academic affairs operations core service team ...nov 25, 2019 · the coordinator of applied...

ACADEMIC AFFAIRS OPERATIONS CORE SERVICE TEAM

ORGANIZATIONAL FRAMEWORK

Created: July 2019

Last Modification: November 25, 2019

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Table of Contents

Table of Contents ................................................................................................................................................ 2

Organizational Framework Overview ................................................................................................................. 3

Background and Functions ............................................................................................................................ 4 - 5

Statement of Values ............................................................................................................................................ 6

WHO Card… ...................................................................................................................................................... 7

Academic Affairs Operational Chart… .............................................................................................................. 8

LDM/ALO Operational Chart ............................................................................................................................ 9

Academic Affairs Position Descriptions .................................................................................................... 10 - 12

Associate Dean for Academic Affairs .......................................................................................................... 10

Coordinator, Logistics and Data Management Operations ........................................................................... 10

Coordinator, Applied Learning Operations .................................................................................................. 11

Specialist, Logistics and Data Management Operations .............................................................................. 11

Specialist, Applied Learning Operations ...................................................................................................... 12

Executive Assistant to the Associate Dean of Academic Affairs ................................................................. 12

Responsibilities ................................................................................................................................................. 13

Curriculum Approval Processes ................................................................................................................... 13

Academic Course Scheduling ....................................................................................................................... 13

Student Retention and Progression Data Reporting. ..................................................................................... 13

Student Retention and Progression Form Facilitation and Tracking ............................................................ 13

Applied Learning Operations Administration .............................................................................................. 14

Placement Management ................................................................................................................................ 14

Course Level Seat Management ................................................................................................................... 14

OAP Process and Data Management ............................................................................................................ 15

All Other ....................................................................................................................................................... 15

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Organizational Framework Overview

The Academic Affairs Operations Core Service Team (AAOps) proudly presents its Organizational Framework to the College of Health and Human Services (CHHS). In addition to describing AAOps’ structure, functions, and values, this document identifies AAOps’ location within the college’s Academic Affairs structure and its integration into the CHHS.

We invite our faculty, staff, and administrative colleagues to review this living document and suggest edits that will improve our ability to support their work more effectively and efficiently. In this way, the document will be continuously updated to reflect current policies and practices.

For questions, concerns, or further information, contact Academic Affairs at [email protected] or visit the webpage at https://uncw.edu/chhs/facstaff/aaops/index.html.

mailto:[email protected]

https://uncw.edu/chhs/facstaff/aaops/index.html

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BACKGROUND

Background and Functions

In its original form “AAOps” was an informal structure consisting of a single individual that supported the Senior Associate Dean for Academic and Student Affairs. This individual performed such actions as scheduling academic courses, routing forms, facilitating registration of RN-BSN students, and assisting with curricular processes. With the emergence of the CHHS shared and unique service team model in 2014, the AAOps structure was formally identified and its services broadened. The following timeline provides insight to the progressive steps that have occurred to develop the current AAOps team.

• January to May 2015 – Three temporary employees were hired to manage RN-BSN in the Online Accelerated Program (OAP) model, student retention and progression reporting, and clinical placement facilitation for the MSN-FNP program.

• September to December 2015 – Associate Professor of Academic Affairs Operations represented OAP on the calendar committee and introduced OAP management.

• January 2016 – AAOps’ structure was formalized with a coordinator position to provide additional services in policy and procedure development, program assessment, and academic affairs calendar management.

• September 2016 – Specialist positions were created to provide additional services in MSN-Nurse Educator OAP management and to expand placement services for FNP.

• June 2017 – Restructuring of Senior Associate Dean for Academic and Student Affairs, resulting in a position title change to Associate Dean for Academic Affairs.

• August 2017 – The OAP portfolio expands to include EXS.

Over time, the AAOps team has grown not only in its function but in its staffing. Until 2018, AAOps was a single enterprise with a coordinator and specialist positions, each of which were assigned unique responsibilities. As these roles continued to expand, it became necessary to restructure AAOps, creating the Logistics and Data Management (LDM) Operations team and the Applied Learning Operations (ALO) team. This revised structure provided clarity of role responsibilities and positioned the AAOps team for even greater growth in its service to our college.

LDM and ALO are separate but integrated structures, each of which focus on specific mechanisms of support for a broad range of academic delivery. In the present configuration, LDM has a coordinator and three specialist positions, while ALO has a coordinator and one specialist position. For an in-depth understanding of each position’s responsibilities, please refer to the position descriptions on page 11.

FUNCTIONS

Academic Affairs in the CHHS consists of the Director of Program Assessment, Accreditation, and Development; the office of the Associate Dean for Academic Affairs; the College Curriculum Committee; and the Academic Affairs Operations Core Service Team (AAOps). AAOps serves the CHHS and its three professional schools: the School of Nursing, the School of Social Work, and the School of Health and Applied Human Sciences.

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In order to transform “big ideas” into reality, AAOps navigates UNCW administrative and faculty governance structures and policies of the University of North Carolina System Office and Board of Governors. The primary function of AAOps is to support faculty, staff, and administration in the CHHS in delivering high quality educational experiences for its students.

The AAOps team provides support for academic course scheduling, curriculum approval, Online Accelerated Program (OAP) management, course-level seat management, student retention and progression reporting, and internship, clinical, and field placement facilitation. In order to fulfill these responsibilities, AAOps developed a clear set of goals:

● Be available to faculty and staff through various means of communication, including but not limited to email, phone calls, and office visits.

● Participate in meetings that explain Academic Affairs functions and roles, and assist with any action items discussed.

● Maintain organized databases to ensure a timely return on all faculty and staff data requests. ● Be a knowledgeable resource for information, ideas, data, and solutions. ● Collaborate with faculty, staff, and administration to develop efficient processes. ● Infuse technology to support more effective and efficient processes. ● Acknowledge and, where possible, respond to requests within 48 hours during the business week, while

understanding the necessity of prioritizing requests during peak periods.

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DISCIPLINE WE HAVE AN

INTRINSIC QUALITY THAT DRIVES OUR

FOCUS AND DEDICATES US TO

ACCOMPLISHING OUR GOALS.

INTEGRITY WE UTILIZE OUR

KNOWLEDGE AND RESOURCES TO MAKE

SOUND DECISIONS AND CULTIVATE A REPUTATION FOR

HONESTY AND DEPENDABILITY.

GOODNESS WE ARE A TEAM THAT

VALUES KINDNESS, COMPASSION, AND

MUTUAL RESPECT.

COMMUNITY WE ARE A DIVERSE

TEAM OF INDIVIDUALS UNIFIED BY SHARED

ATTITUDES, INTERESTS, AND

GOALS.

GROWTH WE EMBRACE NEW

CHALLENGES TO CONTINUE LEARNING AND PROGRESSING, BOTH PERSONALLY

AND PROFESSIONALLY.

Statement of Values

AAOps has identified 5 core values that govern its members’ personal and professional lives.

Member Area of Responsibility Member Area of Responsibility

Contact:

[email protected] 910.962.2364

PUR 111

Contact:


McNeill Hall 3050

Contact:


McNeill Hall 1011

Contact:


McNeill Hall 1011

Chris Lantz Associate Dean for Academic Affairs

• Coordinates and manages curriculum

development; enrollment; educational quality assessment and improvement; accreditation processes; and summer programming

• Academic support for the faculty

Danielle Eastup Coordinator of Logistics and

Data Management Operations

• Course-level seat management and data reporting

• College curriculum committee facilitator • Curriculog Superuser • UNCW calendar committee voting

member – OAP/CHHS • Dismissal/probation and Dean’s list

processing and reporting

Karen Kutta Logistics and Data Management

Operations Specialist

• OAP process management • Data reporting • Academic course building

Valerie Pait Logistics and Data Management


• Curriculum approval process

management • Curriculog Superuser • OAP registration, application review and

admissions for GR • Academic course building

Contact:


PUR 112

Contact:


McNeill Hall 3050

Contact:


McNeill Hall 1011

Contact:


McNeill Hall 1011

Cameron Abresch Executive Assistant

• Appointments and scheduling for the Associate Dean of Academic Affairs

• Generates reports, documents, presentations and data representations

• Emergency contact for AAOps

Christie Hernandez Coordinator of Applied Learning Operations

• ICFP process management • Affiliation Agreement process facilitation • ICFP data maintenance • Background and clinical requirements

facilitation

Chelsea Niemann Applied Learning


• ICFP survey facilitation • MOA process management • Program(s) shared-inbox monitoring • ICFP reporting

Heather Roughton Logistics and Data Management


• Student form facilitation and tracking • OAP registration for UG • Academic course building

Modified: 11/19

Please direct general inquiries to [email protected].

Area of Responsibility Member Area of Responsibility Member

Academic Affairs Operations Team (AAOps) Who Card











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Specialist;

Valerie Pait

Specialist; Heather Roughton

Specialist; Chelsea Niemann

AAOps Operational Chart

CHHS Academic Affairs

Associate Dean for Academic Affairs (ADAA)

Dr. Chris Lantz

Executive Assistant to ADAA Cameron Abresch

Curriculum Committee

Director of Program Assessment, Accreditation,

and Development

Jaci Webb-Dempsey

Applied Learning Operations (ALO)

Coordinator; Christie Hernandez

Academic Affairs Operations Core Service Team (AAOps)

Specialist;

Karen Kutta

Coordinator;

Danielle Eastup

Logistics and Data Management Operations (LDM)

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LDM/ALO Operational Chart

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Academic Affairs Position Descriptions

Associate Dean for Academic Affairs

Position held by Dr. Chris Lantz.

The Associate Dean for Academic Affairs is charged with oversight of all aspects of academic affairs. This includes facilitating program evaluation and accreditation, new program and curriculum development, inter- professional collaborative education, study abroad and globalization of the curriculum, and faculty and student conduct.

Coordinator, Logistics and Data Management Operations

Position held by Danielle Eastup.

The Coordinator of Logistics and Data Management Operations will assume primary responsibility for the administration, coordination, management, and completion of processes and procedures related to Academic Affairs Operations. These processes and procedures include by way of illustration, and not limitation: (1) curriculum processes and approval; (2) academic program assessment; (3) academic course scheduling, (4) student retention and progression; and/or (5) other academic processes and procedures critical for ensuring success of our academic programs and our students. This position will collaborate with the Associate Dean of Academic Affairs, the Assistant Dean of Student Success, the Assistant Dean for Finance and Resource Management, and administrators within the schools to maintain an academic affairs operations calendar; ensure timely and compliant completion of various academic affairs processes; develop and maintain an academic affairs policy and procedure manual; maintain academic affairs records inclusive of student data files; and, generate academic affairs reports as needed. The employee will serve as the primary point of contact for process and procedural issues related to CHHS academic affairs operations and, thus, must be able to maintain positive relationships with administrators to ensure that academic affairs operations are effective and efficient, and that CHHS maintains a positive image within the university academic community.

To accomplish this work, this position will supervise staff positions who are responsible for a range of tasks and processes related to academic affairs operations, as well as, the completion of the various administrative duties. As a member of the Academic Affairs Operations Core Service Team within the College, this individual will be asked to collaborate and interface with other members of that team on a regular basis to ensure that College operational needs are met and the specific needs of academic affairs operations are well represented.

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Coordinator, Applied Learning Operations

Position held by Christie Hernandez.

The Coordinator of Applied Learning Operations (ALO) administers, coordinates, and manages the processes and procedures for the internships, clinical and field placement operations. This position creates and processes field placement documents; develops and processes site affiliation agreements and memoranda of understanding; facilitates completion and dissemination of required enrollment paperwork; evaluates field placement sites and supervisors; and, maintains student field placement records reports. Collaborates with administrators within the schools to maintain an ICFP (internship, clinical, and field placement) operations calendar; ensure timely and compliant completion of various ICFP processes; develops and maintains an ICFP policy and procedure manual; maintain ICFP records inclusive of site affiliations, supervisor evaluations and qualifications, student data files; and, generates ICFP reports as needed. Primary point of contact for process and procedural issues related to CHHS ICFP operations. Maintains relationships with faculty, administrators, and other institutional personnel to ensure that ICFP operations are effective and efficient, and that CHHS maintains a positive image within the university academic community. Supervises staff positions who are responsible for a range of tasks and processes related to ICFP operations, as well as the completion of the various administrative duties. As a member of the Academic Affairs Operations Core Service Team within the CHHS, this individual will be asked to collaborate and interface with other members of that team on a regular basis to ensure that CHHS operational needs are met and the specific needs of ICFP operations are well represented.

Specialist, Logistics and Data Management Operations

Positions held by Heather Roughton, Karen Kutta, and Valerie Pait.

Logistics and Data Management Operations Specialists report to the Coordinator of Logistics and Data Management Operations, and serve as a member of the Academic Affairs Operations Core Service Team. They provide comprehensive student services and academic affairs operations support throughout the College. Specifically, this employee assumes primary responsibility for process and procedure implementation around academic affairs operations inclusive of, and not limited to, (1) curriculum processes and approval; (2) academic course scheduling; (3) student retention and progression; (4) enrollment management; and, (5) other academic processes and procedures critical for ensuring success of our academic programs and our students.

This employee must be a subject matter expert for university, college, school and program level policies, procedures, documents and manuals as they relate to academic affairs and student support.

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Specialist, Applied Learning Operations

Position held by Chelsea Niemann.

The CHHS Applied Learning Operations Specialist, reporting to the Coordinator – ALO, serves as a member of the Academic Affairs Operations Core Service Team which provides comprehensive student services and academic affairs operations support throughout the CHHS. Specifically, this employee assumes primary responsibility for process and procedure implementation around academic affairs operations inclusive of, and not limited to 1) creation, completion, and processing of field placement documents, 2) developing and processing site affiliation agreements and memoranda of understanding, 3) facilitating completion and dissemination of required enrollment paperwork, 4) evaluation of field placement sites and supervisors, 5) maintaining and reporting on student field placement records, 6) organizing relevant events and 7) effectively relaying accurate information to faculty, students, external sites and administrators.

This employee must be a subject matter expert for university, college, school and program level policies, procedures, documents and manuals as they relate to academic affairs and student support.

Executive Assistant to the Associate Dean of Academic Affairs

Position held by Cameron Abresch.

The Executive Assistant provides administrative support for the Associate Dean for Academic Affairs in the College of Health and Human Services (CHHS) within the Office of the Dean. The position generates documents, reports and anticipates the needs of administrators based on schedules, upcoming meetings, and the changing environment of the university; complete work tasks with the appropriate levels of discretion to protect sensitive and/or confidential information; and provides support for website management, events, trainings, production of written materials, maintenance of the resource center and other duties associated with the administrator’s role. Provides general administrative support including calendar management, drafting/editing communications, creating spreadsheets, making travel arrangements; researches and records information from external or internal resources for report generation and document creation; and addresses inquiries from faculty and staff, as well as other internal and external constituents.

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Responsibilities

Curriculum Approval Processes

Point of contact: Valerie Pait

● Prepare agendas for College Curriculum Committee (CCC). ● Serve as Superuser of Curriculog to faculty. ● Serve as a resource to faculty on form preparation and proposal requirements. ● Serve as a liaison between faculty, Associate Dean and external departments. ● Facilitate approval process from CCC to ADAA. ● Follow up with campus constituents to verify implementation of approved items and communicate status

of proposals throughout review process to relevant faculty and administrators.

Academic Course Scheduling

Point of contact: Danielle Eastup, Karen Kutta, Heather Roughton, Valerie Pait

● Prepare and send requests for academic course schedules to Associate School Directors and School Directors.

● Review academic course schedule submissions and work with Associate School Directors to ensure complete information and resolve all conflicts.

● Enter schedule information in Banner and review data entry for accuracy. ● Maintain schedule through school-directed revisions.

Student Retention and Progression Data Reporting

Point of contact: Danielle Eastup

● Generate end of term dismissal, probation and contract reports for AD of SSC. ● Prepare and distribute dismissal, probation and contract letters. ● Generate report of undergraduate Dean’s list for Dean of CHHS. ● Prepare and distribute Dean’s list letters.

Student Retention and Progression Form Facilitation and Tracking

Point of contact: Heather Roughton

● Review time conflict, substitution and waiver, directed independent study, and internship form

submissions for compliance with catalog and CHHS policies. ● Facilitate the approval process of time conflict, substitution and waiver, directed independent study, and

internship forms from advisors, faculty, and school administrators to ADAA. ● Track the progression of the requests through completion.

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Applied Learning Operations Administration

Point of contact: Christie Hernandez

● Distribute large-scale email correspondences to ALO student groups or partners. ● Manage CHHS ALO databases in order to produce reports for CHHS administrators and campus

partners upon request. ● Communicate with external stakeholders like SEAHEC and AHEC. ● Facilitate contracts and affiliation agreements, to include discussions and negotiation of contract terms

with UNCW HR, General Counsel, CHHS ALO coordinators and prospective state-wide facilities representatives.

● Develop record keeping systems like information-gathering forms and the use of SharePoint in order to capture all items per placement needed for accreditation purposes.

● Review and manage background check, drug screening, and immunization requirements for placements. ● Identify and develop ALO policy and procedural gaps.

Placement Management

Point of contact: Chelsea Niemann

● Collaborate directly with the FNP Graduate Clinical Coordinator in order to manage informational

paperwork, site locations and search efforts for the large number of students completing practicums each semester.

● Manage correspondences sent to the shared inbox specifically for the FNP program at [email protected].

● Collaborate directly with other CHHS program ALO coordinators to manage day-to-day operations of placement processes.

● Create and manage ALO related informational Canvas overview courses. ● Generate paperwork that goes to preceptors and AHEC representatives every semester per student

rotation. ● Research software programs and technological options that can better improve the placement process.

Course Level Seat Management

Point of contact: Danielle Eastup, Karen Kutta

● Manage section level enrollment in consultation with School Directors/Department Chairs to ensure

maximum and non-disproportionate distribution of students. ● Manage and interpret data that inform course management practices including the number of required

seats and best practices for course rotation; also, when applications are open and closed. ● Issue registration overrides per proper approvals from School Directors/Department Chairs to ensure the

appropriate registration of students. ● Facilitate the approvals necessary for retroactive registration add/drop and late reinstatement.



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OAP Process and Data Management

Point of contact: Karen Kutta, Valerie Pait, Heather Roughton

• Manage the OAP process calendar. • Facilitate the visualization of student program progression in PENS for the student success advisors. • Liaison with the Office of Admissions, Graduate School, and OAP Registrar to receive information

about admitted students and communicate information about updates to student records for the purpose of informing and facilitating the process for the Student Success Center.

• Process registration. • Facilitate the comprehensive communication strategy between the university community and OAP

students to ensure a consistent student experience. • Assist with system (technology applications and internal business processes) integration and interface

matters.

All Other

• Advisor Assignments

Point of contact: Valerie Pait, Karen Kutta

o Facilitate the assignment of Student Success Advisors and/or faculty advisors to students in Banner.

• Data Reporting

Point of contact: Karen Kutta, Heather Roughton, Christie Hernandez, Danielle Eastup

o Generate and store daily student credit hour and major head count reports. o Maintain a process for generating annualized assessment data that supply program metrics,

facilitate student success review of matriculation, and assist coordinators and administrators in course enrollment and instructional budget management.

o Generate adhoc reports other academic reports as needed. • Policy and Procedure Development

Point of Contact: Christie Hernandez, Danielle Eastup

o Conduct gap analysis of current CHHS Academic Affairs processes. o Develop supplemental materials and procedures in order to apply UNCW Academic Affairs

policies to CHHS programs. o Improve CHHS processes by recommending new policies and processes.

• Program Liaisons

Point of Contact: Christie Hernandez, Chelsea Niemann, Danielle Eastup, Heather Roughton, Karen Kutta, Valerie Pait, Chris Lantz, Cameron Abresch

o Represent CHHS programs during UNCW constituent and external partners. o Have a knowledge-base of CHHS programs and their curriculum.

academic affairs operations core service team ...nov 25, 2019 · the coordinator of applied...

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