To review and process enrollment applications in a timely fashion
Objective
Increase Accessibility Of Packets
Have enrollment packets, both print-based and electronic, ready for shipment in a timely manner.
Indicator
Utilization Of Activity Report
An activity report within CORR01M, which is utilized to notify the student that his/her application has been processed, will illustrate timeliness because it alerts students automatically of their enrollment status.
Criterion
Improve Process Time
Enrollment applications received by mail are processed within one (1) to two (2) business days.
Finding
Improve Process Time
SHSU correspondence course enrollment applications for this reporting period were received by mail and processed within one (1) to two (2) business days if the students met the requirements of : GPA, prerequisites and in good standing with SHSU. All students who met the requirements were processed the same day or the day after.
The students who were not processed in the timeline were primarily inmates who needed additional information or records for further processing.
Criterion
Banner Correspondence Enrollment Registrations
Effective May 24, 2011 correspondence course enrollment applications received by mail or in persons are now processed by the Registrar's office. This process takes 3-4 days (and sometimes up to 7 days depending on the student's eligibility).
Finding
Banner Correspondence Enrollment Registrations
The Correspondence Course student enrollment registrations received by mail or in person are now processed by the Registrar's office. The registration process for correspondence course students is lengthy as compared to the registration in the outdated Legacy system. This process takes 3-4 days (and sometimes up to 7 days depending on the student's eligibility). Students interested in correspondence courses that are NOT SHSU students now must apply through https://www.applytexas.org/adappc/html/about.html. The goal of the apply Texas, is to offer a centralized means for both Texas and non-Texas students to apply to the many outstanding postsecondary institutions available in Texas. This Process has extended the registration process for correspondence students' registering.
Action
Increased Accessibility Of Packets
The department personnel have been very prompt in mailing out enrollment packets to our students and this is usually within 1-2 business days. We will continue to expeditiously mail packets to our enrolled students.
Goal
Correspondence Students' Satisfaction
To promote student satisfaction in all aspects of correspondence course operations including the enrollment process, efficient communication with students and graders regarding timeliness in lesson submission and return, and the process of the final exam application
Objective
Technology Utilization
Greater client satisfaction will be achieved through an increased use of electronic means of communication.
Indicator
Electronic Activity Report To Students -- CORR01M
An activity report within CORR01M will automatically be sent via-email upon completion of requests for extensions, drops, reinstatements, transfers, and final grades. The fact that students are receiving automatic feedback results in increased student satisfaction.
Criterion
Correspondence Course Communication
One hundred percent (100%) of communications will be sent to students and faculty via email.
Indicator
Late Lesson Report To Graders -- CORR76RC
A late lesson report, CORR76RC, will be generated on a monthly basis to alert course graders of their tardiness in returning lessons. It is expected that this will foster grader accountability thus increasing student satisfaction.
Criterion
Increase In Grader Compliance
One hundred percent (100%) of all course graders will comply with the two-week return time frame.
Finding
Increase In Grader Compliance
The course graders who grade correspondence course total 36. Of the 36 course graders, 35 comply with the two-week graded lesson return time frame.
Action
Banner-Correspondence Enrollment Registration
Our correspondence integration with the new Banner implementation registration necessitated the Registrar's to assist us in processing the enrollment of our students in Banner. The Registrar's sends us an e-mail notification with a list of our students that were enrolled in Banner and then we process this list of students' enrollment in our Legacy program. This process has been working well and our students are mailed the enrollment packets as soon as the enrollment is complete in both the Banner and Legacy programs.
Objective
Correspondence Course Grader Evaluations
Student satisfaction will be enhanced through the implementation of a system to evaluate correspondence course graders.
Indicator
Clarity Scantron Grading Instrument And EListen Digital Survey Software
The Correspondence Course Division purchased an instrument and software which creates, deploys, collects, analyzes, and reports surveys and evaluations. This instrument and software were purchased and implemented in the beginning of the new 2009 Fiscal year. All office staff received training on its operation and an appropriate Course and Instructor Evaluation form has been designed, developed, and implemented on July 20, 2009. The Correspondence Course Division surveys course graders based on regularly scheduled Faculty and Instructor Course Evaluations. These evaluations are utilized for all print-based correspondence courses being offered and not only help the instructor improve but also help increase the quality of service provided by the Division as a whole. Professors will be notified of these reports and can view them on the University's inter-office S drive. These evaluations will be collected during the Fall and Spring Semesters, processed in May, and reported annually to the Deans and Chairs of the appropriate departments.
Criterion
Faculty And Instructor Course Evaluations
One hundred percent (100%) of students will rate the course(s) and instructor(s) with "strongly agree" or "agree" which indicates the satisfaction of students, specifically in the area of receiving graded lessons within a two-week time frame.
Finding
Faculty And Instructor Course Evaluations
Evaluations were not processed from Sept. 2010 to May 2011 due to the relocation and our merge with DELTA Online. The hardware was installed in the designated computer, but when we moved the software updates were not updated due to the fact that the designated computer was transferred to the DELTA Online location. New location did not have the necessary ports and cables and therefore the Clarity Scanner could not be transferred to the new location.
Action
Correspondence Course Grader Evaluations
The Correspondence Course Division has distributed the Course and Instructor Evaluations to our students. However due to our merge with DELTA Online (November 2010), we have not been able to process the evaluations collected from September 2010 to May 2011. The Clarity Imaging Scanner that was purchased to process the scantrons was installed in the designated computer and due to the merge we were relocated and thus the reason for not processing the scantrons. The Correspondence Dept. will be obtaining the updates and maintenance for the Clarity Scanner for processing the scantrons at a later date.
Objective
Timeliness In Returning Graded Lessons
To reduce the time period in which graded lessons are returned to students
Indicator
Utilization Of In-Office Hold System
A lesson "hold bin" located in the Correspondence Course Division Office will be utilized to hold students' lessons, upon their request, rather than mailing them to their permanent addresses. Once the student has been notified that his/her lesson has been graded, the student will have two weeks to pick up his/her lesson before it is mailed. Graded lessons returned by the course graders will be held in the Correspondence Course Office for a maximum of two (2) weeks before they are mailed. Those graded lessons will be tracked based on the date they are received in the Correspondence Course Office from the course graders.
Criterion
100% Adherence To Student Request
One hundred percent (100%) of students' requests for a hold to be placed on their lessons will be processed and monitored.
Finding
Utilization Of In- Office Hold System
This system proved to be beneficial for the students and division. A total of 24 student entries were noted for this reporting period. Out of 24 student requests, 17 were picked up by students. Four students' lessons were mailed.
Action
Utilization Of In-Office Hold System
The division will continue to track lessons placed on hold by students until all students enrolled in legacy have completed their courses (18 months).
Action
Increase In Grader Compliance
The correspondence course coordinator will liaison between the student and the course grader by sending an email to the course grader with the outstanding lessons. The email will have a gentle reminder to the course grader to return the graded lessons to the student.
Action
50% Course Completion
The Correspondence Course Division will work closely with the SHSU Online Instructional Designer and other support departments' staff in reviewing the devised programs/report so that necessary changes can be implemented for the new Banner system to produce appropriate reports for FY 11-12 semesters. The Correspondence Division will run the devised programs for review and modifications as needed to produce the data reports for Correspondence.
Goal
Correspondence Course Completions
Students are to complete the course within one year or request an extension.
Objective
One-Year Completion
Students who enroll in correspondence courses will complete the course within one year.
Indicator
Totals Report
Totals report from 9/1 to 8/31 will provide the information needed.
Criterion
80% Completion
Of the students enrolled at 9/1, 80% will complete the course within one year.
Indicator
Totals Report From 9/1/10 To 7/13/11 Will Provide The Information Needed.
Of the students enrolled, 50% completed the course within one year.
Criterion
50% Course Completion
Effective August 24, 2011, the Correspondence Course Division will be offering all correspondence courses via the Internet. The entire process including enrollment, lessons submission, grading, and final exams will be through SHSU Online. Students will be able to access the online course at any time, anywhere, any location and submit their course work for automated grading as well as the final exam utilizing a web camera. Our hope is that our students will be able to complete their courses in the 60-day or 12-month timeframe at a 50% completion rate.
Finding
50% Course Completion
Due to the Banner implementation and SHSU Online integration we do not have a report devised for this reporting period. However our SHSU Online Instructional Designer will be devising a program/report so that we can collect this data. He will hopefully have this program devised by the Fall of 2011.
Action
50% Course Completion
The Correspondence Course Division will work closely with the SHSU Online Instructional Designer and other support departments' staff in reviewing the devised programs/report so that necessary changes can be implemented for the new Banner system to produce appropriate reports for FY 11-12 semesters. The Correspondence Division will run the devised programs for review and modifications as needed to produce the data reports for Correspondence.