gspsc final presentation dioquino

The GSP Student CouncilEntering a new Era of Student Leadership

Organizational Change Framework

Evelyn Delis, Isis Quiñones, Sebastién Meilinger, Dino Lewkowicz, Anna Ebner 2009/12/01

Organizational Diagnosis

Problem Recognition

Feedback

Strategy Formation

Interventions

Measurement/ Evaluation

Current Organizational Structure


President

Vice President

Representative of IB

Students

Representative of IDC

Students

Representative of IR

Students

Representative of LA

Students

Representative of IT

Students

Representative of MKE

Students

Representative of PhD

Students

Treasurer

Entities


Educational Institutions

Kyung Hee

GSP

GSP Student Council

Problem Statement – before Survey

No significant problems

Points for improvement– Motivation of council members– Available time– Collection of student fee

External Environment:– Swine flu, work overload of students

Evelyn Delis, Isis Quiñones, Sebastién Meilinger, Dino Lewkowicz, Anna Ebner

Staff

Style

SharedValues

Systems

Structure

Skills

Strategy

2009/12/01

According to theStudent President

According to our Project Team

Survey Method


Three different questionnaires:

GSP Students− Personal distribution and via Email

Student Council Members− Via Email

Administration− Personal interview

Results – Student Questionnaire

75 students answered the questionnaire (out of 150 GSP students)

Distribution of gender

Distribution of nationality


52% 48%

39%

33%

13%9% 6%

KoreanChineseEuropeanNo dataOthers

Do you know about the existence of the GSP Student Council?

Imagine the closing down of the GSP Student Council – Would that be a problem for you?



53,33% 46,67%

89,33% 10,67%

International Students 75% Korean Students 25%


Do you know that there is a student fee?

How were you informed about the student fee?


94,67% 10,67%

65%

23%

7%

4% 1%

By emailWord of mouthBy chanceBulletin boardOther


Clusters for Student Answers

Student Facilities– Lockers, computer room, heaters, printers, study environment, homepage of GSP student council

Student Activities– Debates, field trips, cultural events, parties, ‘get-togethers’, conferences about current affaires

Providing Information– About Jobs, internships, current GSP issues/activities, activities of the Student Council

Student Representation– Gather student opinions, interaction between students and GSP/Profs, representing students and GSP

Student Support– Improvement of student life, student integration, study conditions, problem solving, exchange of

learning materials

Student Clothes and Student Fee Collection



2009/12/01

Do you know the purpose of the GSP Student Council?

What is the GSP Student Council actually doing for you? – Perceived TasksWhat tasks should the GSP Student Council fulfill? – Requested Tasks

0

5

10

15

20

25

20

16

1213

11

76

4

24

19

0

19

0

19

Num

ber o

f Ans

wer

s

Perceived Tasks

Requested Tasks

49,33% 50,67%

Results – GSP Student Council Members

In your eyes, what is the mission of the GSP Student Council?– Integration of students and alumni

– Representation of student's ideas

– To improve the welfare of students of GSP

– In charge of lockers and printers

Do you think that the GSP Student Council is achieving its mission?

Does the GSP Student Council have certain long-term goals to achieve?


“Make GSPStudents happy!”

In parts 33,33% 66,67%

83,33%16,67%

Results – GSP Student Council Members

Do you think that you spend enough time working on Student Council issues?

How do you communicate with your GSP Student Council colleagues?


66,67%33,33%

0 1 2 3 4

Phone

Meeting

By Chance

Chat

By Email

Number of Answers

Results – Administration

Interview with associate Dean - Main Results

Communication– No regular communication or meeting– Doors of administration are always open

Impression of current Student Council– Organized, motivated, helpful– Take care of all students (especially exchange and international students)

Term duration– No need for extension

Anything to improve?– More inputs and demands from students


Examples of other Student Councils

Mission Statement“We serve as an official medium of communication between graduate students and the graduate faculty

and administration. We take your concerns to the greater community. In the process, we defend your rights and opportunities, seeking to improve the quality of student life in the APEC community”

Weekly meetings among all council members

Organization of conferences and debates– Symposium on economic issues e.g. War for Talents

Head of Student Organizations– E.g. APEC In

Homepage of Student Council

Reward Structure





Problem Recognition

Feedback

Strategy Formation

Interventions


Revised Problem Statement

The GSP is missing institutionalization– Mission, Vision, Values– Key Result Areas

Limited continuity– Complete restart each semester

Council members lack time and motivation

Restricted communication– Administration & Council– Within Council– Council & Students

Event cancellation due to Swine flu


Key Result Areas

Vision

Mission

SystemsSystems

SharedValues

Staff

Style

Structure

Strategy

Revised Problem Statement


Staff

Style

Shared Values

Structure

Skills

Strategy

Institutionalization– Values & Structure

Continuity

Motivation

Communication– All three levels

Work overload

Swine flu


Controllable Uncontrollable

Once controllable variables are identified, targetedinterventions can be planned.

Identifying controllable variables

2009/12/01

Recommended Strategy

Recommended Strategy

Mission Revision

Interpersonal Processes

Technological Processes

Structural Changes


Intervention Stages

Intervention Pyramid


Mission

Technological Structural

Interpersonal




Problem Recognition

Feedback

Strategy Formation

Interventions


Mission Revision

Mission

Vision

Values


The GSP Student Council develops, encourages, and promotes policies, practices andactivities to enhance the quality of university programs and student life and the levels of studentachievement. It seeks to inform, discuss, decide and act upon matters concerning the entirestudent body. It is the duty of the GSP Student Council to respect and represent the opinionsand lobby for the needs and wants of the student body to the GSP administration, Kyung HeeUniversity and all other organizations.

We seek to form a unified organization including students, professors and administration fromdifferent cultural backgrounds, where each individual is active and engaged in maintaining andimproving the educational environment.

Leadership, Representation, Quality, Respect, Achievement, Duty, Interaction

Mission Revision


Key Result Areas

Communication– Number and duration of meetings on all three levels

Activities– Number of debates, cultural events, symposia and parties

Student Interaction– Attendance at activities or meetings and number of student suggestions

Student Satisfaction– Measured during feedback and survey rounds

Exchange Students– Introduction and participation of the new function


Key Result Areas


Priorization KRA/Objectives PersonResponsible

In Coordinationwith

ResourcesNeeded

OutputMeasure

DateExpected

1. Communication President

Monthly Meeting among SC Rep IT Rep LA Number of

MeetingsEnd of

Semester

Two Meetingswith Administration President Vice President Number of

MeetingsEnd of

Semester

2. Activities

Organizingdebates/ cultural

events

Number ofdebates &

events

End of Semester

3. Student Interaction

KRA Table Example

Interpersonal Processes

Communication within the council is open and candid

No personal or cultural conflicts exist

Interpersonal behavior is in no real need of improvement

Relies heavily on electronic means– Due to time contraints

This can be enhanced by structural changes


Technological Processes


Communication relies on electronic technologies

GSP Student Council Homepage would present an effective addition

2-way information channel

between council and students

Announcement of activities,

policies and changes

Forum for various discussions– Multiple topic areas

– Excluding administration and professors

Basis for GSP student community and open information flow

Structural Changes

Structural changes are powerful, but risky– Have to be carefully metered


Organigram Job Descriptions

Feedback System

ScheduledMeetings Activities

Structural Changes

Organigram– Addition of a Exchange Student Representative

– Alleviate the President‘s workload

Job Descriptions– Clear job descriptions for all Council members

– Give guidelines and agreed upon tasks

Feedback System– From students and administration at the end of term

– Serves as control mechanism for current Council

– Shows possible improvements for next Council


Scheduled Meetings– Administration and Council – Every two months

– Intra-Council – Beginning of every month

– Students and Council – End of every month− As complete student body or every major

– Major factor to increase communication and build student community

Activities– Parties

– Cultural events and excursions

– Debates

– Get-togethers with student organizations of other universities


Structural Changes

Other Recommendations

Improvement of Council motivation– Currently only the President is rewarded

– Personal development or leadership training for Council members

– Possible alleviation of time contraints through closer interaction with administration

Suggestion Box– In GSP student facilities and on website

Swine flu– Website and smaller group meetings to enable communication

Suggestion to only allow prior Council members to be elected President


Expected Resistance to Change


“We have no time for changes“– Equal distribution of responsibility to all council members– Constant cooperation with administration

No execution of change– Individual motivation– Show need for change

Too much change– Show need for change– Different responsibilities and change– Change process interconnection

Change overload of President– Delegation of work– Introduction new representative

Desensitization

Introjection

Projection

Retroflection




Problem Recognition

Feedback

Strategy Formation

Interventions


Measurement

Feedback from administration and students

New round of surveys– Measurement of student satisfaction and Council performance

Measurement with Key Result Areas– Communication, Activities, Student Interaction, Student Satisfaction, Exchange Students

Results measured according to four parameters− Effectiveness, Efficiency, Timeliness, Quality





Problem Recognition

Feedback

Strategy Formation

Interventions


Feedback

This is the time to give Feedback

and ask your Questions


Thank you for your attentionHave a wonderful Christmas

gspsc final presentation dioquino

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