Category 9 Meeting Information

From aqipwiki

Place all meeting information on this page with dates and attendance and any other pertinent information.

Place all category discussion items on the category page under discussion.

Myrna Perkins & Todd Moore - QC Member

Departments - Admissions, WTCE, Management Council, EOC, Foundation, HMEMP

People - Todd Moore, Elaine Simmons, Carl Heilman, Susie Burt, Darnell H., Bill Nash, Mark Dean

1st Meeting - I sent out an email with the Category 9 questions and received the feedback below.

Category 9 AQIP Category Nine, BUILDING COLLABORATIVE RELATIONSHIPS, examines your organization’s relationships – current and potential – to analyze how they contribute to the organization’s accomplishing its mission. ________________________________________ Processes (P) 9P1. How do you create, prioritize, and build relationships with the educational organizations and other organizations from which you receive your students? [9P1]

Ft Riley/Troop School (Bill Nash) -- Collaborate with the other educational institutions on student needs, develop 2+ 2 programs and facilitate advisory boards with business and industry to identify skill sets and recommend program improvements.

WTCE (Elaine Simmons) -- I’ll first speak to Barton’s relationship with Unified School Districts. The College spends a lot of time getting to know key contacts at the our various service area high schools. It is critically important that we know the superintendents, principals and counselors and that we present our institution to them in various ways, i.e. meetings, conference calls, email blasts, etc. through the year. Partnering with USD’s means identifying common goals, requirements and initiatives and determining methods of sharing resources, i.e. personnel, facilities, equipment, etc. In many respects, partnering with other organizations is similar in that you have to identify key contacts and common goals and purposes. The most important ingredient is developing, maintaining and nurturing relationships.

Institutional Advancement (Darnell Holopirek) -- I work with the administrators of the Institutional Advancement or Foundation departments of the other 18 colleges in Kansas. I serve on a regional and national board throughout the nation. I utilize the national office of Council on Resource Development and the list serv of all their members.

EOC (Susie Burt) -- Through communication, face to face contact, observation, meetings with their Rep’s and other organization Rep’s, students feedback, provide presentations, and by chance while researching services to meet student needs.

Dr. Heilman – This begins with the Board of Trustees and flows down through the College’s Mission, Vision, ENDS, Strategic Planning, and Yearly College Plan.

9P2. How do you create, prioritize, and build relationships with the educational organizations and employers that depend on the supply of your students and graduates that meet those organizations’ requirements? [9P1]

Ft Riley/Troop School (Bill Nash) -- develop 2+ 2 programs, conduct biannual meetings with local/affected industry

WTCE (Elaine Simmons) -- The creation and building of relationships is the same as what is written above. The prioritizing of relationships – all relationships are important; however, the priority of a relationship shifts based on projects, changes in partnerships, external influences, etc. Schools – methods to develop career pathways, concurrent/dual credit projects, and articulation agreements Industry – methods to identify education/training needs and interests; use of advisory boards, cold calls, follow-up visits, etc.

Institutional Advancement (Darnell Holopirek) -- I am a local Chamber of Commerce ambassador that work with the businesses in the local community and the surrounding communities that give us the most students. I speak to civic groups and have made several partnerships with the future employers of our students. The President of the College and myself personally visit with businesses in town to explain current issues of the college and the students we serve.

EOC (Susie Burt) -- Through communication, face to face contact, listening, meetings, and work together to develop programs to meet needs in the best interest of students, organizations, area businesses, research and evaluation.

Dr. Heilman – The College uses the ENDS statements through the Stategic Planning and Yearly College Plan to build and create these relationships. The College will periodically survey partner organizations for employee satisfaction.

9P3. How do you create, prioritize, and build relationships with the organizations that provide services to your students? [9P1]

Ft Riley/Troop School (Bill Nash) -- Frequent Communication

WTCE (Elaine Simmons) -- I can’t address this one. I’m not coming up with an “organization” that provides services to students.

Institutional Advancement (Darnell Holopirek) -- We associate (professionally and personally) with the leaders and business people of the community and many of them are involved with our students.

EOC (Susie Burt) -- Communication, face to face contact, Advisory Board, presentations, and meetings.

Dr. Heilman – Along with surveying partnering organizations, College employees hold routine meetings with partners as well as potential partners.

9P4. How do you create, prioritize, and build relationships with the organizations that supply materials and services to your organization?

Ft Riley/Troop School (Bill Nash) -- Frequent Communication

WTCE (Elaine Simmons) -- I don’t think this is my area.

Institutional Advancement (Darnell Holopirek) -- I am not involved with this process.

EOC (Susie Burt) -- Through research and communication.

Dr. Heilman -- Through collaborative efforts with state and local entitites.

9P5. How do you create, prioritize, and build relationships with the education associations, external agencies, consortia partners, and the general community with whom you interact? [9P1]

Ft Riley/Troop School (Bill Nash) -- Participate on advisory boards, attend workshops, and community events

WTCE (Elaine Simmons) -- Building partnerships (relationships) doesn’t vary on the type of entity – it requires a solid understanding of who is at the table, what is needed and/or desired, what resources are available to achieve the goals and how well the individuals within the partnership trust and interact with each other. Now, the priorities, as mentioned in a previous answer, will shift depending on the situation, i.e. opportunities, change in contacts, concerns, resource availability, etc.

Institutional Advancement (Darnell Holopirek) -- I use several diverse methods of contacting individuals and business in the community and keep notes to the needs and desires of these people. We send personal letters, personal requests, two quarterly newsletters, take trips, give discounts and produce seminars and academic classes, speak at conferences and peer groups.

EOC (Susie Burt) -- Presentations, communication, face to face contact, meetings, collaboration, research and develop programs to meet needs.

Dr. Heilman – Personnel throughout the College affiliate with many professional associations.

9P6. How do you ensure that your partnership relationships are meeting the varying needs of those involved? [9P2]

Ft Riley/Troop School (Bill Nash) -- Employer surveys, former student comments/surveys, annual reviews

WTCE (Elaine Simmons) -- Communicate, communicate, communicate. Be aware, be observant and ask lots of questions. Stay informed and involved. Remember that you generally need them worse than they need you and act as such.

Institutional Advancement (Darnell Holopirek) -- We visit directly with the partner and use advisory boards or board member input to discuss the need and the results.

EOC (Susie Burt) -- Through evaluation and communication.

Dr. Heilman – The College periodically surveys partners as well as students for their satisfaction of the service provided by Barton.

9P7. How do you create and build relationships between and among departments and units within your organization? How do you assure integration and communication across these relationships? [9P3]

Ft Riley/Troops School (Bill Nash) -- Meetings usually conducted at the lowest level

WTCE (Elaine Simmons) -- The same recipe for creating, maintaining and nurturing relationships externally should be applied internally.

Institutional Advancement (Darnell Holopirek) -- We use email to correspond on a daily basics but I sit on several department planning committees, President’s staff, and share any pertinent written materials. Face to face visits work the best and get the most accomplished.

EOC (Susie Burt) -- Communication through e-mail, phone, itv, and meetings. Through feedback, follow up and ensure everyone shares the same understanding.

Dr. Heilman – The College holds many campus wide meetings including Forums and this past year “Conversation Days”. Notes from President’s Staff, Management Council, and Board of Trustee meeting are posted for all employees and others to read.

________________________________________

Results (R)

9R1. What measures of building collaborative relationships, external and internal, do you collect and analyze regularly? [9P4]

Ft Riley/Troop School (Bill Nash) -- Repeat customers, students that were referred by former students

WTCE (Elaine Simmons) -- Nothing official – just ask a lot of questions, stay observant, be perceptive and checking for understanding.

Institutional Advancement (Darnell Holopirek) -- I do not collect or analyze collaborative relationships regularly.

EOC (Susie Burt) -- On going communication and follow up.

Dr. Heilman – Barton has built a system of accountability with plans that can be measured. The College also regularly submits reports to such agencies as the Department of Ed, Higher Learning Commission, Kansas Board of Regents, NJCAA etc.

9R2. What are your performance results in building your key collaborative relationships, external and internal? [9R1]

Ft Riley/Troop School (Bill Nash) -- Efficiency and productivity

WTCE (Elaine Simmons) -- Grants, new programs, student enrollment, donations, scholarships, internships, compliments, ongoing partnerships, etc.

Institutional Advancement (Darnell Holopirek) -- We gain partnerships, donors, and many program enhancements and gifts to the college to serve the student with a better learning experience at Barton.

EOC (Susie Burt) -- Very good

Dr. Heilman – The institution’s accreditations continue to be renewed without conditions.

9R3. How do your results for the performance of your processes for Building Collaborative Relationships compare with the performance results of other higher education organizations and, if appropriate, of organizations outside of higher education? [9R2]

Ft Riley/Troop School (Bill Nash) -- Increase in enrollments and requests for training are direct indicators of the effectiveness of performance and fulfilling needs of business and Industry.

WTCE (Elaine Simmons) -- I don’t know.

Institutional Advancement (Darnell Holopirek) -- We are much more involved with our campus organizations and departments then most community college and give funds for so many purposes other than just scholarships. We continue to grow our partnerships and donor base.

EOC (Susie Burt) -- Very good as all share the same interests and goals to serve.

Dr. Heilman – The results allow Barton to guage College performance and assist in continuous improvement in areas where there are opportunities. ________________________________________

Improvement (I)

9I1. What recent improvements have you made in this category? How systematic and comprehensive are your processes and performance results for Building Collaborative Relationships?

Ft Riley/Troop School (Bill Nash) -- Marketing training that is tailored to specific business needs using their equipment and facilities.

WTCE (Elaine Simmons) -- We are approaching partnerships earlier in order to facilitate an increase in grant applications. We are building collaborative processes with other higher education entities to align with the Kansas Post-Secondary Technical Education Authority. We are also being more direct and informing and asking partners for donations/scholarships.

Institutional Advancement (Darnell Holopirek) -- I keep individual records of current, past and future donors and review them quite often. We utilize data bases, spreadsheets and other computer systems to save and store our documentation.

EOC (Susie Burt) -- Through in depth research of organizations and services they provide to reach common goals. Very systematic and comprehensive through processes and organization.

Dr. Heilman – Barton is in the second year of a yearly planning process that results from the College’s Strategic Plan. Previously, planning was not documented, nor, tied to an overarching strategy for continuous improvement.

9I2. How do your culture and infrastructure help you to select specific processes to improve and to set targets for improved performance results in Building Collaborative Relationships?

Ft Riley/Troop School (Bill Nash) -- We learn from what has worked and what did not work so well. We conduct reviews both internal and external to indentify strengths and weakness

WTCE (Elaine Simmons) -- Specific to processes, I ask a lot of questions and generally, with limited time it becomes obvious when a system or process either needs to be enhanced or created.

Institutional Advancement (Darnell Holopirek) -- We continue to thank our partners and donors and show them appreciation in several different ways. We are in constant contact and actively looking for new and innovative techniques to include our relationships, internally and externally.

EOC (Susie Burt) -- My passion to assist those in need to become successful drives me to ensure our department provides quality services not only independently but collectively.

Dr. Heilman – The College promotes and encourages an egalitarian structure where meeting notes are freely shared and employees are welcome to open discussion with all opinions valued.