presented by: marietta wolczacka frye and kristine …aasis/concurrent3/fiscal responsibility...
TRANSCRIPT
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Presented by: Marietta Wolczacka Frye and Kristine Frye
May 30, 2014
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Presentation Overview
• Brief Overview of MAC • Peer Leader Program
• Organization • Structure • Training Topics • Projects & Regular Tasks
• Using Peers to Fill the Financial Gap • Cost of a student worker vs. full-time staff • How we pay for our Peer Leaders • Budgetary tracking methods • Things to consider
• Challenges & the Road Ahead
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Overview of the Mastodon Advising Center (MAC)
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Breif Overview of MAC: MAC’s Mission Statement
The Mastodon Advising Center fosters personal development and informed decision making by encouraging students to explore,
evaluate, and identify their academic and career goals.
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Brief Overview of MAC: Demographics
Fall 2013 Conditional 583 Crossroads 200 Deciding 741 ESL 64 Exploring 129 Other Departments 427
Guest 73 National Student Exchange 66 Pre-Major 63 Re-Admits 114 Total 2460
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program: The Past
• Lilly Endowment Retention Grant, started summer 2000 – Academic Counseling and Career Services and 10 departments across IPFW – Funding primary for summer assistance with SOAR – Grant for five years / five peers
• The grant ended / ACCS peer support with its own budget • Restructuring: MAC under ASC / 2007 – 2008 • Staff reductions / 2011 – 2012 • And then …
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program: Structure
IPFW
Student Affairs
Academic Success Center
Mastodon Advising Center
Peer Leaders
Where do Peer Leaders fit in at IPFW?
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program: Structure
Human Services
Communication Sciences and Disorders
Nursing
2013 – 2014 Academic Year
• Total of 306 credit hours • Cumulative term GPA 3.48 • Total hours worked ≈ 5,000
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program: Structure
• Attend yearly student worker unit training session • Confidentiality Agreement • Suicide Prevention training
• Employment training begins at the front desk • General office rules and guidelines, phone system, etc. • Department Emergency Plan/Active Shooter • FERPA • Banner (university database) • AdvisorTrac (scheduling system) • GroupWise (university e-mail system) • Attend group training meetings
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program: Structure
• Students “level up” to begin advising training • Continue group training & work at the front desk • Begin to shadow full-time advisors
• Group sessions • General Education requirements, placement tests, departmental college requirements,
online registration, Partial / Full withdraw, retake policies • One-on-one meetings
• Personal and Professional development, individual training • Cross training with other departments
• Finical Aid, International Office, Career Services, and Athletic Department • Safe Zone Trained
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Peer Leader Program: Projects & Regular Tasks
• Reception Duties – Maintaining AdvisorTrac – Answering phones & visitor
questions • Advisor Duties
– Check-up appointments – Drop-in advising
• Other Duties as Assigned
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap
Disclaimer: We are in no way endorsing replacing full-time professional staff with Peer Leaders. Instead we recommend using Peer Leaders as a way to maintain a high level of service during demanding financial times.
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff
• Full-time Clerical Worker – Classification: Clerk IV – Minimum hiring rate: $10.65 per hour – Additional departmental costs $10,400 for medical benefits 14.2% of wages for retirement benefits 1% of wages for other benefit-related expenses
Approximate yearly cost: $35,919.45
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff
• Entry-level professional advising position – Starting salary: $35,000 per year – Additional departmental costs
• $10,400 for medical benefits • 10% of wages for retirement benefits • 1% of wages for other benefit-related expenses
• Approximate yearly cost: $49,250.00
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff
• Student Worker/Peer Leader – Current wages: $8 per hour – Hour cap of 20 hours per week – Additional departmental costs
No medical benefits No retirement benefits 5% of wages for incidentals costs
(such as Workman’s Comp & Liability)
Maximum yearly cost: $8,736.00
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Cost of a student worker vs. full-time staff
So what’s the cost? Clerical Advisor Peer
1 worker $35,919.45 $49,250.00 $8,736.00 2 workers $71,838.90 $98,500.00 $17,472.00 3 workers $107,758.35 $147,750.00 $26,208.00 4 workers $143,677.80 $197,000.00 $34,944.00 5 workers $179,597.25 $246,250.00 $43,680.00
1 Clerical Staff member (40 hours/week) = 4 Peer Leaders (80 hours/week) 1 Advising Staff member (40 hours/week) = 5 Peer Leaders (100 hours/week)
In other words…
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: How do we pay for our peers?
• Federal Work Study • Indiana-Purdue Student
Government Association (IPSGA) allocations
• Departmental budgetary lines • Unit budgetary allocation
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: How do we pay for our peers
• What is the Federal Work Study (FWS) Program? • How do students know if they receive FWS money? • What must an approved student do to receive their
FWS money? • How much does FWS pay? • How does the department access FWS funds? • What if a student has more than one on-campus job
using FWS money? • What about working over the summer semester?
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Budgetary Tracking Methods
• FWS spending • IPSGA Allocation spending • Departmental budget spending • The Patient Protection and
Affordable Care Act (PPACA) • Clerical, Development, and
Service Hours
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Budgetary Tracking Methods
• Yearly cost estimate • Yearly hour/cost tracker • Other useful trackers
– Scheduling – Availability – Projects – Completed Training Topics
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Using Peers to Fill the Financial Gap: Things to consider
• Diversity • Available funds • Year-round vs. semester work • Managerial responsibilities • Training responsibilities
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Support from Above
“The Peer Advisor Program has been invaluable to the success of MAC. Working with Peers allows us to reach more students and to meet the advising needs of Deciding, ESL and Conditionally admitted students.”
Rhonda Meriwether Associate Director of the Mastodon Advising Center
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Support from Above
“At IPFW, our Peer Advisors are the best of the best. Their return on investment is solid gold.” Dr. Bruce Busby Associate Vice Chancellor for Academic Success
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Challenges and the Road Ahead
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Challenges
• Merging programs • Time • Scheduling • Room locations • Technology • Communication • Keeping the department
involved
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
What does the future hold?
• Constant improvement – Changes in hiring procedure – Assessment
• Directions from our leaders • Strengthening our structure • Flexibility
IPFW is an Equal Opportunity/Equal Access University.
Fiscal Responsibility through Student Leadership: Using student workers to effectively fill the gap
Contact Information
Marietta Wolczacka Frye, MA Academic Advisor / ESL Advisor Peer Advisor Supervisor NSE Assistant Coordinator Mastodon Advising Center Indiana University Purdue University 2101 E. Coliseum Blvd. Fort Wayne, IN 46805 Kettler Hall 109 H (260) 481-0122 [email protected] www.ipfw.edu/mac Like us on Facebook: http://on.fb.me/ZfNed9
Kristine Frye Information Specialist Peer Advisor Supervisor Mastodon Advising Center Indiana University Purdue University 2101 E. Coliseum Blvd. Fort Wayne, IN 46805 Kettler Hall 109 C (260) 481-6133 [email protected] Visit MAC on the web: ipfw.edu/mac Like MAC on Facebook: http://on.fb.me/ZfNed9 Follow MAC on Twitter: @MACIPFW