Discover how Wayne State University proactively addressed challenges within its counseling program, employing effective solutions to overcome them.
Client Background
Wayne State University (WSU) is located in Detroit, Michigan. Founded in 1868, it has 13 schools and colleges and offers 350+ programs to nearly 24,000 graduate and undergraduate students. The University provides several health science courses.
Dr. Thomas Michalos currently works as Program Coordinator at Wayne State University. Having completed his education at the same University, his experience as a Counselor and his expertise in the subject has made him an ideal candidate to truly perceive and solve the problems of his colleagues and students.
The Challenge
The Issues Maintaining Physical Records
Conventionally, counseling students maintained their internship hour logs in a paper-based filing system to track hours while working on sites. However, Dr. Michalos realized this was not a sustainable and practical option. Recording, adding, and scouring data was complex with sheets of paper. Moreover, adding those hours kept the faculty preoccupied with tasks incessantly.
Thus, the main challenge faced by the University was the outdated and inefficient system of managing internship documents, including time logs, which were all done on paper. This manual process was time-consuming and prone to errors, leading to delays in processing and approval of documents. However, when the COVID-19 pandemic hit, the Program was forced to adapt to an e-portfolio system.
This allowed students to upload their paper documents online. However, this solution was only a temporary fix, as it did not address the underlying issues with their outdated system. Managing and tracking documents, adding hours, and maintaining reports were still tricky. They were unable to take full advantage of the benefits of a digital system.
The Key Considerations
Aiming to Improve Internship Program Administration
To address the challenges faced by the counseling program, Dr. Michalos and the Assistant Dean, Dr. William Hill explored various solutions available in the market. Their decision criteria focused on finding a platform that could:
Exxat met all the above criteria and was easy to implement. The Program Coordinator, the Assistant Dean, and the committee from the College of Education had considered other competitors, but Exxat stood out as a convenient choice due to its widespread adoption among other programs in the University.
Representing the College of Education, the Committee consisted of a diverse group of members:
Thomas Michalos – Counseling
Donna Carroll – Dean’s Offices [College of Education]
Holly Feen-Calligan – Art Therapy/Counseling
Julie Moreno - Art Therapy/Counseling
Sameerah Davenport – Counseling
Carla Harting – Educational Leadership and Policy Studies
Francesca Pernice – Educational Psychology
William Hill – Asst. Dean for Administrative and Organizational Studies, and Theoretical and Behavioral Foundation
“Overall, Exxat has been a game-changer for our internship program. It has helped us to streamline our processes, help save time and resources. As a result, we have seen significant improvements in the quality of our internship courses and the success of our students.”
– Dr. Michalos, Assistant Professor (Teaching) and Program Coordinator, Counselor Education
The Implementation
Seamless Implementation & Smooth Transition
The Exxat team worked hand-in-hand with Dr. Michalos, Dr. Hill, and the committee to ensure their internship hours were easily mapped on the Exxat platform for the faculty to assess. Being a student at the same University, Dr. Michalos desired a platform that not only met the faculty's needs but also provided relief to students, which was effectively achieved with Exxat. The students can now easily submit their internship documents online, and the staff can quickly review and approve them. The Program now received a more holistic view of the student details – not just random snapshots. Exxat also facilitates tracking of student progress, making it easier to identify and address any issues that arise early on.
Exxat's software was implemented quickly, and Exxat's team ensured that all the data was uploaded into the system accurately. They put the system in place so fast that the team started to learn and play with it within a matter of days. Exxat helped to streamline the curriculum mapping process, reduce the time and resources required for curriculum mapping, and make the process more efficient.
The Impact
Improving Program Efficiency and Student Outcomes
As the department administrator and professor of the internship course, Dr. Michalos has seen firsthand the positive impact that Exxat has had on their internship program. One of the most significant improvements they have seen is communication with site supervisors. With Exxat, they can easily communicate with site supervisors and track their feedback on student performance. This has led to more effective and timely feedback, allowing students to improve their skills and knowledge throughout the internship.
In addition, Exxat greatly improved the overall efficiency of its internship courses. With the user-friendly interface of this software, the Program Coordinator can easily manage student records, track their progress, and ensure they meet all the necessary experience hours and documentation requirements for graduation. The system also provides real-time data and analytics, allowing the Program to identify areas for improvement and make informed decisions about the Program. Furthermore, it is an excellent archival system, helping store data safely.
The Way Forward
Supporting the Program through Re-accreditation Process
While the Wayne University Counseling Program has recently adopted Exxat, it is optimistic that it will benefit them significantly as they are in the midst of their re-accreditation process. Exxat has assisted the Counseling Program in efficiency and organization, and they look forward to seeing what other ways Exxat can help manage their program better.
Dr. Michalos recommends Exxat to his peers in the industry mainly for the ease of transition from the old system to the new digital solution and for improved efficiency of the Program.
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