Enhancing Notification Process for Class Cancellations
Improving the notification process for class cancellations is crucial to prevent students from facing challenges due to lack of timely information. Issues such as reliance on email, difficulty in accessing class lists, and ineffective communication methods need to be addressed. Challenges faced by department chairs and counseling services further highlight the need for a more efficient system. Suggestions include streamlining email notifications, providing alternative communication methods, and offering training to staff involved in the notification process.
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Presentation Transcript
Class Cancellations Challenges, Process and Suggestions
Issue Current system is not student friendly Prevents timely notification which delays and sometimes prevents students from getting into other sections (those alternative sections may fill) or students are in distress the first day not realizing their class has been cancelled.
Current Process Department chairs contact impacted students via email (when they are able to access the class list) An automatic email is sent through the registration system with the title Your Current Schedule This is a process that is email dependent, when the burden is on students to set up their own email forwarding if they don t want to check CCSF email, and in a world in which a number of students don t use email as a primary means of communication. Also, department chairs may need additional support in accessing class lists.
Challenges Students are not always receiving notification about class cancellations. Due to: Lack of clear communication (including unclear subject lines) Not checking email Some use a non CCSF email Some rarely use email Email forwarding process requires knowledge that they can do this and requires extra steps
Challenges-Department Chairs Currently, department chairs are responsible for notifying students of a class cancellation Some have difficulty accessing needed information about who is registered for a class. Some may need support and training to accomplish this. Additionally, the only method of notifying students that chairs have is to email the students; however, students often are not checking their email (especially between semesters, which is when most cancellations occur).
Challenges-Counseling Counselors don t know when a class is canceled so have difficulty serving students appropriately. Also, they don t know which classes are open/not cancelled so they have difficulty directing students to appropriate sections. With 15 minute appointments, they may recommend a class not knowing that it s full. The student goes off and tries to register and can t, but then they can t get another appointment with a counselor for weeks.
Suggested Process: Step 1 To facilitate students ability to more easily choose how to receive email, at the point of matriculation, students must select one of these radio button options: I prefer to receive school related email at my CCSF email I prefer my CCSF email to automatically forward to my personal email
Suggested Process: Step 2 At the point of registration each semester, students are asked to reconfirm email and text number and given the radio button options for email again: I prefer to receive school related email at my CCSF email I prefer my CCSF email to automatically forward to my personal email
Suggested Process: Step 3 Once a decision to cancel a class is made: Department chairs contact impacted students via email Department chairs contact students through text (or perhaps an automatic text can be sent?) The automatic email sent through the registration system will clearly state that their schedule has changed.
Suggested Process: Step 4 By the next day Counselors will receive a daily cumulative list of canceled classes. Counselors will receive a daily Under 20 report for the entire college so that they can support students in getting into classes Note: counselors are not responsible for contacting students; however, they need information so that they can support students once they have been contacted.
Implementation (discussed with with Mandy Liang) Counseling Chairs need to receive (developed in consultation with Mandy Liang) Daily Under 20 reports for entire college Daily cumulative list of classes canceled
Implementation Students need to be provided something akin to a radio button choice of whether to forward their CCSF email to a personal email or not. Choice needs to happen at two points: Matriculation Registration
Implementation (discussed with Monika Liu) The automated email from A&R when classes are canceled needs to different messaging, such as Your Fall Schedule Has Changed
Implementation (requested by DCC President) Department Chairs need support with the following How to pull class lists both before cancellation and after on Argos (instructions, training and tech support may be needed) Sending texts? (instructions, training and tech support may be needed) Suggested template emails with resources for students Class canceled, students rolled Class cancelled, other options for same class (students not rolled) Class cancelled, other options for different classes
Implementation (discussed with M. Hudson and C. Dewar) Use a text messaging platform to send texts to students when a class is cancelled Possibly use SignalVine Ideally this would be automatically triggered If not, training would need to be involved Text would refer students to their CCSF email for more information Ideally follow up text sent one week later
