OFFICE OF THE VICE PRESIDENT QUAD CITIES AND PLANNING
JOE RIVES, CHRIS BROWN, DEBBIE KEPPLE-MAMROS & CAROL MARQUARDSEN
APRIL 2015
WE PROVIDE COMMUNICATION, LEADERSHIP AND SUPPORT FOR THE
QUAD CITIES CAMPUS, THE UNIVERSITY, AND THE COMMUNITY
 For the University
 For the Quad Cities Campus

Monthly Strategic Plan Updates

Accreditation and HLC Student Persistence and Completion
Academy

Coordinate with Macomb

Communications Center

Collaboration center for the Administrative Team

Budget tracking

Campus Planning and Operations

Hosting Special University Events

Transportation Hub

QC Presidents & Chancellors Committee

Purchasing for the Quad Cities Campus

WIU QC Planning & Advisory Committee

ReNew Moline

City of Moline

Area High Schools
 For the Community
OFFICE OF THE VICE PRESIDENT FOR QUAD CITIES AND PLANNING
Communication with the
Community
Communication
with the
University
Communication
with the
Campus
UNIVERSITY DATA AND ANALYSIS
 HLC Student Persistence and Completion Team

Working with implementation teams to define retention goals for Macomb, Quad Cities and Online

Identifying retention risk indicators through local data

Beginning with a decision tree and proceed to IBM SPSS for both a simple regression and a cluster to check/confirm valid
indicators

The end result will allow the institution to mitigate attrition
 Partnering with AIMS and IRP to develop University benchmarks
 Updating Peer Groups
CAMPUS DATA AND ANALYSIS
 Forecasts, Reports and Analysis to support planning and effectiveness
 Examples

Forecast enrollment in majors and graduate programs for fall 2015 based on enrollment trends. Helps with course planning,
marketing and development

Reverse Degree Audit: a report that produce a list of courses necessary for a department, campus or university to offer

Report showing three year trends of a group of courses to be used to plan the new Annex

Reports showing recent or future graduates

Reports for alumni outreach, audits, grants, and benchmarking

Implementation of Academic Integrity Pledge Form, which reduced incidence of academic dishonesty in testing center
CAMPUS FISCAL AFFAIRS
 Continuing and evolving responsibility
 Detailed spreadsheets
 Monthly meetings with fiscal agents
 New this year – graphs showing current budget and expenses
 Tracking of travel expenses
FY15 DEPARTMENT EXPENSES
$14,000.00
$11,675.35
$12,000.00
$8,840.05
$8,826.68
$8,601.52
$7,700.62
$7,217.73
$5,901.51
$10,000.00
$8,000.00
$6,000.00
$4,000.00
$2,000.00
$-
$3,997.14
$2,229.26
$-
$-
$-
CAMPUS PURCHASING
 PURCHASING FOR:

QC ADMINISTRATION

QC FOUNDATION

QC MARKETING

QC OPERATIONS & MAINTENANCE

QC STUDENT SERVICES

QC PHASE II RIVERFRONT
 Contract implementation, reporting and maintenance.
HOSTING QC CAMPUS EVENTS

Annual Fall Scholarship Breakfast

Annual Fall Faculty Staff Welcome Back BBQ

Founders’ Day and State of the University Address

December Graduation Reception

QC Excellence in Values & Years of Service Awards

“Funding Our Future” Minority Scholarship Event

Distinguished Faculty Lecture

Hallwas Lecture

Spring Commencement

June Board of Trustees Meeting

Special Events

Grand Opening of Phase II Campus – August 2014

NABCA Annual Conference – April 14 – 18, 2015 (Site Host for event)

HLC Peer Review Visit – February 9 – 10, 2015
CAMPUS SCHEDULING AND SIGNAGE
 Coordinating schedules for committees and meetings with external constituents
 Primary calendar responsibilities for Vice President Rives
 Scheduling Quad Cities campus events with WIUP/MVS Space Master Event Permit System
 Tertiary Campus Scheduling Back-up to Lois Retherford, Admissions & Records Officer
 Quad Cities Complex Classroom Use Signage
COMMUNICATION HUB:
FOR THE CAMPUS



Primary Quad Cities Switchboard Reception

Provide Friendly, Knowledgeable, Prompt Response to Callers

Operate VoIP Phone System

Maintain Off-line Quad Cities Campus Faculty & Staff Directory
Quad Cities Facilitators of Transportation Services

Assign WIU-QC Fleet Requests

Communicate with Heidi Cox, Chief Clerk – Transportation Services

Staff Reception Desk of Vice President’s Office
Provide Support As Needed to WIU-QC Administrators

Collaborate with WIU-QC Support Staff Team

Facilitate Communication between Departments

Weekend and Back-up Test Proctor and CLEP Test Administration
COMMUNICATION HUB:
FOR THE COMMUNITY

Provide Friendly, Knowledgeable, Prompt Response to Callers

Support Dual Enrollment Outreach Project

Donor Stewardship – Support Efforts to Foster Good Ties with WIU-QC Donors

Create and Update Contact Spreadsheet

Prepare Mailing Campaigns

Scholarship Recipient Thank You Card Follow-up

Formalize Local Business Participation in New Student Discount Program
NOT A PROPOSAL TO IMPROVE COMMUNICATION…
FUN FACTS ABOUT THE VP OFFICE “NOT FOR PRIME TIME PLAYERS”:
 Chris Brown has purchased over
20,000 cases of Diet Coke since 2008
for “VIP Visitors”…..
MEMBERSHIPS
 QC Advisory and Planning Committee
 HLC Persistence and Completion Steering Team Committee
 QC FIT II (and III???)
 AIR
 IAIR
 AACRAO
EDUCATION AND TRAINING COMPLETED THIS YEAR
Carol
Chris
Debbie
VoIP Phone System
Payment Processing
Easytrieve Training
WIU-QC Share Drive
University Policies for Purchasing
Pentaho Reports Training
Zimbra Collaboration Suite
Travel Voucher Training
Excel for Budgets Training
WIUP/MVS – Space Master Events
WIUP/MVS – Foundation Records
Navigating MVS
MVS – Budgets Training
Excel Training
WIU Financial & P-card Policies
WesternOnline and ExamTrack
CLEP Test Admininstration
WIU State Fleet Procedures
BIG SHOUT OUT TO…

Our Indispensable Student Workers

The President’s Office

Purchasing Office

Budget Office (Especially Bonnie Elder)

AIMS

Office of the VP for Administrative Services

Foundation Office (Connie Scarbrough & Holly Fecht)

Institutional Research and Planning Office

Registrar’s Office

Provost’s Office

Human Resources for Bringing Essential Job Skills Training to WIU-QC

Quad Cities Campus Office Manager Alison Shook and Our Support Staff Team
GOALS AND OBJECTIVES FOR NEXT YEAR


Analytical Goals :

Accurate retention calculations

A functioning job or report showing which General Education courses WIU-QC will need

An App for all fiscal agents showing their updated budget, expenses and encumbrances
Procedure Goals

Establish standards for tracking purchase orders and expenses

Strengthen ties with key community organizations

Improve Communication on Campus, with Quad Cities Community, and with Macomb Campus

Create a Records Retention Procedure for the office and Quad Cities
HOW NOT TO DO RECORDS RETENTION: