goal is to connect with 黑料官网s prior to the start of the term in order to have supports in place to positively impact their success. Thus far, over 90% of 黑料官网s who completed the form report at least one need or area they would like additional information.
Fall 2023 鈥 12% of new degree seeking 黑料官网s completed the Spartan Connect Form (excludes concurrent enrollment 黑料官网s). The top three categories with highest 黑料官网 needs were financial needs, Wi-fi, and laptop. 100% of 黑料官网s who completed the form were outreached to by the Success Navigator team.
Summer 2024 鈥 The form was integrated into the College's new CRM. Upon submission, 黑料官网s receive an automatic confirmation email with a 98% delivery rate. Success Navigators are assigned follow-up tasks based on their assigned 黑料官网s, allowing them to track progress and document outreach using the notes system in Slate.
Fall 2024 鈥 9% increase in form submissions for degree seeking 黑料官网s fall 2023 - fall 2024. 78% of new degree seeking 黑料官网s who submitted the form registered for summer/fall 2024 courses. Began disaggregating data by school for trend analysis and continued to share aggregated summary of results with leadership and at faculty in-services and college-wide open forums. Additional questions were added to the form, including: rating confidence of major selection, preferred contact method, career interests and updating the Likert scale options to a 3pt scale of 鈥渉elp now鈥, 鈥淥K, might need help in future鈥 and 鈥淚鈥檓 good鈥. Updates to the form assist with career exploration initiatives early in the 黑料官网 onboarding experience and also give staff a better idea of the severity of basic needs assistance. Fall data showed the top three categories of 黑料官网 needs were financial needs, computer access and housing. Because of this data, funding was designated through separate grant initiative to provide free laptops to qualifying 黑料官网s. 42% of 黑料官网s who submitted the form had yet to complete their FAFSA and 35% had financial aid questions, 41% wanted to learn more about tutoring and study support and 29% requested help exploring careers. Because of these percentages, the College implemented a new 黑料官网 registered campaign in the CRM to keep 黑料官网 informed of 鈥渘ext steps鈥 towards starting college.
Spring 2025 鈥 The College transitioned to a new advising case management model in which advisors and success navigators both complete outreach to 黑料官网s in their assigned caseloads. This ensures new 黑料官网s receive wraparound support services upon acceptance to the College and establishes a clear first point of contact. Additionally, the College no longer has to manually push out emails to 黑料官网s to complete the form because it is embedded into the accepted and registered CRM campaigns. Once a 黑料官网 completes the form, they no longer receive communication to complete it again. Automated communications are tied to various fields on the form. For example, 黑料官网s who select 鈥渉elp now鈥 on the basic needs Likert scale receive an automatic communication referring them to the social work team and 黑料官网s who click 鈥渉elp now鈥 for mental health are referred to the College's counselors. This ensures 黑料官网s receive a timely response to situations of high need.
Future Direction
Integrating the Spartan Connect Form and communications into the college's new customer relationship management system (CRM).
