DePaul University Division of Student Affairs > About > Administration > Office of the Vice President

Office of the Vice President for Student Affairs

Planning, Operations and Assessment

The Division of Student Affairs’ Planning, Operations and Assessment (POA) team exists to support the vice president and members of the vice president’s cabinet, as well as the departments within the division. The assistant vice president who oversees the POA team is charged with overseeing divisional initiatives, processes and planning that touch all Student Affairs departments.

The POA team is comprised of experts in the following fields: budget management and human resources, marketing and communications, technology and information management, executive management, and assessment and research.  The purpose of the POA team is to help develop and coordinate broad divisional initiatives, and to help increase consistency in workflow and efficiencies across the division. In addition, the team assists the vice president, his cabinet and his council with budget and salary planning, hiring practices and guidelines, assessment and strategic planning, strategic communications and annual reports, executive communications and presentations, and data and information management.

In addition to individual areas of expertise, the POA staff work closely together across a number of projects, including large email communication campaigns, survey development, data analysis and reporting, budget presentations and communications, website design and edits, and more.


How to Contact Us 

Most Student Affairs staff requests for assistance from the Planning, Operations and Assessment team can be initiated by submitting a ticket via the Create Ticket page on the intranet at https://teams.depaul.edu/studentaffairs/intranet/SitePages/Index.aspx.  If staff are unsure about a request, a phone call is always welcome. You can reach any of the members of the POA team at 312-362-5680.


Budget Management and Human Resources

Each department has a budget that is an estimate of costs, revenues and resources for the department for that year. Budgets serve as a plan of action, a standard for measuring performance and a device for coping with adverse situations. The divisional business manager manages the vice president’s budget, and as part of that responsibility assists departments with budget planning, salary planning, scholarship disbursement, contracts, and policies and procedures related to budgets.  The business manager also assists departments with Human Resource management, such as submitting position requests, updating job descriptions, compensation review and managing awards and recognition dollars.   ​​​

The university has a number of policies and procedures related to budgets and human resources, which include the following:

  • Spending guidelines

  • Procards and IntelliLink

  • Contracts

  • Purchase orders (required if >$3,500)

  • Monthly reconciliation

  • Budget and salary planning

  • Recruiting and hiring guideline

  • Student employee, graduate assistant and intern guidelines​​​ 

 

Marketing and Communications

Many staff members throughout the division of Student Affairs have responsibility for communications related to their department's programs and services.  The marketing communications specialist is available to assist departments with the development of marketing and communications plans; graphic identity use; logo and photo use; graphic design of posters, calendars, flyers, word marks and social media squares; news items in the divisional weekly announcements; web edits and content for large email campaigns. The marketing communicatio​ns specialist can also consult with departments on newsletter development and report writing, and can conduct InDesign and basic communication 101 trainings for professional or student staff on request.

Some key information: ​

  • Student Affairs has guidelines and standards to manage our brand which can be found on the Student Affairs website > About > Communication.

  • We have a weekly electronic communication to all members of the division, our Weekly Announcements, and this is how we communicate information about programs and services, request assistance at programs and events, and share staffing updates and other news with staff in the division.

  • There is a student graphic designer in the Office of the Vice President that all staff in the division have access to for their poster, flyer and other graphic design needs. 

  • Co-Curricular Connections is our quarterly newsletter for faculty and staff, and a call for story submissions runs each quarter in the Weekly Announcements.

  • The division has a shared network drive for pictures taken at our events. Ask the marketing communications specialist for access to the photography drive. There are a variety of pictures in the drive, but most are of Student Affairs events over the past four years.

Technology and Information Management

 

Technology staff on the POA team help the division collect, manage and report out on data; liaise with staff in Information Services on technology policies, services and products; support staff with web edits and design; and coordinate with Information Services staff and the marketing communications specialist to launch large-scale email communications to the university community.

Some key information:

  • We have standards for data security and management at the university. 
  • We have data and a reports dashboard available to staff with information related to student retention/success and engagement.
  • The Student Affairs website is managed by the IT project coordinator and designated departmental staff. 
  • Student Affairs staff ​should contact the divisional IT team when looking to purchase a new technology application. There is a formal university process for requesting new applications, and the divisional IT team helps manage those requests.   

Some technology tools used to support several departments in the division:

  • OrgSync (student organization and student event management tool)

  • Student Groups (tracking student leaders, program participants and scholars in PeopleSoft)

  • Tableau (data visualization tool)

  • Qualtrics (survey, communication, rsvp tool)

  • Localist (university events calendar)

  • EventBrite (university event rsvp tool)

  • E-portfolios (university learning tool available to Student Affairs)

  • BlueStar (a student’s success network. Software that connects faculty, advisors and co-curricular staff to each other in order to optimally support student success).

  • Community Engagement System (a proprietary, university database of the community service that various departments and student groups engage in)

  • Share Point (websites and teamsites)

  • Maxient (student conduct management tool)

Assessment and Research

 

DePaul University’s Division of Student Affairs has a division-wide approach to assessment. The assessment coordinator serves and supports all departments in the division as they develop and complete their annual assessment project and write the assessment report. In addition, the assessment coordinator conducts assessment workshops, is the liaison with DePaul’s Teaching, Learning and Assessment department, and is responsible for the annual assessment symposium.

As part of the divisional approach to assessment, every department:

  • Has department and program level learning outcomes to guide programs and activities.

  • Has a Key Area Map which is used to make data-driven decisions to guide program and activity level improvement relative to department goals and priorities.

  • Collects data on programs and activities related to learning, satisfaction, and other evaluation metrics.   

  • Completes an annual assessment project and submits an annual assessment report on July 1.

  • Participates in the annual Assessment Symposium in October.

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