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University of Alaska Steering Board 90-Day Work Group Report

Communications Plan Group

Distance Education Summit 2005 March 28-29, 2005 Anchorage, Alaska

William Butler, PhD Work Group Chair

Work group name: Communications Plan Group · Connie Dooley, Interim Director, Kodiak College · Donna Schaad, University of Alaska Anchorage, Education Media Service · Jason Ohler, President's Professor of Distance Education, UA Statewide · Katy Spangler, Professor of Education at UAS Center for Teacher Education · William Butler, University of Alaska Fairbanks Cooperative Extension Service Inception date: November 2, 2004 Request to the group: · Development Protocol for a Comprehensive Communications Plan · Communications Plan Template · Distance Education Stakeholders by MAU Deliverables The Communications Plan Group offers the following in fulfillment of our first quarter assignment to begin development of a Communications Plan for the Distance Education Steering Board. We have drawn heavily on the State of Washington's Project Management Framework for Planning (www.dis.wa.gov/pmframework/planning/communications.htm) and wish to acknowledge this as the primary resource for what follows. The Communications Plan information and tools found there provided us with an excellent model, which we have adapted for DESB use. As we explored this topic and began to gather information to develop a plan, we realized that the scope of this deliverable was beyond the resources of the sub-committee. Therefore, we decided to provide the foundation for a plan, with a charge to the full committee and/or a second subcommittee to gather the data needed to complete the attached template, from which a full-scale plan should be developed, according to the protocol outlined below. Plan Scope The DESB Communications Plan will outline the process and responsible parties for the review, approval, and dissemination of information about key distance education processes, events, documents, and milestones statewide. Resources will be expended only on communicating information that contributes to success or where a lack of communication could lead to failure. Goals of the Plan The DESB Communications Plan implementation will: · Assure appropriate levels of communication with internal and external stakeholders. · Ensure efficient and effective information sharing that satisfies stakeholder needs. · Encourage enthusiasm and support for distance education. · Help manage stakeholder expectations regarding the availability, quality, and quantity of distance education offerings in the state.

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Plan Development Protocol As identified at the initial Steering Board meeting in November 2004, communication is a critical factor in developing successful distance education initiatives across the state. Consequently, the DESB should work through the following protocol (or delegate this work) in developing a comprehensive Communications Plan. Because the Board has long-term, continuing responsibilities, the Plan should also be revised and updated at set intervals by repeating the steps in the protocol. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. 15. 16. 17. Identify DESB internal and external stakeholder groups. Determine what each of these groups need, want, and expect to know in both the short- and long-term. Determine the current level of communication among the various stakeholder groups, then determine the needed level of communication. Determine the frequency and duration of communication with each stakeholder group needed to meet the goals of the DESB. Identify information sources and assign responsibility for collecting relevant information to be communicated from each source. Identify information/message types and determine the best medium/method for communication of each (e.g., e-mail, meeting, presentation, publication, etc.) Identify routine or recurring messages, announcements, and image communications that need to be delivered. Identify all triggers (e.g., key events, milestones, deliverable dates) that will initiate communications. Document any approval processes that will govern communications. Drawing on the results of 1-9, define when and how communications will be provided. Assign responsibilities for creating and delivering the various types of communications. Complete the Communications Plan Template (attached). Define a process for handling ad hoc inquiries. Develop a library of project information and assign responsibility for its maintenance. Create internal and external feedback loops to help evaluate the effectiveness of communications. Disseminate the Communications Plan to the DESB. Schedule the work of communications into the overall work plan for the DESB.

Scale of the Plan Because this is a large undertaking with many stakeholders, the Communications Plan will likely be quite complex with multiple information needs and delivery mechanisms. Several individuals/groups will likely have responsibility for the different types of communications required. Each of the steps outlined above may need to be further sub-divided in order to ensure that communication is accurate, effective, and sensitive to DESB and stakeholder needs. Because this is a highly visible issue in the state, it may require professional public information/communications expertise at critical points and/or the services of the UA System's Public Information Officer if there are communications going to the Legislature.

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The project will require regular internal and external communications to sustain momentum and to fulfill various organizational reporting requirements. Status reports to stakeholders should be provided on a regular basis, along with an open invitation for feedback. Plan Template The attached Communications Plan Template (see below) should be completed as follows (italicized items are provided as examples only): · WHAT ­ List items or occurrences to be communicated. · WHEN ­ Indicate when the item should be generated and/or updates distributed. · HOW ­ Indicate the medium/method of communication. · RESPONSIBLE ­ Indicate the name of the person or team responsible for producing and/or delivering the communication. · AUDIENCES (Add more columns as needed) ­ In each column, indicate an appropriate level of involvement. Four common areas of involvement include: 1. Those who consult with the responsible party to produce the communication. 2. Those who have input on the communication and whose comments will result in changes to the communication before it occurs. 3. Those who approve the communication prior to dissemination. 4. Those who receive or review the communication. Distance Education Stakeholders The attached chart and lists of distance education entities and stakeholders associated with each MAU should be used to begin the process of plan development using the protocol. However, it is important to remember that additional stakeholders can and should be identified as the work of the DESB continues. Recommendations for Follow up Work 1. Continue to expand the list of stakeholders groups within each MAU 2. Develop stakeholder lists of groups external to the UA system 3. Routinely update stakeholder groups of the actions of the Distance Education Steering Board in concise and easily consumed contacts 4. Develop a mechanism for the stakeholder groups to provide communication back to the Distance Education Steering Board 5. Identify a "champion" at each campus as the "go to person" and the individual responsible for coordinating communication between the Distance Education Steering Board and the stakeholder groups. 6. Develop a reliable method to routinely gather practical feedback from the primary stakeholder group--distance education students--and feed this information to the producers of distance education programming. 7. Tap the expertise of communication professionals within the UA system to help craft important messages generated by the Distance Education Steering Board

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Communications Plan Template

Audiences What When How Responsible Board Members Input Approve ? Approve Consult Input Receive Review Consult Receive MAUs ????

DESB Kickoff Sub-Committee Reports Project Status Reports Major Milestone Announcements

Project Start Meeting (include date when planned) March 2004 Document Monthly As completed Report sent via email Email Hard copy, web site Document

Curt Madison Assigned SubCommittees ? ? CDE DESB

Receive

Distance Education Each semester Course Offerings Project Close Out Report End of Project

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Statewide Distance Education Related Committees Distance Education Steering Board [Operations Committee] Reports to ETT Chair

Members · Curt Madison, UAF, Chair · Melissa Brown, Tanana Valley · John Bruder, Bristol Bay · Bill Butler, Cooperative Extension Service · Doug Desourcie, PWSCC · Connie Dooley, Kodiak · Susie Ferro, Sitka · Mike Hawfield, Kenai · Cathy LeCompte, Ketchikan · Joe Mason, Northwest Campus · Jason Ohler, UAS · Tom Pennington, Kotzebue · Bob Perkins, UAF · Holly Royce, UAF · Donna Schaad, UAA · Heidi Simmons, Bethel · Orson Smith, UAA · Charles Snare, Mat-Su

My UA/UAA Working Group Reports to Statewide

Members · Rick Weems, EMD, Co-Chair · Richard Whitney, ITS, Co-Chair · Ian Bushell, Kodiak · Peggy Byers, ES · Camie Homan DeCovich, ITS · Sandra Gravley, Mat-Su · Dennis Howard, CIOS · Mary Howard, ES · Patty Itchoak, ES (Alternate) · Mark Jensen, Kenai · Mel Kalkowski, JPC · Monica Kane, AA · Scott Kraxberger, Kenai · James Liszka, PHIL · Ted Malone, Financial Aid · Cindy Marshall, Student Affairs · Stuart Roberts, Budget & Finance · Michael Robinson, LIB · Desiree Walsh, HR

Educational Technology Team (ETT) (Advisory Board) Reports to Vice President for Academic Affairs

Members · Renee Carter-Chapman, UAA Representative · Susan Grigg, UAF Representative · Karen Perdue, Statewide Representative, Chair · Karen Schmidt, UAS Representative · Mike Sfraga, Statewide Representative · Steve Smith, Statewide Representative

Instructional Design Network

Members · Carrol Altman, UAA · Kathi Baldwin, UAA · Christen Bouffard, UAF · Larisa Brunsdon, Statewide · Susie Ferro, UAS Sitka · Carol Gering, UAF · Chris Lott, UAF · Curt Madison, UAF · Susan Mircovich, UAA · Barney Norwick, UAS · Maureen O'Halloran, UAS Sitka · Heidi Olson, UAF · Andy Page, UAA · Terry Patterson, UAA · Rosie Rosenberger, UAF · Donna Schaad, UAA · Shane Southwick, UAA · Chris Sturm, UAA · Jerry Voltura, UAA · Susan Warner, UAF

AK Distance Education Technology Consortium (ADETC) Chaired by UA President Point of Contact-ETT Chair

Members · Consortium of Alaska Members

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University of Alaska Anchorage Distance Education Related Committees Academic Steering Committee for Distance Education (ASCDE) Reports to Provost

Member · Orson Smith, SOE, Chair · Genie Babb, CAS · Kathi Baldwin, CTC · Larry Foster, Governance Rep · Kate Gordon, ACDLIT Rep · Barbara Markley, Student Services Rep · Ramona McAfee, Military Education · Sally Mead, CHSW · Tom Miller, Academic Affairs · Andrew Page, COE · Donna Schaad, eMedia · Charles Snare, Mat-Su · Carol Swartz, Kachemak Bay · Kathleen Voge, CBPP

University Technology Council (UTC) Reports to Chief Information Officer

Members · Susan Elliott, LIB, Chair · Diane Byrne, ITS · John Durham, Kodiak · Joey Hutcherson, Student · Patty Itchoak, Enrollment Services · Scott Kraxberger, Kenai · Rob Lang, SOE · Ann McCoy, COE · Sally Mead, CHSW · David Meyers, CAS (ACDLIT rep) · Kenrick Mock, CBPP · Peter Olsson, CTC · Carla Oster, PWSCC · James Oxford, Student · Stuart Roberts, Budget & Finance · Finn Rye, Mat-Su College · Jonell Sauceda, LRC · Richard Whitney, ITS · Sandy Williams, CBPP

Academic Computing, Distance Learning & Instructional Technology (ACDLIT) Reports to UAA Faculty Senate

Members · Kate Gordon, LIB, Chair · Kathi Baldwin, CTC · Hermann Gruenwald, CBPP · Bogdan Hoanca, CBPP · Patti Hong, FS · Bruno Kappes, CAS · David Meyers, FS · Shelley Theno, Kenai

Web Board Council Reports to Chief Information Officer

Members · Dennis Howard, CIOS, Chair · Brian deZeeuw, Budget & Finance · Tad Dunham, Athletics · Paul Herrick, Aviation Tech. · Camie Homan DeCovich, ITS · Mel Kalkowski, JPC · Kathleen Murray, LIB (Pending) · Kaela Parks, DSS · Rick Weems, EMD · Jeffrey White, ENGL · Richard Whitney, ITS

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University of Alaska Fairbanks Distance Education Related Committees UAF Strategic Planning Committee Purpose: Develop a strategic plan that will provide guidance and set the university's direction in the years ahead. Contact: UAF Chancellor's Office (474-7112) My UA Portal Purpose: A web-based, one-stop gateway or single point of entry to a private intranet site to access an array of online MAU and UA services, and resources. Contact: Tom Moyer, Manager Information Technology Services, UA Statewide (474-5244) Center for Academic Technology Purpose: A technology-oriented department with a focus on innovative and realistic strategies that extend and enhance the teaching environment to provide instructional and professional developmental services to local and rural campus faculty and staff. Contact: Michael Scott, Director (474-6350) Science Education Clearing House Purpose: A web portal designed to connect UAF researchers with science teachers and the public to deliver the latest in research results. Contact: Kathy Berry Bertram, Supervisor of Outreach, Geophysical Institute (474-7798) Center for Distance Education and Independent Learning Purpose: Deliver courses through print materials, audio and videotapes, telephone communication with the instructor, fax, CD, CD-ROM, World Wide Web, and/or electronic mail. Contact: Curt Madison, Director (474-5197) Faculty Senate Committees Developmental Studies Committee: Purpose: The Developmental Studies Committee shall consider policies concerning developmental education: programs, courses, instructional development, evaluation, and assessment. Contact: Joe Mason, Chair (443-2201) Curricular Affairs Committee Purpose: The Curricular Affairs Committee will deal with curricular and academic policy changes on all levels except the graduate level. Contact: Rainer Newberry (474-6895)

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University of Alaska Southeast Distance Education Related Committees Academics · Faculty Senate Distance Education Committee; contact Katy Spangler · Faculty Senate Academic Information Systems Committee · Curriculum Committee; contact Alexis Easley · Provost ­ at UAS and as part of Provost's Council; contact Roberta Stell · Chancellor's Cabinet; contact John Pugh · Statewide Copyright Committee; contact Lynne Shepard (disbanded in February) · Library; contact Jennifer Brown Students · Student services; contact Paul Kraft Technology · Information Technology Services (ITS) The mission of IT Services is to help make the University of Alaska Southeast an exceptional place to learn, work and live by providing services and technology responsive to the needs of the university community. Contact: Mike Ciri · Teaching Learning Technology Roundtable (TLTR) · Infrastructure Support & Planning Committee (ISPC) The Infrastructure Support & Planning Committee is a consensus-based organization, accountable to the Director of Information Technology, led by the Regional Infrastructure Manager, consisting of the professional Information Services staff responsible for infrastructure support. The mission of the committee is to ensure effective regional communication and coordination. The committee is specifically responsible for: Project planning and scheduling Setting operational guidelines Recommending standards and procedures · Instructional Design Work Team (IDWT) The Instructional Design Workgroup is a consensus-based advisory committee accountable to the Director of Information Technology, led by the Regional Academic Technology Manager, consisting of the professional support staff responsible for instructional design. The purpose of the committee is to: Coordinate instructional design training and support efforts Recommend functional changes to the instructional technology environment Recommend new instructional technology capabilities Identify and promote "best practices" in instructional design

Campus and other contacts · Ketchikan; contact Karen Polley · Sitka; contact Suzie Feero or Mary Purvis · Juneau; contact Robbie Stell · Rural and Native Outreach, Title III grant · Instructional Design Center, Sitka Campus; contact Suzie Feero

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