Ideas For Conducting Online Orientation - NC Community Colleges

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Ideas for ConductingOnline Orientation andRegistration forBasic Skills Programs

HousekeepingMeeting Controls can be found at the bottom of your Zoom window.You can use thefor questions and comments.2

Presenters:Kasi WalkerLisa RogersCentral Piedmont Community [email protected] Technical Community [email protected] ClodfelterErik HillDavidson Community Collegecynthia [email protected] Connections, [email protected] GillisCourtney WilsonDavidson Community Collegecourtney [email protected] Community [email protected] RicciGuilford Technical Community [email protected]

Please enter questionsin the chat box.We will pause to answerquestions betweenpresenters.4

Guiding Questions: are programs making initial contact with prospective students?How are students signing up for orientation?In what format are online orientations being offered?What type of assessments are being used?How are the assessments being delivered?What happens after the online orientation and assessment?How are students oriented to online programs?How are students placed in class?How do students meet the instructor?5

Kasi WalkerDirector, Adult ESLCentral Piedmont Community [email protected]

CPCC OnlineOrientation Process7

Getting StartedConnecting with Students CPCC Website Flyers RRAS (Recruitment,Retention, & AssessmentSpecialist) Welcome CenterCollecting Student Information CCR CFNC Google Forms SharePoint8

AssessmentsAssessments Being Used CASAS Life and Work Reading Listening CASAS Goals Reading MathDelivery Method In person by appointment Social Distancing andPPE 8 students per session Exploring Remote TestingOptions9

Online Orientation OverviewDelivery Methods Based on student needand access Individual Phone Calls Conference Calls Video Conferencing Zoom or WebEXProcess and Procedure Provide program informationReview test resultsGoal SettingRefer to classHow to get started instructionsWelcome email10




Questionsfor Kasi?14

Cindy ClodfelterOrientation Team DirectorDavidson Community Collegecynthia [email protected]

Courtney WilsonOnline Instructor & PDFDavidson Community Collegecourtney [email protected]

Step 1: Initial ContactPotential students can:1. Call the campus and speak to someone to showinterest. Contact information is given to ourorientation team.2. Sign up for orientation though our website (GoogleForm gathers contact information). continuing education categorie&term high-school-equivalency-college-readiness17

Step 2: Registration Information & OrientationPotential students are contacted by our Orientationteam by phone to get registration information and setup their orientation date.orPotential students email “phone book” information toget them registered and set up their orientation date.18

Questions asked during Initial interview1.Are you over 18?2.Do you have a high school transcript? HISET? GED? AHS?3.Do you have a computer with a camera/microphone - or a cell phone or tabletwith internet connection?4.Do you have an email that you check regularly?5.Are you familiar with ZOOM?6.Are you interested in face to face learning or online?19

Step 2 (cont’d): OrientationOrientation is offered:Virtually via ZoomIn person - 1 to 2 times per month if needed (limitof 4 students per session)20

Step 3: Assessment and placementCASAS and TABE testing is offered in person byappointment on campus (limit of 4 students persession).For students that cannot come to campus - Onlineassessments (CASAS - Training in process) - EdReady online assessment (Placeholder)21

Step 4: Placing Students and Student HandoffVirtual - Zoom with Orientation Team,Instructor and student.In Person - Member of the Orientation Teamwill walk the student down to meet theinstructor after the student completesplacement testing on campus.22

Step 5: Instructor Meeting with studentThis is a continuation of the student handoff. Theinstructor will continue to meet with student toexplain online programs, expectations, and labschedule if needed.Student is ready to start in their assigned classes.23

Step 6: Follow - upAn orientation team member will follow up tosee how the student is doing on their classes.OrIf a student does not show up or respond tothe instructor, an orientation team memberwill reach out to them.24

Questionsfor Cindy &Courtney?25

Claire RicciDean, Adult EducationGuilford Technical Community [email protected]

Lisa RogersLead ESOL InstructorGuilford Technical Community [email protected]

Overview of our Online OrientationThe orientation consists of aseries of videos andquestions that the studentcan access any time day ornight.Total duration is about 1 - 1.5hours.Technology and Platforms:Videos: VidGridOrganization/Question:Google FormsLink available on GTCC.edu28

!Questions and AnswersHere are our answers to commonlyasked questions.29

Q: How are you making initial contact? Most contact is initiatedby the students. Once we receive theirinformation, we willfurther the contact tohelp the student activelyparticipate in classes.30

Q: How do you safely gather student infowithout breaking any FERPA regulations? Students submit theirpersonal information viaa Google Form. The data is stored in asecure site where it canbe accessed byauthorized staff.31

Q: What format is your online orientation in? The online orientation isa combination of shortvideos and questionsthat a student cannavigate through. The orientation can becompleted in about anhour.32

Q: How are students placed in the class? Classes are selectedbased on the results ofthe assessment. Staff from the differentprograms will contactstudents individuallyconcerning days andtimes for classes.33

Q: What format is your online orientation in?Welcome Video Gives instructionson how to completethe orientation Step 1: PersonalInformation Step 2: Orientation Step 3: Testing Step 4: Register Step 5: Attend ClassPersonalInformation Student is directedto Google Form Information isstored in a securelocationOrientation Student will watch aseries of videos tolearn about ourprograms andcampus Email is sent tonotify staff ofcompletedorientation.34


Q: What type of assessments are you using? For ABE/ASE we useTABE 11/12 For ESOL we use CASASLife and Work series For POWER classes(students with ID/DD) weuse CASAS Goals series36

Q: How are you delivering the assessments? For TABE, ourassessment staff isdelivering bothassessments both onlineand in-person. For CASAS, ourassessment staff isprimarily deliveredin-person testing, withremote testing offeredon a limited basis.37

Q: What happens after the online orientationand assessment? After a student completes the orientation andassessment, they are contacted by theprogram staff to be registered for classes.StudentCompletesOrientationEmail sent toassessmentstaffStudent iscontacted fortestingStudent takesthe testStudent iscontacted forregistrationStudentattends class38

Q: How do they meet the instructor? For in-person classes,the students will meetthe instructors on thefirst day they attendclass. For the online classes,the teacher will reachout to the student viaemail once the studentis registered.39

Q: Are they oriented with online programs? Students are giveninformation about theonline programs in theinitial orientation. Once a student isregistered, theinstructor will continuewith any furtherorientation, as needed.40

Q: How are students signing upfor orientation? For in-personorientation, studentscontact the main deskvia phone or email andare put onto theschedule for theorientation that worksbest for their schedule. For online orientation,students can begin theorientation at any timeby clicking on the link.No sign up is needed.41

Questionsfor Claire& Lisa?1

Erik HillWorkforce DevelopmentManagerReading Connections, [email protected]

Initial Contact1. Through partner interest meetings on ZoomIslamic Center of Greensboro2. MarketingFacebook, Instagram, flyers (GCS, etc.)3. Word of mouthSTUDENTS CALL PH# or EMAIL FOR INQUIRY PROCESS44

Contact with Students All contact is remote Orientations Assessments Placement Instruction Exception: Serving GCS Parents inFamily Literacy45

Online Orientation and Assessment Via Zoom Infographics: Google Slides Paperwork & LEIS: Google Docs Assessments Sign-up process Conversation over the phone or email Internal usage of Google Calendar46


After Orientation and AssessmentPLACEMENT Concurrent conversations with prospectivetutors and new students Tracking Document (Documented process,rosters, calendars, report attendance, etc.) WhatsApp for communication and community48

Online Class Invitation Guidance and support with downloadingWhatsApp and Zoom Class details WhatsApp is first contact with instructors. Low key introduction49

Roles Private Tutors Tutors as IT specialists Learning Coaches Career Coaches Volunteer Role: Troubleshooter50

Questionsfor Erik?51

Erika GillisTransitions Specialist & PDFTri-County Community [email protected]

Contacts made via. Social media Website Referrals Face to face in community53


AssessmentsDelivery mode: Parking lot One on one in class Online via Zoom55

One on oneinstructionStudentCenteredOnline viamultiplemethodsFace to Faceinstruction56

Remember .you are here to make a difference insomeone else’s life.It’s a very important role57

Questionsfor Erika?58

THANKSfor attending!Contact Dan Loges @ [email protected] with any questions.59

and assessment? After a student completes the orientation and assessment, they are contacted by the program staff to be registered for classes. 38 Student Completes Orientation Email sent to assessment staff Student is contacted for testing Student takes the test Student is contacted for registration Student attends class