Action Template

Tue, 06/04/2013 - 11:29 -- sewm02

Action Template

Note to Goal Three Committee Members

As this page contains a great deal of formatting, please submit additions or changes as comments and I'll edit the HTML to reflect these comments. Schreffler, Paul

Action Step 1:

Action item

Point Person on SP Team

Roles/People Responsible

Timeline/Benchmarks for Activity

Evidence Benchmarks are Being/Have Been Met

Convene community education and campus constituents to evaluate, revise and update procedures for community education services (ticketing, registration, facilities assignment, and personnel).

RW
MH

Convener, coordinator
Convene, facilitate ticketing meeting

Initial contacts – Done

Additional meetings -
Fine Arts - Cathy O'Dell
Athletics/camps - Dalene Horner
Alumni - Devanna Corley
Faculty Conferences - Ed, Bus
Service Learning - Donna Nuzum
Student Government - Laurie Johnston

Ron Weist has met with leadership of GearUp, Falcon center, Fine Arts, Folklife, Culinary Arts, Lifelong Learners, and other off-campus constituents to identify, define and develop further partnerships, and to coordinate and cooperate on activities that these groups offer to the community. The committee is planning additional meetings to identify other constituents that should be consulted in relation to this goal.

AUDIT Committee recommendations:

 

 

 

 

Permanent funding for director

PS, Com

Advocacy

Not funded to date

Funding identified/allocated

Online link problem – corrected

Online registration problem - ongoing

PS, RW

Project management

Project charter initiated 11/1/07, estimated time to completion (Phase One– six months. Alerted on 12/11/07 that this project timeline may "slip" to mid-summer '08, due to higher priority Enrollment Services project

Online registration project (Phase One and Two) completed

Contact list

RW

Implementation

Tied to Banner report/output?

Contact list is used for CRM purposes - Not there yet
Used E-Pay list to advertise for recent registration event,
* 116 registrations in one evening

Suggest a course form

RW, DW

Create/manage form

 

Customers/instructors using form to initiate courses

Online Calendar

RW, DW

Implementation/ input/management

Current

Online Calendar is implemented; all Community Education and Fine Arts activities are current.
Old Calendars are still visible, should be deleted.

Action Step 2:

Action item

Point Person on SP Team

Roles/People Responsible

Timeline/Benchmarks for Activity

Evidence Benchmarks are Being/Have Been Met

Convene county contacts and community partners and other stakeholders to explore establishing offerings for targeted populations.

RW, AF
RW, PS

Convener, coordinator

Convene Gear-Up site coordinators to facilitate connections with this outreach resource, etc.-Done

 

Convene other populations/stakeholders -
Off-site FS Coordinators,
Lyla Grandstaff & Jeanne Hawkins

Ron met with GearUp coordinators and instructors, and apprised them of this opportunity. A system has been set up for registration of GearUp students and parents at GU sites. Guidelines have been established for Community Education participation through school sites. Several classes already scheduled at GU schools.
GU registrations so far resulted in fair number of registrations, but low actual attendance rate (~15%).

Conduct needs analysis and surveys.

RW, Com

Communication, surveys, analysis

Publish articles, conduct surveys and highlight specific class offerings through the Gear-Up newsletter – beginning October 2007.

Conduct FS faculty/staff survey for input regarding course wants and instructor capacity/interest. November 2007.
Fac/staff survey not completed to date.

Begun. Articles have appeared in this publication, and will continue.

GU Family Day survey scheduled.

Develop new offerings in response to needs analysis and input on targeted populations.

RW, Com

Planning, scheduling

Continue to offer classes at Gear-Up sites and principal Pierpont satellite centers (Lewis, Braxton, Harrison counties), beginning September 2007. This will leverage existing facility and staff resources.

Beginning 2008, Ed2Go courses implemented

Begun, September, in progress at Caperton Center only. Other sites (Braxton, Lewis) did not make classes.

 

 

 

Instructor-facilitated, online community education available through a contract that has been established with a leading provider, Ed2Go.

Target an underserved area for community education programs.

RW, Com

Identification, planning

Offer classes in Bridgeport, seen as a demographic area that should be targeted for immediate expansion of certain programs, beginning January 2008.

Bridgeport rollout in planning stage.

AUDIT Committee recommendations:

 

 

 

 

Market analysis

Com

Advocacy

No timeline established to date

Not funded to date -
will follow survey results

Action Step 3:

Action item

Point Person on SP Team

Roles/People Responsible

Timeline/Benchmarks for Activity

Evidence Benchmarks are Being/Have Been Met

Provide community education providers with orientation

RW

Orientation development / implementation

Establish printed orientation packet for providers. September 2007.

Ongoing implementation.

Printed orientation packet developed and distributed.

Evaluate needs in consortium of community education providers.

Com

Information gathering, needs analysis

 

 

Survey community education provider and participant satisfaction.

RW, DW

Survey and analysis

Create banner self-service surveys for both providers and participants. February 2008.

Developed an end-of-course instructor survey
Banner Self-Service status: In planning stage.

Develop recognition program for community education providers.

RW, DW, Com

Planning, implementation

Organize and present recognition event for providers. This will be a reception prior to a theatrical event on campus, where an award of recognition certificate and FS pin would be presented, and free tickets to the event would be provided. November 2007

A social event and recognition for Community Education instructors will be held during the second week of December. This event, a special holiday cookie cooking class (traditionally one of our most popular courses) will include recognition of these providers. Coordination of theatrical event prior to Thanksgiving was problematic, due to scheduling. Additional theatrical or cultural event for recognition is being planned for later in the year.

Action Step 4:

Action item

Point Person on SP Team

Roles/People Responsible

Timeline/Benchmarks for Activity

Evidence Benchmarks are Being/Have Been Met

Convene county contacts and community partners and other stakeholders to explore establishing offerings for targeted populations.

Com

Convener, coordinator

As referenced in the June budgetary request document, and in the action step two funding request for market analysis and marketing plan development specifically for Community Education (above). The time frame is dependent upon completion of an institutional marketing plan, and one for Community Education that incorporates the ‘image’ identified to be projected for the institution as a whole.

Pending funding of marketing study

 

Assess marketing and advertising plan and adjust accordingly.

Com

Advocacy, assessment, management

???

 

Develop web site.

RW, DW

Plan, program, publish, manage

Completed - Year One - website with description of all offerings and online registration was developed.

This is an ongoing effort, with continual updates and new offerings posted each trimester.

Draft catalog.

RW, Graphics Department

Create, publish, distribute

Completed - Year One

Fall ’07 catalog will be the fifth printing of this catalog.

AUDIT Committee recommendations:

 

 

 

 

Partnerships outside Marion County should be identified and pursued vigorously.

 

 

 

This is related to the networking, relationship development and analysis referenced in action steps one, two and three above. The committee will work with the director and community stakeholders to identify potential partnerships and pursue all mutually beneficial relationships.

The Audit Committee affirmed that a marketing plan must be developed by the institution as a whole and implemented so that community education programs may be extended to the greater service area of the institution.

 

 

 

Implementation committee agrees

Action Step 5:

Action item

Point Person on SP Team

Roles/People Responsible

Timeline/Benchmarks for Activity

Evidence Benchmarks are Being/Have Been Met

Update database of programs, activities, and events information.

RW, DW

Input data and manage database

All CE data is currently input into Banner. However, data is not always readily extracted from this enterprise management system. Managers in Community Education (and other mid-level managers at the institution) need a better way to access data that resides within the Banner database.

Banner data is current for all Community Education programs.

All program facilitators are listed as instructors in Banner.

Track numbers in enrollment, class offerings, instructor retention, and event participation.

RW

Data reporting and analysis.

Need report generation training and tools.

 

AUDIT Committee recommendations:

 

 

 

 

Create a database of programs, activities, and events information and publish it on the Fairmont State University website, in regional newspapers, etc.

RW, DW

 

 

Institutional Calendar up and fully populated with Community Education activities.