NACADA 39 th Annual Conference Las Vegas Nevada Lead Presenter Jana Jacobs Associate Director of Advising Janaouedu CoPresenter Brandon Crow Senior Academic Counselor Image used with permission from http ID: 203184
Download Presentation The PPT/PDF document "Lean Cell Advising Model" is the property of its rightful owner. Permission is granted to download and print the materials on this web site for personal, non-commercial use only, and to display it on your personal computer provided you do not modify the materials and that you retain all copyright notices contained in the materials. By downloading content from our website, you accept the terms of this agreement.
Slide1
Lean Cell Advising Model
NACADA 39th Annual ConferenceLas Vegas, NevadaLead Presenter, Jana Jacobs, Associate Director of Advising Jana@ou.edu Co-Presenter, Brandon Crow, Senior Academic Counselor
Image used with permission from http://
www.squarewheels.comSlide2
Abstract
A solid advising process for STEM (Science, Technology, Engineering, and Math) and other fields is critical for student academic success and effective mentoring; however, it can also be very time and labor intensive. The core idea of the Lean Cell Advising Model is to maximize the quality and efficiency of the advising experience, while minimizing errors and wasted time.Our model involves a blend of individual & group advising techniques, making it possible to advise over 75% of your students within 6-12 hours of total sessions (spaced out over 3-5 days). These are based on advising totals between 200-700 in a college of over 2700 undergraduates. Although originally created for engineering majors, it can and has easily been adapted for other disciplines.Slide3
Objectives
As a result of this presentation, participants will be able to:Define the core idea of the Lean Cell Advising Model.Identify the benefits of Lean Cells in the advising process.Outline the process of creating a model that is suitable for their advising needs.Identify areas of wasted time and areas of value within the advising process.Design a more flexible advising process.Slide4
What is Lean?
What is Lean?Maximizing value with fewer resources.Speed &efficiency with minimal waste & error.What is a Lean Cell?A process that creates “continuous flow” via:Organization (5S)
Standardization (5S)
Eliminating forms of “waste”Enhanced Teamwork
ReliabilityAnd Increased Satisfaction
Some
Terms:
Throughput
-The rate of work
(students/hours
)
Flow time-
Average time
to advise each studentBottlenecks- A point of congestion; lack of faculty & staff availability can affect throughput.Slide5
University and
College NumbersThe University of Oklahoma is a coeducational public research university located in Norman, Oklahoma. 28,966 enrollment as of 20152,450 undergraduate students (1918 men/532 women) in the College of Engineering.*
Organized into 6 schools with each consisting of one or more programs.ABET accreditation
Both Faculty and Central College Advisors are assigned to each student.
Lean Cell Advising started 2007.
*Based on 2013-2014 academic
year fact book.Slide6
Expected Advising Percentages
Lean Cell Advising ModelSlide7
The Basics
Lean Cell Advising Model3-5 days of Lean Cell sessions from 2-3 hours eachFaculty, College Advisors, and Departmental Staff present as standard.Process:Departments email students the session times/dates approx. two weeks in advance.4-8 faculty present in one large space to advise; 2-4 college advisors present Students attend session (first come-first serve);Students may see the first available faculty member or wait for a specific faculty member
Students are required to complete a FLOWCHART before advising session.
After faculty advising, student visits with college advisor to review advising notes, any potential enrollment issues, and remove holdsSlide8
Visual Setup of Session
Lean Cell Advising ModelView a Lean Cell Advising Session
Students check-in with Staff to verify that a flowchart has been completed (or other requested advising materials) indicating completed and planned courses.
Student meets with Faculty Advisor for semester advising. Advising notes uploaded to online audit system.
Before leaving session, meet with College Advisor to remove any holds and review advising notes.
***Additional staff may be present to meet with students
(i.e. Pre-Law, Pre-Med, Honors Advisors, etc.)Slide9
Advising Tools: FlowchartsSlide10
Advising Tools
: Online Audit ToolAdvising notes are entered into an online advising and degree audit tool that allows students to track their progress towards a particular degree.A similar audit tool would be necessary for faculty advisors to view completed coursework and provide semester advising notes.Slide11
Lean Cell Advising
ModelSchool of Civil Engineering and Environmental ScienceLean Cell Advising session for spring 2015 enrollment:232 total students to be advised in 4 major programs.195 students advised84% advised during 6-hours total of Lean Cell: Days 1-3 (89/51/55)~6 Faculty present per session. 3 sessions at 2-hours each (6 hours total)
Throughput Averages32.5 students were advised per hour
195 students/6 hoursAdvising Flow Time
On average, one student was advised every 11 minutes during the 6-hour total session.32.5/6 faculty=5.42 students advised each hour/per faculty
60 minutes/5.42=
11.07 minutes per student
Lean Cell Advising session fall 2015 enrollment:
217 total students to be advised in 4 major programs.
173 students advised
80% advised during 6-hours total of Lean Cell: Days 1-3 (72/41/60)
~6 Faculty present per session.
3 sessions at 2-hours each (6 hours total)
Throughput Averages
29 students were advised per hour
173 students/ 6hours
Advising Flow Time
On average, one student was advised every 12 minutes during the 6-hour total session.
29/6 faculty=4..8 students advised each hour/per faculty
60 minutes/4.8=
12.5 minutes per studentSlide12
Lean Cell Advising Model
School of Civil Engineering and Environmental ScienceSlide13
Realized Benefits of the
Lean Cell Advising ModelCreates learning communities that contribute to retention.Encourages student and faculty understanding of degree requirements.Promotes positives of both the individual & group advising experience.Improved faculty, departmental staff, student, and advisor interaction.Reduction in potential advising errors.Efficient for faculty/advisors/students.Creates continuous flow & standardization.Allows for early detection of enrollment issues.Slide14
Addressing Potential Concerns and Ongoing Improvements
BottlenecksLack of faculty and college advisors can cause congestion and backups during advising sessions.Possible solution: We’ve incorporated an online sign up for 30-minute time slots (15-25 student limits), which keep student flow more even. Privacy/ConfidentialityOnly student and faculty advising combos allowed into the advising room. Other students wait in another area. Students that have concerns can schedule an additional appointment to discuss sensitive issues.Advising Space/ComputersCan be a room with laptops in the department or a larger reserved space in the universityFaculty/Staff AvailabilityNumbers will depend on student population numbers to be advised.Faculty and Student Buy-InPresentation to facultyInitial Lean Cell Advising sessions with surveysSlide15
Student Satisfaction
Lean Cell Advising Model*based on fall 2015 survey from School of AME