Strategic Planning Outreach Plan PURPOSE 1. Ensure Transparency, Inclusion and Accessibility in all stages of the Strategic Plan Development 2. Create a clear understanding of process and content from start to finish 3. Build engagement and buy-in of PSU s stakeholders. INTRODUCTION Our goal will be to leverage the development of the strategic plan to foster a new level of synergy and camaraderie among all PSU stakeholders. We believe that a best-in-class, well-executed outreach and communications strategy will have an enduring and galvanizing impact. Ideally, the methods of outreach should dovetail with existing University communication channels. Example, the President s website should be leveraged as a place to get ongoing, current information on the process and content as it is developed. It is likely, however, that new channels and methods will need to be created. We will make this determination in collaboration with the Strategic Planning Development Team and the Communications Team. ENGAGEMENT CORE FORMS OF ENGAGEMENT & COMMUNICATIONS Interactive Website Bi-Weekly Newsletter Town Hall Meetings 1:1 Interviews Strategic Planning Development Team Meetings Topic Team Meetings Participation in existing PSU forums, Student/Faculty/Staff events and meetings Partnerships with existing Groups, Committees, Initiatives, etc. Social Media PSU Currently Surveys Banners and posters Videos Student engagement feature on pdx.edu 1 P age
TARGET AUDIENCES/ ENGAGEMENT CHANNELS Membership on SPDT Membership on Topic Team Included in 1:1 interviews Included in Surveys Invited to provide feedback via Website Engaged via the following Boards/Groups/Events Students x x x x x Student Senate, ASPSU Executive, Party in the Ballroom, Job Fairs, Social Media, Student Resource Centers, SALP, Town Halls, Partnership Council, Classroom Faculty x x x x x Faculty Senate, Academic Program Prioritization Committee Partnership, Diversity Lens Work Group, Unit/ Department Meetings, College Advisory Boards, Faculty Breakfasts, President s Faculty Advisory Committee, Winter Symposium, Honors Council, Town Halls, Partnership Council, Research Advisory Council, AAUP, Adjunct Faculty? (and those around -5yrs), SBA Faculty Council Staff (represented and unrepresented) Alumni Association Community Leaders x x x x x Chair Leadership Series, Diversity Lens Work Group, Unit/ Department Meetings, Honors Council, Town Halls, Academic Leadership Team, Associate/Assistant Dean s, President s Executive Committee, Partnership Council, SEIU x x x x x Alumni Association Board of Trustees, Advocates, Town Halls x x x x x Community Leaders Survey, Board of Trustees, Foundation Board, College Advisory Boards (employers), Town Halls, Partnership Council? The governor or US Rep. Blumenauer? Public perception survey, Focus groups: external communications folks? (see Kari/Lois 1:1 12.3), Friends of groups (at department and school level) 2 P age
DIRECT ENGAGEMENT OF Boards, Advisory Groups, Senates, Other established groups and Initiatives Board of Trustees o Member on the Strategic Plan Development Team o Direct engagement at standing meetings Foundation Board o Member on the Strategic Plan Development Team o Direct engagement at standing meetings Alumni Association Board of Directors and Advocates o Member on the Strategic Plan Development Team o Direct engagement at standing meetings College Advisory Boards o Direct engagement at standing meetings o MCECS Scheduled o CLAS Scheduled o COTA Scheduled o CUPA Being Scheduled o SBA Pending o SSW Pending o GSE Pending Honors College o Direct engagement at Honors Council standing meeting (being scheduled) Faculty Senate o Members on the Strategic Plan Development Team o Leadership included in 1:1 interviews o Regular updates at standing meetings o Special Opt-in planning session in February (being scheduled) o Follow-up session/report pending Student Senate o Member on the Strategic Plan Development Team o Leadership included in 1:1 interviews o Regular updates at standing meetings o Partnership discussion currently underway ASPSU Executive o Partnership discussion currently underway Unions o o Members on the Strategic Plan Development Team Included in 1:1 Interviews Chairs/Deans o Chair Leadership Series: 2014/15 Series is all Strategic Planning based with the Support Team co-facilitating all meetings 3 P age
o o Academic Leadership Team Direct engagement at standing meetings Regular updates at standing meetings Associate and Assistant Deans (regular meeting?) President s Executive Committee o Direct engagement at standing meetings President s Faculty Advisory Committee o Regular updates at standing meetings o Strategic Planning Session conducted Academic Program Prioritization Committee o Partnership discussion held. A plan to align efforts was defined. Partnership Council o Partnership discussion held. A plan to align efforts was defined. All-Staff/Unit/Department Meetings o *for department meetings, be sure to discuss alignment of the departmental strategic plans with this effort o Student Affairs: Scheduled to conduct a planning session at an all staff meeting o? o? o? o? SBA Faculty Council (chair, Tom Gillpatrick) UNST o o History/Trajectory Initiative Scheduled to hold a partnership discussion Listening Session (end of February/Early March follow up with Carol) Athletics o Discussing engagement opportunities Diversity/Equity Groups o Equity Lens workgroup(s) o Internationalization Council o Diversity Action Council o Cultural Center (Native American Student and Community center, the Multicultural Center and La Casa Latina) Advisory Board Education Policy Council See Jennifer Ruth email Administrative Council = Susy? Research Advisory Board=John Fink? Friends of groups at the department and school level Other Larger Centers and Institutions o Interdisciplinary Center for Applied Social Sciences (ICASS) o Sustainability 4 P age
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1:1 INTERVIEWS CONDUCTED Department/Group Faculty Senate Presiding Officer and PO Elect Interim Dean of College of Liberal Arts and Sciences Dean, College of the Arts Dean, College of Urban and Public Affairs SSW/AAUP Dean, Maseeh College of Engineering and Computer Science Interim Dean, School of Business Administration Dean, Graduate School of Education Dean, School of Social Work President, AFT/MCECS Science Support Center ASPSU President ASPSU VP Chair of Student Fee Committee Editor in Chief, Vanguard University Librarian, Dean Board of Trustees, Chairman Provost & VP for Academic Affairs Interim VP for Enrollment Management & Student Affairs Interim Chief Diversity Officer Executive Director of the Office of Global Diversity & Inclusion VP of Research & Strategic Partnerships VP Finance & Administration VP of University Advancement President General Counsel Chief of Staff Board of Trustees Board of Trustees Former President, Emeritus Professor Interviewee(s) Bob Liebman Gina Grecco Karen Marrongelle, Robert Bucker, Steve Percy Pam Miller Renjeng Su, Scott Marshall Randy Hitz, Laura Nissen Kelly Cowan Marc Nisenfeld Eric Noll, Rayleen McMillan Alexandra Calloway-Nation Whitney Beyer Marilyn Moody Pete Nickerson Sona Andrews Dan Fortmiller Chas Lopez Jon Fink Kevin Reynolds Francoise Aylmer Wim Wiewel David Reese, Lois Davis Rick Miller Margaret Kirkpatrick Judith Ramaley 6 P age
CALENDAR OF EVENTS October 2014 Present Day 1:1 interviews conducted by Project Support Team members (see page 5) Regular Faculty Senate and ASPSU Senate updates by President Wiewel Regular Administrative Briefing, Foundation Board and President s Executive Committee updates by President Wiewel and Project Support Team members October 9, 2014 A&A Dean s Meeting update by Lois Davis and Kari St. Peters October 20, 2014 Chair Leadership Series on Strategic Planning by Provost Sona Andrews, President Wim Wiewel and Project Support Team members October 27, 2014 President s Faculty Advisory Board update by President Wiewel October 29, 2014 Partnership Discussion with Academic Program Prioritization Committee leadership and Project Support Team members October 30, 2014 Faculty Breakfast: Strategic Planning Conversation with President Wiewel and Kari St. Peters November 13, 2014 Faculty Breakfast: Strategic Planning Conversation with President Wiewel and Kari St. Peters November 17, 2014 Open Office Hours with President Wiewel November 19, 2014 Partnership Discussion with Partnership Council leadership and Project Support Team members December 11, 2014 Strategic Planning with an Equity Lens Discussion with experts from across campus as well as Project Support Team members 7 P age
December 12, 2014 President s Faculty Advisory Board: Strategic Planning Session facilitated by Kari St. Peters January 6, 2015 Partnership Discussion with Alumni Association leadership and Project Support Team members. January 8, 2015 Party in the Ballroom attended by members of the Communications Team and SPDT to engage students for feedback January 9, 2015 Open Office Hours with President Wiewel January 12, 2015 Chair Leadership Series on Strategic Planning, session two, facilitated by Vice Provost Shelly Chabon and Project Support Team members January 13, 2015 Strategic Planning with an Equity Lens Follow-up Discussion with experts from across campus as well as Project Support Team members January 14, 2015 Alumni Association Board of Directors Executive Committee update by Kari St. Peters Open Office Hours with President Wiewel January 15, 2015 Partnership Discussion with UNST history and trajectory initiative and Project Support Team members January 20, 2015 CLAS Advisory Board: Strategic Planning Session facilitated by Project Support Team members January 21, 2015 Student Affairs All Staff: Strategic Planning Session facilitated by Project Support Team members January 22, 2015 Town Hall: Strategic Planning facilitated by Project Support Team members 8 P age
January 27, 2015 Winter Symposium: Strategic Planning facilitated by Project Support Team members January 30, 2015 Faculty Breakfast: Strategic Planning Conversation with President Wiewel and Kari St. Peters February TBD CUPA Advisory Board: Strategic Planning Session facilitated by Project Support Team members Faculty Senate: Special Strategic Planning Session facilitated by Project Support Team members February 2, 2015 MCECS Dean s Executive Council: Strategic Planning Session facilitated by Project Support Team members February 18, 2015 CLAS Lead Staff Meeting: Strategic Planning Session facilitated by Project Support Team members March 11, 2015 TBD COTA Advisory Board: Strategic Planning Session facilitated by Project Support Team members SBA Advisory Board: Strategic Planning Session facilitated by Project Support Team members GSE Advisory Board: Strategic Planning Session facilitated by Project Support Team members SSW Advisory Board: Strategic Planning Session facilitated by Project Support Team members Honors College Honors Council: Strategic Planning Session facilitated by Project Support Team members Additional Town Halls (general and topic team specific) Follow-up with Faculty Senate 9 P age
COMMUNICATIONS AND OUTREACH ACTION PLAN Strategic Plan Communications and Outreach Action Plan Description This action plan details marketing communication efforts for PSU 20/20 - Portland State University's strategic planning process Goals Inspire participation in the process Generate enthusiasm about PSU's future Target audience Faculty, staff, students, alumni, friends, community Timeline Planning & Initial Outreach (Fall 2014) Phase 1 - tools, survey, events (Winter 2015) - campus Phase 2 - mission, vision, priorities (Spring 2015 ) - campus Phase 3 - conclusion (Fall 2015) - campus and external Tactics Tools Web site Newletter PowerPoint title slide (size for campus monitors) Standing banner Posters and flyers Phase 1 Survey - HTML email (segment student + Faculty & Staff) - Mark and Coraggio - Currently -- Harry to write intro copy - Virtual Viking - Social media PSU & Alumni - Student events; i.e. Party in the Ballroom Video - Voice (students) - Harry and Peter to produce 10 P age
Town Hall 1/22/2015 - HTML email to all - TBD - Currently - Virtual Viking - Social media PSU & Alumni - Campus displays - Campus media - Create syndicated event Winter Symposium - HTML email to facutly/staff - TBD - Email to Chairs directly - Currently Public comment - HTML email to all (MW) - Currently (HE) - Virtual Viking (HE) - Social media PSU & Alumni - Campus displays - Campus media - Create syndicated event Phase 2 TBD Video - What should PSU stand for in five years? Mission, vision, priorities - campus community Phase 3 TBD Video - Concluding - campus and external - "Fearless Future" Key dates 1/8 - Party in the Ballroom 11 P age
1/12 - Send survey (let s account for all three surveys) 1/22 - Town Hall 1/27 - Winter Symposium MAP assigned to Strategic planning communication team Evaluation mechanism Event participants Survey responses Video views Web site visits Newsletter open rates Social media engagement Who evaluates Harry Esteve & Julie Smith Report results to Strategic Plan Development Team 12 P age