UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 1 Leadership Question James Madison Virginia Tech Rowan University University 1. Name of unit and Outreach & Engagement Continuing and Professional College of Graduate and primary focus (non‐degree seeking Education (conferences, short Continuing Education students) courses and workshops) (graduate education) 2. When was your 6 years ago, with a series of 44 years ago, with a series of 5 years ago unit founded? different names different names 3. Is your unit Academically decentralized, Academically decentralized, Academically decentralized, centralized or administratively centralized administratively centralized administratively centralized decentralized, or a hybrid? 4. Who leads your The Associate Vice Provost, The Director, who reports to The Dean, who reports directly unit? What who reports to the Provost the Associate Vice President to the Provost (division of division do you fall (division of academic affairs) for Engagement, new position academic affairs) under? as of September 2011 (Division of Outreach and International Affairs) 5. Do you have We offer a number of We have five Commonwealth Yes: a second campus at satellite campus programs in off‐campus Campus Centers, under Camden city, and partnerships offices/off‐campus locations, either at a school Outreach, in Abingdon, at 3 county colleges and locations? division or a higher education Northern Virginia, Richmond, several school districts center Hampton Roads, and Roanoke. They all have their own directors and oversee graduate programs in addition to working with our office on non‐ credit programs. We also own two hotels (The Inn at Virginia Tech and Skelton Conference Center, and The Hotel Roanoke & Conference Center) and space at the Virginia Tech Research Center‐Arlington 6. How does your We do not currently do any We are working within the No such planning unit do succession succession planning (yet) University’s long range planning? business cycle http://www.longrangeplan.vt.e du/ 7. What does your Being “at the table,” building Being involved in the business Constantly looking into unit do to remain relationships and planning conversations, effectiveness and return on resilient, visible, partnerships (on and off‐ working on new program investment. Continuous and viable? campus), program development ideas with increase of marketing dollars development, environmental faculty. Recently secured $17 for purposes of branding and scanning and needs million Army grant to promotion. Marketing research
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 2 assessments, marketing helpprogramming in STEM, to compare products and helping to create five new pricing. positions within the department. Financial Structure Question James Madison Virginia Tech Rowan University University 8. Are you a revenue Yes Yes Yes generating area of the university? 9. What is the total Credit: $1,377,152 Credit: $838,000 Credit: $23,400,000 gross revenue Non‐credit: $152,832 Non‐credit (conferencing): Non‐credit: $710,000 generated by your around $10,000,000 unit? (If possible separate between Total: $10,800,000 credit and non‐ (CPE, Language Cultural credit) Institute and Center for Organizational and Technological Advancement) CPE accounts for 78% of the revenue, approximately $8.4 million 10. What is the Credit: $366,857 All offerings: $1,300,000 Credit: $16,600,000 approximate net Non‐credit: $42,001 Non‐credit: $10,000 revenue (after all expenses have been deducted)? 11. How is your unit Our unit is self‐funded, but We receive $860,000 in state The unit is self‐funded. It was funded? determined annually based funds to help support our established via a “loan” or start on previous year’s revenues. operations. This number stays up fund, which was fully paid For the previous fiscal year, flat and doesn’t grow. Over the after three years of operation. this was approximately years, we have become more $900,000. self‐funded to cover new positions, fringes, raises, etc. 12. How much The university receives 12% $1,500,000 is returned to 8 The university receives 40% of revenue is of gross revenue, and the colleges and the different the revenue. The remaining returned to the appropriate academic administrative units on campus. 60% is distributed among individual colleges, department or college This includes faculty payments, participating and the university? receives 5%, for every credit surplus and administrative fees departments/colleges after program we run; after paying from our various programs deducting instructional and operating costs, remaining operating expenses. funds are also returned to No return on non‐credit. university. Non‐credit
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 3 revenue is not returned to the university. 13. What is your fee We have the ability to set We set our program fees to We have authority to set our structure? How do tuition rates for our cover direct expenses and the own pricing depending on you determine programs based on market CPE fee in conjunction with the competition and state of the this? Do you have needs, instructor cost, and a client/faculty member. Our fee economy. Tuition varies any control over number of other factors. is based off of a per‐person or according to level of program tuition for your percentage of indirect costs. and mode of delivery. courses? The last pricing structure was set in FY 10. 14. Do you build a Yes – every credit course and Yes – each of our program No budget for each program, and every developers (assistant directors program? If so, are noncredit program, has its or project managers) develops they different by own budget. (Credit and budgets for their individual type of program noncredit budgets are programs. The credit offerings (credit, non‐credit, handled differently and are handled very differently corporate training, separately.) than the non‐credit offerings community but we offer all of the variety of engagement, programs conferences)? 15. Who handles the The assistant to the The assistant director of finance A manager of finance financial aspects of Associate Vice Provost and human resources along reporting directly to the dean your unit? serves as our finance and with a seven person finance budget person. team that reports directly to the AVP for Engagement Engagement Question James Madison Virginia Tech Rowan University University 16. What year did 2010 2006 Rowan currently does not have your university the classification receive the Carnegie Engagement classification? 17. How does the Having the classification The classification relates more N/A Carnegie gives our unit credibility specifically to the other arms Classification help with other units on campus, under our Engagement division your unit to be and establishes us in a but allows us to offer a set of innovative? position of leadership. It programing related to puts the idea of community engagement efforts that is run engagement on the minds through our CPE unit. of everyone on our campus. 18. What does To develop mutually To develop partnerships Participation through engagement beneficial partnerships with between student and faculty that partnerships between the CPE
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 4 mean on your both internal and external are beneficial to internal and unit and academic campus? communities. external constituents. departments/colleges. 19. Where does Across campus Across campus Across campus engagement happen on your campus? 20. Do you have buy‐ Related to engagement, we The buy‐in starts at the Provost’s N/A in from academic have academic buy‐in office and we have used the units? If yes, how because this initiative Engagement Academy as a did you get it? If comes from the Provost’s teaching tool to help each no, what are your office, and includes wide college coordinate their efforts. plans to get it? representation across Additionally the Office of campus. Our unit facilitates Engagement spearheads efforts the steering committee for for community outreach and this effort. engagement marketing and data collection. 21. If engagement Carnegie Engagement Engagement steering Meetings, university assembly happens across steering committee committees (deans, department (success stories) campus, how does (includes deans and heads, outreach and your university departments representation international affairs) coordinate/facilita from every college); also te/communicate? university publications such as Madison magazine, newsletters, press releases 22. Is your university Yes, we’re in the process of Yes, through Outreach and N/A trying to developing a tool to International Affairs under our centralize centrally collect information AVP for Engagement; we are engagement on about engagement trying to centralize the start of your campus? programs. At this time, those efforts through the college What strategies there is no effort to move contacts and the Center for are you using? programs to a central Student Engagement and administrative unit. Community Partnerships Programming Question James Madison Virginia Tech Rowan University University 23. What types of Credit: off‐campus master’s Credit: contract course with Credit: doctoral, masters, programs do you degree programs, adult companies baccalaureate, certifications offer? Credit/non‐ bachelor’s degree Non‐credit: workforce and summer session. credit? Degrees? completion, certificates, development, professional Non‐credit: professional Certificates? individual courses, dual development, CEUs, development seminars and Community enrollment, nondegree engagement, environmental workshops. Few personal programs? seeking students management, K‐12 enrichment Conferences? Non‐credit: workforce administrator programs, mostly development, community conferences
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 5 engagement, professional development, test preparation, CEUs, K‐12 enrichment programs 24. What types of Education (including a Contract credit programs in the Education (from doctoral to credit programs number of certificate and engineering field but also an certifications), business (MBA do you offer? degree programs), public aspiring superintendent online), engineering online, administration, adult program for 3 graduate credit degree completions in liberal degree completion hours studies, RN to BSN (individualized studies), assessment, manufacturing/engineering 25. How do you Faculty interest, student Faculty interest, Market analysis, student needs identify or needs, community/organizational determine which community/organizational needs, market analysis, current courses to offer? needs, market analysis portfolio expansion 26. How many Credit: 352 courses Credit: 6 to 8 courses Credit: approximately 1,200 programs/courses/ Non‐credit: 31 programs Non‐credit: 283 courses per year (including conferences do programs/conferences summer session) you offer within a Non‐credit: approximately 60‐ year? 70 events per year 27. Do you offer We do offer a number of We offer online paralegal Yes. We coordinate, develop, online courses and online credit programs, with certificate programs in implement, and support all programs? Is this support from JMU’s Center partnership with the Center for online activities. Rowan Online a partnership with for Instructional Legal Studies. We also have a is a division of the college. a separate Technology; we also offer a few of our faculty programs that department? number of online noncredit are being offered in an online programs. format through the Institute for Distance and Distributed Learning. 28. How many of the About 40‐50% of credit 100% of our online courses are 100% online is for credit. online courses are courses are online non‐credit credit versus non‐ About 75% percent of non‐ credit? credit programs are online 29. Do you provide JMU has an office of No, this is done through the No professional Training and Development University Office of Professional development for that handles professional Development, housed under our faculty and staff development. Our unit Human Resource division. on campus? partners with campus units Faculty and staff are to offer specific targeted encouraged to take our open programs, and allows enrollment programs. faculty and staff enrollment in non‐credit programs, which can contribute to professional development. Faculty and staff can also enroll in credit courses, including the Adult Degree
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 6 Program, using the university’s tuition waiver process. 30. How many Credit: 2986 Credit: 179 Credit: over 2,000 students/ Non‐credit: 4175 Non‐credit: Approximately Non‐credit: 1,000 participants do 25,000 you serve each year? 31. How are credit No, on‐campus students On‐campus students cannot Yes, with some constraints courses set up cannot enroll in courses enroll in courses offered (e.g. online courses are through your unit offered through our unit through our unit. For our few restricted to students Can on‐campus (with some very rare and credit programs, the process is matriculated in online (or “traditional”) limited exceptions). Our lengthy and complicated programs) students enroll in unit also follows an involving a multitude of other those courses? extensive process of offices on campus (Graduate academic approval for all School, Bursar’s Office, credit courses offered. Registrar’s Office, etc.) 32. What percentage Less than 2% ($30,000) .4% ($15,000) Approximately 5% of the total As a whole for unit (including salaries) budget (gross In dollars: $650,000 for revenues) is 3% or $112,5000 in direct costs marketing activities and allocated to and salaries for the individual $500,000 in personnel salaries marketing programs in marketing costs (including fringe) activities? 33. How do you Student learning outcomes There are individual program Credit: program enrollment determine assessment (for degree and surveys sent to the client and to over a 3 year period & course program success certificate programs), the participants. The current evaluations or further program evaluation surveys surveys are being revamped Non‐credit: surveys at end of implementation? for non‐credit programs, with revised questions event. continuing conversations with partners 34. Does your unit Our unit admits all our Since most of our course Yes. The college has its own handle admissions nondegree seeking and offerings are conferences and admissions office. for your students? certificate students; we workshops, we have a Or is that have one admissions registration system in house managed coordinator who handles that allows us to enroll elsewhere on your this process; students participants into our individual campus? seeking a degree that’s programs. For the credit offered through our unit are offerings, we have to work with admitted through Admissions, Graduate School Undergrad or Graduate and the Bursar’s Office to get admissions the students registered in the courses
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 7 Human Resources Question James Madison Virginia Tech Rowan University University 35. How many 9 full‐time, 1 part‐time, and 30 full‐time employees, 1part‐ The unit has 30 full‐time employees do you 3 graduate assistants time, 3 work study students and employees and 2‐3 part‐time have? 2 graduate assistants hourly 36. What is the total 29% 13% 13% annual personnel cost as a percentage of gross revenue? 37. What is the total 11% 3% 6% annual operating (non‐personnel) expense as a percentage of the gross revenues? 38. On an annual ~1,700 credit hours per FT N/A 1,300 credit hours per FT staff basis, what is the staff member (who works member. approximate ratio on credit programs) between student credit hours and full‐time employees? 39. What are the roles Our staff is divided most We have 10 programmers The unit is divided into: office and easily into program staff (assistant directors and project of the dean, marketing & responsibilities of and administrative staff; our managers) who are the initial recruiting, admissions & those employees? program staff all do a point of contact for the faculty or enrollment services, and How do you combination of program clients. They design budgets and online. Each division has a determine who development, partnership then this information is passed staff with experience in the does what? building, marketing, on to the program coordinators particular area: academic fundraising, HR; and our to assist with program logistics services, advising, admin staff do course setup, and marketing. The finance technology, recruiting, etc. admissions, finance, team sets up the program fund customer service. The for expenses to be charged to relationships between these and reconcile program expenses functions are organic and and send out the final bill and/or fluid, shifting frequently as send out surplus. The registrars new projects come on help with the participant board; with such a small experience and ensure that the staff, this is the most enrollments/funds are handled effective way for us to within our fund handling operate. guidelines. We also have an in‐ house marketing team of a web designer, graphic designers and
UPCEA 2012 Annual Conference: Reflective Practice and Organizational Structure: Remaining Resilient in Changing Times Page 8 online registration specialist. The program planning teams are set up with programmers and program coordinators. The three teams have different focus areas and college assignments. The teams have been in place for the last year. 40. Do you engage All of our staff have annual All staff have an annual Because this is a state employees in performance evaluations, performance plan and evaluation university where raises are a performance‐ which used to be tied to that are related to performance‐ result of collective bargaining based practices? raises, but due to state based practices and professional (no merit raises) the only funds, salaries have been development. motivation comes from frozen for the past five demonstrating that there is a years. ladder for growth (promotion) and opportunities to learn other trades within higher education. Most staff members are also hired as full‐ time temporarily, giving the opportunity to rescind contracts each year during a three‐year period. 41. Does your unit There is support to attend There is support to attend There is support to attend provide professional conferences, as professional conferences and professional conferences, or professional well as trainings both on workshops that are offered on become member of development for and off campus. and off campus professional organizations. its CE employees? What kinds of Not a fixed amount; Support is available in a total Support may vary from a few training and professional development funding source allocated for hundred dollars for professional funds allocated based on professional development. membership, to $2000 to development are supervisor approval, Some individuals choose to not participate at a conference. available professional need, and participate so it can be a few (conferences, opportunity available hundred dollars up to $4000 to credit courses, participate in a conference. training provided by other campus departments, etc.)?