Tuesday, March 6, 2018 Convention Center, Room 124 Bruin Family Insights: Creating and Sustaining Parent Engagement Using YouTube Live Events Alex & Kayla -- brief intro: Education, work history, time w/UCLA PFP Kayla Albano, University of California, Los Angeles Alexandra Brown, University of California, Los Angeles Tuesday, March 6, 2018 Convention Center, Room 124 1

Today’s Agenda The Challenge: Engaging a Global Community Program Overview: Bruin Family Insights Assessment & Feedback Best Practices for Implementation Q&A Alex 2

Alex

The Challenge: Engaging a Global Community Are we, to the best of our abilities, meeting the needs of families engaging at a significant geographic distance from campus considering constraints around time, financial, human and technological resources? Alex DUAL REPORTING STRUCTURE TO SA AND EA AVC of Alumni Affairs came to us and requested we try to create this for families Other Alumni Programs were using this including Bruin Connections (Young alums, careers/networking) - Bruin Career Insights Diversity team (diversity networks) - EmpowerHour 4

Existing Resources & Available Tools Alex “Measure twice cut once” → Annual survey (needs of families, current topics/issues they want information on). → Social media channels (hot topics, interactions w/families, platform options) → YouTube Live (Alumni Affairs Account) Use of other streaming platforms? → zoom meeting; Facebook Live, others... 5

Bruin Family Insights - Beta Version Alex -- FEB 2016 hosted first episode with our Dean of Students (approx. 20 live viewers, minimal live questions) -- MAY 2016 preparing for life after UCLA (careers and grad division) -- OCT 2016 fostering diverse community (with DP and FYE) -- FEB 2017 building relationships with faculty (FIR partners) VERY piecemeal, not super strategic, no real branding A great deal of team transition (lost two staff, was hiring for AD role) In early 2017 had a student assistant work on building out the strategic vision...which is where Kayla came in! 6

Bruin Family Insights 2.0 Spring 2017: Series development and proposal Summer 2017: Fall quarter schedule development and panelist outreach August 2017: Bruin Family Insights launches Fall 2017: Series piloted with six webinars from Aug. - Dec. KAYLA 7

Build Tentative Schedule Create Promotional Materials Prepping the Series 4-6 months out Build Tentative Schedule Select and place topics, determine general direction of conversations Outreach to Panelists Identify, invite, and confirm 2-3 panelists to participate in each virtual discussion, finalize date 3 months out Create Promotional Materials Build emails, update website, create infographics 1 month out Launch Final Line-Up Send email(s) announcing final line-up to constituents and campus partners, release on social media 2-3 weeks out KAYLA 8

Prepping an Episode KAYLA Finalize Run-Through Date 2-3 months out Finalize Run-Through Date Select and place topics, determine general direction of conversations Write Discussion Script Prepare discussion script with introductions and pre-scripted questions; Include timing for each part of discussion 2-3 weeks out Build/Send Invitation Email Build emails, update website, create infographics 1 week out Conduct Run-Through Send email(s) announcing final line-up to constituents and campus partners, release on social media 1 week out KAYLA 9

Organize Submitted Questions Prepping an Episode (cont.) 1-2 weeks out Promote Event Via social media and website, plus any additional outlets Organize Submitted Questions Organize submitted questions against pre- scripted questions 1-2 days out Send Reminder Email Send reminder email to all registered guests (or all invitees) 2 hours out Host Event Host live event with panelists and hosts, include live question submissions Event time Event Follow-Up Send follow-up email, share recording, write panelist thank you notes 1 day after KAYLA 10

Communications KAYLA 11

Assessment & Feedback Partnership with Parents’ Council Follow-up emails w/ survey Email analytics Survey completion Live and recorded viewer numbers Social media analytics Inclusion in annual survey (new this year) KAYLA 12

Moving Forward Increase parent volunteer engagement Refine frequency Revisit topic and panelist selection process Refine marketing timeline Revisit survey collection tactics Increase inclusiveness/accessibility KAYLA 13

Implementation & Discussion Things to Consider Audience needs Current issues/trending topics Available resources “Expert” panelists Virtual platforms Format and frequency ALEX Who is our audience? What are current topics/trending issues that we can address? What resources are available to us? Who are the “experts” we have access to (or are we the expert)? Is there currently a virtual platform in existence at our institution? Considering format and frequency 14

Contact Information Kayla Albano kalbano@support.ucla.edu Alexandra Brown abrown@support.ucla.edu 15