Ellingsburg University Portal Conceptualization

Angela S. Brown Kimberly Crady Kimberly Hardaway Mark A. Woolwine

Ellingsburg University Portal (EDGE) Conceptualization Team

The EDGE team shall consist of the following: Director of Residential Life Rep. from Office of Communications President of Faculty Senate Student Rep. from SGA Student From the Computer Information Systems Program Graduate Student in Student Affairs Program * Note that EDGE stands for Empowering Dynamic Generations through Education

The Philosophy…

In order to bring the EDGE Portal to the University, we suggest that Ellingsburg adopt the following as part of their mission statement:

•Ellingsburg University is committed to the development of a student-focused learning community distinguished by a shared academic purpose, collaboration, mutual respect, inclusiveness, and personal responsibility. The University will provide leadership for a diverse university community and foster a nurturing environment that encourages the professional and personal development of each student and of those who serve them. The University will creatively utilize human resources and new technology to provide effective services and programs. In partnership with the faculty, we will strive to develop life-long learners and responsible global citizens.

Why a Portal and not the University Web Presence?

Throughout the history of Higher Education colleges and universities have described themselves “communities of as scholars,” communities.

“communities Many of have called skeptics,” and themselves “learning communities.

” Today academic organizations are harnessing the evolving technologies and new organizational principles to create powerful and compelling communities. Once created, online communities create and reinforce stake holder loyalties in much the way that traditional campuses do (Katz, 2002, p.8).

• • • • • •

What should a portal be able to do?

Based on Richard Katz, book

Web Portals & Higher Education (1999),

the following are recommendations for what a portal must be able to do.

•

Provide access to all information and services through a single graphical interface.

Support a single log-on to obtain authentication and authorization to all information resources and applications.

Provide framework in which all elements of the university (academic, administrative, and community) and all business applications can be arranged.

Provide a convenient set of communication services that are web-based.

Provide one stop place were all members of the university can perform all business transactions.

Provide the ability to present information and access to services on an individual basis in a personalized manner.

• • • • •

Provide each member of the community with the ability to customize the appearance, layout, and information on an individual basis.

Grant to the university full control and self management of appearance and content.

Be vendor-independent (not locked into proprietary hardware or software).

Be free of commercialization (no advertising or selling of products unless university sponsored).

Be available to all constituents twenty-four hours a day seven days a week.

Be flexible and able to absorb new technology advantages and new applications.

Faculty members, fellow students, our campuses, the teams, and every aspect of what colleges and universities do leave lasting, lifetime impressions on students. When these impressions are positive ones, these students become lifelong members of our communities. The portal challenge is a rallying call to get ourselves organized to better for these lifelong impressions.

A customized portal will allow for Ellingsburg University to leave lasting impressions for the students so that they will have life long connections with the University. If designed right it should allow a prospective student to stay connected all the way until they become a alumni. This will benefit the University in the form of donations, siblings and children of alumni, etc.

Ellingsburg University Portal Channels The Planning Committee has reviewed various portals being used by our benchmark universities and has came to the conclusion that these channels are the basic channels that should be included in the first phase of the Ellingsburg EDGE Portal.

Parents Students Ellingsburg University Portal EDGE Future Students Faculty/Staff Alumni

The Goal…

The goal of our portal is to provide people with the information they need when they need it, where they need it, and in a format that can easily be acted upon. This will make it easier for people to find Ellingsburg University information. The portal shall bring all relevant information to the person based on their authorizations. The portal member shall identify themselves to the portal and then the portal will use the detailed knowledge the University has about this person to gather together information relevant to that person and display it in one place.

With this statement in mind one can infer that the portal must be customer centered.

The Benefits…

Students Benefit from Portals By: •Web interface with courseware and required information about courses •Increased and easier communication with faculty •Online access to grades, financial aid information, class schedules, and graduation checks •Access to the communities of interest within the university, such as sports, clubs, and community service opportunities.

•Increased lifelong learning opportunities Faculty and Staff Benefit from Portals By: •Real time communications with students •Simplified course management tools •Instant access to information for advising students •Easily accessible information for every facet of their job.

The Application…

How the portal (EDGE) will work

The Design…

Once the EDGE committee meets with all channel constituents and gathers information on what each group wants it channel to convey to its population, we suggest a layout based on the Graphic design above. Users will sign in with their EU User ID and password. EDGE will recognize and authorize each member based on their classification in the Central Database (Such as PeopleSoft).

•The portal will have a left navigation menu with links to various information.

•The navigation menu will open up links in a center window embedded in the portal page.

•To the right of the EDGE Portal will be a news section in which University News, Student News, and other important information will appear.

Please see the next slide for an example of the portal and an explanation of each section

At the top of the EDGE Portal Window will be the tabs for Students, Future Students, Alumni, Faculty/Staff and Parents.

Located on the left of the EDGE Portal Page will be a menu based on the role of the portal member.

Located in the center of the EDGE Portal is the area where the links in the left navigation menu will open and give the portal member access to the information.

Located to the right of the EDGE Portal will be news, headlines, and important information that is pertinent to the portal members authentication.

Suggestions for possible information in the navigation menu for each Portal Member:

Students Future Students

•

Financial Aid:

Student Accounts, Credit Union, Loans, Grants, Scholarships, Federal Work Study, FAFSA , Tuition •

Student Code of Conduct:

Student Handbook, Rules and Regulations of Ellingsburg University.

•

Grades:

Provides Semester Grades, Transcript, etc •

Class Schedule:

Register for classes, drop classes, display class schedule •

Dining Services:

Provides students with meal plans, current balance left on the Student ID card, etc • •

Online Forms: Library:

Provides student the online forms for various information.

Provides students with a listing of current books checked out, library hours •

Clubs and Organizations:

Lists clubs that students are involved in. Lists the Greek Orgs, etc.

•

Career Center:

Provides students with career services such as job hunting, resume posting, etc •

Student Directory:

Provides students with a directory of students on campus •

Email:

Students of Ellingsburg University are issued EU.edu email. This will allow them to check their email. •

Admissions:

Applications, Requirements, Programs, Orientation, Campus Tours, •

Financial Aid:

Student Accounts, Credit Union, Loans, Grants, Scholarships, Federal Work Study, FAFSA , Tuition •

Academics:

Academic Calendar, Advising, Programs/Departments, Majors, Catalog, Library, Study Abroad •

Student Activities:

Organizations, Greek Life, Intramurals, Dining Services • •

Student Services:

Bursar, Registrars Office, Postal Services, Parking, Campus Safety/Security

Housing Residence:

Residence Halls, On/Off Campus Opportunities, Rates •

Health Services/Counseling:

Health Services, Student Insurance •

Special Services

: Summer Programs, Arts, Museums, Multi-Culture Center •

General Information:

Driving Directions, Bookstore

Suggestions for possible information in the navigation menu for each Portal Member:

Alumni Faculty/Staff

•

Campus News:

Provided basic news to the Alumni •

Reunions

: Information about upcoming class reunions •

Homecoming:

Information on the annual homecoming events of Ellingsburg University •

Alumni Association

: Schedule of Meetings, Reports, Fees, •

Membership:

Dues, Application •

Giving

: Allows alumni to give money to the school through special gifts, donations, estates •

Volunteer:

Lists volunteer opportunities for Alumni members of Ellingsburg University.

•

Athletics:

Lists the sporting events, ticket prices, and fan appreciate pages.

•

Online Directory:

Holds Basic Alumni Information such as current Address, Phone and email.

•

Email:

If desired alumni members of Ellingsburg University can keep their EU.edu email address. This will allow them to check their email.

•

Job Openings:

Online posting board for current jobs in the market both in the Ellingsburg Community and the University. •

New Employees

: Orientation Information, Employee Handbook, Insurance Information, Message from the President •

Faculty/Staff Senate:

Meeting Information, Agendas, Minutes, Officers, Contact Information •

Grade/Class Rosters

: Rosters, Class Schedules, Term Offerings, Student Information •

Online Forms:

Travel Forms, Reimbursement Forms, News Forms •

Office Directories:

Online listing of Office Personnel •

Resources:

Handbook, Map of Campus, •

Policies/Procedures/Guidelines:

Sexual Harassment Policy, Sick Leave, Tuition Remittance, etc.

•

Professional Development:

Online information about upcoming development seminars and conferences •

Human Resources:

Workers Comp, Insurance Forms, Payroll, Timesheets •

Administrative Services:

Password Reset, User ID, etc •

Email:

Faculty members of Ellingsburg University are issued EU.edu email. This will allow them to check their email.

Suggestions for possible information in the navigation menu for each Portal Member:

Parents

•

Financial Aid:

Information for parents regarding Student Accounts, Credit Union, Loans, Grants, Scholarships, Federal Work Study, FAFSA , Tuition, FERPA •

Academics:

Academic Calendar, Advising, Programs/Departments, Majors, Catalog, Library, Study Abroad •

Student Activities

: Organizations, Greek Life, Intramurals, Dining Services •

Student Services:

Bursar, Registrars Office, Postal Services, Parking, Campus Safety/Security •

Housing Residence:

Residence Halls, On/Off Campus Opportunities, Rates •

Health Services/Counseling:

Health Services, Student Insurance •

Parents Helpline:

Provided information and numbers for the Parents Helpline. •

Special Services:

Summer Programs, Arts, Museums, Multi-Culture Center •

General Information:

Driving Directions, Bookstore

Feedback

•The EDGE team recommends meeting with all departments on campus to assess what each department will need in their portal channels. •The EDGE team recommends that a demo portal be setup on the University servers. We then suggest that various members from each channel be asked to test the portal and give feedback on features and accessibility.

•Once the official version of EDGE gets posted to the community, we recommend a feedback form that will allow channel members to give feedback on problems, features, and accessibility.

Examples of “good practice” portals

These are examples of good practice sites that the EDGE team has reviewed and feels that Ellingsburg could model their portal after: University of Tennessee – http://online.utk.edu

University of Louisville – http://ulink.louisville.edu

University of Florida - https://my.ufl.edu/ Southern Methodist University https://access.smu.edu

Indiana University- https://onestart.iu.edu/

Conclusion

As one can see the Ellingsburg University EDGE Portal Committee has researched the idea of a portal and hereby asks that the University consider further investigating and implementing the EDGE Portal. To further the EDGE Portal Project we suggest that an implementation team be organized to gather the required information based on each portal channel.

Through our research we believe that Ellingsburg will become more connected and grow as a community. Each member of the University will benefit from the Portal as we have shown. With the Portal giving members a personalized and customized site based on who they are, it will make the members feel as though they are more a part of the University and that the University cares about them. As Kramer (2003) states, “there is no question that technology, when carefully designed as a partner in delivering student services, can flatten organizational barriers and empower students” (Kramer, 2003, p. 445).

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Web portals & higher education.

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