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Stanford University

Office of theUniversityRegistrar

Constructive Collaboration

Phil Spitz, M.A. Associate University Registrar

Celeste Fowles, Ed.M.Assistant University Registrar

Stanford University • Office of the University Registrar

Stanford University

Private research University founded in 1891 in Stanford, California

Our Student Body6,689 Undergraduates8,201 Graduates

Our Faculty1,807 Tenure-line faculty65 Academic departments and interdisciplinary programs

Die Luft der Freiheit weht

Stanford University • Office of the University Registrar

What is Collaboration?

Collaboration is a structured, recursive process where two or more people work together toward a common goal — typically an intellectual endeavor that is creative in nature — by sharing knowledge, learning and building consensus. In particular, teams that work collaboratively can obtain greater resources, recognition and reward when facing competition for finite resources. Structured methods of collaboration encourage introspection of behavior and communication. These methods specifically aim to increase the success of teams as they engage in collaborative problem solving.

— Wikipedia

Stanford University • Office of the University Registrar

A Collaborative

Definitionof

Collaboration

Stanford University • Office of the University Registrar

What is Collaboration?

Collaboration is a structured, recursive process where two or more people work together toward a common goal — typically an intellectual endeavor that is creative in nature — by sharing knowledge, learning and building consensus. In particular, teams that work collaboratively can obtain greater resources, recognition and reward when facing competition for finite resources. Structured methods of collaboration encourage introspection of behavior and communication. These methods specifically aim to increase the success of teams as they engage in collaborative problem solving.

— Wikipedia

Stanford University • Office of the University Registrar

Why Collaborate?

Successful outcomes The sum is greater than its parts Share best practices and lessons learned Support from key partners Improved service to the constituents

Job satisfactionEnergizes employeesProfessional developmentBuilds relationships

Stanford University • Office of the University Registrar

Collaboration within the University

Undergraduate Advising and Research

Petition transitionGoalStrategy Takeaways

Collaboration in Registrar’s officeSystems

“Our conversations have led to productive and interactive meetings which have resulted in more streamlined and effective practices.” - UAR

Stanford University • Office of the University Registrar

Collaboration within the University

“Our work with the Office of the Registrar has led to

improved communication, novel and innovative programs,

superior service to students, and provided a sense of

community and collegiality. I now know that I have

an entire team that I can rely on to get informed and

well-thought out advice and support.”

— Undergraduate Advising and Research Advisor

Stanford University • Office of the University Registrar

Collaboration within the University

Vice Provost for Graduate Education Joint Degree Policy development Graduate Academic Policies manual

Feedback from VPGE: “Walk the Talk”Phone callsThank you’sEffective meetingsInvolve partners early

Stanford University • Office of the University Registrar

Collaboration within the University

PARTNERS PROJECT COLLABORATION

Office of Postdoctoral Affairs

Quarterly meetings Traditional model

Summer Session

Alternative summer schedule deadlines

Grassroots. Overcome common problem

Schools and Central Offices

Student Services Forum

Grassroots. Benefits community

Subcommittee of students, faculty, staff

Joint degree programs

High level policy development

Stanford University • Office of the University Registrar

Collaboration in the Region

Bay Area Registrars GroupGatherings Common issues Mentoring and Networking Website

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THE WISDOM OF THE CROWD

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Mass Collaboration

University Registrar Wiki: registrar.wikia.com

Stanford University • Office of the University Registrar

Mass Collaboration

Facebook:University Administration Collaboration

Stanford University • Office of the University Registrar

Mass Collaboration

Confluence

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Collaboration Strategies

Stanford University • Office of the University Registrar

Barriers to Collaboration

Participants Reluctance to change Lack of agreementLack of commitmentLack of mutual understanding and respect

Resources Staff constraintsFinancial restraintsTime constraints

Organization Different organizational cultures Fragmented organizational structures Individual mentalityLack common visionOrganizational reluctance

Stanford University • Office of the University Registrar

Collaboration Strategies

“In authentic partnerships, collaborators share work, planning, goal setting, decision making, and problem solving, as well as vision,philosophy, values, and ideas.”

— Charles Schroeder in “Using the Lessons of Research to Develop Partnerships”

Stanford University • Office of the University Registrar

Key Collaborative Success Factors

Culture of collaborationListening Open-mindedness Creativity Risk takingEnthusiasmRelationship buildingTeamwork

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Norming

Storming

Forming

Stages of Team Development

Performing

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Collaboration Strategies – Stage 1

VISION STATEMENTMutually define shared visionReturn to it often

PARTNERSIdentify collaborators Involve partners early and oftenBuild relationships

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Collaboration Strategies – Stage 2

AGREEMENTSRoles and responsibilities ProceduresWritten contracts

COMMUNICATION Decide on method Effectively and often Conflict Resolution

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Collaboration Strategies – Stage 3

DEVELOP A PROJECT PLANKeeps project on trackExample of plan

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Collaboration Strategies – Stage 3

EFFECTIVE MEETINGS AgendaAction items

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Collaboration Strategies – Stage 4

ASSESSMENT Measure small victories along the wayCelebrate achievements

PERSERVERANCE Patience and timeHard work Goal-oriented Positive attitude!

ACHIEVEMENT

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What will you take back to your office?

Stanford University • Office of the University Registrar

Resources

Our colleagues! VPUE, VPGE, Registrar’s Office, ….

James Cook and Christopher Lewis, The Divine Comity: Student and Academic Affairs Collaboration (NASPA, 2007).

Kate Powers, Powers Consulting, www.sustainablechange.org

Charles Schroeder, “Using the Lessons of Research to Develop Partnerships,” Student Service: A Handbook for the Profession 4th Ed. (San Francisco: Jossey-Bass, 2003)

Don Tapscott and Anthony Williams, Wikinomics: How Mass Collaboration Changes Everything (Penguin, 2007).

Kate Watson, “Supporting Knowledge Creation: Using Wikis for Group Collaboration. (Educause: Volume 2008, Issue 3).

Stanford University • Office of the University Registrar

Our Contact Information

Phil SpitzAssociate University RegistrarStanford Universitypspitz@stanford.edu

Celeste FowlesAssistant University RegistrarStanford Universitycfowles@stanford.edu

Stanford University • Office of the University Registrar

Thank you!

Q & A and Discussion