Student Induction and Enrolment Survey

Student Induction and Enrolment Survey October/November 2012 Meeting the needs of learners throughout Shetland

Table of Contents 1.0 Introduction 1 2.0 Method 2.1 Sample 2 3.0 Results 3.1 Part One 3 3.2 Part Two 4 3.3 Part Three 6 4.0 Discussion 4.1 Part One 8 4.2 Part Two 9 4.3 Part Three 10

1.0 Introduction It is very important that induction and enrolment procedures are effective in making the transition to Shetland College UHI as smooth as possible. The process of enrolling must be clear and straightforward to make sure that learners are allocated places on appropriate courses and to ease administration workload. Shetland College holds an induction day for new learners to provide them with information about various aspects of college life; such as, using the library, study skills and health & safety. To ensure that induction and enrolment procedures are effective and efficient, Shetland College conducts an annual survey to gather opinions from students on their induction experience. This survey was split into three parts: Part one asked for some general information about their studies: their course type (full-time, part-time, etc.), how they heard about the college, why they chose to study here, and what they thought about the prospectus. Part two asked about the induction and enrolment procedures specifically what they thought about the quality of information they received on different topics. Part three asked about how they felt about different aspects of Shetland College, what could be done to improve their experience at the college and which methods they would prefer to use to give feedback in the future. 1

2.0 Method The website Survey Monkey was chosen to host the survey as the online method is convenient for data collection and analysis. The survey was promoted in two e-mails to all students (08-10-12 and 16-10-12) and one email to all staff (10-10-12). There was also promotion on the college plasma screens, Facebook page, a noticeboard in the canteen, and the Computing section website. The survey asked if participants were willing to take part in an informal follow-up discussion - four students initially agreed. Following further email contact a phone conversation was held with one student to discuss their answers. 2.1 Sample 40 students completed the survey, although responses to individual questions varied. The sample was as follows: Course Structure (N:39) Number of Participants Percentage of Sample Full-Time 24 61.5% Part-Time 11 28.2% Other (e.g. Day 3 7.7% Release or Distance Learning) Learning Centre 1 2.6% Evening Class 0 0% Level (N:33) Number of Participants HNC 10 30.3% BA 7 21.2% NC 4 12.1% Introduction 3 9.1% HND 3 9.1% BSC 2 6.1% Unspecified 2 6.1% Access 1 3.0% Community Course 1 3.0% Percentage of Sample Department (N:33) Number of Participants Percentage of Sample Health and Care 12 36.4% Business and 9 27.3% Hospitality I.T. 6 18.2% Creative Industries 3 9.1% Heritage 2 6.1% Unspecified 2 6.1% Community Learning 1 3.0% Construction 0 0% 2

3.0 Results 3.1 Part One 3.1.1 How did you hear about Shetland College? (N: 38) Method Number of Responses Percentage of Sample School 14 36.8% General 5 13.2% Awareness Shetland 4 10.5% Times Word of 3 7.9% Mouth Family 3 7.9% Prospectus 3 7.9% Careers Office Leaflet at Home Learning Centre 2 4.6% 1 2.6% 1 2.6% Business 1 2.6% Connection Friends 1 2.6% UHI 1 2.6% 2.63% 5.26% 2.63% 2.63% 2.63% 2.63% 7.90% 7.90% 7.90% How did you hear about Shetland College? (N: 38) 10.53% 13.16% 36.84% School General Awareness Shetland Times Word of Mouth Family Prospectus Careers Office Leaflet at Home Learning Centre Business Connection Friends UHI Graph 3.1.1 3.1.2 Why did you decide to do a course at Shetland College? (please tick all that apply) (N: 36) Reason Number of Percentage Responses The college offers the course I want. 27 75.0% It is close to where I live/work. 20 55.6% I do not want to leave Shetland 14 38.9% The course/college has a good reputation. 8 22.2% I knew I would be able to get relevant support. 7 19.4% My friends/family/colleagues attend Shetland College. 5 13.9% My workplace organised it. 1 2.8% Other: - To achieve a qualification. - I m still 15 and have to continue education. And I didn t want to be in a school setting. - Unable to attend college. Online course made it possible to study for a degree. - Gut feeling told me this was the right place for me. 4 11.1% 3

3.1.3 What did you think about the design and content of the Shetland College Prospectus 2012/2013? (N: 38) Rating Number of Percentage Responses Excellent 4 10.5% Very 18 47.4% Good Good 11 29.0% Okay 4 10.5% Poor 0 0.0% Very Poor 1 2.6% Is there any more information that you would like to see included? Courses should be more detailed. More detailed start and end dates for the courses. 3.2 PART 2 3.2.1 How did you find the enrolment process in general? (N: 35) Graph 3.2.1 Rating Number of Reponses Percentage of Sample Satisfactory 19 54.3% Neutral 11 31.4% How did you find the enrolment process in general? (N: 35) Unsatisfactory 5 14.3% 31.4% 14.3% 54.3% Satisfactory Neutral Unsatisfactory 3.2.2 What did you like or dislike? (N: 10) Repetition every year. Took too long. I did not get told that I had been successful; I only got a letter inviting me to the induction. Not as organised as it should have been. It took too long. The online facilities were excellent. It was a good way to get the feel of the college before starting your course. It was quick and easy. Online enrolment much better. I disliked the fact that the process took way too long and I m still waiting for my references to come through. 4

3.2.3 During the Student Induction what did you think about the quality of the following information? (N: 35) To calculate a mean rate of satisfaction for each component, the following points scale was applied to each response: Excellent Very Good Good Okay Poor Very Poor 6 5 4 3 2 1 Therefore, the highest possible mean rate of satisfaction (RoS) is 6.0 and the lowest possible mean rate of satisfaction is 1.0. RoS RoS Library Facilities (35) 5.20 Student Code of Conduct (34) 4.35 Study Skills (34) 4.56 Sources of Support (34) 4.65 I.T. Training (34) 4.38 Class Reps/ Learner Forums (33) 4.12 Health and Safety (34) 4.29 Information Booklet Content (34) 4.50 Fire Procedures (33) 4.39 The Student ID Card Service (33) 4.67 3.2.4 How could we improve the student induction process in the future? (N:10) Doing 2 courses. Induction for new Directions was good, induction was nonexistent for the higher. I am now a second year student and have never been informed of induction dates! More I.T. info for those that need it. Better information on when student ID cards are being issued. Do the same process for late starters like me. A bit more information on how My UHI works when you are at home would have been good instead of having to figure it all out by ourselves. Send the students the correct information before the course starts. More notice to get ID cards. The whole thing could take a shorter time, and could be presented in a friendlier way. I think it needs to be improved, looking at how it is advertised and people invited. I never got my letter and only got an e-mail on the day of! I think the librarian or office staff should do student ID cards. 5

3.3 Part Three 3.3.1 How do you feel about the following aspects of Shetland College? (N: 35) Ros RoS Access (Transport and Directions) (34) 3.56 Classrooms/Study Areas (34) 4.59 Attitude of Academic Staff (34) 4.53 Standard of Equipment (34) 4.74 Attitude of Support Staff (35) (e.g. Admin, guidance, I.T.) 4.71 Course Content and Teaching (34) 4.65 Canteen Facilities (35) 4.49 Available Support (33) 4.64 3.3.2 Are there any other aspects of the college not listed which you think are particularly positive or negative? (N: 7) Not enough parking facilities at certain times. Some of the modules look like they could do with being re-read and thought through better. Admin staff I spoke to did not know correct procedure for SAAS part-time course application. The noise during the building makes it nearly impossible to study. Classrooms often cold. Canteen prices, very poor. I think tutor support should be more and encouraged to meet once a term. My course runs from Orkney mainly by VC this is generally v good, but Orkney teaching staff s use of VC could be improved: connections fail inexplicably mid lecture, Orkney staff do not always record lectures adequately; with, for example, poor sound and failure to use microphone effectively for recording. Also assignments from spring semester 2012 have not been returned with marks/feedback this is poor. 3.3.3 What could be done to make your experience at the college better? (N: 16) Make the bus service more frequent. Information needs to be passed between staff and office staff to help those who turn up at reception rather than turning them away as they don t know the answer. Heating. Issues with VC use at Orkney College see above. Staff need to understand essentials and also to review/listen to VC recordings they have made to check quality. Enforce policies regarding return of marked assignments within defined/agreed period. Shetland college however scores very high in these areas and I have no criticism of staff at Shetland College who are polite/knowledgeable/ well-informed. 6

3.3.3 What could be done to make your experience at the college better? (N: 16) Continued. A shuttle bus to and from college to the street. I finish on a Friday at 11.45 and live in the south end. I have to walk to the street to catch the 12 bus home, otherwise I have to wait to catch 12.35 from college and wait for the 2 bus to the south end. Making sure timetables are clear and preparing class materials for each subject properly in advance, so they are ready for when the students start classes. The staff should treat everyone as an equal and treat everyone like adults in this adult setting. Staff could treat us more like adults because we are in college, not school. More parking options. More healthy options in the canteen (i.e. more choice than the regular cheese and chips options). Canteen space needs to be bigger. More classrooms would be a good idea, and bigger library. Students Union. Having details before the summer holiday of the dates when the next semester commences would be helpful. I think tutor support should be more and once a term there should be a tutorial with tutor support to look at anything that may be highlighted for you. Top up the vending machine with change more often. It s REALLY cold. Some of the tutors could perhaps try to engage better with the students. 3.3.4 How would you choose to give feedback to Shetland College? (N: 35) Very Likely Likely Perhaps Unlikely Very Unlikely Speaking to a Class Representative (33) Using the Learner Forum (34) Speaking to Members of Staff (33) Use of Online Services (35) 5 (14.3%) 10 (28.6%) 11 (31.4%) 5 (14.3%) 2 (5.7%) 2 (5.7%) 7 (20%) 12 (34.3%) 10 (28.6%) 3 (8.6%) 8 (22.9%) 16 (45.7%) 7 (20.0%) 2 (5.7%) 0 (0%) 12 (34.3%) 12 (34.3%) 7 (20.0%) 3 (8.6%) 1 (2.9%) 7

4.0 Discussion 4.1 Part One 4.1.1 How did you hear about Shetland College? When learners were asked how they heard about Shetland College the top answer was through school (39.5%). Six learners (16% of the sample) said they had always known about the college, with word of mouth and family other popular sources of awareness. Only 3 learners stated they heard about it through the prospectus and two said they had heard about it through the Careers Office. Recommendation: It is important we continue to promote Shetland College to school pupils, as a large number of Shetland College learners will hear about the college while considering their options at school. The Shetland Times is a similarly important source of promotion. Perhaps more could be done to promote the college through the Careers Office, which will be achieved by passing on regular up-to-date information. There is a lot of general awareness of the college, mainly through word of mouth; and it is important to maintain this through widespread promotion of the college throughout Shetland. This could be encouraged at events such as the Shetland Craft Fair. 4.1.2 Why did you decide to do a course at Shetland College (please tick all that apply). 75% of answers to this question stated that the college offered the course they wanted, which speaks highly of the range of courses which are currently available. Other popular answers were that the college is close to where they live or work (55.6%), and that they did not want to leave Shetland (38.9%). Qualitative answers included dislike for the school setting, the flexibility of online learning and a positive gut feeling which all contributed to these learners choosing Shetland College. It should be noted that very low responses to my workplace organised it is likely to be due to the sample. Many learners in the Construction section would be in the situation where their workplace organised their course, but none completed this survey. Recommendation: It is important to keep in mind the range of reasons which a learner may have for choosing Shetland College and to promote how the college can meet their needs in a variety of ways. In terms of the sample, more should be done to encourage learners from the Construction section to participate in future surveys. 4.1.3 What did you think about the design and content of the Shetland College Prospectus 2012/2013? General feedback on the prospectus was positive with 47.4% rating it as very good and 28.9% rating it as good. Only one learner rated it as very poor and none felt it was poor. The two qualitative comments suggested there should be more detail in terms of course information and also clear start and end dates. Recommendation: As we consider alternative methods of prospectus delivery in the near future, it is important to retain what has been effective in the current prospectus. Learners want detailed course information. 8

4.2 Part Two 4.1.1 How did you find the enrolment process in general? In general most students were satisfied with the enrolment process, with 54.3% rating it satisfactory and only 14.3% rating it unsatisfactory (see graph 3.2.1). While one student felt it was quick and easy, three other students stated that it took too long. Three students commented that the enrolment process was not fully organised: one student did not get an acceptance letter and another was still waiting for their references to come through as of 8/11/12. There were positive comments about the online enrolment, with one student describing it as excellent. However, it was brought up at the Health & Care course team meeting that online enrolment for HE courses and returning students in that section did not work properly. At the same meeting it was reported that part-time students were not given full information about the induction schedule. Recommendation: In this sample students were largely happy with the enrolment process, although the procedure could be evaluated to see if it is slightly too long. It is very important to make sure that all students are properly informed about enrolment and the schedule of induction events. Despite some technical difficulties the online enrolment system was popular with some students; this should be carried forward to enrolment in future years. However, a fully online enrolment system would not suit all students one commented that enrolment day was a good way to get the feel of the college before starting your course. 4.1.2 During the Student Induction what did you think about the quality of the following information? Overall there was a positive rating about all information offered during the Student Induction; with the lowest rating, for Class Reps/Learner Forums, at 4.12 (with an average rating of 4 equating to good ). The highest satisfaction rating was for the information offered about library facilities, which was 5.20 (with an average rating of 5 equating to very good ). The next highest ratings were for The Student ID Card Service (4.67) and Sources of Support (4.65). 4.1.3 How could we improve the student induction process in future? Some learners felt that there should be additional I.T. information, particularly about how My UHI works when accessing the system from home. One learner stated that while the induction for New Directions was very good, it was non-existent for their higher course, and another would appreciate an induction process for late starters. Several learners felt that organisation and invitation to the event was not satisfactory, with one learner not receiving their letter of invitation and another stating they had not been informed about induction dates in two years of being at the college. While the overall satisfaction rating for information about the student ID card service was positive, there were two learners who commented that they would appreciate more information. There was another comment that the process took too long. Recommendation: While it is difficult to make sure that all enrolees have received information about the enrolment process, it is important to make every effort to pass on this information. It may be beneficial to introduce student inductions for higher courses and a second smaller induction event for late starters. 9

4.3 Part Three 4.3.1 How do you feel about the following aspects of Shetland College? The only category to get an overall satisfaction rating of less than 4 (equating to good ) was Access (Transport and Directions) which got 3.56, with an average rating of 3 equating to okay. This low rating is understandable given the distance of Shetland College from Lerwick town centre and the limited (if relatively frequent) bus service. One learner felt there was not enough parking facilities at certain times, which is a problem amplified during the construction of the new building. The highest rating was for Standard of Equipment with 4.74, although one student described problems they were having with staff in other UHI campuses being unfamiliar with best practice for the video conference equipment. They described poor quality recordings and illegible guest speakers, which highlights the importance of staff training to make best use of high quality equipment. All other categories had an average satisfaction rating between 4.49 and 4.71, or between good and very good. There were some specific points for improvement: for one learner, admin staff did not know the correct procedure for SAAS part-time application and another felt that tutors should offer more support and meet with learners once a term. While the satisfaction rating for Couse Content and Teaching was very high, one learner felt that the content of some modules could be revised and thought through better. Recommendation: It would be beneficial if the transport links to the town centre were improved with additional buses (or a shuttle service) but this may not be possible given available resources. The heads of sections should check that all staff delivering content to Shetland College students via video conference are confident and competent with the equipment. If there are recordings available it may be useful to regularly check a random sample of content to make sure it is of high enough quality. 4.3.2 What could be done to make your experience at the college better? There were several suggestions for how Shetland College could improve. As mentioned above, a more frequent bus service or shuttle bus was mentioned by two learners. Three felt improvements could be made in delivery of information: term dates prepared in advance, course materials ready for the start of classes and more effective communication with office staff to help with student enquiries. Two learners felt they should be treated more like adults, one felt that some tutors could engage better with students, and another felt there should be more tutor support available. In a follow up discussion one learner spoke about large delays in the return of coursework from Orkney College UHI as of 19/11/12 they were still waiting for assignments submitted in spring. Various other matters were raised by other learners; including more healthy options in the canteen, more heating for classrooms and increased parking at the college. Recommendations: Staff should always try to prepare class materials and course start-dates in advance and pass on this information to learners as best they can. Effective communication with the office staff is especially important because they are in a direct position to receive enquiries. Other learners have also complained that the front office does not always have accurate start days for courses or up-to-date information on scheduled staff training. As suggested by one learner experiencing delays with feedback, Shetland College could establish an agreed time-scale for the return of marked assignments and ensure this standard is met by all partners contributing to delivery of course content. 10

4.3.3 How would you choose to give feedback to Shetland College? Use of online services was the method of feedback with the most positive response. 34.3% of the sample said they were very likely to use this method and a further 34.3% said they were likely to use it. Speaking to members of staff was also very positive with 22.9% of the sample saying they were very likely to use this method and a further 45.7% said they were likely to use it. Only 2.9% said they were very unlikely to use online services for feedback and no-one said it was very unlikely for them to give feedback to a member of staff. The responses for speaking to a class representative were not quite so positive - while 28.6% said they were likely to use this method, a further 31.4% only said perhaps. Use of the Learners Forum was more negative - 34.3% only said perhaps for this method and 28.6% of the sample said it was unlikely they would use it. 5.7% said it was very unlikely for them to give feedback to a class representative, and 8.6% said it was very unlikely for them to use the Learners Forum. Recommendation: Online platforms should be maximised for student feedback. The Facebook presence for Shetland College UHI recently switched from a Facebook group to a Facebook page which has the additional feature of sending a private message - this will be a good method of feedback and inquiry. A feedback form could be added to the UHI website as another means of online communication. More should be done to promote the role of class representatives and the Learners Forum. Recently a full list of class representatives was put on permanent display in the canteen; hopefully this should encourage learners to familiarise themselves with their representative and contact them if they need to. At present the Learners Forum is not a popular method of feedback for the learners of Shetland College. Staff should continue to promote the forums, but they may never be a successful method of getting feedback from a large number of learners. Therefore there should be appropriate alternative methods of feedback run in addition to forums, such as the online platforms mentioned above. It should be noted that in part two of the survey, information provided during student induction about class reps and Learners Forums received the lowest mean rate of satisfaction. If improved in future inductions, this may help learners better understand the role of class reps and Learners Forums, and encourage them to utilise these methods during their time at Shetland College. 11

Contact: Greg McCarron Communications and Student Engagement Assistant Shetland College UHI Lerwick, Shetland, 01595 771 269 Greg.McCarron@uhi.ac.uk www.shetland.uhi.ac.uk