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STANDARD 6 - STUDENT SERVICES


Introduction | Description | Appraisal | Projection

Introduction

The activities reviewed in this Standard fall under the jurisdiction of offices within the Division of Student Affairs and the Academic Division of the university. These two Divisions act cooperatively in providing non-curricular services to students and have worked collaboratively, under the general direction and coordination of the Vice Chancellor of Student Affairs, to produce the report contained in this chapter of the self-study. The organizational charts included with this report indicate the divisional home of particular offices but student services is treated as a university function, not the sole concern of one division. As a result, the orientation of student services at the university is decidedly co-curricular and complementary to the learning and development that occur in the classroom.

The philosophical underpinning of student services is found in the vision statement, mission statement, and strategic plan of the Division of Student Affairs. The Division has established as its primary mission, the development and nurturing of a responsible, caring, and user-friendly community that is sensitive to individual needs and concerns. With a co-curricular approach to its mission, Student Affairs positions itself as an integral part of the educational process and offers programs and services that assist students in achieving their fullest potential. These offerings and collaborative academic efforts are intended to motivate and inspire students to devote time and energy to educationally purposeful activities and to support an effective academic community. A most recent example of this type of activity is the Division's involvement with faculty on co-curricular and out-of-classroom activities directly related to the educational outcomes envisioned under the new General Education program.

Description Top of Page

Access

The mission statement of the University of Massachusetts and the correlated Vision statement of UMass Dartmouth both stress access, including affordability and financial aid, and diversity as primary goals. Student services, from admissions, to financial aid, to academic support, address themselves strongly to the goals of diversity and access through various programs, facilities, and policies. These services are geared to all students but pay explicit attention to the needs of historically underrepresented groups, the physically and learning disabled, commuters, part-timers, working adults, transfer students, international students, and off-campus populations.

At the highest policy level the university supports an Office and Assistant Chancellor for Equal Opportunity, Diversity and Outreach. This office serves to promote the goals of diversity in the hiring of faculty and staff as well as overseeing university efforts to promote diversity and equal opportunity for students. The Office of Multicultural Support Services complements and expands these efforts within Student Affairs. The Executive Director for Minority Recruitment and Retention, in the office of the Assistant Chancellor for Equal Opportunity, Diversity and Outreach, actively promotes the university's goal of diversity in the student body. A complementary effort in the Admissions Office employs a Multicultural Recruiter to work with the Office of Enrollment Management. The College Now Program provides another avenue of admission for underrepresented groups, many of whom are minorities. Enrolled students of color may find support in the services of Unity House, student organizations, and a mentoring program coordinated through the Office of Multicultural Support Services.

Also acting in support of non-traditional students is the Office of Disabled Student Services, which is part of the Academic Resources Center (ARC) and concerns itself with the learning and adjustment issues of the physically and learning disabled. The tutoring and support services of the ARC serve designated populations as well as the general student population, with a Writing/Reading Center, a Math and Business Center, and a Science/Engineering Center. The work of these centers is well integrated with the course offerings of academic departments through formal arrangements with individual faculty as well as serving as drop-in centers for students needing assistance with writing and math skills as well as content areas. The START (Steps Toward Abstract Reasoning and Thinking) Program, run through the Department of Mathematics, has been successful in supporting the success of students with inadequate high school preparation in science and technical fields. The START Plus Program, run through the Frederick Douglass Unity House, is mainly geared to increasing access to careers in technical fields for women and minorities through preparatory course offerings in a comprehensively-designed freshman-year program.

International students comprise about 2% of the undergraduate, and 28% of the graduate student population. The Associate Dean of Students Office serves international students by providing general advice and assistance with immigration forms and any other official documents, through the Office of International Students. The Graduate Studies office provides visa-related services to international graduate students and oversees the university's many exchange-student programs. For those needing assistance with English, the Writing/ Reading Center offers ESL services, and the English Department offers ESL 100, Basic English as a Second Language. Several ethnic-heritage student organizations (such as the Luso-American Student Association, Indian Student Association, and Organization of Arab Students) involve international students.

Orientation

Over the last ten years, the university has expanded its efforts to enhance a sense of community and to promote the culture of learning through gathering more information on the characteristics and learning needs of its student population. The most visible aspects of this shift are seen in the organization and character of Freshman and Transfer student orientation during the summer, Welcome Back Week, and the Freshman Convocation held on the first day of class in September. All of these activities, and others, are intended to assist new students in making a good adjustment to the university, especially its academic requirements and offerings; to allow the appropriate placement of students through pre-orientation testing in reading, math, and computer literacy; and, to increase the rate of retention. Orientation activities involve all segments of the university from peer leaders, to student services staff, to faculty and academic deans. Through orientation new students are introduced to the curricular and co-curricular opportunities and choices available to them. A parent/family day is specifically designed to orient and involve families of traditional-age students (in AY 1998-99, 14% of undergraduates were over 25 years old). Transfer-student orientation is a separate one-day program and the schedule is an abbreviated form of the freshman program. International Orientation is a one-day program geared toward immigration issues and the introduction of services and programs. All groups are registered in courses as part of orientation with the guidance of faculty advisors and the Academic Advising Center. A central goal of orientation, centering on the packet system of course assignment, is to assign each student to a faculty advisor (largely through the packet system) and, thereby, to personalize their entry into the maze of requirements and options for academic and career choices. The grouping of courses for Freshmen also helps foster a support system among students taking several classes together.

Support services

For help in dealing with personal adjustment issues, students have full access to the services of the Counseling Center as well as special counseling and support services, such as those provided through the Office of Disabled Student Services, College Now, the Women's Resource Center, Unity House, Returning Students Organization, and the Religious Resource Center. The Counseling Center provides individual counseling for personal issues such as relationship and family problems, homesickness, adjustment to college life, bereavement, depression, poor self-esteem, anger management, procrastination, anxiety, eating disorders, ADD, learning disabilities, test anxiety, and other issues of concern to college students. A consulting psychiatrist is available to see students who might benefit from a trial of medication. In addition, each semester several therapy or support groups are offered. The Counseling Center also provides interest testing, career counseling, and help deciding on a major.

Workshops on topics such as leadership skills, assertiveness, time management, preparing for graduate school and other topics important to success in college are offered each semester. Staff is available to develop workshops on request or for consultation on class projects related to psychology. There is a self-help library of books, handouts, videos, and pamphlets and an educational resource library containing information on graduate and undergraduate institutions and on tests required for entry. Associated with the Counseling Center, the Alcohol and Drug Education Program provides students with information, education, consultation, and referrals related to drugs and alcohol. Incoming students are provided information about university policy on drugs and alcohol use and abuse. Students who violate university drug and alcohol policies are referred to CARE (Chemical Awareness Responsibility Education), a mandatory education program focusing on the physiological, psychological, and social effects of drugs and alcohol. Students may also be referred to the Drug and Alcohol Education Coordinator, a certified chemical dependency counselor, for a chemical dependency evaluation, possibly leading to off-campus substance abuse treatment. A student peer education program, PACE (Peer Alcohol Concerns Educators), sponsors alcohol and drug awareness presentations and events throughout the year. A large self-help and reference library on drugs and alcohol is available for students.

The Career Resource Center (CRC) provides a wide array of career resources and services to help students in clarifying career goals and in developing professional skills; individual career advisement sessions are available by appointment. Workshops in a variety of career-related areas such as resume writing, interviewing techniques, career planning, and professional etiquette are also offered frequently. The Center also coordinates all on- and off-campus student employment including Federal Work-study and the Community Service Learning Program. The CRC also coordinates the annual Career Expo, which has become one of the largest on-campus job fairs in southeastern New England, in addition to arranging on-campus recruitment for seniors.

The Health Services facility is located in the residence halls and is open on an outpatient basis seven days a week during the academic year and Monday through Friday at other times. Physicians, nurse practitioners, and registered nurses provide care. A consulting nutritionist is available by referral. In consultation with students' primary care providers, Health Services participates in the care of students with chronic health problems. Referrals are made to off-campus resources when necessary. Staff and faculty may use Health Services to discuss their health concerns, but except for emergency care, diagnosis and treatment are limited to students. Various health education programs are offered to students, including comprehensive CPR, physical fitness testing, and a wellness inventory. The office is responsible for verifying compliance with the Commonwealth's immunization and comprehensive health insurance legislation.

Financial aid

All need-based financial aid is organized, administered, and awarded through the Financial Aid Office. In addition, the recently created (1998) One-Stop Enrollment Services Center provides form collection, bill payment, course registration and information for Financial Aid, Bursar, and Registrar's offices. Both Financial Aid and the One-Stop Enrollment Services Center report to the Assistant Chancellor for Enrollment Management in the Academic Division.

The criteria for awarding need-based financial aid are contained in an annual guide published by the Financial Aid Office, with essential information found in the University Catalogue and Student Handbook, and on the Web. The Financial Aid Office staff also present over 60 on-campus and off-campus informational programs for students and parents during the year. In AY 1998-99, 61% (3,697) of degree-seeking students received aid at the Dartmouth campus, with an average per student amount of $6,087. The total amount awarded was $22,505,170, of which $8,738,779 was in grants, scholarships, or waivers, $12,807,392 was in loans, $578,212 was in Work Study, and $380,787 was in mandated categorical benefits. Of this total amount $15,277,804 was awarded on the basis of financial need and $5,185,059 on a non-need basis, to more than 3200 students through the Financial Aid Office.

Merit-based financial awards and scholarships are awarded by the Admissions Office in the case of new students (a total of 60 freshman recipients received $204,000 in AY98-99) and by the University Merit Scholarship Committee, to existing students (a total of 163 students and a total of $432,581 awarded), and individual departments and colleges for matriculated students.

Governance

The Office of Student Activities, consisting of a Coordinator of Student Activities and a clerical support person, provides administrative support to student organizations on campus. Opportunities for student leadership and participation in campus organizations and governance are provided through the approximately 100 student-led organizations and through student membership on university committees, from search committees to the Student-Faculty Academic Affairs Committee (SFAAC) of the Faculty Senate. The sole student governing body, elected by the students in annual elections, is the Student Senate. Other groups are recommending or advisory bodies, such as the Board of Governors for the Campus Center, the Residence Hall Congress, and the Student Athletic Advisory Board. Funding for all these activities is through approval of the Student Fee and Allocations Committee, advised by the Vice Chancellor for Student Affairs, based on revenues generated by the Student General Fee.

Athletics

The athletics programs and functions of the university are coordinated and managed by the Department of Athletics. As an NCAA Division III school, UMass Dartmouth places primary importance on the overall development and progress of the individual athlete in team sports rather than on sports events as entertainment. The university now sponsors twenty five varsity teams including twelve men's sports, twelve women's sports and one co-ed sport. A total of 495 students participated in varsity programs during the 1998-99 academic year. Academically, student athletes perform on a par with the general student population with over 20% on the Chancellor's or Dean's lists. Student athletes must meet the eligibility requirements of the NCAA, ECAC, and the Little East Conference, as well as academic standards required of all extracurricular activities. A Faculty Athletics Representative, serving as chair of the newly formed Intercollegiate Athletics Council, oversees the academic eligibility of all student athletes and reports to the Faculty Senate.

The university, in addition to making athletic facilities available to the general student population, encourages all students to participate in a wide variety of team and individual sports on the intramural level. Offerings include flag football, Jogging Club and Walking Club, sailing, roller hockey, volleyball, badminton, softball, indoor soccer, underwater hockey, basketball, swimming/diving, and tennis. Non-credit instructional classes include aerobics, fitness training, swimming, CPR, self-defense, and lifeguarding. Facilities are available for recreational use throughout the year, including the gymnasium, swimming pools, weight room, running track, tennis courts, practice fields, outdoor roller rink, and softball fields. A Gender Equity Committee, with broad representation of campus constituencies, oversees compliance with Title IX regulations regarding staffing and the availability of equal facilities and opportunities for women athletes.

Funding of full-time salaries and facilities in the Department of Athletics is through the state budget but the majority of head coaches are part-time employees. Their salaries are funded through the operating funds generated by the university's Student General Fee. Until recently this funding was presented and defended annually before the Student Fee Allocation Committee; currently a fixed amount for athletics is designated by the university and that amount in general fees is allocated to the Department of Athletics.

Staffing and Funding

While "student services" are provided by offices and staff both within and outside of the Division of Student Affairs, it is that Division which is structured to deal directly with co-curricular activities. Therefore, in considering the staffing, facilities, and funding to carry out the university's co-curricular activities, this section concentrates on Student Affairs' nineteen areas, departments, centers, or offices: Athletics, Campus Center, Career Resource Center, Children's Center for Learning (childcare), Counseling and Student Development, Dean of Students Office (includes International, Greek Liaison, Student Organizations, Orientation, Judicial Affairs, and Student Activities), Health Services, Housing and Residential Life, Judicial Affairs, Multicultural Support and Assessment, Public Safety, Religious Resource Center, Student Activities, Women's Resource Center, and the Vice Chancellor's office. Each of the offices is headed by a director, coordinator, liaison, or dean, and the Division is headed by a vice chancellor and associate vice chancellor. Several small departments have one administrator who also serves as department head: Student Activities, Multicultural Support and Assessment, Women's Center, Dean of Students, Greek Affairs, and Judicial Affairs.

Educational levels among the administrative staff range from doctorate to bachelor's degree as the minimum qualification. Many in the Division have a masters degree although this is required of only some of the directors. All of the psychologists in the Counseling Center have doctorates and are licensed by the state. Health Center nurses are licensed to practice in Massachusetts. The Public Safety staff also meet special requirements and must be eligible for appointment as Special Police Officer. All administrators have at least the required minimum experience in their areas and most are long-time employees. Training and staff development are available through a number of sources. The Division of Student Affairs offers workshops to staff as does the Department of Human Resources. Staff regularly attend regional and national conferences in affiliation with professional organizations.

The departments are funded through a number of different sources including state appropriations, fees, trust funds, grants, and capital funds. Many offices receive a combination of state appropriations for most salaries, and allocations from fees for operating expenses. The facilities of the departments within the Division occupy significant square footage on the campus, including the Athletic Center and fields, the Campus Center, Residence Halls and Cedar Dell apartments, and Public Safety. The Career Resource Center is the only Division office located in an academic building. The Vice Chancellor, Associate Vice Chancellor, Multicultural Support and Assessment, and the Dean of Students suites are housed in the Administration building.

Ethics

The Division of Student Affairs is responsible for identifying, disseminating, and implementing a set of clearly stated ethical standards to guide student service activities. Standards guiding the delivery of services and the staff who deliver them are not yet codified. Policies and guidelines relating to student ethical behavior are found primarily in the Student Handbook, published annually by the Division. The Handbook is distributed to Freshmen during orientation, can be viewed on the university's Web site, and is available in the campus bookstore and through the Student Affairs offices of Judicial Affairs and the Dean of Students. Sessions of orientation are specifically devoted to student rights and responsibilities, including ethical behavior, and policies, such as those on alcohol and drug use. Individual departments, such as Housing and Residential Life, the Campus Center, or the Library, and academic departments/colleges will issue specific guidelines on such matters as living on campus, the use of Library materials, and academic honesty. Grievance procedures, questions and counseling on rights and responsibilities are handled by the Coordinator of Judicial Affairs, a new professional staff position in Student Affairs. This office adjudicates all complaints involving students and student organizations regarding behavior, university policies, and the Code of Conduct. Students with complaints about the handling of their confidential records may file an appeal with the Family Educational Rights and Privacy Act Office. A faculty member serves as the Grade Appeal Facilitator to administer the university's grade appeal policy.

The maintenance of permanent student records is the responsibility of the Office of the University Registrar (University Records). The Office provides for the retention, safety, and disposal of student records primarily under the procedures and policies of the Family Educational Rights and Privacy Act (FERPA). The following types of records are kept in accordance with FERPA policies: admissions, academic progress and advisement, transcripts, disciplinary, financial, financial aid, health, and placement.

Appraisal Top of Page

Student services at UMass Dartmouth are generally well-organized and comprehensive. They serve most essentially the administrative needs of students for admittance, procedural information, financial assistance, billing, registration, facilities, and record keeping. Beyond satisfying these fundamental needs, student services are geared most explicitly toward student cognitive and affective learning. The co-curricular approach of the Division of Student Affairs and, in particular, the emphases of its Strategic Plan, underline the importance of the quality of service rendered to students as well as the central goal of linking out-of-class experiences with the basic educational objectives of the university. The Division has produced mission and vision statements which clearly reflect and guide the specific objectives of the Strategic Plan. The university has the administrative support structure in place to support its goals of both providing general access and promoting diversity. Unfortunately, aside from quantitative measures of enrollment and retention there are no objective measurements of qualitative factors regarding access or diversity.

In identifying and reacting to the characteristics and learning needs of its students, the university made a fundamental step in establishing the Office of Institutional Research in 1994. However, data collection is a work in progress and the data already collected are not yet being fully analyzed, disseminated or sufficiently utilized in decision-making and resource allocation. Surveys conducted by the Alumni Office and compilations from College Board reports by the Admissions Office yield information on student characteristics. In 1998, the Vice Chancellor for Student Affairs initiated another step toward developing a more complete profile of entering students with the administering of the Astin study to incoming Freshmen. The results of this survey were presented to the Faculty Senate and placed on the university Web page. More iterations of this study will be needed before a reliable baseline and trends can be established.

The financial aid procedures of the university were reviewed and evaluated by the Financial Aid Committee, a standing committee of the university. The Committee found the 1998-99 Financial Aid Guide to be clear and comprehensive. It also found the Financial Aid page on the university's Web site to be convenient and helpful, particularly its listing of basic procedures and scholarships. There is a fair and equitable awarding process and an official outside audit confirmed that awards are made in compliance with federal and state regulations. However, the financial services provided by the One Stop Enrollment Service Center appear, in a random survey conducted by the Committee, to be in need of improvement. Also, the filling of current vacancies in the Financial Aid Office is important.

The summer orientation programs for new students, the academic advising center, counseling, career development and placement, and health services all conduct regular satisfaction surveys which indicate that their services are well-received and effective. Academic advising, in particular, is evaluated as one of the university's strong suits. In a recent system-wide student survey, UMD students indicated higher satisfaction ratings for their academic advising than students at the other UMass campuses and higher than students at a group of cohort institutions outside the system (Sterling Research Group, 1998). The recent rise in retention of freshmen supports the conclusion that a strengthened orientation and first year programs have had a positive impact on our first-year students. Despite the favorable ratings, academic advising by faculty is not of consistently high quality or availability. Other surveys indicate that the services of the counseling center, Women's Resource Center, Health Services, and career resources are not generally known to students. Greater efforts will be needed to advertise the offerings and programs of these offices as well as to break through the commuter mentality among many students that prevents them from being more fully involved with the university outside of their classroom experience.

Student participation in governance is provided for in all university standing committees and through student government and other student organizations. Of the approximately one hundred student organizations of various types, about seventy are consistently active with regular membership, advisement, and programs. Student attendance at meetings of standing committees is generally poor. Co-curricular advising is also low, with few student organizations having faculty advisors.

Athletic programs are competitive and several teams have been successful at the conference and national levels. For example, the men's basketball team is recognized as one of the top NCAA Division III programs in New England and the East Region, and the baseball team is consistently ranked among the top intercollegiate baseball teams in New England and competes against nationally-ranked teams each season. There is a good balance of resources by gender and a new facility is being built under the Title IX program of gender equity. The fee allocation funding process has recently been brought into line with NCAA requirements and a newly-created Intercollegiate Athletic Council, chaired by the Faculty Athletics Representative, works to keep a strong emphasis on academics, eligibility, and NCAA compliance. The Department has a full-time academic officer who works with student athletes and faculty to help maintain academic standards and programs for students who need assistance. This program has yet to be assessed but the planned monthly advising and tutorial sessions were reduced to only three in 1998-99. Despite a more active intramural program (around 1600 students in 1998), there is very little participation in activities by commuter students.

Staffing is generally adequate in student services but several offices have staff vacancies or insufficient full-time professional staff. Funding is adequate in most areas to implement programs and deliver services. Funding for Athletics is low in comparison to its peers. A recent increase in the Campus Center fee will allow for additional staffing and repairs to facilities. Although capital and conceptual plans have been approved for major renovation to the campus center, no date has been set for a bid process or start date.

The university does have adequate policies and procedures regarding ethical standards for student service activities as well as policies on student rights and responsibilities, including grievance procedures. However, there is no central source for such policies and procedures and, in general, the university community lacks information about what they are and where to find them. Responsibility for the security, confidentiality, and access to official student records is centralized in the office of the Associate Vice Chancellor for Academic Affairs acting under FERPA guidelines. This is a generally satisfactory system but there are security and space issues in the administration building and staff awareness (including student staff) needs to be continually reinforced in offices housing disciplinary, health, counseling, financial, and placement records.

Each department in the Division of Student Affairs has submitted an annual report of activities for over ten years and some have set goals for upcoming years. These are on file in the Vice Chancellor's or department offices. However, given the university's former level of awareness of assessment needs and processes, these reports did not serve as a basis for regular and systematic evaluation and assessment. A step toward assessment was made in reaction to the findings of the NEASC five-year update in 1995, which highlighted the student issues of alcohol abuse, orientation, and housing. These issues brought student services staff and faculty together to identify and address co-curricular objectives. In 1998, the Division completed a strategic plan for regular and systematic evaluation to determine whether the co-curricular goals and needs of the students are being met. Since this is a new process and baseline data are just being assembled, information on how co-curricular goals and needs are being met is not yet available systematically to revise the goals and improve their achievement. The Division is working with the university-wide assessment committee appointed by the Chancellor in 1997 and hopes to encourage collaboration between student affairs and academics in designing, meeting, and assessing co-curricular goals.

Projection Top of Page

The Strategic Plan of the Division of Student Affairs for 1998-99 details the activities and principles that will guide the Division in the near future. All of this is shaped by the Division's newly revised mission and vision statements. Two overarching objectives inform these statements: 1) Student services will be delivered in a responsible, helpful, and caring manner, and 2) Co-curricular activities and outcomes are to be promoted as the primary emphasis of programming and services. In order to assess the achievement of these central goals, the Division will build on existing surveys (Astin, etc.) and add other satisfaction surveys geared to measuring the effectiveness of specific programs and services. The Office of Vice Chancellor will convene an assessment process on an annual basis for each department's strategic goals for each strategic initiative. Each department will have its yearly written documentation assessed and rated by the Vice Chancellor after doing a self-assessment. The results of all these surveys and the Division's strategic assessment will be considered in the annual evaluation and revision of the Strategic Plan and ultimately, the mission of the Division. The first assessment process will be completed by Spring 2000 and done annually thereafter.

The university is committed to diversity and the recruitment and retention of non-traditional students. All of these efforts, beginning with recruitment, and extending to the quality of the overall experience (classroom to cafeteria) need to be assessed with regard to the various categories of non-traditional student: color/ethnicity, nationality, returning, disabled. While retention rates are important and indicative, the quality of services and co-curricular activities for all students, and especially for non-traditional students, needs to be evaluated. Specially designed satisfaction surveys will be administered, in collaboration with the Academic Division, to establish a baseline for assessment of university objectives concerning non-traditional students. This will be done through periodic reviews at least once a year.

Although student service offices and centers publish informative brochures, informal surveys indicate a need for greater efforts in marketing and publicizing services and activities. This is especially important in an institution that has a culture of limited involvement in university activities among all segments of the community. Definite steps will be taken to improve the availability and accessibility of information about services and activities through a variety of media. All areas of the division had a website as of September 1, 1999. Publishing of a Student Activities calendar, which is placed around the campus to promote events, will continue. Encouragement of student attendance at university-sponsored events is enhanced by coordination of efforts with faculty who can integrate requirements or recommendations for attendance at such events into course syllabi.

The Division of Student Affairs will continue to support the achievement of General Education goals and requirements through its co-curricular activities. The Division will continue to enhance its offerings to the General Education program by documenting its activities through the publishing of the booklet, Co-curricular Programs, Services and Activities. The Division will work with academics to develop assessment tools such as graduate surveys, Astin's Senior Survey, and writing assignments that would reflect co-curricular experiences. This process has begun through meetings with the Provost and will continue until a formal campus-wide assessment process has been developed.

   
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