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
Highlights• 30 campuses• 2013 Strategic Plan “Accelerating Greatness”• Quality / efficiency• Ensure optimal quality and efficiencies statewide
Overview of Presentation• Purpose• Areas of concern• Goals of staffing model• 10 key function areas• Results/findings• Recommendations• References
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
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
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
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
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
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
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
Academic Advising: Student/Staff Ratio By Campus -Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005
Results/Key Findings• Lack of an integrated planning process that ties the growth of individual Ivy Tech campuses to a systematic staffing plan
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
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
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
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
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.
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
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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