UW Colleges and UW-Extension Restructuring Steering Committee Weekly Update week of March 5, 2018

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1 KEY UPDATES Student Recruitment Fair The spring college fair circuit kicked off with a series of UW Journey College Fairs at all two-year campuses during the first two full weeks of March (see press release). Each of the four-year comprehensive and research institutions are participating, and the fairs are aimed at recruiting transfer students and will also be open to the general public to recruit new students. Each campus received promotional materials to help promote these events, including social media posts, flyers, TV slide templates for the college campus screens, campus newsletter content, an to students, text messages to students, and website content. All campuses promote the events, whether they are hosting or participating. Student-Facing Functional Teams Meeting On Friday, March 2, the Functional Team leaders for Student-Facing Teams including Registrars, Bursars, Student Information Systems, Financial Aid, and Student Recruitment met to discuss a variety of topics including conferring degrees, financial aid, veterans certification, budgets, hiring, student information and data, and integration of information systems. Together they identified 65 project milestones over the next 18 months and created a comprehensive timeline of activities across these functional teams. FUNCTIONAL AND REGIONAL TEAM UPDATES Project Management Office (PMO) The Project Management Office has continued engaging functional teams and regional teams to aggregate milestones of the work in an overall project plan. These milestones and timelines will be shared once information has been gathered from teams. The PMO has been facilitating and supporting the work of various functional teams as they engage in the planning phase of the project. There has been continued work in clarifying assumptions in the Guidance for Critical Path document, planning discussions to identify next steps for services that will be provided by Colleges or UWSA in , as well as support to various functional teams. The PMO is collaborating with the SIS, IT and HR functional teams for upcoming in person meetings and workshops. Lastly, the PMO will be onboarding two new project analysts. Project Communications Office (PCO) Drafting employee transition communications plan and supporting materials for implementation by the HR functional team and receiving campuses Working with the PMO to integrate project plan milestones into the communications plan, will redistribute once the timeline is integrated Posted Decision Papers for President Cross s Redbook and Open Access Recruitment decisions to the restructuring website Met with UW-Madison regional team leads to discuss the structure of functional teams within the region, key contacts, and to identify current and future communication needs Met with the Libraries functional team to discuss group structure, identify key issues, and potential communication needs Participated in UW-Green Bay s campus identity meeting Conducted a conference call with the Bursar team lead to discuss team structure and communication needs Distributed communications and promotional materials to UW Colleges and the Student Recruitment functional team for the UW Journey College Fairs, including statewide press release and social media plan Routed updated draft of the Guidance for Naming Conventions document Created the weekly update Drafted an all-employee welcome letter to UW Help from Rob Cramer 1

2 Continued to participate in regional and functional team calls and meetings UW-Eau Claire: UW-Barron Country Meeting with Academic Affairs task force and Provosts to discuss curricular options Review by the Steering Team of the implementation plan UW-Green Bay: UW-Marinette, UW-Manitowoc, UW-Sheboygan Regional team visited UW-Sheboygan and UW-Manitowoc to discuss vision and integration Possible request for a dedicated project manager and technical support for SIS Review of AAS and general education programming Held a regional steering committee meeting, attended by members of the PMO Held an internal meeting to discuss campus identity and marketing and communications plans, included PCO UW-Madison: UW-Extension Cooperative and Conference Centers Continuing to meet with work groups to determine strategic planning for July 1 milestones Met with BAMI Director Malcolm Brett to plan for WPT and WPR engagement in the project Meeting with the UW-Madison Compliance Network Piloting of July 1 transitions: team will pilot transition of UWEX Conference Center and mail services to UW-Madison Planning public communication next week regarding transition of UW-Extension; will route draft to System, PMO, and PCO in advance UW-Milwaukee: UW-Washington County, UW-Waukesha Received feedback from UW Colleges Registrars on course equivalencies provided by UW-Milwaukee counterparts Review by the Codification Committee of the New College proposal Submission of the AAS change request to HLC Survey to the UW-Washington County and UW-Waukesha students to ascertain their concerns related to Restructuring UW-Oshkosh: UW-Fox Valley, UW-Fond du Lac Critical path and high-level project timelines for specific work streams are in progress Meetings of campus functional group leaders (IT, cultural, governance, marketing, and external affairs) continue to occur Launching a community advisory board Continuing to work on media outreach plans UW-Platteville: UW-Richland, UW-Baraboo/Sauk Working on a process plan for reviewing curricula Conducting discussions on ESL issues and opportunities In the process of completing a position description for a lead administrator on each branch campus (expected next week) A committee with representation from both branch campuses Coordination of start and end dates for the semesters in AY Hiring of two recruiters at the branch campuses Held restructuring team meeting and included the PCO 2

3 UW-Stevens Point: UW-Marathon County, UW-Marshfield Completed master list of all working group members for communication across three campuses Completed enhancements to receiving institution website Created a UW-Stevens Point SharePoint site to help establish consistent reporting Completion of a master action plan based on the Priority Action Notebooks from project teams Organization charts based on critical staffing needs Regional steering committee sessions on naming Compilation of feedback from focus groups by March 31 Completion of Critical Staff Needs Assessment by April 30 Constitutional amendments from Shared Governance team UW-Whitewater: UW-Rock County Following curricular mapping, the team has proposed adjustments to curriculum Completed HLC change applications Completed facilities reviews "Even Better Together": A meeting inviting community leaders to discuss the vision of the restructuring (March) Appointment of an administrator at UW-Rock County Bursars Completed constitution of team membership Initial timeline for March 2 Student Facing Group meeting. Facilities and Property Completed constitution of team membership First team meeting took place this week Financial Aid Planning March 8 Functional Team meeting HLC Working on refining the Critical Path narrative pertaining to curriculum, faculty, instructional oversight, and learning assessment. Human Resources Met to discuss the assumptions surrounding the important issue of employee transitions the method and process through which employees of UW Colleges and Extension will become employees of UW System after July Associate Vice President of Human Resources Shenita Brokenburr made it clear to the team that UW System is not taking over responsibility for human resources at this point. Clarity is needed on timelines for recruitment and putting new organizational charts in place. Meetings will take place this week to go through, on a line-by-line basis, the transition process for the subset of employees whose positions have functions or funding streams that would require additional considerations beyond campus to campus transfers. Some of the other large topics may be addressed at a face-to-face meeting scheduled for March 16. The PMO is developing a slide deck to guide the discussion. The PCO is currently developing talking points, common themes, an FAQ and a communications plan to help guide communication with employees and HR directors. 3

4 Information Technology (IT) The team met for the third time on March 2. The PCO will work with Werner Gade and other team members to develop clear communications about the definition of centralized IT. Discussion and review continued of what will happen to various services (database support, Helpdesk, Learning Technology Support, etc.) during and after the transition. Much of the discussion focused on UW-Madison assuming some of the UW transfer institutions HELP Desk call center needs. The team will not meet this week but is looking at scheduling a day-long, face-to-face meeting later in March at a central location to discuss the functional timeline as it relates to recommending IT support models and possible challenges. Libraries Team met for the third time on Monday, March 5 The team has begun a list of the UW Colleges central library services that need to be addressed what needs to happen when and what are the priorities? The discussion is being framed in terms of what do we want to be? i.e. an opportunity to examine and potentially change traditional service models to make them better and more efficient. The team is using the following guiding principles in drafting decisions and recommendations: o Ensure students/faculty have access to necessary resources during transition year; o Make any change implementations during times of least impact whenever possible; o Ensure work aligns with One System, One Library approach/philosophy Procurement Ruth Anderson, UW System s Associate Vice President for Procurement, will convene a face-to-face meeting of purchasing directors Madison this Wednesday, March 7, to discuss multiple topics related to restructuring and the functional team s charter, including the integration of UW College and Extension purchasing staff with UWSA procurement. The meeting will also feature a discussion of ongoing efforts to select and implement a system-wide electronic automated procurement system. Registrars Completed constitution of team membership. Completed initial timeline for March 2 Student Facing Group meeting. Student Information Systems (SIS) SIS is scheduled to meet on March 12; agenda will be options for institutions in the SIS, the pros and cons, and preferred strategy of implementation List of issues and concerns of team membership. Student Recruitment Functional Team (SRFT) The SRFT is working together with the PCO to identify common messaging and communication tools for recruiters to use in the upcoming recruitment cycle. In addition to working with the PCO, the SRFT is hosting a meeting of regional recruiters to start work on drafting a recruitment plan. 4

5 The EApp work group is working towards creating a timeline for reconfiguring the Fall 2020 recruitment cycle and define major business requirements and timelines for reconfiguration. Student Visa Functional Team (SVFT) Awaiting a decision from Stephanie Herzog at SEVP regarding SVFT s plan for managing transition associated with the project. 5