The institution provides a sufficient number of qualified staff – with appropriate education or experience in the student affairs area – to accomplish the mission of the institution.


Compliance Judgment: In compliance

Narrative

The Division of Student Affairs at East Carolina University (hereafter, ECU or the institution) employs qualified staff members to provide effective, student-centered programs and services that are aligned with its mission, vision, values, and strategic priorities that are described in the Division of Student Affairs Strategic Plan. Student Affairs contributes to ECU’s mission by providing programs and services that optimize student learning and leadership; build a safe, supportive and welcoming campus community; foster the emotional growth and personal development of students; and make a positive contribution to the overall student experience.

 

During fiscal year 2011-2012, the Division employed 283 full-time staff and 1209 student workers who performed in a variety of roles to carry out the day-to-day operations of departmental units. This report focuses on the full-time professional staff who provide administrative leadership and assure mission fulfillment for the Division’s units as outlined in the Student Affairs Organizational Chart. A brief overview of the programs and services offered by each of these units is provided in a summary table. More detailed descriptions of the programs and services offered by these units are found in the narrative for SACS Core Requirement 2.10. 

Under the direction of the Vice Chancellor for the Division of Student Affairs, staff quality is ensured through a rigorous selection process, staff evaluation process, and professional development opportunities. The full-time student affairs administrative staff associated with the above departments are qualified for their positions.

The Qualifications of Student Affairs Staff

The Qualified Student Affairs Staff Table provides evidence of the overall qualifications and continuing professional development activities of the full-time administrative leadership staff. This roster provides position descriptions and corresponding resumes. Recent (2009–2012) professional development activities and training are also presented as a section in each individual’s resume.

To be a qualified professional staff member in any one of the Student Affairs units, staff members must have at minimum an undergraduate degree, and where indicated, a graduate degree in a field of study relevant to the position’s duties or must have an appropriate combination of education and work experience. The position descriptions and corresponding resumes provide direct evidence that ECU is in compliance with this standard. All departments have professional staff possessing a level of education and experience beyond that of the staff they supervise. Of the current 70 administrators on the roster, 61 (87%) have earned at least one graduate degree and 18 (26%) have earned terminal degrees (PhD, EdD, M.D., J.D). In addition, 11 (16%) of the 70 administrators on the list are pursuing doctoral degrees. It should be noted that as of August 2012, eight positions are currently vacant and in active search mode. In total, there are 78 Student Affairs professional administrative staff positions.

Staff Selection

The report for SACS Comprehensive Standard 3.2.9 provides details of ECU’s institutional job search and appointment process, which applies to all staff positions. The Division of Student Affairs also follows a rigorous 24 step procedure for hiring permanent EPA employees. Vacant staff positions are filled using the institution’s online hiring process with appropriate job announcements in local, regional, and national publications as well as professional listservs. Position announcements receive national notice in The Chronicle of Higher Education, Inside Higher Education, and Diversejobs. The Division of Student Affairs also sends departmental representatives to their respective regional and national organization conferences - such as the American College Personnel Association, National Association of Student Personnel Administrators, Association of College and University Housing Officers-International, Association of College Unions International, and National Intramural and Recreational Sports Association -   to recruit qualified applicants for open positions.  A range of ECU constituencies inclusive of faculty members and students serve on screening committees to review applications and make recommendations to the hiring officer for vacant positions. These efforts have enabled ECU to hire a qualified and diverse staff for its broad array of programs and services.

Training and Professional Growth to Enhance Staff Effectiveness

The Division of Student Affairs is committed to creating a satisfying work environment in which every employee is afforded the opportunity to learn, grow, and thrive. To that end, student affairs staff are provided with professional development opportunities, including in-service educational programs and participation in professional conferences, workshops, and other continuing education events. The Division uses the following strategies to improve the job performance and growth of staff. This enhances the effectiveness of each unit.

New Student Affairs Educators “Onboarding”

In 2010, The Division of Student Affairs implemented an orientation process termed “onboarding” specifically targeting the needs of Student Affairs educators new to the Division of Student Affairs at East Carolina University. The orientation is offered as a half day event at the beginning of autumn and spring semesters. The onboarding agenda includes a welcome to the Division, introduction to the Division’s Executive Council, and overview of the breadth and depth of the work conducted by Division staff and how such work  accomplishes the institutional mission.  A Student Affairs Resource Guide compiling all important documents and contact information for the Division’s departments is shared with new student affairs educators as well.

 

Performance Evaluations

 

The Division of Student Affairs is committed to providing every employee with the opportunity to perform in an exemplary manner. The annual administrative evaluation for the Division of Student affairs was modeled on a Human Resources Department exemplar, and is used to promote an understanding between supervisor and employee regarding job performance and results around ten competency areas, responsibility goals and achievements, and overall summary evaluation. The attached Annual Administrative Evaluation example for a Division of Student Affairs director provides evidence of how this form is used. The annual administrative evaluation serves as foundation to ongoing dialog between supervisors and employees, allowing staff to build on their strengths, set appropriate professional goals, and address any areas of concern quickly and effectively. The form concludes with overall comments by the supervisor and a professional development plan whereby the employee and the supervisor may agree upon certain professional development goals and means of support to reach those goals over the next year.

 

Continuing Career Development

The Continuing Career Development Committee oversees professional development opportunities for the Division. The objectives of the continuing career development process include:

       Increasing the effectiveness of individuals, departments, and the Division as a whole by empowering employees through education and training;

       Identify and address issues and trends of interest to staff;

       Facilitate the process of staff sharing professional knowledge, expertise, and other resource assets with other staff of the Division.


A comprehensive
annual curriculum is developed based on assessment of staff needs and interests. The curriculum is also shaped around Professional Competency Areas for Student Affairs Practitioners, a set of standards established jointly by the American College Personnel Association and the National Association of Student Personnel Administrators. In addition, feedback from department directors on needed areas for growth noted via performance evaluations inform curriculum development.  The curriculum is typically comprised of 14 to 20 programs that facilitate professional development, skill development, and personal development.

The curriculum is disseminated via regular e-mail messaging from the Vice Chancellor for Student Affairs office and through the Student Affairs listserv. All programs are listed on the university’s training registration site and staff can register for programs online through the Onestop portal. Total unduplicated participation in the 2011-2012 continuing career education programs is 206 with 144 one time participants and 62 repeat participants. The average class size for each program was 15.

Professional Involvement and Development

Division staff members are encouraged to advance their professional development through opportunities beyond those provided within the Division. These professionals teach courses both on-and off-campus, pursue additional degrees, conduct research, produce scholarly publications, and serve in leadership roles for various professional organizations. The depth and breadth of professional involvement is evident in the resumes included in the roster. This information is also summarized after the completion of each fiscal year in the Division’s Annual Report.

Attendance at professional conferences is supported within budget limitations when it is mission critical, when it is required for professional certification or licensure, when the staff member holds a leadership position in a professional organization that requires his or her attendance, and/or when a staff member is presenting a professional presentation or paper at a state, regional, or national conference.

More and more, the division is using webinars and video teleconferences to bring professional development opportunities to campus so that every staff person has the opportunity to attend an event. Recent webinar topics have been selected based on gaining insights regarding specific student populations as well as critical issues to Student Affairs, such as retaining African American male students, LGBT Issues in Higher Education, and Veterans Returning to College.

Divisional Semester “Kick-Off” Meetings

At the beginning of each autumn and spring semester, the Vice Chancellor for Student Affairs invites all Divisional employees to a semester “kick-off” meeting, which serves as an important professional development experience. These events provide an opportunity for staff to network with each other and meet new employees, learn about the Division’s vision and priorities for the upcoming semester, and review any significant issues, all of which acknowledge the connections to achieving the institution’s mission. For example, the Spring 2012 meeting served to “roll out” the new Divisional strategic plan and deepen awareness around how each department brings the Division’s six values to life through programs and services.

End of Year Celebration and Awards

During May of each year, the Vice Chancellor for Student Affairs invites all Divisional employees to a Division-wide professional development meeting to celebrate major accomplishments in each departmental area and recognize outstanding performance of staff. Recognition is also given to excellence in programming and individual performance as follows

This narrative has demonstrated that ECU is in compliance with Comprehensive Standard 3.9.3 as it has provided examples and documentation highlighting the sufficient number of qualified staff in student affairs who provide services, programs, and education to accomplish the mission of ECU.


Documentation

Reference Title

Location

Annual Administrative Evaluation Example

SA Director eval example

Annual Curriculum

2011-2012 Professional Development schedule as of 3-16-12

Division of Student Affairs Strategic Plan

Strategic Plan Final February 2012

Division’s Annual Report

SA Annual Report 2010 2011.sept

Onboarding Agenda

Onboarding Training Agenda 2-8-12 (version with times)

Procedures for Hiring Permanent EPA Employees

Procedures for Human Resources Paperwork for EPA Employees

Professional Competency Areas for Student Affairs Practitioners

Student Affairs Professional_Competencies

Professional Organizations

Student Affairs Professional Organizations

Qualified Educational Support Services Officers Table

Qualified Academic and Student Services Officers Table(Revised)

Staff Professional Development Needs and Interests

Prof Dev Survey_SUMMATIVE REPORT (2) (2)

Student Affairs Organizational Chart

SL01 - Student Affairs 05-15-2012

Student Affairs Resource Guide

Student Affairs Resource Guide

Student Affairs Units: Summary of Programs and Services

Student Affairs Units program and service summary