OEM Staff Newsletter
   Spring 2010

CONTENTS

Roger's welcome

As the spring semester moves into high gear, so do all of us in OEM. Each area in OEM has a busy spring ahead of it. 2009, unlike any other year in recent memory, has been difficult as we have had to do more with less. Over the course of 2009, and now into this year, I have been encouraged and impressed with our team’s tenacity and dedication to Indiana University. Thank you for your ongoing efforts!

It seems appropriate to update all of our OEM team members at this time about the latest budget news. In preparation for next year’s budget, our organization has addressed the challenges created by our still struggling economy and the latest round of budget cuts mandated by the State of Indiana. Our primary goal in addressing the budget challenges has been to cut our budget in ways that would not dilute our strong commitment to serving our core constituencies of students, faculty, staff and alumni. Managing this budget situation has been difficult and time-consuming for many, but we have addressed the budget situation without major lay-offs in our organization while maintaining our ability to serve our constituency groups.

During this legislative biennium (current year and next year), OEM has been required to cut more than $600,000 from our budget. This was a significant cut to absorb, and I recognize that while we have not experienced lay-offs, all of you are working harder and doing more to maintain our service level. I want you to know that I am appreciative and grateful for your dedication and commitment to excellence. My current understanding is that we will not experience additional reductions in our budget, and it is my sincere hope that the worst of this situation is behind us. Finally, my last comment on the budget is that I felt it was extremely important that I share with all of you the most recent information I have received on this topic. The situation seems to be stabilizing and our organization has met the challenge of addressing the budget reductions; if additional information or changes develop in this area, I will communicate with our entire team.

In closing and on a more positive note, I wish to recognize several colleagues who have started 2010 with a bang! However, I first must look back to the end of 2009 and acknowledge again the great work of Linda Shepard and her colleagues on the OEM Research, Assessment, and Evaluation Cross Functional team. The session about “OEM Myths” was terrific—so thank you to everyone who put that program together. Additionally, we have a new affordability piece that is the result of an initiative led by Sarah Booher and her External Communications Cross Functional team which is being delivered to students now and will help explain the value of an IU education. Compliments and thanks also to Ron McFall and his task force which had OEM representatives from across our organization as well as student participants for the creation of the personalized video we shared with all of you earlier this month. The video, while completed in a tight time frame, was impactful and has been positively received among prospective students and parents. We ended 2009 with a scaled down, but an enjoyable, holiday function. Special thanks to Nancy Brooks for organizing, planning and ensuring our OEM holiday get together was as good as ever!

Although 2010 has just begun, our colleagues in FYE have already initiated a campus-wide conference on the First Year Experience. The February 1 conference drew over 250 people from across IU and was the collaborative effort of eleven different organizations on campus. Great job to Jack Rhodes and the entire FYE organization---the conference was outstanding! We have learned that while our 21st Century Scholar Covenant Program did not win the College Board’s award for innovation; we were in the running and made the finals! Lastly, I am pleased to share that due to the good work of many, the OEM Pathways to Progress Strategic Plan is complete and will be distributed to all OEM team members.

Again, thank you for your contribution to Indiana University and Enrollment Management! I recognize and appreciate the commitment and dedication each of you has displayed this year—so thanks! Have a great spring semester!

Dr. Roger J. Thompson
Vice Provost for Enrollment Management
Indiana University

The Student Lifecycle

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OEM Announcements

Save The Date – OEM’s Diversity Committee Plans Event

The IU Bloomington Diversity Committee has designated March 9th & 10th, 2010, for our second annual observance of Diversity Days. The theme this year, “Toward Civil Conversation,” will be celebrated by OEM with a Town Hall Meeting on March 10th, 2010 in Whittenberger Auditorium from 1:30 to 2:45 p.m.

All OEM employees are encouraged to attend to the extent that departmental staffing allows. Please put this date and time on your calendar. More information will follow.

Office of Interactive Communication Has a New Home

Interactive Communication is now located in Franklin Hall 215. Please stop by and visit if you’re in the neighborhood.

Registrar Staff Members to Compete in April’s IU Circle of Life Mini Marathon

Several staff members of the Office of the Registrar are competing in this April’s IU Circle of Life Mini Marathon. A long-time staff member in the Services Division, Barb Briggs-Chapman is organizing the team and motivating participants to train for the 13.1 mile event. Diagnosed with breast cancer two years ago, Barb’s positive, energetic spirit and buoyant sense of humor contributed to her recovery and have made her an inspiration to her colleagues. Whether walking or running the half marathon or the 5k, about a dozen BREG-ers will form the team “Beauties and the Beast” in support of Barb and other courageous loved ones who have risen to the challenge and beaten their own “beasts.”

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Welcoming Our New OEM Team Members

New team members often bring new perspectives and fresh ideas to any organization. We would like to welcome the appointed staff who recently joined our OEM team. We are sure they will be great contributors to our overall mission.

Office of Admissions
Melissa Pflug - International Services Representative
Sven Seamark - International Services Representative
Biraj Shah - International Admissions Coordinator

Office of the Registrar
Stefano Fiorini - Research/Programmer Analyst
Sean Hamman - Server & Network Support Specialist
Emily Williams - Record Services Representative
Christopher Shipman - Office Services Assistant
Leslie Stanfield - Office Services Assistant

Office of Scholarships
April Lupo - Assistant Director

Office of Student Financial Assistance
Janice Brown—Record Services Representative

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OEM Highlights!

As you know, OEM is continually enhancing current programs and services or developing new ones. Below are just a few areas we thought you might be interested in knowing about.

FYE Office Coordinates First Year Experience Conference

Over 250 IU staff members joined together for a one day conference focused on the First Year Experience. The conference focused on programs designed to enhance first year student engagement and success on our campus. The day offered participants over twenty different keynote or interest sessions, a resource fair, and many opportunities for dialogue.

OEM’s External Communications Cross Functional Team Launches a Value and Affordability Campaign

The goal of the ‘value & affordability’ campaign is to be proactive in terms of sharing practical information with families about the cost of a college education and the ways in which they can make IU a reality, especially in current economic times. The campaign will include a postcard, a CRM email, and a corresponding website. The target audience is admitted students (and their parents), and the postcard will kick off the campaign to our 20,000 admits in mid-February. While all elements are still in production, the icon that will be the common thread to provide visual identity for the campaign is below.

Members of the team include: Sarah Booher-chair (SCH), Mike Carroll (REG), Sarah Gallagher-Dvorak (ADM), Jackie Kennedy-Fletcher (OSFA), Melanie Payne (FYE), Susan Pugh- executive sponsor (OSFA), and Laura Wisley (OIC)

Cross Functional Committee for Research, Assessment, and Evaluation Presents Mythbusters

The Cross Functional Committee on Research, Assessment, and Evaluation presented a Mythbusters session for all of OEM this past December. The session included a top ten list of enrollment statistics addressing topics such as admission requirements, diversity, financial aid, and more. Figures and information were shared to increase knowledge and awareness throughout the entire division.

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Meet the Office of the Registrar Green Team

The Registrar Green Team includes 10 environmentally-aware members of the office. They have been busy publicizing campus e-waste events, informing Registrar employees of fun ways to go green, and expanding recycling in the office.

Last December they hosted Bill Brown, IU’s Director of Sustainability, and members of Green Teams from across campus for a meeting at Franklin Hall. Special guest Larry Riss from the School of Education spoke to the group about his team’s software to save energy by automatically turning off computers at night and on weekends. The Registrar IT people are looking at using this software to save energy and money in our own office and hope to have positive results soon.

The Office of the Registrar has been held up as an example of greening efforts because over the last several years, as technology has allowed, we have converted dozens of paper-based processes to on-line processes and saved hundreds of thousands of sheets of paper.

The Registrar Green Team, as pictured in an I.U. News Release from the Office of Sustainability.

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OEM - In the Know!

Check out some of the new happenings throughout our organization this spring. You will find that our OEM staff members are consistently creating new ways to serve our future and current IU students.

Office of Admissions

• Red Carpet Days — Red Carpet Days have been held by the Office of Admissions in the past for admitted students, but there is now a new and improved program. There are fourteen Red Carpet Days that will be held throughout March and April. When admitted students and families visit on a Red Carpet Day they will participate in a welcome reception and continental breakfast, speak to some current students and faculty members, find out details about housing from a Residential Programs and Services representative, and go on a campus tour led by a student.
• Spring Junior Programs — Between March and May Admissions will be hosting fourteen programs throughout Indiana and various key locations around the country for current high school juniors. These programs will give students and families the opportunity to learn more about Indiana University and to speak to current IU students, admissions representatives, and alumni.
• College Nights/Fairs — Throughout the spring IU admissions representatives will attend Indiana state and national college fairs. Many times the office also attends college night programs that are not just specific to Indiana University, but are also about the college search and application process. These programs are typically hosted by various high schools to help their students better understand what is ahead. During these programs, representatives talk to students and families about how to prepare for college and the necessary steps each student should take to make themselves competitive for admission.
• Academic Excellence Overview — May 15, 2010. The Academic Excellence Overview is a cooperative effort between the Office of Scholarships and the Office of Admissions and is one of our major on-campus recruitment events. It provides academically talented juniors and their families the opportunity to spend the day on campus participating in a variety of events including a classroom experience, academic information session, student panel, campus tour, and much more.
• Sophomore Day — April 17, 2010. The Experience IU Day program is an on-campus event that will provide high school sophomores from Indiana and their guests with the opportunity to begin to experience the many resources and opportunities that IU has to offer. The goal of the program is to provide an introduction to our amazing university by highlighting our beautiful campus, exceptional schools, resources, and support services while sharing information with students about the college admissions and preparation process.
• Making History — February 26, 2010. In celebration of Black History Month, high school students are invited to campus. Students and counselors will enjoy a day of activities including an admissions presentation, a meet and greet with representatives from various IU departments/schools and student organizations, lunch, and a musical performance. The purpose of this event is not only to celebrate Black History Month, but also for students to gather information about IU academic and cultural resources, student organizations, and more.
• Campus Colleague — March 26-27, 2010. This overnight program gives African American, Latino/a, American Indian, and Asian American students who have been admitted to IU a glimpse of campus life. Participants spend time with current students, stay overnight in a residence hall, meet potential classmates, and receive information about academic and cultural resources, student organizations, orientation, and more.
• Future Scholars — May 1, 2010. This program provides a comprehensive overview of IU – including information about admission, academic opportunities, residence life, student support services, financial aid, and campus diversity – for African American, Latino/a, American Indian, and Asian American sophomores and juniors and their families. The day also includes an admissions presentation, lunch, and a campus tour.
• IU Family Nights — March 2010. Admitted minority students and their families are invited to enjoy a meal with IU alumni, current IU students, and staff. This informal setting gives potential IU students an opportunity to ask questions and get great advice on how to prepare for and succeed at IU.

First Year Experience Programs

• Campus Sustainability – FYE is working with the Office of Sustainability to find opportunities to role model, discuss, and explore sustainability issues with new students.
• A New Look - FYE has a new look on all publications and the FYE website.
• Hoosier Link - Over 100 new Indiana residents will be admitted to the Hoosier Link program as part of IU’s guaranteed transfer admission program.

Office of Scholarships

• The Office of Scholarships is now coordinating two scholarship programs for current students:

• The Cox Scholars Program, which is transitioning to Scholarships from the IU Foundation, is for Indiana residents and is a unique opportunity for working students. The Cox Scholarship rewards the efforts of current IU students who have demonstrated the motivation and resourcefulness required for success through their part-time work and strong academic performance. Each selected scholar will receive up to 75% of the yearly cost of attendance.

  

• The Sony Scholarship is a new scholarship for IU that is the result of a partnership between UITS and Sony. The Sony Scholarship will place the tools to succeed directly in the hands of a select few of our most deserving and exceptional students. The scholarship rewards the efforts of five current IU students who have achieved academically and demonstrated financial need. Selected recipients of the Sony Scholarship will receive a Sony equipment package, including a VAIO PC Notebook and related equipment, valued at $1,200.

  

Office of Student Financial Assistance

• The OSFA staff will be hard at work preparing financial aid award packages to incoming freshmen students. Incoming freshmen will be receiving their Financial Aid Notifications in March, in time for new students to make their school choice by May 1st.
• The OSFA staff will have additional work during the upcoming 2010-2011 academic year due to the expiration of the federal experimental sites initiative. The initiative allowed institutions to be exempt from certain federal regulations including Entrance and Exit Counseling. Starting in the fall, new borrowers will be required to complete the Federal Entrance Counseling process in conjunction with signing their Master Promissory Note (MPN) before being eligible to receive their loan money. The expiration of the initiative will impact our graduating seniors next year, as they will be required to complete the Federal Exit Counseling process.

Systems Design and Development

• Rebuilding the Office of Scholarships Website – The Systems Design and Development team is working on the redesign and rebuild of the Office of Scholarships website, to be released on June 1. In addition to all new visuals, the site will incorporate web content management software to enable Scholarships staff to update content as needed.
• Office of Scholarships Stripes Campaign- Systems Design and Development worked with the Office of Scholarships to update the campaign. The new campaign even includes a photo contest. You can check out the new site at http://scholarships.indiana.edu/stripes.
• The Systems Design and Development team is also assisting John Brooks with data loads to SIS and Connect to allow the tracking of recruiting efforts associated with 21st Century Scholars

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Staff Spotlight

Below you find the spotlighted staff members for this edition of the OEM newsletter. Each one of the outstanding individuals brings different backgrounds, experiences, and skills to our organization exhibiting the diversity of talent within OEM.

Alison Baum—Associate Director for Scholarships and Grants, Office of Student Financial Assistance

Alison has been with OEM and the university for just over eight years. Originally from Boonville, Indiana, Alison started working in the Office of the Registrar in 2001 after graduating from Ball State University in 2000 with a BA in English. In December 2008, she received her Masters of Library Science from Indiana University. Outside of OSFA she is the Risk Management Chair, Blocker, Pivot, and Jammer for Bloomington’s own roller derby league, the Bleeding Heartland Rollergirls. More information can be found by visiting their website at: http://www.bleedingheartlandrollergirls.com/bios.

John Brooks—Director, Development and Special Programs, Office of Enrollment Management—Administration

John Brooks joined the Office of Enrollment Management in the fall of 2007 as the Director of Development and Special Programs. Under Special Programs, John works with the 21st Century Scholars Covenant scholarship program, IU’s effort to recruit and retain 21st Century Scholars. Before coming to OEM, John worked for Indiana University for 37 years, first beginning in 1970 as a financial aid counselor in the IU Office of Scholarships and Financial Aid. In 1984, John was promoted to Assistant University Director of Scholarships and Financial Aid and held that position until 1989. In the fall of that year, John left financial aid work to join the IU Foundation where he assumed the position of Director of Corporate and Foundation Relations. Currently, John is working to identify opportunities to build scholarship support from private sources in addition to his duties involving student recruitment.

John holds three degrees from IU, earning a BS in Education, MS in Counseling and Guidance, and an Ed.D in Higher Education Administration. John was an IU athlete, having earned a letter in track & field and was co-captain of the team his senior year. With this athletic background, John enjoys jogging and working in photo timing for all IU home track meets.

Diana Davidson—Records Systems Coordinator, Office of the Registrar

Diana Davidson has worked for Indiana University for 31 years. However, Bloomington “old timers” might remember Diana from her earlier career as cashier at the old Johnson’s Hardware and Supply store on West Seventh Street. Diana started her IU career at the University Graduate School, where she served as Recorder and Data Entry Coordinator, responsible for admissions data collection and academic record maintenance operations. In 1989, Diana joined the Office of the Registrar as Records Area Supervisor and Degree/Diploma Specialist. She was appointed to the role of Data Entry Supervisor in 1991 to take advantage of her skills in data analysis and problem-solving. In this role, Diana became the IU system-wide student records specialist for resolving duplicate student record problems. She continues that role today for SIS in her current position of Records Systems Coordinator while also providing daily oversight of the Registrar’s records maintenance operations.

Diana is often the first person that analysts/programmers turn to when they need operational assistance in researching a data or system problem or need assistance in testing a system change. Diana also serves as a primary resource to the school staffs and IU administrative offices in matters involving student records. She is admired for her interpersonal skills and her amazing ability to stay cool, calm, and always helpful and productive in a crisis. Diana enjoys trips to Gatlinburg, taking private voice lessons, and singing in her church’s choir. She is the mother of three daughters, two of whom work for IU, and she has six grandchildren.

Lituo Huang—Office Services Assistant, Office of First Year Experience Programs

Lituo worked as a student staff member in the Office of First Year Experience Programs for 2 years before she became full-time as an Office Services Assistant in the fall of 2008. She received her BA in Comparative Literature from IU Bloomington. Lituo supervises the Office Assistant student staff position during New Student Orientation and does a little bit of everything in the office throughout the academic year. She hopes to enroll in law school in the fall of 2011. Lituo volunteers at Middle Way House and her hobbies include reading, eating, drinking coffee, visiting the Monroe County Public Library, and her two cats, Golden Dragon and Miss Kitty.

Cindy Wise—Administrative Assistant to the Director/Office Manager, Office of Undergraduate Admissions

Cindy attended four different schools, from a rural public school when she lived on a 500+ acre farm to a public school in Indianapolis, before entering junior high school. In the sixth grade, her family finally settled in Ellettsville, Indiana. Her first exposure to IU was the summer before her senior year of high school. Cindy was the senior co-editor of her yearbook and the high school provided a scholarship that paid for her to attend IU’s Journalism Workshop and live on campus.

She began working at IU in the Office of Admissions in June of 1983 as a processing clerk, validating data entry. She has worked in most areas of the office – domestic and international processing, the communications area, and even several months in a technical position. Cindy had a small role in Admission’s very first video in the 1980s, as she played the part of a student living on campus, showing the world an IU residence hall room. When Cindy coordinated on-campus programs she had an interesting experience working with the Secret Service when Robert Gates and his daughter attended a Red Carpet Day event. She also had the opportunity to meet Patrick Duffy (aka Bobby Ewing) when he and his son visited campus. As the liaison to the Athletic Department, she called Coach Knight so many times in one day that he politely but firmly told her not to call him again regarding a specific student. She also took a rifle to a meeting with a football coach, but that’s a story for another time.

Cindy loves golfing, fishing, camping, canoeing, listening to good music and having a good time. She has a wonderful husband who makes her smile every day. They have two wonderful, healthy sons – the youngest has a good job doing what he loves, and the oldest, who served eight years in the Marines, is now home safe. He recently gave her a sweet, kind, beautiful daughter-in-law. Cindy feels blessed and fortunate for her friends and colleagues who not only share her good times but are there for the rough times as well. She has had, and still has, supervisors/mentors who have taught her so much and have given her so many wonderful opportunities.

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