Office of the Vice President for QC

and Planning, FY 2017 Annual Report

0% 0% 0% 0% 0%

What is Dr. Joe Rives’ favorite

softdrink?

A. Mountain Dew

B. Diet Pepsi

C. Diet Coke

D. Cherry Coke

E. Jolt Cola

Goals set for Fiscal Year 2017

Professional Development

Student Worker Development

Progress with the HLC Persistence and Completion Academy Projects

Budget Savings and Streamlining Processes

Community Outreach and Engagement

Professional Development

Goal = increase professional development in office and across campus

Lunch n Learn (January 27, 2017) hosted by Nicky Friedrichsen for all staff

Graduate level courses (4) completed by Debbie

Nicky, Maggie and Debbie are all members of IAIR.

Enterprise Task Force all-day video conference with Broward CC

Fleet Car training completed by Nicky

Understanding some aspects of QC Marketing (steep learning curve)

Student Worker Development

Goal = Make student work high impact

Training in Shipping, Receiving, and Delivering campus mail for student workers

Kaleb Wadsworth has been thoroughly trained but others have been cross-trained

Hold student workers accountable for their actions

Ensure student workers are arriving on time.

Help them improve when necessary. Complete annual reviews.

Point out when work assignments can be translated to skills for resumes.

Increase student worker responsibilities

Assign tasks (research, benchmarking, writing proposals) that allow them to put their skills to use and feel like a part of the team.

Kaleb operating the Pitney Bowes Machine

Cameron and Jenny

Picture of student workers

Priscilla and Stephanie

HLC Persistence and Completion Academy

Three big wins this year:

Data Warehouse has been completed

WIU is the first university to build a warehouse as part of the HLC P&C Academy

Learning Assistants Pilot Proposal has been endorsed by steering team and

working its way through university approval processes

Implementation of Respondus Lockdown Browser for online test takers

Budget Savings and Streamlining

Goals

Be good stewards of public money

Help the university conserve cash during budget crisis

Understand budget savings and streamlining are not always comfortable

Understand that streamlining processes takes time before success is realized

3 5 8 10 15 20

0% 0% 0% 0% 0% 0%

On average, how many calls does the

switchboard get in an hour?

A. 3

B. 5

C. 8

D. 10

E. 15

F. 20

Changed Switchboard Needs to fit Demand

Statistics for January 13-March 13, 2017

Day of the Week Average Daily Calls

Sunday 2

Monday 57

Tuesday 80

Wednesday 81

Thursday 70

Friday 65

Saturday 6

TOTAL 361

QC Office Supply Spending

$-

$5,000.00

$10,000.00

$15,000.00

$20,000.00

$25,000.00

$30,000.00

$35,000.00

$40,000.00

FY14 FY15 FY16 FY17

July - December January - June

Rearranging Office Supplies helped save $$

$.02 $.03 $.005 $.01

0% 0% 0% 0%

How much does it cost to print one

page to a Ricoh printer?

A. $.02

B. $.03

C. $.005

D. $.01

$.04 $.05 $.10 $1.00 B, C, and

D

0% 0% 0% 0% 0%

How much does it cost to print the

same page to a desktop printer?

A. $.04

B. $.05

C. $.10

D. $1.00

E. B, C, and D

Printing/Toner Cost Savings

Catering Changes

Office of VP for Quad Cities and Planning plans over 60 events per year

Previously many of these were catered by a full-service caterer

Now, full-service catering is used sparingly. Many events are catered in-

house

Small events that used to cost $150 now cost around $50 (modest savings)

Larger events like the December Graduation Reception, we saved 15% on

the overall costs (almost $1000) and hosted an additional 100 guests

compared to the previous year.

Credit Card Machine

Our office was one of three involved in getting the credit card machine for

the bookstore

Our part of the process involved understanding current policies that would allow

us to use one with the technology we currently have

Maggie has been cross trained to serve as backup for processing credit cards

Bank Account for Quad Cities Campus

Created the proposal to establish a deposit bank account for campus

Benefits

Save students time and money. Online payments still available but now an

option to pay for tuition and fees with cash will be available

Estimates indicate that a significant portion of our market is unbanked, making it almost impossible for them to make an online payment

Save the university time and avoid an audit finding

We can deposit same day instead of sending money to Macomb for deposit

Eliminate sending uninsurable items (money) via UPS

Streamlining with Student Workers

Riverfront Hall front desk coverage combined with back-up switchboard

Assessment of Riverfront front desk needs allow us to see peak time and day

needs

Tracked for 3 ½ weeks. Discovered that coverage needs are lowest on Fridays

and after 3pm.

Campus mail delivering combined with office supply and paper delivery

Invoice processing combined with back-up VP Office coverage

Events Planning

All hands on deck times during Summit planning and annual benchmarking

2 5 8 10 15

0% 0% 0% 0% 0%

What is the average number of

people the Riverfront Hall front desk

helps before noon on a given day?

A. 2

B. 5

C. 8

D. 10

E. 15

Riverfront Front Desk Needs

0

10

20

30

40

50

60

70

80

90

7:30-9AM 9AM-NOON NOON - 3PM 3-5PM AFTER 5PM

12 20 32 50 110

0% 0% 0% 0% 0%

How many summits have we planned

and hosted since July?

A. 12

B. 20

C. 32

D. 50

E. 110

Community Outreach and Engagement

New Executive Priority established to increase partnerships with others

All of us, including student workers have been involved in the planning of

these events

Mayors’ Summits

High School Summits

CEO Summits

32 summits total

Macomb HS Summit, November 29, 2017

Campus and Administrative Events

Our office planned (or helped plan) and executed 68 events so far during

fiscal year 2017

Summer Socials

TRIO Student Visit from St. Louis

Visits from Lt. Governor Evelyn Sanguinetti, Senator Anderson, and Rep. Halpin

Press Conferences for Mechanical Engineering and SBDC/ITC

Founders Day, Holiday Potluck, Planning and Accomplishments Presentations,

Excellence in Values and Years of Service Awards, Planning and Advisory

Committee meetings and many more.

Campus Involvement

Switchboard Operations

Fleet Car Management

Invoice and RFP Processing

Faculty and Staff Birthday Card Mailings

Student Worker Appreciation Day

Day of Caring volunteer

Blood Drive participation

Scrolling Calendar

Food Insecurity Presentation

Fleet Cars

Western Illinois University- Quad CitiesAdministration

Calendar

Saturday,

July 29,

2017

Out and About in the Community

Attend many events as WIU representatives

Greater Quad Cities Hispanic Chamber of Commerce Annual Gala

Ribbon Cutting for Monarch Butterfly Waystation

My Favorite Teacher Award judging

GQCHCC Speaker Series

Scott Community College Bash

United Way Sponsored Speaker Lunch feat. Robert Putnam

Ribbon Cutting for Sriracha Thai

Champagne on the Rocks

QC Marketing QC Public Information Specialist

Several Month Transition during which OVP helped maintain some marketing efforts

Sponsorship of QC Symphony Orchestra Holiday Pops Communities in Concert

Sponsorship of Scott Community College Bash

Sponsorship of John Deere SWE Girl Day

Billboard advertising QC Campus on I74 near Airport and John Deere Pkwy

Posting campus happenings on social media

Updated all phone greetings and extension routings

In addition to Quad Cities Chamber of Commerce, we joined Le Claire Chamber and are planning to join the Geneseo Chamber

Some of WIU-QC give-aways and ads

WQAD

Largest paid marketing campaign was multi-platform campaign on WQAD

20 broadcast commercials / month

65,000 plays of online live newstream video

50,000 native ad placements (online) per month in editorial section

Sponsorship of My Favorite Teacher Awards

December Military Greetings

100,000 Weather Channel Mobile ads during August, October, January & March

WQPT

Largest reciprocal marketing campaign was on WQPT

“Media Service of Western Illinois University-Quad Cities”

This statement ran 10,950 times during FY17

Runs of 708 x 30 second commercials

Dr. Thomas appeared on The Cities 3 times in last 6 months

Value of marketing on WQPT is estimated at close to $600,000

Quad Cities Times

Ads in Fall and Spring QC Times College Guides

3 month digital campaign starting April 1

2 High Impact Gravity Ads and 5 targeted displays

Highlighting programs: RPTA, Engineering, MBA, LEJA, and Education

2 Campuses, 1 University ads

Moline Dispatch special section during National Hispanic Month

Broadcast commercial during “The Voice” on KWQC (now GrayTV)

Military Friendly messages and logo on WHBF

Broadcast ad on KWQC (now GrayTV) during Lions v Seahawks playoff

pregame

Goals for Fiscal Year 2018

Assess and Improve Campus Guest Relations

Professional Development

Increase the Office of the VP’s physical presence in the community

Support Enrollment Growth Efforts at the Quad City Campus

72 103 289 371 417

0% 0% 0% 0% 0%

How many meetings held by outside

groups did WIU-QC host in FY17?

A. 72

B. 103

C. 289

D. 371

E. 417

Assess and Improve Campus Guest Relations

Plan to assess the current condition of guest relations on campus

Benchmark with other institutions

Benchmark with other human services institutions in QC (hospitals, medical clinics, cultural or religious institutions, museums, libraries and science centers)

Ultimate goal is to provide an above-and-beyond experience for:

Prospective student and their parents

Current students

Current employees

Alumni

Donors

Outside guests

Professional Development

Debbie plans to continue to take coursework leading to an Ed.D

Maggie plans to increase her knowledge of presentation software, survey

software, and webpage design.

Nicky plans to pursue the Higher Education Administrative

Professional/Supervisor Certificate offered by the Quad Cities Professional

Development Network

Increase physical presence in the community

OVP will soon include Public Information Specialist

This position will be out in the community often

Debbie, Nicky and Maggie have also set a goal for themselves to double

their presence in the community

FY17 = participated in 8 events off campus in the community

FY18 activities in the community may include volunteering, attend

community events, accept invitations to speak/present, and represent the

university at sponsored events.

Support Enrollment Growth

Again, a Public Information Specialist will soon be joining our office

Increase brand awareness

Increase social media presence

Plan to lead the completion of the HLC Persistence and Completion Academy

Invite and host groups with membership like our typical student to campus to promote awareness of campus and programs, and fill the buildings. Examples include:

MOPS (Mothers of Pre-schoolers)

TRIO Students from St. Louis

Create a landlord list and Google Map, primarily in Moline, of student-friendly properties

Seek to increase the number of retail stores in the Quad Cities that carry WIU-QC items

The End

Questions?