University of Wisconsin-Stout UW-Stout-Online
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1 University of Wisconsin-Stout UW-Stout-Online Decentralized to Centralized Support Services Experiences & Lessons Learned at UW-Stout UPCEA Seminar on the Management of Online Programs November 8, :30 to 12:30 Doug Stevens UNIVERSITY OF WISCONSIN-STOUT Inspiring Innovation. Learn more at
2 1. CONTEXT AGENDA University of Wisconsin System University of Wisconsin-Stout Online and Distance Education 2. WHY CENTRALIZED Charge from the Chancellor Organization Prior to Reorganization 3. NEW UNIT Reorganization Structure 4. LESSONS LEARNED 5. DISCUSSION & QUESTIONS
3 UW-System Background University of Wisconsin System 181,000 students 26 Campuses 13 Two year campuses, UW- Colleges UW-Extension ecampus
4 University of Wisconsin-Stout Wisconsin s Polytechnic University University of Wisconsin-Stout is a comprehensive, career-focused polytechnic university where students, faculty and staff use applied learning, scientific theory and research to solve real-world problems, grow the state economy and serve society.
5 University of Wisconsin-Stout Wisconsin s Polytechnic University Career Focus: A polytechnic university offers a comprehensive curriculum that prepares graduates for professional careers. Applied Learning: A polytechnic university blends theory with practice to produce innovative solutions to real world problems. Collaboration: A polytechnic university works closely with business, industry and other educational institutions to benefit students and grow the economy.
6 UW-Stout s Culture UW-Stout was the first university to receive the Malcolm Baldrige National Quality Award, recognition for our long history of performance excellence in higher education. Focus on Continuous Quality Improvement
7 UW-Stout Fall 2012 Enrollment 9,205 8,202 UG Students 1,003 GR Students 45 Undergraduate Majors 20 Graduate Majors 15 Professional Development Certificates Certifications Minors Specializations Program Director Model
8 Online & Distance Education Since 1998 Differential Tuition Campus Wide Program Specific UW-Stout has two differential tuition approvals: Access to Learning Fee and Customized Instruction. Both differential tuition programs were initially approved by the regents in 1999 and reapproved February Market Based Tuition Residency Requirement Waived Terms CI / DE
9 UW-Stout s Online & DE Programs 9 Undergraduate 11 Graduate 9 Certificates 9 Certifications Online General Education Courses Program 31 Courses Online Professional Development for Educators 30 to 40 per semester
10 UW-Stout s Online Students Fall Undergraduate 632 Graduate 16% of total enrollment 63% of graduate enrollment
11 UW-Stout Distance Education Course Offerings
12 UW-System Distance Education Course Offerings
13 UW-Stout Online Number of Registrations 10,000 9,000 8,000 8,754 9,125 7,000 6,000 6,507 6,953 5,000 5,257 4,000 4,574 3,000 2,000 2,282 2,620 2,983 3,140 3,516 3,494 3,850 1,
14 UW-Stout Online Number of Sections Offered 1,200 1,
15 Development and Growth Number of Customized Instruction Programs
16 Development and Growth Customized Instruction Revenue $7,000,000 $6,361,011 $6,528,770 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 $51,174 $199,700 $313,168 $952,926 $1,130,021 $1,606,018 $2,140,400 $2,824,089 $3,876,115 $4,583,459 $5,188,
17 Charge from the Chancellor Cross-campus committee formed to address the goals of the Chancellor: to provide consistent, effective and time sensitive services to customized customers/students. Recommendations: a coordinator of customized instruction, and a unit housing support staff take on the responsibility of centrally coordinating customized instruction programs, be established or identified that the Customized Instruction Coordinator/Unit (CI Coordinator) be integrated into the current administrative structure of Academic and Student Affairs..
18 Charge from the Chancellor Dec 2008 three committees were established to review and recommend change to UW-Stout s customized Instruction program in the areas of CI fee structure, Stout Online and CI business technology fee. January 2010 Outreach Services reorganized. Credit Outreach function pulled out to join with CI program support. July 2010 UW-Stout Online formed Naming Process
19 Additional recommendations included: 1. the development of a Customized Instruction Issues Advisory Committee, 2. structuring the CI Coordinator role to serve as a liaison with Deans, Department Chairs, and Program Directors, 3. continuation of a college-level organization that will leverage program content knowledge for marketing, student advisement, and other program logistics, 4. fully integrating the marketing of customized instruction programs with the campus marketing plan, and 5. building a student orientation system to help students within customized instruction programs receive timely answers to questions and solutions for problems.
20 Structure Prior to Reorganization College of: Arts, Humanities and Social Sciences Education, Health and Human Sciences Management Science, Technology, Engineering and Math Curriculum Belongs to the Colleges
21 Structure Prior to Reorganization Each college did their own thing Courses Cross Departments Requests for courses and instructors from each program Continuing Education Unit Hired Staff in college Business Models Unnecessary duplication of services, i.e. Student support specialists, Increased operational costs No centralization of data Communication pitfalls
22 Structure After Reorganization
23
24 Staffing
25 Advisory Committee BS Program Director MS Program Director Dean Associate Dean Student Service Representative Student Business Services Representative Enrollment Services Representative Associate Vice Chancellor Learning and Information Technology Services Representative Student At Large Member
26 Staffing Director Program Managers Student Services Specialist Registration Support Course Management Instructor Support Office Support Transfer Coordinator
27 Facilities Staff from across campus Five Buildings Shared space with PEPS Borrowed Offices UW-Stout Online Inspiring Innovation. Learn more at
28 Lessons Learned - Overview
29 The Good "Power" in numbers; CI is no longer a series of islands across campus Improved Communications Provide advocacy for cohesive policies and consistent procedures Cohesive in terms of goals for CI Director and one "vision" for CI More responsive to needs More room/direction for professional growth
30 The Bad Perception - Not seen as serving the same purpose to our colleges/schools Not as cohesive as needed between staff members - seems some are still stuck in their former "world." Less work time, as there are now more responsibilities to the Department in addition to the position. The unit s growth is out pacing it s growth in terms of manpower and space.
31 The Ugly Not enough "power" to enforce the polices that really matter Progress is too slow, bogged down by bureaucracy Need more cohesiveness between staff to be as effective as we could be as a unit. People have to "buy in" to the department as if it's a new job rather than just a move from "here" to "there."
32 Lessons Learned Specifics Budgeting Staffing Personnel Facilities Policy Faculty Communications Data
33 Lessons Learned Budgeting College Budgets and CI Mixed Build Budgets on Actual Existing Expenses Centralized Support Budget % Set Aside for Support Campus Indirect Model Shared Revenue Model
34 Lessons Learned Staffing Titling Roles & Responsibilities Cross Training Workload Compensation Teamwork Role Analysis
35 Lessons Learned Facilities Staff in Five Buildings Need Centralized Office Space Loyalties Staff Commitment to Previous College Office Space and Support Provided
36 Lessons Learned Faculty and Staff Change Culture Way of Doing Business Communications Communicate Communicate Need Formalized System to Train and Support Instructors College Structure Layers Meet with Deans Chairs, Program Directors, Associate Deans
37 Lessons Learned Communications Educational Support Unit Review 7 Year review Survey s Faculty and Staff didn't know Stout Online Structural Levels/Layers Integrated Marketing UW-Stout, On-campus and Online
38 Informal Lessons Learned Policy Changes Focus on Campus budget & policy statements to reflect commitment online Processes Instructor Training - Certification
39 Lessons Learned Courses Consistent Evaluation Quality Control LMS & Web folks play critical roles
40 Keys to Success Culture Support from Top Critical Data Technology Policies Student Services o Teamwork o Innovation o Breaking Down Boundaries
41 Central Unit Overarching Goal Mission UW-Stout Online is a leader in advancing innovative, high quality services and learning experiences that engage, inspire and challenge. To have a positive effect on distance education students total experience at UW-Stout.
42 Initiatives Benefit All Students Centralized facilitation of campus initiatives serving online and distance learners Online Orientation Online Tutoring State Authorizations E-textbooks General Education Course Offerings Integrated Marketing - coordination for a common brand, look, and identity standards Data reporting
43 Changes Implemented Benefit All Students Adult & Non-Traditional Student Website etextbook LEAN Registration Log in process Adjunct Instructor Pool Online Add/Drop DE Scholarship Graduation Ceremony Streamed Live Registration Support
44 Changes Implemented Benefit All Students Admissions/Student Transfer Support Updated Website People Soft Changes Search from home page Layout of search results DE designation on roster Enrollment numbers visible on report Online Orientation under construction Sample Course under construction Faculty and Staff Professional Development
45 UW-Stout Online Next Steps Communications Plan Admissions/Student Transfer Support - Permanent Increase Support Staff Common Data Reporting Faculty Training Requirement Online Orientation under construction Sample Course under construction Online Tutoring Define Retention- CRM Faculty and Staff Professional Development
46 Centralized Unit Advocate for DE/Online At the table Campus-wide Conversations Campus Priority UW-Stout Online Inspiring Innovation. Learn more at
47 UW-Stout Online Doug Stevens
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