1. Recommendations to Inform aSustainable Staffing Model at Ivy Tech Community CollegeAnne BartlettJuan CantuDavid Cook Eileen Strempel Joseph Youngblood American Council on Education (ACE), Class of 2011-2012

2. Highlights 30 campuses 2013 Strategic PlanAccelerating Greatness Quality / efficiency Ensure optimal quality andefficiencies statewide 3. Overview of Presentation Purpose Areas of concern Goals of staffing model 10 key function areas Results/findings Recommendations References 4. Purpose Provide recommendations to Ivy Techleadership on community college industrystandards/best practices for effective staffingratios across: all Ivy Tech campuses and 10 key Ivy Tech functional areas 5. Areas of Concern Administrative offices have an increased studentload Faculty have an increased number of students toadvise/tutor Program chairs are experiencing increasedchallenges attracting/retaining credentialedadjunct faculty Overall, balancing high-needs peak times,without excess staffing during slow times Substantial staffing variations among campuses 6. Goals of Staffing Model offer ratios based on the number of students toallow regional flexibility consider physical layout of each region include benchmarking information to facilitatecomparison to similar institutions consider context (demographics of student body) consider internal factors influencing staffing(growth, attrition, age distribution) consider the diverse institutional master plans 7. 10 key functional areas Admissions Registrar Financial Aid Career Services Student Life (Not a focus of our recommendations) Disability Services Tutoring (Not a focus of our recommendations) Academic Advising Academic Schools Bursar 8. Region/Campus KeyAbbreviationRegion/Campus NameR1 Northwest (Gary)R2 Northcentral (South Bend)R3 Northeast (Fort Wayne)R4 LafayetteR5 KokomoR6 East Central (Muncie)R7 Wabash Valley (Terre Haute)R8 Central (Indianapolis)R9 RichmondR10ColumbusR11SoutheastR12Southwest (Evansville)R13Southern (Sellersburg)R14Bloomington 9. Function Area # 1: Admissions 10. AdmissionsStudent/Staff Ratio by CampusR1 R2 R3 R4 R5 R6 R7R 8 R 9 R 10 R 11 R 12 R 13 R 14AdmissionsFTEs 5 75115.755 3.573.25 53 3 43Spring 2011EOT Headcount 12,001 9,139 12,069 9,4966,065 9,257 6,947 26,363 4,6637,272 4,134 8,131 6,791 6,338Ratio per FTE 1:2400 1:1306 1:2414 1:863 1:1055 1:1851 1:1985 1:3766 1:1435 1:1454 1:1378 1:2710 1:1698 1:2113 11. Admissions: Student/Staff Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005 12. Function Area # 2: Registrar 13. RegistrarStudent/Staff Ratio by Campus -The Successful Registrar, April 2004Carnegie Class. # of AvgAvg FTEMedian Median Ratio ofInstitutions Enrollment StaffEnrollment FT Staff Total Students to 1 FTE staffResearch I, II 100 22,154 28.5 21,928 23 777Doctoral I, II 6312,763 16.7 11,064 15 764Masters I, II238 6,5489.21 4,8657711Bachelors I, II 2461,9453.54 1,5213549Associate153 6,5486.25 4,26151,048Specialized641,6144.06 1,0633398 14. Function Area # 3: Financial Aid 15. Financial AidStudent/Staff Ratio by Campus R1R2R3R4R5 R6 R7 R8 R9 R 10 R 11 R 12 R 13 R 14Financial Aid FTEs11 648 6.5 74 1622 3.7554 4.25Spring 2011EOT Headcount12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,6637,272 4,134 8,131 6,791 6,338Ratio per FTE1:1091 1:1523 1:3017 1:1184 1:933 1:1322 1:1737 1:1648 1:2332 1:3636 1:1102 1:1626 1:1698 1:1491 16. Financial Aid: Student/Staff Ratio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005 17. Function Area # 4: CareerServices 18. Career ServicesStudent/Staff Ratio by Campus R1 R2 R3 R4 R5 R6 R7 R 8 R 9 R 10 R 11 R 12 R 13 R 14Career ServicesFTEs1 12 1.51.52.5 .571 21.2521.5Spring 2011EOT Headcount12,001 9,139 12,069 9,4966,065 9,2576,947 26,363 4,6637,272 4,134 8,131 6,7916,338Ratio per FTE 1:12001 1:9319 1:6035 1:6331 1:4043 1:3703 1:13894 1:3766 1:4663 1:3636 1:3307 1:4066 1:6791 1:12676 19. Career Services: Student/StaffRatio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005 20. Function Area # 5: Disability Services 21. Disability ServicesStudent/Staff Ratio by CampusR1 R2R3 R 4 R 5 R 6 R 7 R 8 R 9 R 10 R 11 R 12 R 13 R 14DisabilityServices FTEs1.5 11 1.751.5 3 0.5 3 0.50.50.25 111Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,6637,272 4,134 8,131 6,791 6,338Ratio per FTE 1:8001 1:9139 1:12069 1:5426 1:4043 1:3086 1:13894 1:8788 1:9326 1:14544 1:16536 1:8131 1:6791 1:6338 22. Disability Services: Student/Staff Ratio By Campus 23. Function Area # 6: AcademicAdvising 24. Academic AdvisingStudent/Staff Ratio by CampusR1 R2 R3 R4 R5 R 6 R 7 R 8 R 9 R 10 R 11 R 12 R 13 R 14Academic FTEs 12.5396 7.75 1.56162.252.5 3 37 7.5Spring 2011EOT Headcount 12,001 9,139 12,069 9,496 6,065 9,257 6,947 26,363 4,663 7,272 4,134 8,131 6,791 6,338Ratio per FTE1:960 1:3046 1:1341 1:1583 1:783 1:6171 1:1158 1:1648 1:2072 1:2909 1:1378 1:2710 1:970 1:845 25. Academic Advising: Student/StaffRatio By Campus-Based on National Community College Benchmark Project: Report of 2005 Aggregate Data, 10-17-2005 26. Results/Key Findings Lack of an integrated planning process thatties the growth of individual Ivy Techcampuses to a systematic staffing plan 27. Strategic Recommendations Implement a Master Staffing Plan Phases recommendedImplementation/Data Collection/AssessmentAnalysismonitoringCurrent/Baseline Influences, Impacts Priorities, Optimum Process and Measuresand ConstraintsLevels and Future Evaluation Needs Overview of Enrollment Long and short-range Link to Ivy Techworkforce (number of Budgetprojectionsinstitutional planningemployees, Ivy Tech 2013 plan Flexibility forprocessdemographics, job Mission, vision,immediate needs Monitor and evaluatecategories)values, goals Role of programs, Analysis of work force Facilities Training and(comparisions) Regulatory mandates succession planning Identify gaps between Workforce changescurrent and future Technologyresource needs Additional factors 28. Strategic Recommendations Integrated Planning, Evaluation and Resource Allocation Decision-making Model Community NeedsFacilities PlanStaffing Plan 1 Ivy Tech Master PlansTechnology Plan Equipment Plan 2 Ivy Tech Strategic Plan4Ivy Tech Priorities54 3 Program Review & Planning Students 29. Strategic Recommendations Tied with Human Resource plans Human Resource Plan Recruit, hire andsupport diverse SystematicStaffing practicesfaculty and staff to evaluation ofand decisionsmeet the needs ofpriorities studentsStaffingPlan 30. Strategic RecommendationsTwo main components of the Staffing Plan: Gap Analysis (retirements, voluntary andinvoluntary terminations) Where are future openings ocurring? Prioritization Minimum/actual levelFunded level Optimal level 31. Short-term Recommendations Bursar and FA should be merged into one department. simplify staffing as well as facilitate ease of student use common practice nationally As an efficiency measure combine all business functions witha single student interface. For example, DePaul UniversitysDePaul Central: http://depaulcentral.depaul.edu/ Examine a Potential Merging of Tutoring and AcademicAdvising. 32. References National Community College BenchmarkProject: Report of 2005 Aggregate Data.Prepared for: Onondaga Community College.Updated October 17,2005. NACE: 2010-2011 Career ServicesBenchmarking Survey NACADA The Successful Registrar, April 2004 33. Recommendations to Inform aSustainable Staffing Model at IVY Tech Community CollegeAnne BartlettJuan CantuDavid Cook Eileen Strempel Joseph Youngblood American Council on Education (ACE), Class of 2011-2012