COMM 323
EmTisha Grevious
Honor Pledge EmTisha Grevious
Midterm Event Plan
I pledge to support the Honor System of Old Dominion University, I will refrain from any for of academic dishonesty or deception, such as cheating or plagiarism. I am aware that as a member of the academic community it is my responsibility to turn in all suspected violations of the Honor Code. I will report to a hearing if summoned.
Introduction and Event Summary
The transition to higher education can be filled with unforeseen difficulties, and some students may find themselves facing the possibility of academic probation. This event is a proactive initiative designed to support students who are on the verge of academic probation, by offering a suite of workshops, discussions, and resources aimed at equipping students with the necessary skills and knowledge to regain their academic footing. This event aims to empower students with the tools, resources, and support they need to improve their academic standing and achieve their educational goals. By addressing challenges early on, this event seeks to prevent students from falling into academic probation and help them navigate the path towards academic recovery and success. This event plan outlines the purpose, structure, and content of the proposed event, and discusses the expected outcomes and evaluation methods.
Academic probation is an issue that affects a substantial number of students across universities, signaling a critical point where intervention can lead to positive changes and prevent further academic difficulties. This event is proposed to target students who are on the verge of academic probation, aiming to address the issues contributing to their academic challenges and to promote a turnaround in their performance. The objective of this event is to prevent at-risk students from entering academic probation by providing them with tools and strategies for academic improvement. It will also create awareness about the resources available to them on campus and facilitate a supportive environment where students can openly discuss their challenges and learn from their peers.
Research
S.W.O.T. Analysis
Creating a S.W.O.T. analysis for an intervention event aimed at students on the verge of academic probation helps in understanding the strengths, weaknesses, opportunities, and threats associated with the event. The primary goal of an event of this type is to provide support and resources to students at risk of not meeting academic standards to improve their performance and avoid probation. The S.W.O.T. analysis is a guide for event organizers to maximize the event’s positive impact and help mitigate any potential issues in order to adapt the event to better meet the needs of the at-risk students that the event being planned to support.
Strengths
1. Targeted Intervention: The event is specifically designed to address the needs of students who are struggling academically, which can lead to a more effective intervention.
2. Resource Allocation: By focusing on those at risk, the even can efficiently allocate resources such as tutoring, advising, and counseling to those who need it most.
3. Engagement and Awareness: The event may increase student engagement with academic support services and raise awareness about the consequences of academic probation.
4. Peer Support: It provides an opportunity for students to connect with peers in similar situations, fostering a support network.
5. Expert Guidance: The presence of academic advisors, counselors, and faculty can provide expert advice and create personalized academic improvement plans.
6. Preventative Measures: The event can serve as a preventative measure to reduce the number of students who eventually fall into academic probation.
Weaknesses
1. Stigma: There may be a stigma associated with attending such an event, which could discourage participation.
2. Limited Reach: Some at-risk students might not attend due to scheduling conflicts, lack of interest, or denial about their academic situation.
3. Resource Constraints: There could be a lack of sufficient resources to follow-up with students after the event, which is vital for long-term success.
4. Short-term Focus: The event may focus on immediate academic survival rather than addressing underlying issues such as study skills, time management, or personal challenges.
5. Overwhelming Information: An abundance of information and resources provided at once can be overwhelming for students, leading to information fatigue.
Opportunities
1. Collaboration with Campus Resources: The event can lead to partnerships with various campus resources such as the writing center, library, or mental health services.
2. Data Collection: Gathering data on at-risk students can help in understanding the common challenges and tailoring future interventions more effectively
3. Positive Outcomes: Success stories from the even can inspire and motivate other students, creating a positive ripple effect.
4. Holistic Support: The event can be a starting point for more holistic support programs that address not just academic but also personal and financial issues.
5. Innovation in Support Services: Feedback and outcomes from the even can drive innovation in academic support services and policies.
Threats
1. Funding Cuts: Budget constraints could threaten the continuity or the quality of the even and subsequent support services
2. Cultural Barriers: Cultural differences in perceptions of academic success and help-seeking behavior may limit the effectiveness of the event for some student groups.
3. Evolving Academic Standards: Changes in academic policies or standards can affect the relevance and effectiveness of the support provided.
4. External Stressors: External factors such as family issues, work commitments, mental, and health issues can impede a student’s ability to utilize the event’s resources.
5. Lack of Institutional Support: If faculty and administration do not fully support or prioritize the event, it may not achieve its intended impact.
Leadership Assessment
To identify which leadership style would be most appropriate for an event aimed at students on the verge of academic probation, you would need to assess the student’s readiness levels in terms of their motivation and competence regarding their academic responsibilities. By using the situational approach to assess and apply the most appropriate leadership style, leaders can more effectively support students on the verge of academic probation and increase the likelihood of overcoming academic failures.
Below is a leadership assessment based on the situational approach:
Assess Student Readiness:
R1-Low Competence, High Commitment: Students are new to academic probation circumstances and do not yet know how to improve their academic standing but are motivated to learn.
· For students at R1 a directing style may be most appropriate. Leaders would clearly outline steps necessary to avoid academic probation and closely supervise the process, providing specific instructions and close monitoring performance.
R2-Some Competence, Low Commitment: Students understand what needs to change but may be discouraged or lack the motivation and commitment to follow through due to past academic failures.
· For students at R2, a coaching style that combines direction with support is suitable. Leaders would need to encourage and motivate, help build confidence, and provide both guidance and feedback as students work to improve their academic standing.
R3-High Competence, Variable Commitment: Students have the skills to succeed academically but lack motivation or confidence due to external factors or prior setbacks.
· For students at R3, a supporting style is appropriate. Leaders would need to share decision-making responsibilities, facilitate problem-solving, and provide support, while the students would take more responsibility for their academic performance.
R4-High Competence, High Commitment: Students are both capable of doing what is needed to avoid probation and are motivated and committed to take action to change academic circumstances.
· For students at R4, a delegating style would be most effective. Leaders would provide less direction and support, trusting the students to take initiative and make decisions about how to avoid probation while being available for consultation.
Design
Creative Plan
Cui bono
The purpose of this event is to empower, educate, and provide resources to at-risk students on the verge of academic probation, helping them improve their academic standing and develop skills for long-term success. The marketing plan is aimed to raise awareness about the event among impacted students. The primary goal of the marketing would begin with encourage pre-registration to gauge interest, estimate attendance and resource needs. The secondary goal would be to create a supportive community image, reducing stigma associated with academic probation.
Marketing Plan
New Media.
Marketing strategies would include an email campaign with personalized invitations sent to at-risk students, as well as regular reminders as the event approaches. Social Media platforms would also be utilized with the creation of event pages on Facebook, Instagram, and X (Twitter). Additional marketing would include motivational quotes, success stories and event teasers, as well as targeted ads to reach the appropriate student demographic.
Traditional Media.
Traditional marketing would include posting flyers and posters in high traffic areas and academic buildings and collaborating with professors to make announcements in classes with high at-risk student enrollment. Partnerships with student organizations would garner wider reach and support and promotion by campus influencers would further advertise the event.
The marketing team would also feature the event on the university’s official website and student portals, publish blog posts on tips for academic improvement, highlighting the upcoming event. Seeking assistance from public relations for a press release for the university news service and local newspapers and arranging interviews with campus radio stations and student newspapers would also help to spread the word about the upcoming event and gauge more interest. Incentives for early registration could include raffles for bookstore vouchers and university swag and certificates of participation could be offered which could be included in resumes or portfolios. Continuous encouragement to faculty and staff to inform eligible students by word of mouth and classroom visits by academic advisors would allow the marketing team to promote the event directly.
To ensure a successful marketing campaign the team will launch the campaign 6-8 weeks prior to the event and increase frequency of communication and reminders as the event date draws near. They will also evaluate pre-registration numbers and adjust marketing strategies as needed to reach target numbers. The team will monitor and evaluate registration numbers and attendance, monitor social media engagement, and adjust tactics accordingly and survey participants post-event for feedback to inform future marketing efforts.
The target audience of this event are college students who have been notified they are at risk of academic probation and students currently on academic probation. This event will look to partner with the Academic advising center, counseling services, tutoring, and learning centers, financial aid office, career services, student success office and the peer mentorship program. Collaborating with these student services will allow for sufficient coverage and ensure proper resources for students impacted by academic probation.
Human Resources Planning
Human Resources
The key staffing roles will include one event coordinator, six facilitators/workshop leaders, three registration staff members, 1-2 mentors/tutors (per fifteen students) two tech support staff members, 1-2 evaluation staff members, and 1-2 event assistants. The Event Coordinator is responsible for overseeing all aspects of the event such as planning, organization, and execution. The Facilitators/Workshop leaders will lead workshops or sessions during the event. They will be knowledgeable about academic success strategies and be able to engage with the students effectively. The Registration staff members are responsible for checking in attendees, distributing materials, and providing information about the event schedule and logistics. The Mentors/Tutors which are volunteers or staff members will provide one-on-one support to students during the event. They can offer academic guidance, study tips, and motivation to help students improve their performance. The Tech Support staff members will oversee the technical requirements of the event and ensure everything runs smoothly. The Evaluation staff members will gather feedback from attendees to assess the effectiveness of the event and identify areas for improvement. Event Assistants will help with setup, cleanup, and any other logistical tasks that arise during the event.
Plan your Event
Event
Academic Success Symposium
The name of the event will be the “Academic Success Symposium.” This name removes the stigma associated with academic probation by highlighting academic success and inviting students who are at-risk as well as those in good academic standing to attend.
Site/Event Plan
The location for the event would take place on campus in a venue with a comfortable and quiet atmosphere, like a seminar room, conference room or quiet lounge area, which can accommodate open discussion and interactive sessions.
Contingency Plan
Should a conflict arise, and the planned venue becomes unavailable or is unable to accommodate attendees, the below contingency plan will be enacted.
1. Alternative Venue List:
· Prior to the event, identify and secure at least two alternative venues on or near campus that can accommodate the same number or more attendees.
· Ensure these venues are accessible and have similar facilities and technological capabilities (i.e., Projector, Wi-Fi, seating),
· Examples of alternative venues: Science building, Multipurpose Room, Student Union, Community Center Hall.
2. Point of Contact:
· Contact the Event Coordinator for venue-related issues. This person will be responsible for coordinating venue changes if necessary.
3. Communication Plan:
· Prepare a communication plan to promptly inform all participants, speakers, and staff about the venue change. This includes email templates, SMS messages, and social media posts that can be quickly modified and sent out.
· List all participant contact information in a readily accessible format for quick dissemination of information.
4. Technology and Materials Transfer:
· Have a detailed checklist of all materials and equipment needed for the event. Make arrangements with the campus facilities or IT department to have a quick response team to transfer and set up in new location.
5. Signage and Directional Assistance:
· Prepare additional signage that can be quickly deployed to direct attendees to the new venue.
· Assign volunteers to the original venue to redirect attendees to the new location.
6. Transportation:
· If the alternative venue is not within walking distance, arrange for transportation to shuttle participants between the original and new location. Contact local transportation services for potential collaboration.
7. Time Management:
· Build flexibility into the event schedule to allow for a delayed start or adjustments in the event timetable if necessary due to the venue change.
8. Vendor Coordination:
· Notify all vendors (catering, equipment rental, etc.) of the potential for a venue change in advance and confirm their ability to adapt to a new location if needed.
9. Emergency Services Notification:
· Inform campus security and local emergency services if the event and the possible change in location to ensure safety protocols are maintained.
10. Documentation and Contracts:
· Review contracts with the original venue and any vendors to understand the policies regarding cancellations or changes due to unforeseen circumstances and agreements accessible for quick reference. Keep a copy of all contracts and agreements accessible for quick reference.
11. Rehearsal:
· Conduct a walk-through of the contingency plan with the event team, ensuring everyone understands their roles and responsibilities in the event of a venue change.
12. Activation Trigger:
· The contingency plan will be activated if the original conference room becomes unavailable due to unforeseen circumstances such as maintenance issues, double booking, larger than expected attendance, or emergency situations.
13. Post-Event Review:
· After the event, conduct a debriefing session with the team and discuss what went well and identify areas for improvement. Document any lessons learned and update the contingency plan accordingly.
By preparing a comprehensive contingency plan, the event organizers can ensure that the Academic Success Symposium for at-risk students proceeds with minimal disruption, providing the support and resources these students need to improve their academic standing.
Coordination
9:00AM-Registration and Welcome
· Continental Breakfast and check-in
· Icebreaker activities to create a comfortable atmosphere
9:30AM-Opening Remarks and Overview of Academic Probation
· Introduction by a key figure (i.e., Dean of Students, Academic Advisor) explaining the purpose of the event.
· Stories from students or alumni who overcame academic probation
10:00AM-Breakout Sessions (30 minutes each, choose two)
1. Study Skills Workshop- Techniques for effective notetaking, reading strategies, and test preparation.
2. Time Management Seminar-Tools for managing time, setting priorities, and creating a study schedule.
3. Stress Management and Well-being- Strategies for coping with stress, maintaining a healthy lifestyle, and balancing school with personal life.
4. Financial Planning- Understanding how academic standing can affect financial aid and scholarships and how to budget effectively.
11:00AM Panel Discussion: Student Success Stories
· A moderated discussion featuring students or alumni who have successfully returned to good academic standing after being on probation.
12:00PM- Lunch Break (With Resource Fair)
· Provide a meal to encourage attendance and foster community.
· Set up tables with representatives from different campus resources where students can learn more and ask questions.
1:00PM-Workshop: Stress Management and Self-Care
· Strategies for coping with mental health, stress, and the importance of healthy eating habits and exercise.
2:00PM-Academic Resource Speed Dating
· Students meet different support departments
3:00PM-Goal Setting and Action Plan Workshop
· Assisted by academic advisors, students create a personalize academic recovery plan, setting clear and achievable goals.
4:00PM- Closing Remarks and Evaluation
· A motivational closing speech encouraging students to utilize the resources and strategies discussed.
· Information about follow-up support and upcoming workshops
4:30PM Networking and One-on-One Advising
· Opportunity for students to network with peers and professionals.
Conclusion
In conclusion, this event is designed for students on the verge of or on academic probation and aims to provide them with support, resources, and strategies to help improve their academic performance and avoid further academic decline. The event will include workshops, mentoring, sessions, and activities focused on study skills, time management, goal setting, and academic success. Attendees will have the opportunity to interact with mentors, tutors, and academic advisors to receive personalized guidance and support. The event will also feature a registration area, tech support, and an evaluation team to ensure a smooth and effective experience for all participants.
The benefits to the Target Audience will offer academic support as students will receive valuable guidance and resources to help them improve their academic performance and avoid further academic penalties. Skill Development will be gained as attendees will learn essential study skills, time management techniques, and goal-setting strategies to enhance their academic success. This event will offer personalized guidance through one-on-one mentoring and tutoring sessions, students will receive personalized support tailored to their individual needs. Students will gain valuable networking opportunities by getting the chance to connect with mentors, tutors, and academic advisors who can offer guidance and support beyond the event. Lastly, the goal is that students will leave inspired and motivated to take proactive steps towards academic success and empower them to overcome challenges they may face.
Overall, the event aims to empower students on the verge of academic probation to make positive changes, develop essential skills, and succeed academically, helping them reach their full potential and thrive in their academic pursuits.
Citations
Caporale-Berkowitz, N. A., Boyer, B. P., Muenks, K., & Brownson, C. B. (2022). Resilience, not grit, predicts college student retention following academic probation. Journal of Educational Psychology, 114(7), 1654–1669. https://doi.org/10.1037/edu0000721
Casey, M. D., Cline, J., Ost, B., & Qureshi, J. A. (2018). Academic probation, student performance, and strategic course‐taking. Economic Inquiry, 56(3), 1646–1677. https://doi.org/10.1111/ecin.12566
Dial, M. T. (2022). Academic recovery: Supporting students in academic probation. National Resource Center for The First-Year Experience® and Students in Transition, University of South Carolina.