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Recommendations to Inform aSustainable Staffing Model at Ivy Tech Community College                      Anne Bartlett    ...
Highlights• 30 campuses• 2013 Strategic Plan  “Accelerating Greatness”• Quality / efficiency• Ensure optimal quality and  ...
Overview of Presentation•   Purpose•   Areas of concern•   Goals of staffing model•   10 key function areas•   Results/fin...
Purpose• Provide recommendations to Ivy Tech  leadership on community college industry  standards/best practices for effec...
Areas of Concern• Administrative offices have an increased student  load• Faculty have an increased number of students to ...
Goals of Staffing Model• offer ratios based on the number of students to  allow regional flexibility• consider physical la...
10 key functional areas•   Admissions•   Registrar•   Financial Aid•   Career Services•   Student Life (Not a focus of our...
Region/Campus KeyAbbreviation                            Region/Campus NameR1             Northwest (Gary)R2             N...
Function Area # 1: Admissions
Admissions          Student/Staff Ratio by Campus                R1 R2 R3 R4 R5 R6 R7                              R 8 R 9...
Admissions: Student/Staff       Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggr...
Function Area # 2: Registrar
Registrar            Student/Staff Ratio by Campus                                       -The Successful Registrar, April ...
Function Area # 3: Financial Aid
Financial Aid                Student/Staff Ratio by Campus                     R1      R2    R3      R4      R5     R6    ...
Financial Aid: Student/Staff       Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 A...
Function Area # 4: Career        Services
Career Services          Student/Staff Ratio by Campus                   R1 R2 R3 R4 R5 R6 R7                             ...
Career Services: Student/Staff      Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 ...
Function Area # 5: Disability         Services
Disability Services          Student/Staff Ratio by Campus                R1 R2            R3     R 4 R 5 R 6 R 7 R 8 R 9 ...
Disability Services: Student/Staff         Ratio By Campus
Function Area # 6: Academic          Advising
Academic Advising          Student/Staff Ratio by Campus                R1 R2 R3 R4                   R5     R 6 R 7 R 8 R...
Academic Advising: Student/Staff      Ratio By Campus  -Based on National Community College Benchmark Project: Report of 2...
Results/Key Findings• Lack of an integrated planning process that  ties the growth of individual Ivy Tech  campuses to a s...
Strategic Recommendations    • Implement a Master Staffing Plan                                         Phases recommended...
Strategic Recommendations  • Integrated Planning, Evaluation and Resource Allocation Decision-    making Model            ...
Strategic Recommendations • Tied with Human Resource plans                                       Human Resource           ...
Strategic RecommendationsTwo main components of the Staffing Plan:  – Gap Analysis (retirements, voluntary and    involunt...
Short-term Recommendations• Bursar and FA should be merged into one department.   – simplify staffing as well as facilitat...
References• National Community College Benchmark  Project: Report of 2005 Aggregate Data.  Prepared for: Onondaga Communit...
Recommendations to Inform aSustainable Staffing Model at IVY Tech Community College                      Anne Bartlett    ...
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Team 3 (narrated ppt)

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Transcript of "Team 3 (narrated ppt)"

  1. 1. Recommendations to Inform aSustainable Staffing Model at Ivy Tech Community College Anne Bartlett Juan Cantu David Cook Eileen Strempel Joseph Youngblood American Council on Education (ACE), Class of 2011-2012
  2. 2. Highlights• 30 campuses• 2013 Strategic Plan “Accelerating Greatness”• Quality / efficiency• Ensure optimal quality and efficiencies statewide
  3. 3. Overview of Presentation• Purpose• Areas of concern• Goals of staffing model• 10 key function areas• Results/findings• Recommendations• References
  4. 4. Purpose• Provide recommendations to Ivy Tech leadership on community college industry standards/best practices for effective staffing ratios across: – all Ivy Tech campuses and – 10 key Ivy Tech functional areas
  5. 5. Areas of Concern• Administrative offices have an increased student load• Faculty have an increased number of students to advise/tutor• Program chairs are experiencing increased challenges attracting/retaining credentialed adjunct faculty• Overall, balancing high-needs peak times, without excess staffing during slow times• Substantial staffing variations among campuses
  6. 6. Goals of Staffing Model• offer ratios based on the number of students to allow regional flexibility• consider physical layout of each region• include benchmarking information to facilitate comparison to similar institutions• consider context (demographics of student body)• consider internal factors influencing staffing (growth, attrition, age distribution)• consider the diverse institutional master plans
  7. 7. 10 key functional areas• Admissions• Registrar• Financial Aid• Career Services• Student Life (Not a focus of our recommendations)• Disability Services• Tutoring (Not a focus of our recommendations)• Academic Advising• Academic Schools• Bursar
  8. 8. Region/Campus KeyAbbreviation Region/Campus NameR1 Northwest (Gary)R2 Northcentral (South Bend)R3 Northeast (Fort Wayne)R4 LafayetteR5 KokomoR6 East Central (Muncie)R7 Wabash Valley (Terre Haute)R8 Central (Indianapolis)R9 RichmondR10 ColumbusR11 SoutheastR12 Southwest (Evansville)R13 Southern (Sellersburg)R14 Bloomington
  9. 9. Function Area # 1: Admissions
  10. 10. Admissions Student/Staff Ratio by Campus R1 R2 R3 R4 R5 R6 R7 R 8 R 9 R 10 R 11 R 12 R 13 R 14AdmissionsFTEs 5 7 5 11 5.75 5 3.5 7 3.25 5 3 3 4 3Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,663 7,272 4,134 8,131 6,791 6,338Ratio per FTE 1:2400 1:1306 1:2414 1:863 1:1055 1:1851 1:1985 1:3766 1:1435 1:1454 1:1378 1:2710 1:1698 1:2113
  11. 11. Admissions: Student/Staff Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005
  12. 12. Function Area # 2: Registrar
  13. 13. Registrar Student/Staff Ratio by Campus -The Successful Registrar, April 2004Carnegie Class. # of Avg Avg FTE Median Median Ratio of Institutions Enrollment Staff Enrollment FT Staff Total Students to 1 FTE staffResearch I, II 100 22,154 28.5 21,928 23 777Doctoral I, II 63 12,763 16.7 11,064 15 764Masters I, II 238 6,548 9.21 4,865 7 711Bachelors I, II 246 1,945 3.54 1,521 3 549Associate 153 6,548 6.25 4,261 5 1,048Specialized 64 1,614 4.06 1,063 3 398
  14. 14. Function Area # 3: Financial Aid
  15. 15. Financial Aid Student/Staff Ratio by Campus R1 R2 R3 R4 R5 R6 R7 R8 R9 R 10 R 11 R 12 R 13 R 14Financial Aid FTEs 11 6 4 8 6.5 7 4 16 2 2 3.75 5 4 4.25Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,663 7,272 4,134 8,131 6,791 6,338Ratio per FTE 1:1091 1:1523 1:3017 1:1184 1:933 1:1322 1:1737 1:1648 1:2332 1:3636 1:1102 1:1626 1:1698 1:1491
  16. 16. Financial Aid: Student/Staff Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005
  17. 17. Function Area # 4: Career Services
  18. 18. Career Services Student/Staff Ratio by Campus R1 R2 R3 R4 R5 R6 R7 R 8 R 9 R 10 R 11 R 12 R 13 R 14Career ServicesFTEs 1 1 2 1.5 1.5 2.5 .5 7 1 2 1.25 2 1 .5Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,663 7,272 4,134 8,131 6,791 6,338Ratio per FTE 1:12001 1:9319 1:6035 1:6331 1:4043 1:3703 1:13894 1:3766 1:4663 1:3636 1:3307 1:4066 1:6791 1:12676
  19. 19. Career Services: Student/Staff Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005
  20. 20. Function Area # 5: Disability Services
  21. 21. Disability Services Student/Staff Ratio by Campus R1 R2 R3 R 4 R 5 R 6 R 7 R 8 R 9 R 10 R 11 R 12 R 13 R 14DisabilityServices FTEs 1.5 1 1 1.75 1.5 3 0.5 3 0.5 0.5 0.25 1 1 1Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,663 7,272 4,134 8,131 6,791 6,338Ratio per FTE 1:8001 1:9139 1:12069 1:5426 1:4043 1:3086 1:13894 1:8788 1:9326 1:14544 1:16536 1:8131 1:6791 1:6338
  22. 22. Disability Services: Student/Staff Ratio By Campus
  23. 23. Function Area # 6: Academic Advising
  24. 24. Academic Advising Student/Staff Ratio by Campus R1 R2 R3 R4 R5 R 6 R 7 R 8 R 9 R 10 R 11 R 12 R 13 R 14Academic FTEs 12.5 3 9 6 7.75 1.5 6 16 2.25 2.5 3 3 7 7.5Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,663 7,272 4,134 8,131 6,791 6,338Ratio per FTE 1:960 1:3046 1:1341 1:1583 1:783 1:6171 1:1158 1:1648 1:2072 1:2909 1:1378 1:2710 1:970 1:845
  25. 25. Academic Advising: Student/Staff Ratio By Campus -Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005
  26. 26. Results/Key Findings• Lack of an integrated planning process that ties the growth of individual Ivy Tech campuses to a systematic staffing plan
  27. 27. Strategic Recommendations • Implement a Master Staffing Plan Phases recommended Implementation/ Data Collection/Assessment Analysis monitoring Current/Baseline Influences, Impacts Priorities, Optimum Process and Measures and Constraints Levels and Future Evaluation Needs• Overview of • Enrollment • Long and short-range • Link to Ivy Tech workforce (number of • Budget projections institutional planning employees, • Ivy Tech 2013 plan • Flexibility for process demographics, job • Mission, vision, immediate needs • Monitor and evaluate categories) values, goals • Role of programs,• Analysis of work force • Facilities • Training and (comparisions) • Regulatory mandates succession planning• Identify gaps between • Workforce changes current and future • Technology resource needs • Additional factors
  28. 28. Strategic Recommendations • Integrated Planning, Evaluation and Resource Allocation Decision- making Model Community NeedsFacilities Plan Staffing Plan 1 Ivy Tech Master Plans Technology Plan Equipment Plan 2 Ivy Tech Strategic Plan 4 Ivy Tech Priorities 5 4 3 Program Review & Planning Students
  29. 29. Strategic Recommendations • Tied with Human Resource plans Human Resource Plan Recruit, hire and support diverse Systematic Staffing practicesfaculty and staff to evaluation of and decisionsmeet the needs of priorities students Staffing Plan
  30. 30. Strategic RecommendationsTwo main components of the Staffing Plan: – Gap Analysis (retirements, voluntary and involuntary terminations) • Where are future openings ocurring? – Prioritization Minimum/actual level Funded level Optimal level
  31. 31. Short-term Recommendations• Bursar and FA should be merged into one department. – simplify staffing as well as facilitate ease of student use – common practice nationally• As an efficiency measure combine all business functions with a single student interface. For example, DePaul University’s DePaul Central: http://depaulcentral.depaul.edu/• Examine a Potential Merging of Tutoring and Academic Advising.
  32. 32. References• National Community College Benchmark Project: Report of 2005 Aggregate Data. Prepared for: Onondaga Community College. Updated October 17,2005.• NACE: 2010-2011 Career Services Benchmarking Survey• NACADA• The Successful Registrar, April 2004
  33. 33. Recommendations to Inform aSustainable Staffing Model at IVY Tech Community College Anne Bartlett Juan Cantu David Cook Eileen Strempel Joseph Youngblood American Council on Education (ACE), Class of 2011-2012
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