September 21, 2018

Dear Division of Student Affairs Professionals,

In fall 2017, we held a Division of Student Affairs Town Hall sharing results from the UAB Campus Engagement Survey conducted by Modern Think. For those of you who are new to our Division, this survey was administered to the entire UAB faculty and staff enterprise, asking questions regarding campus and workplace climate. As a Division, we focused our energies on gap areas that were identified from the survey and were specific to Student Affairs. Below is an update of the initiatives that addressed those gaps.

Enhancing/Improving Communication:

Staff expressed a desire for more input and rationale for decisions. There was also a perception that feedback was not valued or concerns expressed were explained away. Also, it was noted that there is a desire for feedback opportunities without creating more committees. Additionally, staff shared that they wanted to hear more direct and consistent communication from me.

Action:

• Each semester, I attended staff meetings (rounding) of all Division departments where I:
  • listened to concerns and heard feedback, and
  • answered questions regarding departments and Division initiatives; giving permission to sunset initiatives that are no longer needed or effective.
• In order to have more consistent, frequent communication, I used the 411 electronic newsletter to share my thoughts, values, initiatives and vision for our future.
• To provide further context and common language in building a 21st century Division of Student Affairs, excellence has been defined and we are striving to integrate it into our culture in order to best serve our students.
• Each semester we hosted a Division breakfast, welcoming back staff from the semester break, providing updates regarding initiatives and recognizing those staff who have joined Student Affairs since our last gathering.
• Although last fall we dedicated time for staff to visit and share concerns/feedback, very few took advantage of this opportunity. Thus, I began attending staff meetings and communicating in the 411. (As always, however, my door remains open for discussion, feedback or input. I welcome your visit or contact Marcy Ludorf to schedule a mutual time on our calendars.)

Professional Development/Resources:

The feedback received from the Campus Engagement Survey also included staff concerns regarding morale, balance and resources. It was observed that staff were searching for balance between divisional projects and daily operations. Also shared was a concern that the same individuals were selected for leadership opportunities. Other concerns included a desire for more staff development. It was noted that resources were not keeping up with the demands, pace and expectations of the Division. Finally, as enrollment continues to grow, there is desire for enhanced fiscal, facility, programmatic, staff and service allocation.

Action:

• We heard your concerns regarding staff vacation, time accrual, university closure between the fall and spring semesters and compensatory time. Through feedback and discussions with Human Resources, items were shared to ensure that your voice was heard.
• Our Division was selected to serve as a pilot for UAB’s new compensatory time policy. Led by Human Resources, a recent training occurred, and more will be offered.
• A new policy was recently implemented regarding community service, allowing staff to contribute time and talent to a UAB sponsored/affiliated service opportunity without utilizing vacation. This option is in eLAS.
• Through the six Student Affairs Innovation Teams developed over last year, staff at all levels participated and provided insight into the development of strategic initiatives. These task forces focused their efforts on launching an appreciation coin, student leader/employee competencies, experiential learning pathways, a well-being initiative, Blazer traditions and The Blazer Way creed. Thank you to those who provided leadership in these areas. Personally, I am routinely meeting with entry-level professionals to garner thoughts about our Division and the future of Student Affairs.
• Recently, the Professional Development Committee was re-envisioned creating more opportunities for staff to serve. If you are interested in serving on those committees, please let any Assistant Vice President know. I would like to extend a heartfelt thank you to our past Professional Development Committee. We have accomplished a great deal over the past three years due to their leadership.
• Professional development is deeply valued within the Division. Each AVP and Director is charged with ensuring that every employee has a 5-year professional development plan. Professional planning allows for mutual goal setting reflected within the new evaluation process.
• You will see enhanced trainings that align with the ACPA/NASPA Professional Competencies from the Professional Development Committee.
• Our Awards Banquet is held annually. A Division Appreciation Coin will provide more immediate recognition and the celebration of staff who have done a great job.
• Annually, we submitted requests for enhanced financial allocations. Although not all our requests were funded, we are happy to report that we will be adding positions to Veterans Services, Title IX and Counseling. As enrollment continues to grow and the RCM (responsibility-centered management) budgeting model is adopted, we will be strategic regarding how we spend our time, talent and energy.
• We continue to conduct an organizational review and evaluate data. We created new departments to meet the inclusive needs of our students, which include Off Campus Student Services, Second Year Experience, Assessment & Planning, Marketing & Communications, and an enhanced Disability Support Services and Counseling Services.
• When I began in 2015, we conducted a market value compensation review of all positions in the Division. We adjusted for needed positions and with each vacancy we conduct a market review benchmarking against regional and aspirant institutions and the College and University Professional Association for Human Resources (CUPA-HR).

Development/Revenue:

As the University aligns fiscal allocations, we will generate new revenue streams, collaborate with campus partners and articulate impact of our work utilizing data. Continued resource allocation of finances and staff are at the top of my list as I advocate for our Division.

Action:

• Through annual budget meetings with each Vice President, the University Budget Committee reviews priorities for fiscal approval.
• Recently, we hired a Development Specialist for the Division of Student Affairs and Academic Affairs.
• Facility tours with the UAB Development team created better understanding of the value of the out-of-classroom student experience for donor curation.
• A Division student scholarships initiative is being created to support our students and their success at UAB.

Finally, I want to share some positive divisional feedback we received from the Campus Engagement Survey. Staff report high job satisfaction and feel like communication between and among department staff is strong. Staff feel responsibility and freedom to do their job and the ability to be effective utilizing their skills and abilities.

Staff also feel positively about opportunities for skill enhancement through professional development offered by the Division. Staff expressed a positive outlook regarding facilities, work environment and security. Staff take pride in working at UAB and shared that it is a great place to work.

In conclusion, I am proud to serve as your Vice President for Student Affairs. We have worked hard together as a team to achieve great things for our students and UAB. I appreciate the time and dedication that you put into your jobs. I quite often hear our students express appreciation for your work. Excellence does exist in our Division and we continue to strive for excellence! Thank you and job well done!

Go Blazers!

John

John R. Jones III, PhD

Vice President for Student Affairs