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Client
Kimberly Kenyon,
Associate Director, International Teaching Assistant Development Program,
Center for Learning and Teaching, Cornell University,
420 CCC, Garden Avenue Ithaca, NY 14853-6601
Email: kpk9@cornell.edu
Telephone: 607 255-6409
Interviews and classes
The International Teaching Assistant Development Program (ITADP) at Cornell University helps international teaching assistants improve their communication skills, explore educational innovations, and collaborate with one another to enter the Cornell classroom as confident instructors. The program has two projects.
Scheduler for Screening Interviews
Needs:
- Online resource scheduler (web based interface)
- Simplify resource scheduling (interview times, all depts. at Cornell, ITADP staff, rooms)
- preferably tie in with Oracle to schedule resources as well (people, rooms)
- Eliminate all paperwork (registration forms, evaluation info.), emails (between depts. and the ITADP, between depts. and their students, between depts. and the DGA (Director of Graduate Studies), between DGS and GFA (graduate field assistants), between depts.. and designated faculty, advisors, etc. and phone calls (between all those stated previously) by routing all requests electronically
- A single place for entering and tracking all information about screening interviewing.
- Automate process for each requirement
Requirements:
- Data collection of who is scheduling and for who (emails)
- Password protected
- Secure environment
- Web based student registration form (forms will not be sent unless fields are filled)
- Web based student registration form should share info with File Maker Pro
- Student registration form info should be saved on our server so student can access and update info during the semester
- Fields related to international teaching assistant teaching assignment info. time and date should be able to be queried to generate a list of whom when where and when
- Accessible by all depts. via the web
- Notify those involved via email automatically of upcoming interview
- Should publish real-time, up-to-date interviewing information, in a password-protected environment, in an online calendar on our web site.
Manage tasks:
- Given parameters must auto schedule screening interviews
- Approve times via scheduler
- Reject times via scheduler
- Linking requirements with cross notification-send email reminders to the student and department representative scheduled on X date
- Print reports of categories
- Allow for queries to find students who fit x parameters (ability to find open times in students schedules)
Anticipated Savings Impact:
- Reduced time for depts. (includes GFAs, DGSs, faculty, advisors), ITADP administrative staff, ITADP director and staff, international students.
- Elimination of paperwork and data entry of paperwork such as registration forms and evaluation info.), reduction of emails (between depts. and the ITADP, between depts. and their students, between depts. and the DGA (Director of Graduate Studies), between DGS and GFA (graduate field assistants), between depts. and designated faculty, advisors, etc. and phone calls (between all those stated previously) by routing all requests electronically.
- Subjects currently impacted have three times per year that this impacts their workload
- Analysis of ITADP members’ impacted yields administrative staff time spent is 50-75% of working time at three high points due to interview scheduling and ITADP director and staff expend 25-40% of working time coordinating interviews.
Registration/Time Sorter Tool
Needs:
- Online registration/time sorter tool (web based interface)
- Simplify course/pronunciation groups/language partner scheduling (based on inputted schedules the program should find common times for students to have a class or a pronunciation group (this would need to sort by time and language), find common times between language partners (international students)and language consultants (hired undergrads) for a meeting)
- Preferably tie in with Just the Facts to extract schedule changes
- Eliminate all paperwork (schedule cards, and phone calls by routing all requests electronically
- A single place for entering and tracking all information about registration/language partner match up.
- Automate process for each requirement
Requirements:
- Data collection of who wants to register/have a partner/needs top be in a pronunciation group and for who (emails)
- Password protected
- Secure environment
- Web based student registration/language partner/language consultant form (forms will not be sent unless fields are filled)
- Web based student registration/language partner/language consultant forms should be exportable to Excel
- All registration forms info should be saved on our server so students can access and update info during the semester
- Fields related to registered student/language partner/language consultant should be able to be queried to generate a list of who, when, where and when
- Ability to generate class lists/pronunciation group lists/ language partner match up list
- Notify those involved via email automatically of class placed into or of match up between language partners
- Should publish real-time up-to-date interviewing information in a password-protected environment in an online calendar on our web site.
- Allow for input from administrator for where classes/pronunciation groups will meet
Manage tasks:
- Given parameters must auto create classes/pronunciation groups of x number
- Given parameters must auto match language partners with language consultants
- Approve times via registration tool
- Reject times via registration tool
- Linking requirements with cross notification-send email students put in class, auto send email to pronunciation groups and emails to language partner and language consultant who are matched up
- Print reports of categories
- Allow for queries to find students who fit x parameters (ability to find open times to add a student to a class using their schedule and able to find open times to match a language partner to language consultant)
Anticipated Savings Impact:
- Reduced time for ITADP administrative staff, ITADP director and staff, international students, language consultants (undergrads hired by ITADP).
- Elimination of paperwork and data entry of paperwork such as class schedules, reduction of emails (between international students and the ITADP administrative staff, between the international students and the ITADP director, between the language consultants and the ITADP assistant director, between language consultants and the ITADP and phone calls (between all those stated previously) by routing all requests electronically.
- Match up of international students to classes is currently done by collecting paper schedule cards and cross checking numerous cards to determine possible times for classes
- Match up of students by language and time into pronunciation groups currently involves collecting schedules via email and on paper and cross checking common times and languages to execute match up into classes
- Match up of language consultants and language partners currently involves collecting schedules via email and on paper and cross checking common times to execute match up grads with undergrads
- Subjects currently impacted have two times per year that this impacts their workload
- Analysis of ITADP members impacted yields administrative staff time spent is 50-75% of working time at two high points due to registration processing and ITADP director and staff expend 50-75% of working time coordinating classes and language partner match up.
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