Comprehensive Manuals and Approaches for Taking Your Program Online Resources:
Library Resources
The following items have been shared with you by GU/TRIO professionals who used them successfully in their programs. You are invited to do the same. Take five minutes to share a document that you use in your program. It could be an activity, form, or program handbook. If we all share a little, this will become a more powerful online program manual for the community. Send to edpractices@eoa.org and share the same on the national and program-specific listservs. The newest items are listed at the top.
Multi-Page Manuals for Taking a Program Online
(4/30/20) Comprehensive Plan for Taking SSS Online. Dr. Jeff Galligan, Director, Men of Excellence & TRIO Student Support Services, Madison Area Technical College (WI) <Click to download the two-page action plan> The plan includes communication activities, internet access/equipment, tutoring, Blackboard Ultra, student employees, social media, and recruiting.
(4/16/20) Comprehensive Plan for taking McNair Scholars Program Online, Anthony Albecker, Director, McNair Scholars Program, University of Minnesota-Twin Cities. These themes guide the University of Minnesota TC TRIO McNair's Covid-19 response: #Do something! #compassion! #community! The initial weeks of the COVID-19 response were individually contacting students via Zoom, phone, and a YouTube video to check their safety/well-being and remind them that we are accessible as needed. Students expressed gratitude for the outreach and shared their adjustments to virtual learning formats as University courses transitioned to online. We created a dynamic online <McNair COVID-19 FAQ and Resources Booklet> tailored to students at different program phases. While in COVID purgatory, we converted key documents and forms to online, supported our scholars navigating fall 2020 graduate school admission decisions, staged our CANVAS course management system, consulted widely with stakeholders, etc. We are versing in amazing resources such as the <Council for Undergraduate Research Resource Library>, Doing Field Work in a Pandemic Resource Guide, virtual poster symposium resources, etc. We are working on a TRIO McNair Virtual Operations manual to guide us, our broader professional communities, and our University colleagues. <McNair COVID-19 FAQ and Resources Booklet>
(4/14/20) Going Virtual Manual (tips and suggestions), Diana Carbajal, Executive Director, Haysville GEAR UP, Wichita State University (KS). HGU compiled a 15-page manual of all the information and resources that have helped us throughout this transition. It is visually friendly (stayed away from the narrative) and focused on the main points (info graphs). Some of the information will be redundant or not "new", but I hope some golden nuggets can help (we provided several examples too). <Going Virtual Manual>
Comprehensive Approaches of taking A Program Online
(4/28/20) Comprehensive Plan for Taking Upward Bound Online. Natalie Fabretti, Program Adviser, Upward Bound, Monroe Community College (NY). We have done many things to move our program online. Some of them have been successful, and others have completely failed. I think the mindset of trying new things and learning from them is critical to this season. A growth mindset is always important, but it is even more important during an emergency because it stops us from getting stuck or depressed despite difficult circumstances. The growth mindset says we can improve at anything by practicing with good coaching. In the case of not having an expert in crisis management, a growth mindset also means using every circumstance as a learning opportunity rather than a definitive success or failure. Now that I have established the foundation on which our program is making its decisions let me share a few of them with you:
We moved our files to a shared Google Drive so that records can be updated in real-time and simultaneously as we do not have real-time communication for every time we want to update our records with each other, given that every student interaction we make is documented.
To move on Google, we had to share usernames and passwords and contact each other to verify legitimacy.
We use conference calls to connect as a staff every morning to communicate what we would have in the hallways or stop by each other’s offices.
We use Google Forms to check in with students, and we have been getting to know our students differently because of these check-ins
We took tutoring online using Tutor Ocean and then dropped tutor ocean for Zoom tutoring so that more than one student could work with a tutor.
We go “live” with updates on our Facebook page every M-R
We started a new series called Things I Wish I Knew, where I leveraged relationships with friends willing to make videos about what they would do differently in high school, knowing what they do now. The speakers (when available) have been joining our Zoom call for a live Q and A after the video. This has brought in the most students so far.
We have sent cards and items accompanying our speaker’s discussion to the attending students.
If you’re interested in more of what we are doing, you can follow us on Facebook @UpwardBoundMCC
(4/27/20) Comprehensive Plan for SSS Program Going Online. Dr. Rabekah D. Stewart, Executive Director, TRIO Programs at Missouri State University, Springfield, MO. My TRIO Student Support Services program has been transitioning to a primarily virtual program due to the Covid-19 crisis. We have continued tutoring, academic advising, and workshops using Google Hangout, WebX, Zoom, and our social media platforms, Instagram and Twitter. The mentoring program has continued to gather for social activities and peer mentoring. While the students enjoy structure during their academic activities and advising, they have a place to relax with peers in the TRIO Lounge. In the lounge, the students have a 'hot topic' to discuss, listen to music, watch movies, and even play games. And I think they surprise themselves when the conversation focuses back on their academics. Nonetheless, this is a space for them to come and connect with others and take a break from their new, often uncomfortable, normal.
(4/23/20) Crisis Management Plan for EOC Program. Frances Ervin, Executive Director, Educational Opportunity Centers Program, Wichita State University (KS). During a crisis, two phases of programs need to operate within: Phase I Damage Control and Phase II Recovery. The program must operate in Phase I Damage Control as long as the crisis is active. The Recovery Phase begins only once the crisis is over. Examples of the plan include communication strategies, virtual learning platforms, and an online program orientation portal. <Click this link for their plan for serving EOC participants during this crisis> This two-phase model for dealing with the current crisis could be applied in other situations in the future.
(4/21/20) Plan for Taking McNair Scholars Program Online, Janis Johnson, Director and Melissa Melgar, Assistant Director, St. Olaf College (MN).
Individual Meetings: We have been contacting every one of our students via google meet. Topics include:
Their current location (and whether it is a "preferred" setting or if they need assistance securing other housing options), internet access, and quality computer access. We refer students to free internet access or resources for purchasing equipment.
Checking in on how online classes are going (quiet study location, connection with other students and faculty, workload, communicating concerns to faculty, change in grading, etc.)
How are they handling the stress associated with the COVID pandemic and working to address their individual needs (living at home, a family losing income, siblings taking online classes, creating a daily schedule, sleep, chores, etc.)
Plans for a summer internship or research opportunities. If their plans have been canceled or postponed, we brainstorm other options and give them an "assignment" to contact specific professors or programs offering online opportunities.
Additional services:
Our program offered a group workshop on Test Taking Strategies, Services, and Resources (counseling, tutoring, academic study skills, graduate school preparation, summer online opportunities, etc.) that are available online at St. Olaf.
We have informed our scholars that this summer McNair will be virtual and our Research Writing class will be offered online.
We are working directly with our Residence Life director to procure summer housing on campus for students who are homeless or temporarily living with friends in the short term but do not have a more permanent home to go to for the summer. These students can contact the director to explain their circumstances and request an exception to live on campus this summer.
We are in contact with faculty mentors who have transitioned their research to be conducted online to ensure that our Scholars are prepared to begin research at the end of May.
For juniors, we discuss GRE preparation, including deciding on a date to take the GRE, GRE fee reduction waiver, and determining a realistic study plan. We are planning how to conduct GRE preparation this summer, including offering Magoosh paid by college dollars.
For seniors, meeting with them via google meet to discuss financial aid offers and help them decide which graduate program to attend and how to connect with the graduate department and faculty regarding their questions.
(4/17/20) Moving the Program Online, Tricia Wilkinson, Program Director, Upward Bound University of Minnesota-Twin Cities.
Communication activities: called every student to take a holistic assessment of needs; hosted a parent/family 'check-in' via Zoom last Saturday to assist families in better understanding high school requirements, UB requirements, family needs, and summer questions. We utilized Zoom and breakout rooms to host Spanish, Hmong, and Somali languages. Called all families to verify current and correct contact information (phone and email). Post on social media announcements. Communicate with our school district consistently.
Provision of needed equipment: distributed 25+ computers/Ipads to students -weekly classes
Curriculum: resumed online last week via Zoom
Academic support: daily tutoring resumed last week via Zoom
Human relations: retained all student staff who wanted to continue working
Advising: 1:1 and group forums have moved to Zoom. Advisors are already on the school staff email listserv, so staying informed at each school is nice.
Online access to information: utilizing google drive to work with students. Have created folders of resources, program information, high school information, etc. A one-stop place organized by needs and questions
(4/14/20) Comprehensive Model for Taking the Program Online, Kathleen Rivers (Kat) Director, McNair Scholars Program Sul Ross State University (TX) We have been contacting our students weekly and splitting our large group among the staff to better serve individual needs. Also, we gave them a soft assignment to write a personal statement about another student. This gave them a chance to engage and get to writing again. The scholars have bi/weekly meetings to check in and do workshops together. This next week we have an ugly pajama party workshop online to have fun. The monthly newsletter has our mascot for this group, McNair the Hare, which they can find for a prize. Our program is currently developing a workshop that involves a game element to get them thinking of something other than the current situation and develop graduate school skills. Lastly, we constantly contact mentors and advisors to ensure our students and their families are doing well. The summer McNair program will be online. Our department had anticipated this, and we were brainstorming strategies for the summer event. For example, developing video chat sessions with experts on how to take the GRE, and getting practice tests and discussions loaded. Contacting professors or graduate students for private tutoring for some of the GRE sections. Also getting our students to continue on their portfolios and have them present them this summer. This isn't all we are doing.