*SAMPLE* Student Affairs Facilitated Meeting Notes


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*SAMPLE* Student Affairs Facilitated Meeting Notes

  1. 1. Campus Life Internal Marketing Meeting Summary of 5/7/2009 I think this was an incredible meeting that brought out a lot of interesting information. Unfortunately, because of time, we were unable to discuss as a group the next steps. I heard a few things as I facilitated: (1) A disconnect between the values of Campus Life staff and what administration might value; (2) An insufficient focus on communicating to the audiences that matter about the worth, value and success of Campus Life; and (3) Student voice is important and it seems difficult to take the time to fully engage it and expose it to the community. From this I have created some goals to think about with some suggested activities and room for you to continue the conversation. GOAL: Campus Life is viewed by the campus audience as in touch with the goals and objectives of administration and those that “matter.” What To-Do? Reason for approach: Aim budget items directly towards your target audience, in addition to programing goals. If money is not aimed at the goal of better communicating your values and accomplishments, then is it a priority? Keep track of when a “request” for programming or help with is received and when you are able to respond/ accommodate that need. (ex. Responded to 87% of requests received by campus) To communicate the level to which Campus Life accommodates and uses its funds to collaborate on campus, this information must be tracked separately. Everyone in the office should be tailoring their language to talk about what they do and why in a similar way. Review each semester with the changing goals of Administration. (A statement for email signatures and voicemail messages too...) This helps answer the question “What is Campus Life?” for people. If you donʼt brand yourself, you will be branded. It shows both that Campus Life is diverse in its work and understands University goals Suggestions
  2. 2. Campus Life Internal Marketing Meeting Summary of 5/7/2009 GOAL: Campus Life is effectively communicating via staff and students the value, worth and success of their programming and activities. What To-Do? Reason for approach: Strategy of audience engagement. Take If you are doing something but not talking your tools for engagement and focus time about it, who would know you are doing and energy here. Regular communication it? documents for SLG and target audience. A Campus Life newsletter would be an easy way to communicate to any group. Create a student leadership committee and special population engagement committee. This could be an internal committee with some external seats that meets regularly, maybe an admin invited as an advisor to the discussion? This consolidates the Campus Life voice on these topics. The committees could work towards Create a statement, train on sharing your message. Data collection and communication checklist for everyoneʼs activities. Create a list that helps people organize who they might invite to an event, what evaluation to pass out, what numbers to collect, and possible channels to communicate/ advertise activity. Every activity, not just Arts and Entertainment. This will help diversify the image of Campus Life. If every activity, training, or event considers a route to track information and ensures it is communicated to someone outside of the department. The question will change from “Do I advertise this to students?” to “Who can I tell about this?” Prepackage activities into series, sessions, festivals, topics, etc. Ensure the title conveys the purpose. It is leadership, is it student engagement, is it learning? This makes Campus Lifeʼs activities easier to digest and talk about. Instead of a bunch disjointed events, this gives an easier way to communicate what you are doing. Telling your personal message (tag lines in email answering “Why campus life?” or “I love it when Campus Life does”), this can be combined with other messaging strategies. Maybe ask certain administrators, students, etc. to submit an answer to those questions too and use it on publications/website. Make Campus Life personal. Suggestions
  3. 3. Campus Life Internal Marketing Meeting Summary of 5/7/2009 What To-Do? Ask target audiences HOW they get information, if at all, or prefer getting information about Campus Life. Reason for approach: They might not be checking your website, reading your emails, or seeing your fliers. Where do they investigate or do you have to give it to them? GOAL: The voices of students are represented in all Campus Life activities, programming, reports, and by the student themselves. What To-Do? Reason for approach: When recruiting students, consider their ability to communicate. Are they sharing the events and activities of Campus Life with their friends? Why or why not? Make it easy to share (surveys, student staffonly meetings/committees that report out to staff). Even though they may be planning the event, would they attend it. Because of the supervisor power dynamic even the most outgoing students might not feel comfortable sharing their opinions. Train students on the Campus Life message. Let students (esp. SLG) in on problem solving meetings so they have a clear understanding of the issues. Students value seeing the “underbelly” of things and it teaches them to intuit the complexities of Campus Life activities. The result will be they actually contribute in useful ways to problem solving. Are you tracking the requests and collaborations on campus (see above)? Suggestions
  4. 4. Campus Life Internal Marketing Meeting Summary of 5/7/2009 GOAL: Focusing time and energy in the most effective manner. What To-Do? Reason for approach: Create a process for new ideas and proposals, engage in active review of what you are doing and should continue doing. Regular (quarterly) meeting that is specifically for this adjustment purpose. If once in a while everything isnʼt put on the table then long-term issues can stir quietly until it is difficult and impossible to change. This gives room to say, “OK, we probably need to start from the ground up with this.” Can target audience be invited to events? How can that process be made easier? How can marketing also reach administration? Maybe send administration packets of event advertisements shrunk into a page or two? Lots of work is already being done how can that work be extended to reach the audiences you want? Suggestions from meeting evaluation: “Perhaps we need to more clearly identify what priorities need protecting and what new initiatives can be advanced by our student leaders.” ACTION: Create a clear statement of priorities and any new initiatives so everyone is aligned in the same direction going forward “I'm not quite sure what the next steps for me as a student are...” ACTION: Keep students involved and informed in a more than superficial way. “open minded discussions and brainstorming” “We still need a common language and shared brand.” ACTION: You can begin to use worksheets passed out to develop this language. This speaks to a few of the suggestions above. Suggestions
  5. 5. Campus Life Internal Marketing Meeting Summary of 5/7/2009 “Top 3” Summary: Take note of the discrepancies between where you spend your time and resources right now versus where you think you should be spending your time and resources: Time Resources Priority Value Campus Activities (8) Campus Activities (5) Orientation (6) Info/Marketing Campus Involvement(3) Staff Leadership/Facilitation (2) Acclimate students to college (4) Info/Marketing Campus Involvement (1) Positive CL staff experience (3) LBC/FYE (1) Orientation (2) Collaborations (1) ECA (1) ***The colors show which activities are in both column vs. those that are not. “Bottom 3” Summary: Is there anything that is getting the least time and resources that could use a boost? Is there anything that you ranks as your least priority below that is getting too many resources right now? Time Resources Priority Value Transfer Orientation (4) Veterans (3) ECA - Engaging (3) ECA- Engaging (3) Veterans (3) Help with admissions (2) Faculty Collaboration (3) Connecting with the City Staff and City Police (2) Org Advising (2) Commuter Newsletter/Listserve (2) Special Programs --> Faculty (1) Commuter Advocacy (1) LBC (working w/ existing faculty programming) (1) Community for Transfer Students (1) Info for the community (1) Hotels/Local Businesses (1) Mentoring (1) Info for the community (1) Connecting with the City Staff and City Police (1) Meeting Summary
  6. 6. Campus Life Internal Marketing Meeting Summary of 5/7/2009 BIG TAKEAWAYS: There were a few themes in the meeting that could be pulled out for immediate action, delegation or discussion. They were identified because of the frequency in conversation or key leverage in their impact. Additionally they could be seen as places in need of direct support or funding from the University if Campus Life is to expand. 1. Evaluation/Data - Create an evaluation and tracking systems that give useful information (data) for reports and advertising. This was described as a must have for communicating to the audiences you identified. 2. Commuter Services - Revamp the concept of commuter services into servicing specific populations on campus that have specific needs (mentioned groups: veterans, single mothers, ECA, transfer students). This would provide a targeted and more effective approach as well as allow for tracking and description of how you service the specific needs of populations identified by leadership, even if it changes in the future. 3. Student Leadership - Create a integrated look at student leadership that aligns all activities around a particular model/curriculum. LETTING YOUR AUDIENCE KNOW: There were common themes in the strategies that could be used to present data to the audiences that you want to see it. I would consider these your points of information leverage. With scarce resources I would recommend aiming programming and planning around meeting these communication objectives. 1. Proper information to SLG 2. Easy to digest data 3. Formal invites to your key audience on campus 4. Identify where CL manages campus risk 5. Engage leaders in the “How” of the process 6. Newsletter or other easy to read/disseminate document 7. Collecting demographics LEVERAGE ACTIVITIES: Student Activities LBC GREEK/Student Org Support Data Website Engaging students of color, transfer, and differencing life experiences Student Leadership “I guess we, the students, were told this meeting was going to be something completely different from what it actually was so we weren't sure what role we had there. I did learn a lot and am thankful for the opportunity to be able to participate in such discussions; it definitely got my mind thinking in ways I hadn't thought before because I am a student, not a professional staff member. It was neat to see their perspective on everything.” -Student on meeting evaluation Meeting Summary