Outreach Committee
March 17, 1998, 11:00 AM
30 Anderson Hall
Members Present:
Don Hanley, CE Director, Chair Stan Humann, Pack Forest David Stockdale, CUH CE Beverly Anderson,
Administrator Frank Greulich, ME Carl Harrington, Scribe
Minutes Funding issues were clarified and changes made to the March 10th minutes. With the corrections, the minutes of the March 10, 1998, meeting were approved.
Proposal on Jay Gruenfeld Trade Program Since Bruce Lippke could not attend to present this proposal, it was tabled until the next meeting.
Draft Job Description The committee went over the draft job description for the outreach coordinator that was recommended by the committee at the last meeting. The initial job description was written by Gordon Bradley and reviewed by Beverly Anderson.
The committee sought to define the level of responsibility and necessary qualifications. Below is the description as currently written:
Position Description
Director of Outreach College of Forest Resources (CFR) University of Washington, Seattle
The University of Washington College of Forest Resources is situated among a spectacular abundance of natural resources, which provide substantial commodity and amenity benefits to residents statewide, including the 1.5 million residents of the Seattle Metropolitan Area. In the context of a revitalized commitment on the part of the
College and the University to strengthen public service and outreach and integrate them with current research and teaching to enhance their excellence, the College will provide a variety of educational opportunities to its constituent professional and public communities. The Director of Outreach is central to the College's mission in providing this value to the citizens of the State.
Basic Functions and Responsibilities
Under the guidance of the Associate Dean for Academic Affairs, the Director of Outreach is responsible for planning, implementing and maintaining a service-oriented infrastructure to support the outreach mission of the
College. Working successfully with College faculty and staff members, other units of the College and University, and client groups in both the public and private sector is an integral part of the position. The Director advises in the development of outreach events and develops strategy for building effective relations with other college and
University units working in outreach. The position oversees a wide range of activities related to the promotion and positioning of the College's outreach events, requiring experience and expertise in strategic planning, production, marketing, personnel management and budgeting. The position includes responsibilities for continuing professional education, public outreach programs, proposed certificate programs, distance learning, and related publications, and regularly exercises independent judgment and discretion in developing and managing the outreach program. The
Director will:
Identify key topics that are not being fully served by current centers or faculty and facilitate a response to serve that niche in an integrated coordinated fashion. Help create interest in outreach and facilitate the effectiveness of its delivery, including the use of educational technology and distance learning. Provide expertise and focus to the
College's existing diverse outreach efforts, by assisting centers, faculty and other course instructors, and scientific and technical associations in the development and presentation of programs, including such services as planning and consulting, financial management, marketing, registration services, logistics, and evaluation. Devise ways to make
CFR outreach efforts well recognized and regarded inside and outside the University. In cooperation with

decentralized working groups, coordinate standardized outreach requirements for the College: registration, asset management, reporting, marketing/mailing lists, and outreach publications.
Qualifications
Master's degree with 5 years' experience in educational outreach position of similar responsibility required, with at least one degree in forestry or related field. Additional experience may substitute for master's.
Proven leadership and teamwork skills and demonstrated ability to organize and direct outreach program, including financial management. Computer literacy and familiarity with standard software programs. Familiarity with a full menu of tools from traditional workshops to current educational technology.
Creative, enthusiastic self-starter with the ability to react quickly to the changing needs of the organization and to take initiative in applying new approaches to outreach projects to focus CFR outreach and move it to a higher level.
Must be willing to work flexible hours.
Salary:
To be determined
The edited description will be presented to the committee for review at the next meeting.
Adjournment We adjourned at 12:00 PM
Next Meeting The committee will discuss Bruce Lippke's proposal on international trade.
March 10, 1998, 11:00 AM
22 Anderson Hall
Members Present:
Don Hanley, CE Director, Chair Stan Humann, Pack Forest Susan Bolton, Center for Streamside Studies David
Stockdale, CUH CE John Calhoun, ONRC Beverly Anderson, Administrator Frank Greulich, ME Bruce Lippke,
CINTRAFOR, Associate Dean Gordon Bradley, Associate Dean Clem Hamilton, CUH David Thorud, Dean Carl
Harrington, Scribe
Minutes The minutes of the March 3, 1998, meeting were approved as written.
Motion to Establish Position of Outreach Coordinator At the March 3rd meeting, Gordon Bradley proposed the following motion to committee:
The Outreach Committee recommends the CFR establish the position of Outreach Coordinator.
The motion, and general discussion of the long-term staffing of the CE office was the principal discussion of the meeting.
A summary of advantages and disadvantages was reviewed.
Advantages of Centralized CE Office: Central Record Keeping Marketing Plan Publications coordination
Integration of research across disciplines, research centers have narrower focus
Disadvantages of Centralized CE Office: Bureaucracy Could move outreach in wrong direction.
Current CE office support comes in the following forms: 1) 1.25 FTE employees, one 100% FTE (50% state funds,
50% CE budget) Conference Manager, one 25% time Registration person from CUH. Funding for Conference
Manger comes from current programs. 2) 80% of Don Hanley's time for the previous year in program planning.
Extension Coordinators expense (to cover Don Hanley's Extension obligations) came from state sources. This
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temporary arrangement will end in June 1998. 3) CUH has one 100% FTE from state sources. 4) Arboretum has one
100% FTE from its donations and grants.
Just as with outreach activities, there is more outreach being funded in the College than is currently documented.
Those things that we know now include: 1) Anderson Hall office: 2.05 FTE employees One 100% Conference
Manager (50% state, 50% CE self-sustaining) One 25% time Registration person housed at CUH (self-sustaining)
80% of Don Hanley's time funded temporarily from state sources in the form of an Extension Coordinator to replace his WSU obligations as he works on UW CE program planning (a temporary arrangement ending in the next few months)
2) CUH office: One 100% Conference Manager from state sources Several other positions partially directed toward outreach - some state; some self-sustaining
3) Arboretum office: One 100% Education Coordinator and parts of other positions - some state; some selfsustaining
Dean Thorud addressed the committee with two issues in support of a permanent outreach coordinator. One was better financial accountability, and the other was to understand and meet the needs of outreach constituent outside the college.
Discussion began on elements of a Outreach Coordinators duties and responsibilities. The coordinator would serve as an events manger, they would not dictate outreach activities to the Centers, Division, or Focus Groups.
Currently there is no outside funding for a CE office, but some sources that could be used were suggested, such as the Tools for Transformation and possible support from the Provosts office.
Vote on Motion
The committee decided to vote on the motion, and it passed, 7 members in favor, 1 opposed, and 2 abstained. A memo will be sent to the Dean immediately making the recommendation.
Next Meeting The committee will discuss Bruce Lippke's proposal on international trade.
Adjournment We adjourned at 12:00 PM
March 3, 1998
11:00 AM 22 Anderson Hall
Members Present:
Don Hanley, CE Director, Chair Susan Bolton, Center for Streamside Studies Beverly Anderson, Administrator
Frank Greulich, ME Gordon Bradley, Associate Dean John Wott, Arboretum Carl Harrington, Scribe
Minutes The minutes of the February 24, 1998, meeting were approved as written.
Financial Procedures Jeff Gorelik has been presenting the new financial procedures to various offices in the CFR.
Outreach Summary Matrix (Note: correct the Canopy Crane and SMC areas by moving each entry down one line.)
Don Hanley opened by noting that the President's office is promoting outreach as a part of the University's mission, and that Dean Thorud expects the CFR to meet its outreach demands.
Don also noted that he is not leaving the CFR. Previous meeting minutes might have been misinterpreted to mean he was leaving the college. He only means to move away from administering programs and focus his efforts on NIPFs and distance learning.
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Discussion centered on the aspects of centralized vs. decentralized, and coordinated vs. disbursed outreach efforts.
Faculty gave insight into the merits and shortcomings of each. Some faculty express reluctance to participate in distance learning/media presentations because it cuts off continued educational contact. Once the program is made, it is repeated/distributed without further update. To aid in understanding the challenges of distance education, the committee will seek an update from the UW Faculty Council Committee on Continuing Education's progress regarding electronic media.
Advantages of centralized outreach brought up are: * recording and focal office for Administration, Legislature, and other outside groups to identify, request, and showcase outreach efforts * expanded constituent base befits of a continuous marketing campaign
An update of current/recent programs revealed: * some programs have been unsuccessful because of poor marketing. * the divisions themselves have not had much input on outreach programs * there has been a greater emphasis on short-term delivery rather than long-term coordination. * research centers have been autonomous in their * marketing and target audience * most programs come from faculty rather than in response to outside entities
The committee felt that a centralized office should focus on publicity, marketing, and organizing programs and publications. However, it would not be dictating programs.
Committee members will seek to determine the college's commitment and allocation of limited resources for outreach.
Analysis of Outreach Survey Matrix The matrix was cursory examined to find what types of delivery were strongly represented and which were not utilized.
Motion to Establish Position of Outreach Coordinator Gordon Bradley proposed the following motion to committee, amended with a suggestion by Beverly Anderson:
"The Outreach Committee recommends the CFR establish the position of Outreach Coordinator."
The motion was seconded by Frank Greulich
This will be discussed at the next meeting. Issues to be addressed are: How to meet the CFR's outreach needs.
Alternatives/amendments to the current motion.
Adjournment We adjourned at 12:00 PM
February 10, 1998
11:00 AM 22 Anderson Hall
Members Present:
Don Hanley, CE Director, Chair Stan Humann, Pack Forest Susan Bolton, Center for Streamside Studies Beverly
Anderson, Administrator Bruce Lippke, CINTRAFOR David Thorud, Dean Carl Harrington, Scribe
Minutes Minutes of the previous meeting were distributed. Main issues from the last meeting were identified as: (1)
Is outreach mandated or needed by the UW? In response, a draft memo from President Richard McCormick and
Provost Lee Huntsman, was distributed which indicates that outreach is an integral part of the UW's mission. (2)
Feedback was requested from the committee members about the CFR's outreach strengths and weaknesses, as well as future potential. Comments were received from Julie DeBarr, Stan Humann, and Bruce Lippke.
Outreach Committee Mission The summary sheet of the committee's Mission, Responsibilities, Relationships, and
Action Items was distributed. The most difficult action item is the Publicity Action Plan due on June 1, since parts of the goal need to be carefully defined.
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Outreach Matrix Update/Inventory The previous matrix has been expanded and modified. Geographic divisions have been removed and replaced by "outreach entities." Outreach methods of delivery at the top were expanded.
Each outreach entity was divided up into Traditional (in-person), Distance (electronic media), and Publications (any form of written communication).
Discussion brought about the decision to expand the list of "outreach entities" to include academic/credit programs, and research-generated outreach such as the Wind River Canopy Crane and the Landscape Management System.
Forms of outreach were expanded to add columns for consultations and media contacts.
Each "outreach entity" will be sent the matrix to fill out for their area. Each type of outreach done should be filled in with the number of events done in 1997 and those scheduled through 1998.
Although this will show where outreach is currently being done, we need to examine where changes are needed.
Don Hanley will finalized the matrix and distribute it.
Other Outreach Issues An early strategic planning meeting identified outreach as weak, but it is not, just not well known.
Insurance is becoming an issue in allowing outreach on UW facilities. For example, Risk Management wants Pack
Forest to require any visiting groups to carry their own liability insurance. This is an issue the outreach committee could address, but the committee may be limited in its ability to change policy.
Long-term Staffing Problems Beverly Gonyea is resigning on March 13th. Currently a staff person is being hired part time to handle budget and conference management. This is a short-term solution. The committee must address staffing in the long term. Currently there are 19 programs committed to be done by the CE office through August.
The WSU Puyallup Conference Center has been approached to handle some of the events, and the UW College of
Engineering may be approached for assistance. Stan Humann recommended we avoid using UW Extension.
In the short term we must support current programs. Any long term solution proposal must be considered. Faculty like to have program logistics taken care of for them, so they can concentrate on the educational portion.
Adjournment: We adjourned at 12:00 PM
Minutes and agenda for the next meeting will be distributed.
Next Meeting Address DeBarr, Humann, and Lippke comments. Subcommittees will be formed to evaluate the data collected from the matrix.
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