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UW Colleges and UW-Extension RestructuringProject Steering Committee Meeting 2

December 15, 201712:00pm – 3:00pm

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Welcome and Meeting Purpose:

We are here today to:

• Provide an update on the critical path and current data needs related to the HLC accreditation process

• Review the financial assumptions and criteria for the pro-forma budget allocation at the UW Colleges

• Highlight emerging critical path items

• Provide an update on the UW Colleges Associate Degree Online and UW Colleges Associate Degree in the flex format

Overview of Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

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Immediate Critical Path Items

• HLC Submission

• Finance

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV. HLC Path Decision Items and Enabling Decisions 1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issues Map 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

III.

Immediate Critical Path Items

• HLC Submission

• Finance

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV. HLC Path Decision Items and Enabling Decisions 1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issues Map 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

HLC Critical Path Timeline for Submission

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1/15/18UWSA submits formal change request to HLC

11/10/17Project Initiation

12/15/171. Steering Committee

2nd Meeting2. Receiving institutions

submit majority of change request answers

to UWSA

12/22/17Final deadline for

receiving institutions to submit enrollment, finance / budgets, and

org charts to UWSA

12/22/17 – 1/12/18 UWSA dialogue with receiving institutions

to provide clarification regarding HLC

accreditation as needed

Critical decision to be made before HLC submission: Decide if UW will keep the regionalized service model for student services and branch campuses or what of the regionalized services would be kept in place during the interim period

Overview of HLC Data Needs

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In order to properly provide answers to the HLC Change Request, there are three HLC data needs:

Need 1: Enrollment Projections Need 2: Organizational Charts Need 3: Financial Data

• Enrollment Data by:o Modalityo Department

• Enrollment Projections for:o Collegeso 4-year institutions

• Current and Potential Future Organizational Charts

• Organizational Chart defined as a functional organizational chart that shows:o 4-year institutions:

Chancellors down to regions and to campuses

o Colleges: Different functions (e.g. student services)

• Pro-forma financial budgets from receiving institutions and branch campuses

• Years Needed:o FY 2018-2019o FY 2019-2020

Need 1: Enrollment Projections

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HLC Request • Enrollment projections are needed to properly meet the requirements for questions 4 and

5 of the HLC change request submission

Data Needs • UW Colleges has provided enrollment projections by campus• Each receiving institution will need to provide current and projected enrollments for 2018-

2019 and 2019-2020

Date Required by • Institutions should send enrollment projections to HLC Functional Team Lead by Friday

12/22/17. All submissions should be sent to UWRestructuring@uwsa.edu.

Discussion Questions

• Do the enrollment projections need to be broken down at the departmental level?

Need 2: Organizational Charts

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HLC Request

• The colleges and regional institutions will need to provide current and anticipated future organizational charts

• UW System defines “organizational chart” as a functional organizational chart that displays Chancellors down to regions and campuses for the receiving institutions and down to the functional level for Colleges by title, not individual names

Entity Fulfilling the Data Need

• Colleges:o Current Org. Chart: Colleges will

provide structureo Future Org. Chart Post-Restructure:

UWSA to provide structure

• Receiving Institutions: o Current Org. Chart: Regions to provide

structureo Future Org. Chart Post-Restructure:

Regions to provide structure (with guidance from UWSA PMO)

Required by • Organizational Charts are due to HLC Functional Team Lead by Friday 12/22/17.

Organizational Charts should be sent to UWRestructuring@uwsa.edu.

Additional Comments

• If possible, break down the major functions of the organizational charts into sub-functions (e.g. financial aid rather than just student services)

Need 3: Financial Data

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HLC Request

• Pro-forma budgets for the next 2 years (FY 2018-2019, FY 2019-2020) will be required for each new region

• Fulfilling the request will require pro forma budgets for both the receiving institutions and the branch campuses

Entity Fulfilling the Need

• UWSA will be providing Colleges’ budget information to receiving institutions • Each receiving institution will need to build pro forma budgets for the next 2 years: FY

2018-2019, FY 2019-2020

Required by • Pro-forma budgets are due to the HLC Functional Team Lead by Friday 12/22/17.

Please send to UWRestructuring@uwsa.edu.

Additional Questions

• Are there assumptions needed to ensure consistent and defensible pro forma budgets?• What assumptions should we discuss today?

Financial Allocation Methodology

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See handout provided by Sean Nelson, VP for Finance

Allocation Approach:• Four components

o Campus

o Regional

o Institutional

Allocation Methods1. 1/13th to each campus2. By student FTE3. By student headcount4. By employee FTE

o Other

Student Recruitment

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The Student Recruitment functional team is currently meeting from 9:00am – 2:00pm today. Chris Navia has provided the following updates:

UW Colleges Recruitment Program: • UW-Colleges will present their recruitment program to outline their outreach, marketing, and recruitment efforts across the state.

Recruitment Related Efforts to Date: • Stephanie Marquis to provide clarity to the team regarding recruitment messaging. • Crafting messaging geared specifically towards high school counselors.

SRFT Charter Review and Designation of Work Teams: • Determined objectives, work plan, and deliverables of the SRFT

Critical Issues Discussion: • Method to create the fastest way to deploy existing UW Colleges recruiting staff to assist the receiving institutions. • Method to construct the regional recruitment plan and parameters

Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

III.

Immediate Critical Path Items

• HLC Submission

• Finance

• Other Data Status Reports

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV.HLC Path Decision Items and Enabling

Decisions1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issues Map 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

HLC Critical Path Timeline for Branch Campus Transition

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12/22/17Complete HLC

Submissions due to UWSA

1/15/18UWSA submits formal change request to HLC

1/15/18 – 3/26/18HLC Institutional

Action Committee reviews change

request

6/28/18 – 6/29/18HLC Board Meeting

7/1/18 Branch Campus

Transition

Draft

Summary of Criteria Needed for Branch Campus Status

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Academic Affairs Human Resources

Planning and Infrastructure Finance

• Curriculum-continuity of offerings• Oversight of instruction defined• Oversight of curriculum by faculty established• Assessment of student learning process identified• Transfer of credit identified• Information about programs and requirements and

degrees published

• Planning structure and processes established for branch campus

• Integrate planning into institutional planning• Governance of faculty, staff at branch campus

established or integrated to main campus

• Budget – overall operations, programs, faculty, and staff

• Administrative oversight at branch• Staffing for student support services at branch

campus• Faculty hired/scheduled• Budget-overall operations, programs, faculty &

staff

Although we cannot yet be certain of all necessary criteria, this list is intended to help guide planning in preparation for July 1, 2018.

Critical Enabling Decisions Moving Forward

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These types of decisions may include:

• Decisions about contract renewals and structures

• Decisions about specific service provisions

• Policy reviews and decisions

As the project progresses, enabling decisions will emerge outside of the critical path forward

BREAK (1:45-1:55)

Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

III.

Immediate Critical Path Items

• HLC Submission

• Finance

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV. HLC Path Decision Items and Enabling Decisions 1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issues Map 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

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Communications UpdateStephanie Marquis

Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

III.

Immediate Critical Path Items

• HLC Submission

• Finance

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV. HLC Path Decision Items and Enabling Decisions 1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issues Map 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

Illustrative July 1, 2018 Critical Path Items

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Academic Affairs Student Affairs Financial Aid Human Resources

• Promotion and tenureo Establish policieso Faculty approve new

policies• Organizational structure

Faculty/student governance structure

• Course offerings• Faculty capacity / section

analysis to support budgeting

• Student Recruitment• International student visa status• Admission common practices• Enrollment Strategy

• Financial aid structure and timelines

• Financial aid record migration

• Faculty employment status and contracts

• Immigration – transfer of employment / immigration status

• Pay equity determined• Employee transfer process to

new UDDS structure• Change Management

Research Administration Information Technology Finance Athletics

• Engage granting agencies• Establish path forward on a

grant by grant / agency by agency basis

• Execute plan as needed

• Data management• Administrative services

compatibility• Student Information Systems

• Budget modeling• Creation of new UDDS chart

elements for payroll transfer• Institution budgets• Accounting systems

rationalization and migration• Assets transferred• Contracting mechanisms

assessed

• NCAA compliance• Title IX conformance

Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

III.

Immediate Critical Path Items

• HLC Submission

• Finance

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV. HLC Path Decision Items and Enabling Decisions 1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issues Map 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

Restructuring Issues Map

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Purpose of Table:

Based on conversations and interactions with all restructuring stakeholders, the Project Management Team has built an excel table of broad issue categories and sub-issues. Examples of said issues are shown in the adjacent tables.

Path Forward and Action Items:

After you walk through the issues map, please provide the following written feedback by January 8, 2018 :• Is each issue allocated to the appropriate team(s)?• Are there issues that are missing?• Add lines below certain issues and provide examples of the

implementation questions to be considered

Purpose and Action Items

Issues Map Example

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Example implementation questions around transfer policies:

Agenda

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Agenda Topic Time Discussion Lead

I. Welcome 12:00—12:05 President Cross

II. Overview of Agenda 12:05—12:10 Rob Cramer

III.

Immediate Critical Path Items

• HLC Submission

• Finance

• Student Recruitment

12:10—1:00

Carleen Vande Zande

Sean Nelson

Adam Fennel

IV. HLC Path Decision Items and Enabling Decisions 1:00—1:45 Rob Cramer

V. BREAK 1:45—1:55

VI. Communications Update 1:55—2:05 Stephanie Marquis

VII. Emerging Critical Path Items 2:05—2:35 Adam Fennel

VIII. Current Issue Allocation Table 2:35—2:50 Rob Cramer

IX. Next Steps 2:50—3:00 Rob Cramer

Next Steps

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• Supporting the HLC process and functional team

• Begin planning effort for July 1, 2018 critical path

• Build capacity for project support and communications

UW Colleges and UW-Extension Restructuring Steering Committee Meeting

December 15, 2017 Meeting Summary

Overview

The President welcomed members of the Steering Committee and then initiated a discussion of those immediate deadlines critical to moving the project forward. The discussion included how to transition the UW Colleges Associate Degree Online and UW Colleges Associate Degree in the Flex Format to ensure both are associated with an accredited degree-granting authority as required by the Higher Learning Commission (HLC).

The Steering Committee is focused on meeting the timeline for the HLC Change Request submission due in January 2018, and also beginning to prioritize issues and questions that must be answered by July 1, 2018.

The HLC and Finance Functional Team Leads (Dr. Chris Navia and Sean Nelson) provided updates to the Committee. It was noted the Student Recruitment Functional Team was holding its first meeting on December 15, 2017, a few weeks after being identified as a new functional team.

Major Areas of Discussion 1. Seven 4-year institutions have submitted requests to assume management of the UW Colleges Associate Degree

Online and UW Colleges Associate Degree in the Flex Format. President Cross discussed two primary options for proceeding:

Transfer the degree programs to a single campus

Transfer the degree programs to all receiving institutions and treat as a collaborative program The Committee feedback favored a collaborative approach, and President Cross informed the Steering Committee that a decision would be made shortly. If it is decided the UW Colleges Associate Degree Online and UW Colleges Associate Degree in the Flex Format is transitioned to a collaborative model, President Cross will allow institutions that did not submit a request to manage the programs to participate in delivering these two modalities.

2. The receiving institutions were required to submit the first round of HLC Change Request answers by Friday, December 15 to UW System Administration. Interim Associate Vice President Carleen Vande Zande, HLC Functional Team Lead, noted the following outstanding items are due by December 22, 2017:

Enrollment Projections: submit current enrollments and projections for the 2018-2019 and 2019-2020 academic years

Organizational Charts: submit current and anticipated future organizational structures down to major functions by title

Financial Data: submit pro forma budgets for the 2018-2019 and 2019-2020 academic years

3. Sean Nelson, Vice President for Finance, provided a handout to the members of the Steering Committee to guide HLC pro forma budget planning. A discussion followed to clarify what services would be retained at the institutional level. It was noted these are sample budgets and may be subject to changes as additional project decisions are made. President Cross emphasized that funding needs to be focused on student-facing activities.

A decision was made to hold HR and IT funds centrally to provide broad services to branch campuses and continue to assess if any other services should also be retained. Additional funding may be held centrally to provide services and further information will be provided as part of the HLC planning process.

4. Stephanie Marquis, UW System Director of Communications, updated the Committee on the development of a comprehensive communication plan for the project. Additionally, she provided a brief update on the morning discussions of Student Recruitment Functional team being led by Interim Associate Vice President Chris Navia that was meeting at the same time as the Steering Committee. Questions arose regarding recruitment collaboration, and institutions were encouraged to work with branch campus staff for a collaborative approach to recruiting. Additionally, the Student Recruitment Functional team will be asked to expedite its work to guide the UW System’s approach to this critical issue.

5. A discussion was held on how to proceed with the proposed reimagined Associate of Arts (AAS) curriculum. Even though a decision had been made to continue with the new and reimagined curriculum, several provosts shared concerns. The Steering Committee suggested options including using a collaborative model made up of 4-year partners or delaying implementation until the following year. President Cross indicated that these concerns would be evaluated and others involved in the restructure would be consulted before a decision is made.

6. Rob Cramer, Vice President of Administration, presented the Restructuring Issues Map spreadsheet which lists

issues that have emerged from conversations with project stakeholders and the online public FAQ website. The Issues Map is a high-level list to frame issues that need to be addressed, and it provides preliminary assignments to regional or functional teams to research the issues. Vice President Cramer asked the Steering Committee to engage their teams and review the issues and respond on three specific points:

For each issue, are the teams to which the issues are assigned allocated correctly?

Are there issues that are missing?

For each issue and sub-issue, what type of implementation questions should be considered? Note those questions.

The Steering Committee was asked provide written feedback by noon on January 8, 2018. This list will serve to guide further dialogue about these issues. UW-Extension will have a separate map for UW-Extension-specific issues.

7. It was asked if student and faculty governance representation was being incorporated into the teams. Vice President Cramer committed to reviewing the team compositions and reporting back to the Steering Committee about whether governance groups were appropriately represented.

Next Steps

December 22: deadline to submit enrollment projections, organizational charts, and financial budgets to UWRestructuring@uwsa.edu

January 8, 2018: deadline to submit initial responses to the items listed in the Restructuring Issues Map to UWRestructuring@uwsa.edu

UW System Administration will continue to build capacity and support for project management and project communication.

Regional teams and functional teams should submit weekly status reports to the Project Management Office.

The Project Management office will share the composition of the regional and functional teams with the Steering Committee.

The Project Management team established a Sharepoint site for the Steering Committee, as well as each functional and regional team to facilitate document sharing. Each member of the Steering Committee will

receive an invitation for access to the site the first week of January. If you do not receive an invitation or have trouble accessing it at that time, please contact Karra Falkenstein kfalkenstein@uwsa.edu. Optional Sharepoint training sessions will be electronically hosted on the dates below. A reminder email with participation information will be sent in the near future.

o January 4 at 2:00 p.m. o January 9 at 3:30 p.m. o January 10 at 11:00 a.m.

Project Sponsor Decisions

The Project Sponsor confirmed and clarified the following decision from the Steering Committee meeting held on December 15, 2017:

1. Human Resources, Veterans Services, and Information Technology Functions: Funding for Human

Resources, Veterans Services, and Information Technology will be held centrally to provide services to branch campuses. Veterans services will continue to perform existing certification functions for branch campuses while coordinating with veterans support staff at receiving institutions to ensure that veterans needs are met. Additional funding may be held centrally to provide services and further information will be provided as part of the HLC planning process.

2. Reimagined AAS Curriculum: Defer implementing the new, reimagined AAS curriculum until July 1, 2019. This will allow a focus on a narrower set of curricular issues for 2018-19 academic year, and to give thoughtful and deliberate consideration between the receiving institution and the branch campuses.