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Organizational Structure
Carly Pease
Adult & Community Education, Ball State University
EDAC 632: Organizing Adult and Community Education Programs
Dr. Bo Chang
August 31, 2023
Introduction
Ivy Tech is a community college institution serving the state of Indiana. This community college offers degrees, certificates, and workplace certifications in fields where workers are most needed. There are 43 Ivy Tech locations found throughout Indiana with 19 full-service campuses and 24 satellite locations where students can take classes and receive select student services. They offer more than 70 programs which are designed to advance students in their career both quickly and affordably. The programs and concentrations statewide allow a more approachable start to furthering one's career. Ivy Tech provides flexibility within class formats - including online, hybrid, and in-person classes. They provide an eight-week term allowing students to focus on fewer courses at once while still completing their program on time. There are several elements to deciding what classes to take including the course placement assessments which place the student in the right course. The main goals are to promote effective teaching and learning, transform the student experience, and maximize operational excellence advancing campus and college-wide initiatives.
Mission: "We are a diverse open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed."
Vision: "Ivy Tech students will earn 50,000 high-quality credentials each year aligned with the needs of Indiana’s workforce and communities."
Ivy Tech also clearly labeled the values that they exemplify and expect from students. These include empathy, integrity, accountability, agility, and connectivity to foster a community of lifelong learners.
Organizational Structure
Ivy Tech Community College has a newer organizational structure that better serves the state and students. Ivy Tech has 19 campuses throughout the state with self-sustaining units that have their own chancellors. The faculty councils were formed both statewide and at the campus level. They also offer classes at 26 educational sites throughout the state. The college also reinstated a school model at each campus, where it will more closely align with Indiana's key economic sectors. This includes the School of Business, School of Public Affairs & Social Services, School of Arts, etc. This organizational structure was designed to anticipate cost-savings over time with efficient operations that allow the college to focus more on resources for student services and other programs. Ivy Tech's educational program management includes curriculum development, which designs and updates any academic program and courses aligned with the student's needs. The program planning and design has educational programs with courses and activities that meet the needs of students and help them achieve their own desired career path. The instructional design also caters to the diverse learning styles of the students promoting a more active engagement seen throughout. Below is a sample of the structure of Ivy Tech:
Findings and Implications
Ivy Tech had a semi-recent shift from within their organizational structure. I was surprised to see what had changed to better adapt the college and students best. This included having Chancellors at the top of the organization hierarchy where they provide overall leadership, direction, and vision for the institution. It is known that they have many locations so there is different leadership structures for each campus. This includes the campus president (the same as the chancellor), vice chancellors, deans, and any other sort of support staff.
Another element that surprised me through researching is the variety and diversity of programs offered. There are also special programs including the accelerated programs where you can earn an associate degree in 11 months. This allows even more flexibility for students with many different backgrounds. The functions of the educational program management shows how flexible and adaptable the college is for their students. Their mission successfully outlines their progressed educational program management. With that, I feel that their vision of students earning 50,000 high-quality credentials each year shows a successful prediction in their efforts. Ivy Tech also allowed virtual campus support during the COVID-19 pandemic for students to attend classes online. I was very surprised to read how they have progressed so well through any hardships they faced like COVID-19, or a changed organizational structure.
Carly Pease
Assignment 3: Leadership and Administration
Roles and Positions
This week, I am researching my current workplace, the Ball State Foundation. The Foundation works to support the university, its mission, and students by stewarding, investing, and allocating private gifts for scholarships, programs, and faculty. The employee that I interviewed comes from the Advancement Services and Prospect Research department. Chapter 3 of the textbook discusses the importance of establishing a hierarchy within an organization. The authors explain that an established hierarchy describes how duties are assigned and how people are integrated and promoted within the organization. (Schmidt & Yelich Biniecki, 2023) I chose to interview Sharon Martin, the Director of Records Management. Sharon oversees several employees and provides database training to new hires within the Advancement Services section of the Ball State Foundation. Sharon also takes part in filling positions that are not filled. For example, our Enterprise Technology Manager has moved on to another position, so Sharon has stepped up to take on some of the duties of that position until it is filled.
Daily Routines and Activities
After interviewing Sharon, I discovered the extent to which she takes part in her daily activities. Sharon is responsible for managing and organizing the Foundation's records and information. Her daily tasks include record keeping, where she creates and implements procedures to create, store, and dispose of records. This ensures the accuracy and efficiency of Ball State's database, including alumni, friends, students, etc. Of course, this position deals a lot with confidential information, so she stressed the importance of data integrity and security. She has provided ways to safeguard this sort of sensitive data. When asked about her role as a leader, she discussed training and guidance for staff members to ensure data and record management. When training, she stresses the importance of quality over quantity as well as overall data security. When interviewing Sharon, I found interest in how she improved the efficiency of records through the years. There are several conferences and meetings to collaborate with others to improve and stay up to date with the best practices in this field. Overall, she is essential to maintaining the foundation's record-keeping processes.
Qualifications
The textbook explains the symbiotic relationship between leadership and administration in the context of adult education. The administrator is responsible for leading an organization or unit and managing people and resources. Leadership can be seen when an individual influences a group of individuals to achieve a common goal. (Schmidt & Yelich Biniecki, 2023) Although some leaders do not serve in managerial or administrative roles, I see how Sharon applies to both.
When asked Sharon's opinion on the qualities of an effective leader, she immediately responded with the ability to have empathy for others, strong communication skills, and overall adaptability. She explained how understanding the perspectives of others is important to working as a fully functioning team. She also explained how, especially in her role, she needs to be adaptable to any changes the administration may face. She also provided several ways the Foundation offers classes or training, which shows the significance of lifelong learning and overall improvement in leadership skills.
Sharon then discussed the difference between a leader and an administrator through their leadership styles. She suggested that leaders focus on inspiring and empowering the development of others, while administrators emphasize efficiency and adherence to established procedures. After learning more about her duties within her position, I see how she fits the description of both an effective leader and administrator.
After discussing with employees that work directly under Sharon's leadership and administration, she represents an effective leader. Employees in this administration express Sharon's abilities to empathize and motivate everyone to perform their tasks well. She perfectly fits the book's description of a leader who makes fair and transparent decisions for social good. I feel that Sharon's reputation for her ability to emphasize with followers proves her ability to be qualified as a leader as well as an administrator.
Implications
This assignment opened my eyes to the importance of every position in an organization. While I understood that she had very important roles within Advancement Services, I learned in more detail about the duties and procedures that she works on daily. I also learned about all the programs that the Foundation offers that I did not even know about. This shows how to take advantage of the teachings and programs that your workplace offers. I am really impressed and excited to learn more about the programs offered. Sharon spoke so highly of the Foundation and explained many important factors in being an effective leader. I feel that I have a much more thorough understanding of the symbiotic relationship between a leader and an administrator.
(1) Income and Expenses
What are the organization’s sources of income?
The Ball State Foundation offers a variety of adult programs offered to its employees. Especially after interviewing a Director from the Foundation, it was made aware of how many are provided. The Ball State Foundation is a nonprofit organization that receives income primarily from donations including overall contributions and grants. The Foundation supports the university and students through stewarding, investing, and allocating private gifts for scholarships, faculty, and programs.
What are its main expenses? Which are fixed and which are variable expenses?
After looking at the Ball State University Foundation 990 Form, it was shown that the main expenses include the grants, salaries, other forms of compensation, and other employee benefits. As seen on the 990 Form, the fixed expenses may include salary positions, facilities, and equipment. The variable expenses, however, include any scholarships or financial aid. The list goes on to include any academic programs, Advancement and Development, faculty support, research, faculty and student recruitment, public service, external relationships, artwork, library materials, and the athletics. Overall, the report highlights the Foundation's activities and financial performance.
(2) Budget and Funding
What are the factors which affect the budget for adult education in this organization?
The factors that may affect the budget of adult learning mainly depends on the organizational goals. This may include training in professional development, technology and digital literacy, and any career training. The budget is ultimately funded through gifts and contributions. Form 990 states that the, "Foundation has adopted investment and spending policies for endowment assets that attempt to provide a predictable stream of funding to programs and other items supported by its endowment while seeking to maintain the purchasing power of the endowments." (2021, Form 990) This shows the strategic approach to managing endowment assets. This aims to maintain a more consistent stream of funding for programs and initiatives that are supported by the endowment.
What are the funding sources for adult education in this organization?
The financial donations, including the gifts and contributions made by several different groups are the funding sources for adult education in this organization. This may be provided by an individual, group, or organization contribution.
What are the challenges in terms of budgeting and funding adult education programs?
The challenges in terms of budgeting and funding the adult education programs may include the determination on the amount needed each year to financially support these programs. It can also be difficult to predict since the number of contributions and support are different each year. The Foundation consists of many types of funds which can be hard to balance with a limited amount of financial support as well as freedom with where to place the funds. Balancing the numerous funds with the available financial resources can be seen as a complex endeavor.
What are your suggestions in terms of how to better support the adult education program and make it financially stable and sustainable?
The organization's commitment to adult education is steadfast but faces a dynamic task of aligning the financial resources with the ever-changing demands of the diverse educational programs. Although the focus is to support the university with many different ways of funding, adult education within the organization is essential. I feel that there should be more focus on efforts to improve and provide more towards adult education programs.
(3) Implications
What have you learned from this assignment? What surprised you or what impressed you the most after you completed this assignment? Please use the knowledge you learned in this assignment to frame your ideas.
I have worked at the Foundation as a student for nearly 5 years and I am still learning more about what a nonprofit is. I am always learning more about what we fund and how we manage different departments financially. This assignment forced me to look more into a side that I do not usually think of or see. I analyzed the annual information return found in the Form 990 which broke down a lot of the organizations costs and funding. The overall concept of budgets and funding is not my strong suit so forcing myself to engage more into this topic was important. I feel that I have a better understanding of what it takes for a nonprofit organization to balance the funds donated to them. It is amazing to see how much the community can provide when coming together and contributing to important matters.
Introduction
Human resource management encompasses the functions of retention, acquisition, development, and administration of employees. This also includes any policies and practices that influence the behavior and performance of employees.(Schmidt and Yelich Biniecki, 2016) Human resource management core functions include policies and procedures, recruiting and hiring, orientation and training, records maintenance and legal compliance, strategic planning.
Policies and procedures encompass the creation of organizational policies, covering areas like hiring, compensation, performance evaluation, discipline, safety, employee benefits, and services like employee assistance programs.
The function of recruiting and hiring includes the development of positions and job descriptions. This process includes interviewing and making hiring decisions.
Orientation and training provide new hires with organizational orientation and job-specific training, as well as ongoing training and development for current employees.
Records maintenance and legal compliance include any of the personnel files and legal requirements.
Lastly, strategic planning addresses the current HR needs of the organization while actively participating in the organization's strategic planning to ensure future readiness and effectiveness.
Main Functions of the HRM Department
The human resource department has five major core functions including employment, human resources development, compensation, and employee relations. These specific functions and their emphasis can vary depending on the organization's size, industry, and strategic priorities. Ball State University has several categories of support which are provided. These categories may include payroll and employee benefits, learning and development, etc. They also provide
Daily Activities
There are many divisions of the human resources department including payroll and employee benefits and employee relations. There are several daily activities that the human resource department takes care of. This department plays a crucial role in enhancing the organization's HR capabilities. This is achieved through the planning, implementation, and evaluation of employee relations and HR policies and practices. Human resources ensure the maintenance of an efficient work structure by regularly updating job requirements and descriptions. Additionally, they support the organization's staff through recruitment and interviewing programs, counseling on candidate selection, exit interviews, and recommendations for improvements.
Human resources prepare the organization’s employees for their roles by conducting orientation and training programs. Ball State provides an impressive onboarding process. Along with onboarding is the management of compensation plans, and compliance with legal requirements. This department also enforces management guidelines, maintain records, and cultivates professional knowledge, all while managing and advancing the HR staff to contribute to the team's overall success.
Ball State human resources department also offers a thorough section about the learning and development sessions provided. This also includes any professional development partnerships, professional enhancement programs, and any available orientation sessions. The daily activities of the human resources department are multifaceted and encompass a wide range of responsibilities. Overall, HR's daily activities are vital in fostering a productive and harmonious workplace while addressing the diverse needs of both employees and the organization.
Implications
I graduated from Ball State with a degree in human resources management. I really enjoy reading more into HR and seeing how different organizations handle their department. Ball State's HR department was especially interesting to investigate more since they provide so many different programs on top of the daily activities. I feel that I have a deeper understanding of all the major activities and responsibilities that HR oversees. Ball State's HR division is especially interesting to read about since so many different employees are a part of the organization.
As someone that has been looking for a professional job, I have seen several Ball State job descriptions. I feel that there could be some changes within the transparency of Ball State's human resources department. I have found that each job description is very different whether they provide the salary or if they will be a supervisor, etc. Transparency in HR is essential for building a positive workplace culture, fostering trust. Ball State's human resources plays a pivotal role in any organization, serving as the backbone of a company's success. This department is crucial for organizations to recognize the importance of their HR departments in achieving their goals and maintaining a thriving, motivated workforce.
EDAC 632: Assignment 7 Marketing
Collaborators: Sarah Cady & Carly Pease
Introduction:
Our marketing plan is a multi-prong approach as it involves assessing the community needs, building the training (product) described below, and marketing through various channels to reach adult learners eager to be skilled in the workforce. This includes social media marketing, print materials, and word-of-mouth promotions.
The IT Academy is a scholarship-based upskilling program aimed at helping individuals take that first step in a rewarding career in information technology. Through generous funding from community partners and statewide grants, The IT Academy offers participants a low-risk, no-cost chance to build skills to prepare for web development, cybersecurity, and cloud services careers. Participants must apply and participate in an interview to secure a spot in the class. There is a maximum capacity of 30 students per cohort.
The IT Academy meets twice a week during the evenings for 1.5 hours per night. The training facility is located in a convenient location for residents to find parking or transportation to the site easily.
The following certifications are offered to help residents seeking to upskill and gain entry into this growing field. These certifications are entry points to rewarding IT careers.
· CompTIA A+
· CompTIA Security+
· CompTIA Net+
· AWS Cloud Practitioner
· Software & Web Development
Marketing Strategies:
According to Schmidt and Biniecki, “An organization’s marketing strategy is the way the organization will go about reaching those customers in the aforementioned target markets in order to meet the goals of the organization.” Exposing the program to the target market is crucial for achieving the organization’s goals. This will be done by implementing the marketing mix, which creates a set of built-in customers. This involves the four Ps of marketing: product, price, place, and promotion.
The first step in our marketing strategy was to assess the needs of Indiana residents. According to the U.S. Bureau of Labor Statistics, overall employment in IT occupations is projected to grow much faster than the average for all occupations (Bureau of Labor Statistics, 2022). To meet this demand, the IT Academy provides 10-week accelerated training to prepare individuals to take certification exams, giving them an advantage in meeting this demand. To market to the young and the technologically literate, social media will be the primary means for them to learn about this program. Utilizing social media will encourage the interest of those wanting to improve these technological skills.
1. Product: Courses are offered twice a week during the evenings after a typical work day for 1.5 hours, Tuesdays and Thursdays, 5:30-7:00 p.m.
2. Price: Each student receives a scholarship to attend the course.
3. Place: Classes are at the Main Library, Poplar Room (computer lab).
4. Promotion: Utilizing social media for students encourages sharing posts and word of mouth to spread the information of this program.
The second step in our marketing plan was to focus more on professional development. This may include special events where demonstrations, food, and networking opportunities occur. Providing word of mouth fosters a community among career-minded individuals. The overarching objective of our professional development initiatives is to motivate and support those seeking career transitions or skill enhancement to advance their professional growth and meet their evolving needs. There may also be exploration within partnerships with industry experts or institutions to provide specialized training and guidance.
Additionally, collaborations with libraries and community organizations to host information sessions and workshops about this IT Academy program. These in-person efforts help engage directly with the target audience and provide them with a deeper understanding of the opportunities available. This multi-faceted approach ensures that all potential participants, regardless of their digital accessibility, have access to information about the program and its courses.
1. Product: Adult learning centers and conferences demonstrating all means of courses and events offered in this IT Academy program.
2. Price: There would be no cost to those planning to attend and participate in this event. The cost for the event will come from the IT Academy, grant funding, and other possible donations.
3. Place: The training will be held at the Main Library in the Poplar Room, a computer lab on the main level.
4. Promotion: Utilizing platforms on social media several weeks before the event will encourage those to RSVP for the event date. Social media platforms will also set reminders for those planning to attend.
The third step in our marketing plan is to market more towards the older community members who may not have easy access to the internet. To achieve this, we will employ a dual approach through online and print advertising. This approach ensures that individuals with internet access can easily discover the program through online ads, while those without online access can conveniently find it through print ads.
1. Product: Catalog of courses offered by the Main Library, Poplar Room (computer lab).
2. Price: Facebook ads are around $500-$1,000 per month. Printing and mailing two printed publication advertisements annually costs $3,000.
3. Place: Sent to working professionals within Central Indiana. Leftover mailing could be sent to community centers or organizations directly.
4. Promotion: Utilizing mailing lists and catalogs generates interest in the program and the courses it offers.
Implications:
Marketing toward an adult education program requires a tailored approach that considers the diverse needs and aspirations of the adult learner demographic. Creating and maintaining a successful, active social media profile to share any program updates and educational content is essential. Suggestions with social media would include frequent engagement to provide accurate feedback on events and updates. We agreed that some general suggestions would be to create newer, nontraditional ways of marketing. Some suggestions we found for these programs include:
· As stated earlier, holding events to demonstrate the courses available to this IT Academy program could be a better alternative to other types of marketing. This allows participation in the event, which also increases interest within the program.
· Highlighting success stories of the program's alumni through social media may inspire potential students through the program's effectiveness.
· Considering the use of testimonials and reviews may encourage satisfied students to leave positive reviews on social platforms about the program.
· We also discussed how participating in adult education fairs and workshops could showcase the program while engaging directly with potential students.
Summary Table:
Goals | Strategies | Rationales | Possible Results |
Maximize enrollment | Determine target marketing through needs analysis | Focus on individuals who are unemployed, underemployed, and seeking career change | Maximum capacity for each cohort |
Utilize grant funding to remove financial barriers | Partner with philanthropic community partners to identify and apply grant funding | By eliminating costs, individuals are more likely to sign up for a class that otherwise would cost money | Increased enrollment of each cohort for adult learners who qualify for scholarship assistance. |
Identify adult learner goals and metrics to track learning outcomes | Research job outlook and skills needed on the Bureau of Labor Statistics website | This will ensure topics/certifications are relevant for career entry into IT field | Adult learners are prepared to enter the workforce |
Outline program goals to align with industry needs | Engage employer stakeholders in an advisory board | Match programming to meet the job demand | Participants are equipped with skills to enter the IT field |
Implement strategic marketing initiatives using multiple platforms/methods | Utilize social media, print, and word-of-mouth promotion | Reach a wider audience through these various methods | Reach wider audience |
Reference List
Ball State University Foundation, INC. (2021). Return of Organization Exempt From Income Tax (990). 2023.
Brown, A. (2021, September 29). Ivy tech changing organizational structure. Inside INdiana Business. https://www.insideindianabusiness.com/articles/ivy-tech-changing-organizational-structure#:~:text=INDIANAPOLIS%20-%20Ivy%20Tech%20Community%20College%20has%20announced,chancellors.%20Previously%2C%20multiple%20campuses%20reported%20to%20regional%20leadership
Education – elementary & special. Education – Elementary & Special - Ivy Tech Community College. (n.d.). https://www.ivytech.edu/programs/all-academic-programs/school-of-arts-sciences-education/education-elementary-special/
Schmidt, S.W., & Yelich Biniecki, S.M. (2016). Organization and administration of adult education programs. Information Age Publishing Inc.
U.S. Bureau of Labor Statistics. (2023, October 24). Computer and Information Technology. Retrieved August 31, 2023, from https://www.bls.gov/ooh/computer-and-information-technology/home.htm
Schmidt, S.W., & Yelich Biniecki, S.M. (2016). Organization and administration of adult education programs. Information Age Publishing Inc.
University Human Resource Services. Ball State University. (n.d.). https://www.bsu.edu/about/administrativeoffices/humanresources
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