1. Between Two Worlds Tools ContEd can Create to Help Our Institutions Adapt to Changes We See First with Reg Jacklin Robert Wensveen

2. What tools can we create to help our institutions adapt to changes we see first? Schedule 0:00 to 0:20 Introductions and overview presentation 0:20 to 0:45 Small Groups 0:45 to 1:00 Open discussion & wrap-up ContEd: Between Two Worlds Workshop Version 6, May 23, 2012

3. Disclaimer Except where otherwise noted, these are our own observations and opinions, formed from the viewpoint of those immersed in Continuing Education at the University of Calgary

4. The Rest of the University (Reg)

5. The Rest of the University in the Past: It was isolated, “Ivory Tower” It was tradition bound, slow to adapt There was an attitude of complacency “..because that’s the way we’ve always done it.” ContEd: Between Two Worlds Workshop Upgrades to IT systems were not high priority and often didn’t happen. Many admin systems were running with antiquated computer platforms Policies and procedures were often based on internally defined processes rather than industry best practices

6. The Rest of the University Today New communication technologies connect it to the world as never before Research is more international than ever before Competitive pressures from the entire world Day-to-day worldwide collaboration ContEd: Between Two Worlds Workshop Harvard and M.I.T. Team Up to Offer Online Courses “… But Harvard and M.I.T. have a rival — they are not the only elite universities planning to offer free massively open online courses, or MOOCs, as they are known. This month, Stanford, Princeton, the University of Pennsylvania and the University of Michigan announced their partnership with a new commercial company, Coursera, with $16 million in venture capital. “ University of PennsylvaniaUniversity of MichiganCoursera New York Times, May 2, 2012

7. The Rest of the University Today New pressures (alluded to in the writeup on keynote speaker Ken Coates’ presentation) Technological changes Social changes Globalization New methods of finding grants, students, researchers ContEd: Between Two Worlds Workshop “Overall, 80 researchers agreed to take part in this project; they represented 80 universities from 15 Latin American countries. Approximately half of these researchers were recruited by Facebook.” Pereyra-Elías, Reneé; Mayta-Tristán, Percy; Epidemiology, May 2012 - Volume 23 - Issue 3 - p 500; Recruiting Researchers through Facebook

8. The Rest of the University Today “Community Engagement” and “Transparency” are the new-buzz words But they don’t have the experience at it that ContEd does ContEd: Between Two Worlds Workshop Eyes High Initiative: To define UofC as one of the top 5 research universities by 2016 Fully integrate with the Community: Community Engagement web presence: http://www.ucalgary.ca/community/ http://www.ucalgary.ca/community/ Downtown Campus Instil Community Pride – enhance public dialog Alumni – foster relationships across the globe Aboriginal Education & research: http://www.ucalgary.ca/aboriginal/ http://www.ucalgary.ca/aboriginal/

9. The Rest of the University Today – Under Pressure from New, better, cheaper technologies Social Media Videoconferencing Communication bandwidth Storage Science, engineering, technology, commerce, humanities blurring into each other ContEd: Between Two Worlds Workshop The very existence of organizations with names like “Scientific Innovation Lifecycle Management” is significant. http://accelrys.com/micro/scientific-innovation-lifecycle- management/close-the-gap.htmlhttp://accelrys.com/micro/scientific-innovation-lifecycle- management/close-the-gap.html

10. ContEd: Between Two Worlds Workshop University of Alberta could do more to shed its ivory tower image – Edmonton Journal Headline, January 13, 2008 “… Of course, as an autonomous institution, the university didn't have to connect with the city. But the reality is each has a stake in the other's success.” The Rest of the University Today – Under Pressure from (continued) Pressure from the public

11. ContEd Yesterday and Today (Robert)

12. ContEd Yesterday and Today – Change Experts – Well Connected to the Changing World Plus ça change, plus c'est la même chose (the more things change, the more they stay the same) for ContEd, dealing with rapid change is no change Examples: Time to market of new programs tied to global events (i.e. Y2K, financial crises, political events) High penetration into communities of ages over 26 and younger than 18 seniors programs travel study professional upgrading Chinese seniors program summer camps ContEd: Between Two Worlds Workshop

13. ContEd Yesterday and Today – Knows Its Business Most students and instructors are business persons Our students expect a higher degree of accountability for facilities, instructional quality and customer service Instructors are often our best marketing tool Cont Ed is a business unto itself: Course-based accounting - achieving true Net Revenues Highly competitive market Large investments in Marketing Quality, quality, quality ContEd: Between Two Worlds Workshop

14. ContEd Yesterday and Today – Reading the Pulse of the World In close contact with current state of the world, including commerce, humanities, engineering, technology Examples: Use of social media (Twitter, Facebook, Youtube) Frequent feedback from instructors and students Run your own business – live and dies by your decisions Student registrations & feedback determine what’s important ContEd: Between Two Worlds Workshop

15. ContEd Connecting with the Rest of the University (Reg)

16. HIstorically, received software and rules updates from IT and / or admin Had little to say back ContEd: Between Two Worlds Workshop ContEd – Connecting with the rest of the University Historically paid little attention to ContEd IT and Admin sent out updates, rules Historically, communication was largely one-way Cont EdThe Rest of the University

17. ContEd: Between Two Worlds Workshop Has potential links to the rest of the university e.g. People who are simultaneously some or all of students, instructors, staff, academics Has experience and leadership in many topics the rest of the university finds itself needing e.g. e-learning Needs what ContEd has to offer, but may not know it yet ContEd – Connecting with the rest of the University Cont EdThe Rest of the University

18. ContEd actively encourages students to return We put a lot of effort into keeping students engaged Evaluations Marketing ContEd: Between Two Worlds Workshop Little pressure to have students come back for more But that pressure is increasing as more competition appears More institutions Private schools Colleges becoming universities e.g. MountRoyal in Calgary Worldwide e-learning offerings ContEd has the pieces the rest of the university suddenly finds itself missing: Cont EdThe Rest of the University

19. Our students demand quality They have high expectations from working in business we expect them to be more ‘vocal’ ContEd: Between Two Worlds Workshop Unprepared for ‘vocal’ students: UofC infringed freedom of speech by disciplining Facebook commenters (Calgary Herald, May 10, 2012) Quebec riots ContEd has the pieces the rest of the university suddenly finds itself missing: Cont EdThe Rest of the University

20. Real-world orientation, academic “street smarts” Twenty-first century business know- how Understand our own business – what works, what does not Tuned in to our customers’ businesses ContEd: Between Two Worlds Workshop Financlal and political pressure to be more businesslike Unfamiliar with the business world Particularly twenty-first century business ContEd has the pieces the rest of the university suddenly finds itself missing: Cont EdThe Rest of the University

21. ContEd: Between Two Worlds Workshop Techniques and tools for, and frequent and recent experience in: Adapting to rapid change Gathering and analyzing performance metrics Embracing new technologies and methodologies Insights into how various disciplines interact in the real world Unused to rapid change Relatively little real-world contact Performance metrics few to nonexistent ContEd has the pieces the rest of the university suddenly finds itself missing: Cont EdThe Rest of the University

22. Examples

23. Real-life example # 1: Fluid Surveys UofC ContEd adopted Fluid Surveys for student evaluations and statistics approx 1.5 years ago The central UofC IT group (UCIT) was investigating a replacement tool for Survey Monkey – we recommended FluidSurveys and made a presentation to UCIT on ContEd’s Fluid Surveys experience. The presentation was useful and well received, allowed UCIT to avoid some of the growing pains ContEd encountered implementing FluidSurveys Appendix A: Real-life Examples at the University of Calgary ContEd: Between Two Worlds Workshop

24. Real-life example # 2: Recording and distributing internal presentations ContEd staff often make presentations relating to technical tools, business procedures, and combinations thereof Problems associated: varying work schedules, people forget to attend, people forget what they learned. Solution piloted in ContEd at the University of Calgary is to record the presentation and screen in video and audio, generate to DVD format and offer staff the DVD and cheap ($2.00) earphones so they can watch/listen – even in the “bullpen” Video accesible via our intranet Appendix A: Real-life Examples at the University of Calgary ContEd: Between Two Worlds Workshop

25. Real-life example # 3: Helping decision makers understand the new technologies ContEd can be forceful about having a seat at the table for making technical decisions that affect them and by extension, the rest of the university. Examples: The UofC is upgrading or replacing their eLMS. Continuing Education delivers the highest volume of fully on-line courses, and is regularly involved in support issues Our experience has proved beneficial to the campus eLMS committee Chris Appleton’s talk tomorrow at 3:00 PM Appendix A: Real-life Examples at the University of Calgary ContEd: Between Two Worlds Workshop

26. Appendix B: Examples of Tools we Have or Can Create Tool #1: Courses and seminars tailored to administrators and / or academics, such as: Managing the impact of ERP (enterprise resource processes changes (i.e., PeopleSoft, SAP) What is working and has not worked for ContEd in marketing and recruitment ContEd: Between Two Worlds Workshop

27. Small Group Exercise

28. Small Group Exercise How do we create tools to help our universities adapt to changes we see first? The thrown gauntlet In the alloted time, create as many high-quality items as possible to go on these two lists: Changes that we in ContEd see first, and Tools that we can create to help the university adapt to these changes ContEd: Between Two Worlds Workshop

29. Criteria for Quality High-quality items are: Relevant Understandable Simple Useful Do-able ContEd: Between Two Worlds Workshop Small Group Exercise How do we create tools to help our universities adapt to changes we see first?

30. Mechanics Each group brainstorms ideas on either or both topics When a majority of the group agrees the the item matches the quality criteria, the is added to the flip chart ContEd: Between Two Worlds Workshop Small Group Exercise How do we create tools to help our universities adapt to changes we see first?

31. If you get stuck … suggestions Look at the flip charts on the wall for inspiration Repeat an idea from before. Make up a nonsense or ridiculous answer. Paraphrase what a previous person said ContEd: Between Two Worlds Workshop Small Group Exercise How do we create tools to help our universities adapt to changes we see first?

32. Open Discussion 15 minutes Comments, discussion about the workshop New ideas continue to be captured At the conclusion of the workshop, the flip charts are photographed and included in the workshop’s final report With the permission of the participants, the discussion is captured on video, posted to YouTube or other sharing site ContEd: Between Two Worlds Workshop