The Importance of Strategic Planning in Reducing the Rate of Non-Graduating Students in the Archival Studies Programme at the Federal University of Paraíba

Abstract

This study analyzes how strategic planning (SP) can contribute to reducing the non-graduation rate in the Undergraduate Archival Science program at the Universidade Federal da Paraíba (UFPB), considering the internal and external factors that affect student retention. The study is based on the observation of high dropout, retention, and non-graduation rates that compromise the program's effectiveness. The research used a mixed-methods approach and an exploratory-descriptive design, incorporating quantitative data (such as dropout, failure, and student satisfaction rates) and qualitative data (interviews and document analysis). Theoretically, the research is based on the foundations of strategic planning and its application to university management, highlighting its ability to integrate institutional diagnosis, performance goals, and continuous improvement initiatives. The literature review revealed the lack of a strategic culture in many higher education institutions, where Course Pedagogical Projects (CPP) do not incorporate management practices such as SWOT analysis, nor do they establish mechanisms for monitoring and evaluating results. In this context, the PE is positioned as an essential tool for aligning the Archival Science program with the Institutional Development Plan (IDP) guidelines and student expectations. Analysis of institutional data indicated a worsening rate of non-graduation over the years. The Course Completion Rate (CCR) showed a significant decline, especially in incoming classes starting in 2013. Dropout rates appear to be a critical phenomenon, revealing dropout spikes in several classes, while retention rates demonstrate prolonged student retention without significant academic progress. Furthermore, the Academic Failure Rate (AFR) demonstrated a correlation with dropout rates, while student dissatisfaction, measured by the Net Promoter Score (NPS), reinforces the urgent need for restructuring the program's curriculum. These data were systematized into a General Course Performance Index (GCPI), which integrates quantitative and qualitative variables and will be used as an ongoing monitoring tool. In the qualitative field, interviews and questionnaires revealed that the main factors associated with intention to drop out are career demotivation, the perception of poor professional prospects, dissatisfaction with the curriculum structure, and academic overload. Personal conflicts, financial difficulties, and infrastructure problems were also cited as aggravating factors. The SWOT analysis revealed internal weaknesses, such as outdated laboratory technology, a lack of updated curricula, faculty demotivation, and the absence of structured academic governance practices. External threats include reduced public investment, advances in information technology, and competition from more attractive programs (including distance learning). The combination of these factors compromises both the attractiveness of the program and its retention rates. The PE proposal aims to address these weaknesses through strategic actions such as infrastructure modernization, curriculum review with a focus on digital skills, teacher training, implementation of an early warning system for dropouts, and fostering the employability of graduates. The Strategic Plan (SP) was developed in alignment with UFPB's IDP  and the program's new CPP, currently under consideration, consolidating a strategic map, performance indicators, and realistic goals for the period 2025–2030. Strategic planning is an essential tool for continuous diagnosis, formulating assertive interventions, and monitoring results. Its institutionalization promotes not only an improvement in the graduation rate but also strengthens the culture of academic management, the quality of training, and the sustainability of the program in the face of societal and labor market demands. Therefore, the work reinforces the urgent need for strategic management committed to educational excellence and student retention in public higher education.