Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Presented by: Marietta Wolczacka Frye and Kristine Frye

May 30, 2014

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Presentation Overview

• Brief Overview of MAC • Peer Leader Program

• Organization • Structure • Training Topics • Projects & Regular Tasks

• Using Peers to Fill the Financial Gap • Cost of a student worker vs. full-time staff • How we pay for our Peer Leaders • Budgetary tracking methods • Things to consider

• Challenges & the Road Ahead

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Overview of the Mastodon Advising Center (MAC)

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Breif Overview of MAC: MAC’s Mission Statement

The Mastodon Advising Center fosters personal development and informed decision making by encouraging students to explore,

evaluate, and identify their academic and career goals.

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Brief Overview of MAC: Demographics

Fall 2013 Conditional 583 Crossroads 200 Deciding 741 ESL 64 Exploring 129 Other Departments 427

Guest 73 National Student Exchange 66 Pre-Major 63 Re-Admits 114 Total 2460

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program: The Past

• Lilly Endowment Retention Grant, started summer 2000 – Academic Counseling and Career Services and 10 departments across IPFW – Funding primary for summer assistance with SOAR – Grant for five years / five peers

• The grant ended / ACCS peer support with its own budget • Restructuring: MAC under ASC / 2007 – 2008 • Staff reductions / 2011 – 2012 • And then …

IPFW is an Equal Opportunity/Equal Access University.

….came the MAC Peer Leaders!!!

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program: Structure

IPFW

Student Affairs

Academic Success Center

Mastodon Advising Center

Peer Leaders

Where do Peer Leaders fit in at IPFW?

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program: Structure

Human Services

Communication Sciences and Disorders

Nursing

2013 – 2014 Academic Year

• Total of 306 credit hours • Cumulative term GPA 3.48 • Total hours worked ≈ 5,000

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program: Structure

• Attend yearly student worker unit training session • Confidentiality Agreement • Suicide Prevention training

• Employment training begins at the front desk • General office rules and guidelines, phone system, etc. • Department Emergency Plan/Active Shooter • FERPA • Banner (university database) • AdvisorTrac (scheduling system) • GroupWise (university e-mail system) • Attend group training meetings

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program: Structure

• Students “level up” to begin advising training • Continue group training & work at the front desk • Begin to shadow full-time advisors

• Group sessions • General Education requirements, placement tests, departmental college requirements,

online registration, Partial / Full withdraw, retake policies • One-on-one meetings

• Personal and Professional development, individual training • Cross training with other departments

• Finical Aid, International Office, Career Services, and Athletic Department • Safe Zone Trained

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Peer Leader Program: Projects & Regular Tasks

• Reception Duties – Maintaining AdvisorTrac – Answering phones & visitor

questions • Advisor Duties

– Check-up appointments – Drop-in advising

• Other Duties as Assigned

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap

Disclaimer: We are in no way endorsing replacing full-time professional staff with Peer Leaders. Instead we recommend using Peer Leaders as a way to maintain a high level of service during demanding financial times.

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff

• Full-time Clerical Worker – Classification: Clerk IV – Minimum hiring rate: $10.65 per hour – Additional departmental costs $10,400 for medical benefits 14.2% of wages for retirement benefits 1% of wages for other benefit-related expenses

Approximate yearly cost: $35,919.45

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff

• Entry-level professional advising position – Starting salary: $35,000 per year – Additional departmental costs

• $10,400 for medical benefits • 10% of wages for retirement benefits • 1% of wages for other benefit-related expenses

• Approximate yearly cost: $49,250.00

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff

• Student Worker/Peer Leader – Current wages: $8 per hour – Hour cap of 20 hours per week – Additional departmental costs

No medical benefits No retirement benefits 5% of wages for incidentals costs

(such as Workman’s Comp & Liability)

Maximum yearly cost: $8,736.00

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff

So what’s the cost? Clerical Advisor Peer

1 worker $35,919.45 $49,250.00 $8,736.00 2 workers $71,838.90 $98,500.00 $17,472.00 3 workers $107,758.35 $147,750.00 $26,208.00 4 workers $143,677.80 $197,000.00 $34,944.00 5 workers $179,597.25 $246,250.00 $43,680.00

1 Clerical Staff member (40 hours/week) = 4 Peer Leaders (80 hours/week) 1 Advising Staff member (40 hours/week) = 5 Peer Leaders (100 hours/week)

In other words…

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: How do we pay for our peers?

• Federal Work Study • Indiana-Purdue Student

Government Association (IPSGA) allocations

• Departmental budgetary lines • Unit budgetary allocation

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: How do we pay for our peers

• What is the Federal Work Study (FWS) Program? • How do students know if they receive FWS money? • What must an approved student do to receive their

FWS money? • How much does FWS pay? • How does the department access FWS funds? • What if a student has more than one on-campus job

using FWS money? • What about working over the summer semester?

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Budgetary Tracking Methods

• FWS spending • IPSGA Allocation spending • Departmental budget spending • The Patient Protection and

Affordable Care Act (PPACA) • Clerical, Development, and

Service Hours

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Budgetary Tracking Methods

• Yearly cost estimate • Yearly hour/cost tracker • Other useful trackers

– Scheduling – Availability – Projects – Completed Training Topics

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Using Peers to Fill the Financial Gap: Things to consider

• Diversity • Available funds • Year-round vs. semester work • Managerial responsibilities • Training responsibilities

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Support from Above

“The Peer Advisor Program has been invaluable to the success of MAC. Working with Peers allows us to reach more students and to meet the advising needs of Deciding, ESL and Conditionally admitted students.”

Rhonda Meriwether Associate Director of the Mastodon Advising Center

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Support from Above

“At IPFW, our Peer Advisors are the best of the best. Their return on investment is solid gold.” Dr. Bruce Busby Associate Vice Chancellor for Academic Success

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Challenges and the Road Ahead

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Challenges

• Merging programs • Time • Scheduling • Room locations • Technology • Communication • Keeping the department

involved

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

What does the future hold?

• Constant improvement – Changes in hiring procedure – Assessment

• Directions from our leaders • Strengthening our structure • Flexibility

IPFW is an Equal Opportunity/Equal Access University.

Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap

Contact Information

Marietta Wolczacka Frye, MA Academic Advisor / ESL Advisor Peer Advisor Supervisor NSE Assistant Coordinator Mastodon Advising Center Indiana University Purdue University 2101 E. Coliseum Blvd. Fort Wayne, IN 46805 Kettler Hall 109 H (260) 481-0122 wolczacm@ipfw.edu www.ipfw.edu/mac Like us on Facebook: http://on.fb.me/ZfNed9

Kristine Frye Information Specialist Peer Advisor Supervisor Mastodon Advising Center Indiana University Purdue University 2101 E. Coliseum Blvd. Fort Wayne, IN 46805 Kettler Hall 109 C (260) 481-6133 fryekm02@ipfw.edu Visit MAC on the web: ipfw.edu/mac Like MAC on Facebook: http://on.fb.me/ZfNed9 Follow MAC on Twitter: @MACIPFW

Thank you for your time and attention!