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Development Process Administrative Leadership Council February 28, 2018

OTR and the Academic Plan 2018-2021. Development Process Administrative Leadership Council February 28, 2018. Otr and the academic plan. Development Process. Why did we start early?. How did we do it?. Who has been involved to date ?. When will it be complete?. What does it look like?.

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Development Process Administrative Leadership Council February 28, 2018

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  1. OTR and the Academic Plan 2018-2021 Development Process Administrative Leadership Council February 28, 2018

  2. Otr and the academic plan Development Process • Why did we start early? • How did we do it? • Who has been involved to date? • When will it be complete? • What does it look like?

  3. Otr and the academic plan Why did we start early? • “Jump start” before the March – August deadlines • Align with Provost’s Council timelines & process • Enable staff engagement

  4. Otr and the academic plan How did we do it? • Built on existing planning process • OTR Business Plan • OTR Vision & Mission & Goals & Objectives • OTR Projects & Priorities • 3 year corporate priorities • Start of Term (student) feedback

  5. OTR PLANNING PROCESS Consultation Process

  6. OTR PLANNING PROCESS Consultation Process (Cont’d)

  7. OTR planning Consultation

  8. Start of Term Survey Summary • The Office of the Registrar will continue to survey our students for each start-of-term for the purpose of forming the basis for improving and expanding our service deliveries.  The survey results have been instrumental in drafting the Office of the Registrar’s Annual Business Plan and with introducing new and enhanced student services. 2,000 – 3,000 students respond each term. • General themes for improvement from student feedback included:

  9. Start of Term Survey Summary

  10. Otr start of term survey Fall 2017 Dashboard

  11. Otr staff input round #1 Academic Plan and OTR Priorities

  12. Planning process Academic Priorities

  13. Staff input – round #1 OTR and the Academic Priorities • September 19 • Full staff meeting at 3 campuses • Provost presented overview of the Academic Plan • Registrar presented staff input process • September 20 – 29 • OTR staff On-line Feedback Form • Office time allocated • 3 components: • Input re: Academic Priorities & OTR relevance • Input re: 30 OTR “potential” initiatives • Opportunity to suggest other initiatives

  14. Otr staff input round #2 Academic Plan and OTR Priorities

  15. Full staff mtg oct 26, 2017 Small Group Work • RESPOND TO THESE QUESTIONS: • Is the Goal clear? Suggestions? • Are the Objectives clear? Suggestions? • Are the activities consistent with staff feedback to both the Academic Priorities and the OTR list of projects/initiatives? • Have we missed anything? • What might be adjusted?

  16. Full staff mtg oct 26, 2017 Full Group Work • RESPOND TO THESE QUESTIONS: • Is there any feedback to the Dashboard? Suggestions? Anything need to be clarified? • Is the schedule consistent with staff feedback to the OTR list of projects/initiatives? • Are there any adjustments to be made based on the Academic Priorities discussion earlier today? • Have we missed anything? • What might be adjusted?

  17. Otr staff input round #3+ Review of DRAFT Plan

  18. Otr vision & mission What does it look like? Our Vision To be respected and creative leaders known for our integrity, collaborative and innovative spirit with commitment to outstanding customer service, and performance excellence in support of student success Our Mission To provide purposeful services to attract and retain students, enhance their educational experience and ensure the accuracy, integrity and security of their records.

  19. Financial Aid & Awards Division Students Applicants Graduates Students Systems & Operations Division

  20. The Academic plan: 2017-2022 Administrative Priority #1 AcademicPriority #1 • Build community by embodying Sheridan’s unique character. OTR Goal Ensure Sheridan’s unique character is expressed in all aspects of OTR activities and services to a diverse population of clients OTR Objectives Develop a targeted domestic recruitment plan that is inclusive of all the communities we serve Develop an integrated prospect – graduate communications plan to support the lifecycle of the student

  21. The Academic plan: 2017-2022 Administrative Priority #1 (Cont’d) AcademicPriority #1 • Build community by embodying Sheridan’s unique character. OTR Objectives (Cont’d) Encourage staff engagement and staff awareness of OTR and Sheridan initiatives through improved internal OTR communications Develop and implement Strategic Enrolment Management strategies related to recruitment, the admissions pipeline and integrated student communications.

  22. The Academic plan: 2017-2022 Administrative Priority #1 • OTR Projects & Initiatives • 2018/2019 • Implement Strategic Enrolment Management (SEM) initiatives related to recruitment and integrated student communications across Sheridan • Staff-developed internal communications and engagement strategy • Scope a multicultural resource group to act as a support for students and staff • 2019/2020 • CRM – Prospect Management • Implement SEM strategy initiatives related to recruitment, admissions pipeline and integrated student communications • Initiate an internal start of term survey for employee feedback • 2020/2021 • Implement SEM strategy initiatives related to recruitment, the admissions pipeline and integrated student communications

  23. The Academic plan: 2017-2022 Administrative Priority #1 • Metrics • Student Start of Term survey results – do we expand it or replace questions? • On-campus and off campus recruitment initiatives - how will we measure this? • Communications plan – how will we measure this? • Staff feedback re: participation levels and engagement (note: we would need to add a staff survey to our activity in order to measure this) • SEM dashboard how will we measure this? • RegNet usability ratings among OTR staff

  24. Administrative Priority #2 The Academic plan: 2017-2022 AcademicPriority #4 AcademicPriority #2 • Advance quality teaching and deep learning through inclusive, learner-focused design and academic support services that embraces the diverse strengths of our students. • OTR Goal • Develop a respectful and engaging customer service and student support strategy that reflects the diversity of the clients we serve to help build their independence • OTR Objectives • Develop and support consistent, integrated and accessible customer service strategy • Ensure inclusivity of our diverse population through Policy review and development, with specific attention to advocating for processes to recruit and support Indigenous applicants

  25. Administrative Priority #2 The Academic plan: 2017-2022 OTR Projects & Initiatives 2018/2019 Adopt OTR Service Level Standards Implement SEM strategy initiatives related to customer service modelling Continue to solicit student feedback through the tri-annual Start of Term Feedback Survey and modify and/or enhance our activities in support of such feedback Internationalization Initiatives (Study Abroad) Commitment to ongoing business process review and improvement Engage in Sheridan’s Indigenous student recruitment program Implement new Admissions Policy with reference to Indigenous application support 2019/2020 Internationalization Initiatives: International Work Study Program, registration and enrolment “clinics” to support students Implement SEM strategy initiatives related to customer service modelling 2020/21 Commitment to best practice and new initiative discovery

  26. The Academic plan: 2017-2022 Administrative Priority #2 • Metrics • Start of Term Survey results indicateincreased levels of student satisfaction • KPI Survey results indicateincreased levels student satisfaction • Indigenous application and enrolment counts • Academic Pathway application and registration counts

  27. Administrative Priority #3 The Academic plan: 2017-2022 AcademicPriority #5 • Enhance the student experience through programs, services and space OTR Goal Deliver an exceptional experience to Sheridan prospects, applicants and students in support of their success OTR Objectives Introduce and enhance online services to increase student satisfaction Refine our service support structure model to align with our changing environment and student populations Continue to support the student experience by offering students the opportunity to be a part of the STARS program, a Co Curricular Record approved role by providing STARS with a rewarding and professional work experience that complements their studies.

  28. Administrative Priority #3 (Cont’d) The Academic plan: 2017-2022 AcademicPriority #5 • Enhance the student experience through programs, services and space OTR Objectives (Cont’d) Continued implementation of Flexible Learning Working group recommendations. Develop and Implement Strategic Enrolment Management strategies related to recruitment, the admissions pipeline, integrated student communications and integrated services. Collaborate and support our partners in initiatives related to academic advising, first year experience, academic pathways and internationalization

  29. Administrative Priority #3 The Academic plan: 2017-2022 • OTR Projects & Initiatives • 2018/2019 • Level Load scoping • Document Management scoping • Online Payment business case • Implement Flexible Learning Working group recommendations • Implement SEM strategies re: recruitment, the admissions pipeline, integrated student communications and integrated services. • Collaborate and support our partners in initiatives related to academic advising, first year • Enhanced student communications (Online Chat, Online Transfer Credit Opportunities) • College Scheduler • Assessment Centre Multi-Year Plan • Academic Works - Financial Need Calculator • ITI - Internal Transcript Assessment • OSAP Redesign & Net Tuition Billing • Online service expansion (Course Swap experience, academic pathways and internationalization)

  30. Administrative Priority #3 The Academic plan: 2017-2022 • OTR Projects & Initiatives • 2019/2020 • Implement SEM strategies re: recruitment, the admissions pipeline, integrated student communications and integrated services. • Commitment to best practice and new initiative discovery • Implement Flexible Learning Working group recommendations • Collaborate and support our partners in initiatives related to academic advising, first year experience, academic pathways and internationalization • Review of OTR office space to ensure universal access • Enhanced student communications (SMS/Text Messaging) • Assessment Centre Multi-Year Plan (Online Payment) • Part-time registration strategy (next phase) • Online service expansion (Program Withdrawal, Course Drop after Day-10, Mobile Registration, Appointment Scheduler) • Online Fee Payment • 2020/21 • Commitment to best practice and new initiative discovery • Assessment Centre Multi-Year Plan (Expand ability to book tests online)

  31. The Academic plan: 2017-2022 Administrative Priority #3 • Metrics • KPI Satisfaction Rates • Enrolment Reports • Start of Term Survey Data

  32. Administrative Priority #4 The Academic plan: 2017-2022 AcademicPriority #6 • Operational Sustainability • Develop an operational culture of planning, accountability and continuous improvement   OTR Goal We are committed to our continuous improvement model and will base our business decisions on sound data. OTR Objectives Develop metrics to gauge prospect, applicant and student satisfaction to ensure quality assessment of our services and processes Continued commitment to receiving and actioning stakeholder, employee and student feedback Continue to review and enhance our processes to gain efficiency

  33. Administrative Priority #4 (Cont’d) The Academic plan: 2017-2022 AcademicPriority #6 • Develop an operational culture of planning, accountability and continuous improvement   • OTR Objectives (Cont’d) • Continue the practice of business case scoping, research, documentation and preparing recommendations for consideration/decision • Continue to be a supportive and active partner in institutional collaborations such as Integrated Planning, Space Optimization, Risk Management, Internationalization Strategy, Policy development and Strategic Enrolment Management.

  34. Administrative Priority #4 The Academic plan: 2017-2022 • OTR Projects & Initiatives • 2018/2019 • Implement SEM strategy initiatives related to admissions pipeline, recruitment, integrated services, cross college advising practices, first year experience programing and pathways promotion and implementation • Continued implementation of Flexible Learning Working Group recommendations • Identify and implement efficiencies and new elements of the on line transfer credit system • Build relationships with OTR staff, academic advisors and student advisors to ensure consistent and accurate information • Streamline Academic Upgrading processes • Curriculum/Program name change Process (Academic OTR) • Admissions Operations • Records & Registration Operations • PeopleSoft Campus Solutions – 9.2 Upgrade • Sheridan Program Availability – Search Engine • Master Scheduler • Enhance Auto Attendant • Academic and Administrative Policy & Procedure Review

  35. Administrative Priority #4 The Academic plan: 2017-2022 • OTR Projects & Initiatives • 2019/2020 • Continued implementation of Flexible Learning Working Group recommendations • PeopleSoft Foundation Tables – Faculty Codes/Descriptions • Document Imaging (Admissions, Financial Aid & Awards) • Enhanced Automated Grade Submission (SLATE Transfer, Grade Change) • Level Load strategy roll-out • Revenue Generation (Transcripts, Student Appeals and Enrolment Verification) • Records & Registration Operations • Transcript Redesign • Space and Scheduling Study • 2020/2021 • Continued implementation of Flexible Learning Working Group recommendations • Document Imaging (Academic History) • PeopleSoft Effective Dating • Revenue Generation (Credit Transfer, Letter of Permission) • Enhance and automate Duplicate ID solution

  36. The Academic plan: 2017-2022 Administrative Priority #4 • Metrics • Staff survey level responses • The number of staff involved in Policy/Procedure review at Sheridan • OTR Project Dashboard • OTR Service Level Objectives

  37. Administrative Priority #5 The Academic plan: 2017-2022 • To recognize Sheridan's investment in hiring exceptional and quality staff, the organization is committed to providing opportunities to develop: • Leadership competencies • Personal and professional development • Equity & Inclusion OTR Goal Our team will be well equipped to deliver exceptional service OTR Objectives Develop a standard for OTR employee onboarding, training, orientation and development Identify opportunities for staff development and training in serving under represented and targeted populations

  38. Administrative Priority #5 The Academic plan: 2017-2022 • OTR Projects & Initiatives • 2018/2019 • Launchonboarding plan for new employees • Launch training plan template for all employees • Collaborate with internal partners in delivery of staff development in the areas of diversity, mental health and accessibility • Launch staff survey for future development opportunities • 2019/2020 • Deliver identified development opportunities • 2020/2021 • Deliver identified development opportunities

  39. The Academic plan: 2017-2022 Administrative Priority #5 • Metrics • Staff onboarding and training • Staff engagement in targeted professional development activities

  40. OTR PLANNING PROCESS Next Steps

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