Office of the Vice President - wiu.edu · Personnel in the Office of the Vice President for Quad Cities and Planning Joseph Rives, Vice President for Quad Cities and Planning Debbie

Office of the Vice

President Fiscal Year Report and Future PlanningPRESENTED BY: DEBBIE KEPPLE-MAMROS AND NICKY FRIEDRICHSEN

Personnel in the Office of the Vice

President for Quad Cities and Planning

Joseph Rives, Vice President for Quad Cities and Planning

Debbie Kepple-Mamros, Assistant to the Vice President for Quad Cities

and Planning

Nicky Friedrichsen, Administrative Aide

Alison McGaughey, Public Information Specialist

Personnel in the Office of the Vice

President for Quad Cities and Planning

Student Workers in the Office of the Vice

President for Quad Cities and Planning

Goals of the Presentation

Highlight our efforts to promote the campus goals, strategic plan goals

and the goals of the PEI

Describe our FY18 accomplishments

Sets goals and priorities for FY19

FY18 Balance Scorecard Goals

Support Growth

Stabilize Enrollment

Support Mentoring

Increase Community Awareness and Engagement

Support Community and Economic Development

Engage External Organizations

Support University Planning

Support Diversity and Internationalization

Increase Efficiency

Reduce Reliance on State Funding

Increase Business Acumen

Combining of Goals

Some goals have been combined due to a singular action affecting two or more goals

These results led to six larger goals for FY 18:

Increase Enrollment of Freshmen, Transfers and Graduate Students

Support Mentoring

Support Efforts to Increase Community Awareness, Engagement, and Development

Support University Planning

Support Diversity and Internationalization

Increase Efficiency and Reduce Reliance on State Funding

Increase Enrollment of Freshmen,

Transfers and Graduate Students

Continually monitor and improve campus guest relations

Employ 5 students workers who work the main switchboard phone in

Riverfront Hall, the OVP, and now QCC Admissions desk on Saturdays

The switchboard was covered 95% of the time between 8am-4:30pm

Riverfront Hall desk was covered 70% of the time

Nicky Working the Switchboard in

Office of the Vice President

Our Newest Student Worker Jennifer

Increase Enrollment of Freshmen,

Transfers and Graduate Students

WIU’s participation in the HLC Persistence and Completion Academy

Assessment of the Learning Assistants Pilot

OVP staff have been central to the planning of the series of summits the PEI has held across the state

In FY 17, 28 summits were planned and executed with attendance of 273 people

In FY 18, 21 summits were held with a total of 86 participants plus an LEJA open house with 50+ in attendance

Several more are in the works including 2 LEJA open houses in Qunicy

As a direct result of summits, we do expect to see an increase in enrollment in Fall 2018

LEJA Open House

LEJA Open House

Support Mentoring

High impact student worker assignments

We encourage student workers to take on projects and tasks that relate to their

major or career goals

Help with necessary day-to-day tasks of the office

100% of student workers were given advice on their resume

Support Mentoring

In FY 17, one staff member served as a mentor

In FY 18, that has increased to two staff members

Encouraged student workers to become unofficial mentors or to take on

leadership roles in clubs

2 of 4 student workers are fulfilling this role in FY 18

Support Efforts to Increase Community

Awareness, Engagement, and Development

Hosted a number of events on campus and attend events hosted by

partner organizations

In FY 17, we hosted 68 events and attended 4 off campus events

In FY 18, we have a goal of hosting 75 events on campus

So far in FY 18 we have hosted or attended 52 events, and have another 14

already planned

High School Summit Invitation

Support Efforts to Increase Community

Awareness, Engagement, and

Development

Host successful events primarily utilizing student workers

Requires hiring of capable and mature student workers who are willing to

be trained in events planning

In FY 17, we had 1 out of 4 student workers trained in events planning

This fiscal year we have 2 student workers who are trained

Jenny and Nicky Catering for Event

Solar Eclipse Party in the VP Suite

Convocation Ceremony

Founders’ Day 2017

One of our Biggest Events:

Fall Graduation Reception

Fall 2017 Graduation Reception

Dr. Rives with the Student Workers

Support Efforts to Increase Community

Awareness, Engagement, and

Development

Participated in the President’s Executive Institute and help plan community

and economic development summits

Of the 21 summits this year, four of them have been community and economic

development summits

One other way we have helped support community awareness is through our

involvement in the Bix 7

Bix Brady Street Sprint Team - 2017

Bix Face of Determination

Bix 7 Expo

United Way’s Day of Caring

Support University Planning

Led the HLC Persistence and Completion Academy to successful

completion

Participating in Social Responsibility Task Force

Support Dr. Rives as he leads the effort to craft the next 10-year strategic

plan

Staff and student workers in OVP research and complete data for the vice

president’s Annual Performance Report

Update university dashboard with more contemporary graphics.

Created Gas Gauge as First Step

Supported Diversity

Maintaining membership in groups that promote diversity or represent a

diverse or minority population

In FY 17, we maintained relationships with 7 such groups

Some of those groups are Quad Cities Hispanic Chamber of Commerce, The

Figge Art Museum, Viva Quad Cities, and QCAD among others

In FY 18, we added 3 additional groups including YWCA of the Quad Cities

We expect to maintain a connection with 10 diverse groups in the

community

Proud Sponsor of the Hispanic

Chamber’s Holiday Fiesta

The Big Picture

Increase Efficiency and Reduce

Reliance on State Funding

Worked with Student Services and uTech to obtain our own credit card

machine that allowed us to accept credit card payments for our

bookstore purchases

Worked with Student Services to established a deposit-only bank account

that allows us to take cash payments for tuition and fees

The goal was both efficiency and convenience for students (customer service)

Has proved very popular. Cash receipts this year are in the range of a quarter

million dollars.

Increase Efficiency and Reduce

Reliance on State Funding

Promoting series of professional development sessions for faculty and staff

In FY 17 we hosted 1 professional development lunch-n-learn

Goal is to host 5 per year

To date in FY 18, we have completed 4, and have two more planned.

Increase Efficiency and Reduce

Reliance on State Funding

Maintaining office supply and toner orders at adequate levels while

reducing over-ordering, duplicate ordering, and stockpiling

In FY 17, $16,530.36 was spent on supplies and toner

To date this fiscal year, $9,884.51 have been spent

We have spent more this year than we have spent on office supplies in the first

half of any fiscal year since Quad Cities Complex was opened

Because we are tracking this we were able to address the issue and bring it

under control

Increase Efficiency and Reduce

Reliance on State Funding

Toner and Office Supplies

Increase Efficiency and Reduce

Reliance on State Funding

Effort to schedule and support the Vice President’s meetings with external

constituents

Meetings are set up systematically with priority given to those that help

maintain the campus’s and university’s connection to the region

Important for current and future funding requests

Dr. Rives Travel Schedule

And while the VP is travelling…

We support the whole administrative team

And keep things running smoothly

And make sure morale is high

FY 19 Goals

Increase Enrollment of Freshmen, Transfers and Graduate Students

Support Mentoring

Increase Community Awareness and Engagement

Support University Planning

Support Diversity and Internationalization

Increase Efficiency

Increase Enrollment of Freshmen,

Transfers and Graduate Students

Maintain switchboard coverage at 97%

Increase Riverfront Hall coverage to 80%

Hope to increase RH coverage to 85% the following year

Increase Enrollment of Freshmen,

Transfers and Graduate Students

Continue to assess and support the Learning Assistants Pilot

Hope to see an increase in the 1-year retention rate of students who participate

by 1% per year

67.5% is the goal for the 2017 cohort

Will be tracking this goal to its conclusion over 3 years

The 3 year goal is to increase retention of engineering students to 68.9%

Increase Enrollment of Freshmen,

Transfers and Graduate Students

Plain to maintain number of summits per fiscal year between 20 and 30

Need to increase our attendance

Our 1 year attendance goal is an average of 8 people per summit

Increase Enrollment of Freshmen,

Transfers and Graduate Students

Research shows that students who have a job on campus retain at a

much higher rate than other students

There are many student worker positions that remain unfilled

Our goal is to have student workers host a student worker table at

orientations

We hope the student workers will be able to speak to 50 students per

semester about student work and increase applications for campus jobs

Support Mentoring

Intend to continue to have 100% of our student workers take on projects

Goal to have 2 of the three people in the OVP serve as official mentors

and for all student workers to serve in leadership positions in a club

Work closely with CITR in order to implement Building Connections

Mentoring technology for QC Campus for Fall 2018

Technology already in place in Macomb

Mentors log onto to see info about mentees

Ability to log info and access personal information

Would like to Beta test in Fall 2018 and fully implement in Fall 2019

Increase Community Awareness and

Engagement

Continue to host events on campus and help campus community engage off campus

Goal is to host 75 events on campus

Ensure that all student workers are trained so that they can handle an event from its early stages of planning through the end of the event

Expect 100% of staff to be trained in this

Continue to reach out to communities in our region to set up community and economic development summits

Continue to set up meetings between VP Rives and community leaders

Continue to support and communicate importance of participating in area events

Support University Planning

Intend to complete the VP’s Annual Performance Report accurately by

November 1, 2018

Update the HVHE Performance Dashboard by end of FY 19

Continue to help with the drafting of the HVHE 10 year strategic plan

Support VP for Quad Cities and Planning in preparation for our upcoming

visit from HLC

Support Diversity and

Internationalization

Maintain relationships with at least 10 community organizations that

promote diversity or represent a diverse or minority population over the

next year

Directly support Ready to Run with budget, recruitment and event

planning

Ready to Run

Increase Efficiency

Intend to host and plan a series of five professional development sessions

in FY 19

Intend to have 1 paid speaker or trainer come to campus

Look at some of our processes with regards to succession planning

Plan to assess efficiency of office supply and toner orders

Maintain VP Rives’ connections in region with scheduling that is most

appropriate to the current goals of the campus

New Resource Requests for Future

Seeking permission to collaborate with uTech and Student Services to

explore the development of a mobile student ID

Don’t anticipate asking for new funds in FY 19

Instead, we will get a price and ask for funding in FY 20

Mobile Student ID

Questions???