Academic Affairs - Minnesota State University Moorhead

Monday, October 18, 1999 12:00 noon Focus Group

Improving Communications

In looking at the objectives for this goal, which are most important and why?

It would be nice if academic departments are always notified of any pertinent scheduling or policy changes or procedures that directly affect the ability of all to serve students with up to date information.

We don’t have to have proposals that spend money! Reasonably- priced or free proposals should also be considered. Increase or improve outreach to ND and MN area high school students. MSU needs an adjunct faculty packet. Inform adjuncts of what they need to know. Improvement is needed especially in the information flow to all constituencies. MSU is doing better at publicizing positives and needs to continue. Want to hear about faculty and student positive achievements. In campus security, we really need to work not to make announcements look like cover-ups. With MSU’s image as a dangerous campus, security announcements need to be more open. I like the billboards and movie adds- very visible. Internal communications are needed – these affect student morale. One of the biggest problem areas is the financial aid office. They lost one of my student’s financial aid applications three times this fall and the student never received an apology or anything. When students have trouble with that office, they never get an apology and are never notified if something missing. They are not told what to do – they just look stonily at you. There were problems again this fall. It is not uncommon for ten to 25% of our students to have trouble every year. This is a major problem. Extensive discussion of how bad financial aid is – problem with getting letters on time etc.

Advising and mentoring of students is needed. Information does not come to students really easily so I have had to help. It is a problem with everything, not just with financial aid. Departments need to do a better job of matching advisors to advisees. When I have a non-education advisor I get out of sequence if I am in an education program.

The group added a new goal – to improve communications at all levels. (This includes security, financial aid problems, etc.) , This includes publicizing achievements

The yellow sheet was passed and people each took two votes to prioritize the seven goals. Results were:

One vote – articulate MSU vision etc.
No votes – define clear goals for tc
Two votes – Improve student transitions..
Two votes – Improve advising
Three votes – Improve marketing
No votes – Define clearly and promote aggressively…
Six Votes – Improve Internal Communications

Improve Internal Communications – What outcomes will we have?

Will have improved advanced notification procedures for intercampus departments for faculty and for financial aid and staff.
Better trained front line people
Fewer complaints from students, faculty, and staff.
Conflict resolution training
Smoother running operation overall
Improved morale and
student retention
better recruitment
updated communication networks
happier alum who want to give money
a broader based communication between departments and administration – need to be more sources of information – develop improved procedures. Need people to look at the information if it is out there. Continews, web, need to target specific information to the people who want it. Scheduling is easily done and shared with all.

Improve Marketing

More students

More positive publicity and less negative publicity

More alumni dollars and other dollars. Better community image local and regional (service area).

More business partnerships – jobs for students, corporate sponsorships.

More grant dollars.

More articulated vision of who we are. We will have this – Number one – with more marketing. A clear and articulated vision.

This will also result in a promoted liberal studies base.

A discussion of strategies is needed in order to gather ideas – for example, a hot line would be desirable where people could call to get information when they needed it.

Goal - IMPROVE Internal Communication

Outcomes

Hotline will be in place for problem resolution - faculty & staff.

Campus committee set up with a budget for assessing & improving effectiveness of internal communication.

Help center for students with hotline (possibly expand Peer Advisor Center).

Customer service training for on the job public relations & problem solving.

Retreat to develop strategies for improved campus wide communications (possible topic for next President's retreat).

An immediate review of the Financial Aid, Admissions and Student Services offices with external consultant followed by regularly scheduled reviews.

Hotlines & help centers should be in the same location so they can communicate together - separate locations could hinder communication.

Campus wide distribution of an academic services information list.

Discussion on Scholarships

At this time, some scholarships are awarded immediately if requirements are fulfilled while others are sent to committees & students are not notified of an award for several weeks. In addition, some scholarship applications are picked up in Admissions, some Financial Aid. Focus Group would like to see consistency in awarding of scholarships & a central location for picking up scholarship applications.