Effective Collaboration Functioning for Sustainability Strategic Plan We want

Effective Collaboration & Functioning for Sustainability Strategic Plan “We want to strengthen the functioning of our organizations and collaboration between them.” Planning Team, Jan. 26 th 2008 Time Period for Plan Implementation: Executive Summary: June 2008 - June 2009 and beyond... “This Plan Belongs To You.” This document is a well researched strategic plan to assist future students in becoming even more successful in leading a meaningful Campus Sustainability Movement. Collaboration from the outset will ensure that the organizations can plan inclusive strategies in order to best work together and accomplish individual missions. This plan outlines the strategic visioning process that took place during the 2007-2008 academic year by the Student Environmental Center, Education for Sustainable Living Program, and Campus Sustainability Council. This document is a plan for becoming a more effective component of the Campus Sustainability Movement. Collaboration from the outset will ensure that the organizations can plan inclusive strategies in order to best work together. The plan fosters communication, collaboration, and effective functioning between the three groups. The plan is based on the deeply committed and amazing work of former student organizers. It provides a well thought out structure for future student organizers. Input from faculty, administration, and other key stakeholders is necessary and greatly appreciated. Ultimately, however, this plan acts as a springboard and belongs to current and future student organizers. It can be easily changed and updated as desired. So, take a deep breath, relax, and enjoy. We've done your basic homework, so you can leap ahead and make our shared sustainable dreams come true. “If our individual organizations can have a solid sense of purpose, vision, and goals, then we can plan together how we want to get there.” Planning Team, June 1, 2008 1 An Inside/Outside Associates Planning Worksheet 12/07 Table of Plan Contents: Page # Executive Summary I. II. III. Purpose and Description Vision Prioritized Goals 1 3 3 3 3 4 7 9 11 12 14 14 15 16 IV. Guiding Principles V. Strategies for 2008 – 2009 and beyond... VI. Description of Plan Co-Creators, History, and Trends VII. Description of Target Audience to Use Plan VIII. SACOU Analysis for Collaboration IX. Roles and Responsibilities of Maintaining Strategic Plan X. Key Messages XI. Plan Evaluation XII. Glossary of Terms XIII. Appendices 2 An Inside/Outside Associates Planning Worksheet 12/07 I. Purpose and Description ...So, Why am I Reading This?... The purpose of this ongoing planning process is to create a system and structure for improving collaborative relationships and the individual effectiveness of the Student Environmental Center, Campus Sustainability Council, and Education for Sustainable Living Program. II. Vision ...The Future We All Want... The Campus sustainability organizations; SEC, ESLP, CSC, are progressively more successful each year in achieving their missions. Training for tomorrow’s leaders is provided and supported by functioning effectively, collaboratively, democratically, and inclusively. We are flexible and support change and new ideas that build on the successes and learnings of the past. We are open to advice from our student, faculty, public, and professional communities. The sustainability leadership on campus is willing to see challenges as opportunities and are supportive of each other. We have the resources to continue to make sustainability on campus a growing reality. We are successful together. III. Prioritized Goals: 1. To strengthen the functioning of SEC, ESLP, and CSC. 2. To strengthen relationships and ability to collaborate between SEC, ESLP, and CSC and other stakeholders. 3. To identify, create, and promote opportunities for campus-wide student involvement and retention in the Campus Sustainability Movement IV. Guiding Principles: …The Values We Share… 1. To build on the students organizers' of preceding year’s, experience, knowledge, and planning 2. To create a plan that is easily understood and implemented by all 3. To allow time for reflection and assessment at each step 4. To approach the plan as a series of recommendations and requests as opposed to rules or orders 5. To share the intent to be effective together putting group success above personal interests 3 An Inside/Outside Associates Planning Worksheet 12/07 V. Strategies for 2008 -2009 ...How We're Gonna Get There... Goal = Strategy = The broad end towards which effort is directed The measurable methods used to reach the goal Goal 1: To strengthen relationships and ability to collaborate between SEC, ESLP, and CSC and other stakeholders. Strategies: A. Create the 1st Leadership Guide for Effective Functioning & Collaboration Tasks: 1. Complete the strategies portion of the strategic plan that will be in the guide 2. Create a checklist from the strategies By When? June 9 B. Expand the ESLP Collaboration Network to include members of SEC and CSC Oct 1 Tasks: 1. Representatives of the three orgs act as communication liaisons 2. SEC, ESLP, CSC share the weekly general gathering space 3. ESLP collaborate with SEC & CSC on Fall Orientation Potluck 4. Publicly post and promote trainings 5. Host regular celebrations and parties celebrating achievements and building community C. Clarify and implement roles regarding the Campus Earth Summit Nov. 1 Tasks: 1. Begin the planning Process in the Beginning of Fall 2. Identify Key stakeholders to invite 3. Identify leadership roles and responsibilities 4. Host the Earth Summit during Mid-March so it can be easily integrated into the Winter Training Seminar D. Clarify and promote organizational identities Tasks: 1. Have a discussion about the identity's of the organizations 2. Brainstorm the different images and stereotypes of the organizations, 3. Determine which characteristics reflect the way the organization really is. 4. Identify opportunities to change image to be more accurate Jan 10 E. Update and revise Strategic Plan and Leadership Guide at Winter Retreat Jan. 10 Tasks: 1. Lead Organizers/Retreat Planners review the Strategic Plan and Leadership Guide 2. Create and Document Year's Priorities 3. Document Changes in the Plan and Leadership Guide 4 An Inside/Outside Associates Planning Worksheet 12/07 Goal 2: To strengthen the functioning of each organization including financial management, communication, priority setting, and decision-making. Strategies: By When? A. Orient student organizers to the Strategic Plan during the Summer Retreat Aug 1 Tasks: 1. Mark, Vlad, and Joyce review the Strategic Plan and Leadership Guides recommend how to use it, answer questions, and provide examples B. Train student organizers in Financial Management Oct. 20 Tasks: 1. Identify Fiscal Liaisons for ESLP, SEC, and CSC 2. Post Projected Budget online by first day of Academic Year 3. Fiscal Liaisons attend Annual SOAR Fiscal Workshop 4. Fiscal Liaison attend CSC Workshop: grant proposals, tracking, and evaluation C. Train students in Effective Organizing Tasks: 1. Arrange for Workshops to be held according to Priority and Availability Workshops: a.) Group Communication: Prioritizing Goals and Negotiation (Campus Ombudsman, Laurie McCann) b.) Decision Making Process: How and When to use Consensus (Campus Ombudsman, Laurie McCann) c.) Facilitation: Processes and Responsibilities d.) Non-Violent Communication e.) Fiscal Accountability: Creating and Managing a Budget f.) Web Training: Templates & Automation Oct 15 Nov 15 Jan 15 Feb 15 Apr 1 Apr 15 2. Share key information with new organizers at retreats a.) Orientation to Campus Sustainability (Blueprint & Assessment) Jan 10 b.) History of the Organization(s) (Staff/Students) c.) Agenda Making and Note Taking d.) University Policies and Procedures regarding Staff and Fiscal (Sayo, Stevo) D. Identify and train new leadership for next year’s activities May 1 Tasks: 1. Spring Quarter – Begin outreach for next year with flyers, class raps, and media 2. Mid-Quarter – SEC, ESLP, CSC Collaborate to host a Teach-In for New Organizers 3. One week later host a follow up meeting with new organizers for further introduction to organization, shared visioning, and role setting 4. Have new organizers start to participate in the orgs as the old leaders transition out 5 An Inside/Outside Associates Planning Worksheet 12/07 Goal 3: To identify, create, and promote opportunities for campus-wide student involvement and retention in the Campus Sustainability Movement Strategies: By When? A. Regularly maintain and update website Oct 1., Jan 15, Mar 1, June 1 Tasks: 1. Identify student(s) to maintain info on line each year 2. Post and maintain updates of Strategic Plan and Leadership Guides 3. Maintain an events calendar of organization's events 4. Post the SEC newsletters 5. Post relevant meeting minutes 6. Post relevant updates from quarterly Retreats 7. Ensure an open invitational approach to all tasks and events 8. Hold student brainstorm meeting on how to ask people to join 9. Post any other relevant documents online B. Have a presence at relevant campus functions Tasks: 1. Identify relevant campus events 2. Assign students to attend and represent the sustainability organizations C. Assign student organizers to act as liaisons on Administrative Committees Tasks: 1. See appendix for list of relevant committees D. Utilize the Campus Earth Summit for student recruitment Tasks: 1. Invite all student, faculty, staff, and administrative stakeholders 2. Ensure working groups are geared toward collaborative planning Oct 1. Nov 1. Mar 15. 6 An Inside/Outside Associates Planning Worksheet 12/07 VI. Description of Plan Co-Creators, History, and Trends: …The Evolution of Campus Sustainability Leadership… ESLP Mission Statement: Education for Sustainable Living Program The Education for Sustainable Living Program is a collaborative interdisciplinary effort to realize sustainable community throughout the University of California. Students form action research teams in partnership with guest lecturers, faculty, administration, and community members to implement tangible change. Such experiential learning inspires participants to internalize the concept of sustainability, and carry it in practice beyond academia into a greater society. SEC Mission Statement: Student Environmental Center The SEC mission is to organize student involvement to collaborate with the University to find ways to implement environmentally sound practices on campus. CSC Mission Statement: Campus Sustainability Council The CSC distributes funds from student fees on a bi-annual basis to UCSC student organizations for programs and events that facilitate collaboration between students, the administration, faculty, and the community to create, implement, and monitor environmentally sound practices on campus, established through the protocol to be outlined in a Blueprint for a Sustainable Campus, a living document which is updated each year at the Campus Earth Summit. Description of organization’s relationships to each other: Campus Sustainability Council • Provides funding for SEC and ESLP • Provides training and criteria for standards of performance • Holds all grantees accountable for grant expenditures Education for Sustainable Living Program • Reports to CSC on expenditure outcomes • Provides facilitators from the Winter Training Seminar for the Campus Earth Summit breakout groups • SEC campaigns create and lead Action Research Teams Student Environmental Center • Reports to CSC on expenditure outcomes • Hosts the Campus Earth Summit in which ESLP participates • Provides support for ESLP students wanting to plug into the Campus Sustainability Movement 7 An Inside/Outside Associates Planning Worksheet 12/07 Collaboration History: • Summer 2001: Student Environmental Center founded as a central space for environmental organizations to develop their projects • Spring 2003: CSC created to distribute funds from student fees to student sustainability efforts on campus • SEC successfully wrote and campaigned for the passage of Student Ballot Measure 9, which created CSC • Spring 2004: ESLP founded as a project of the SEC • 2006: ESLP becomes an independent organization but keeps close ties to SEC • Spring 2007: The Staff Evolution Subcommittee, consisting of student representatives from SEC, CSC, and ESLP identified a need for more clarity of roles and more collaboration between existing orgs. Trends & Tendencies: • Burnout of student energy • Students not following through on commitments • Many meetings with few outcomes • Confusion on channels of communication • New leaders don't place a higher priority on collaboration • Tendency to not delegate • Moving toward online and digital organizing • Small organizations keep growing • New ideas are wanted to be started by new organizations • Splintering of Environmental Groups on Campus • Student Organizations feel the need to firmly solidy their own organization before they work with other groups 8 An Inside/Outside Associates Planning Worksheet 12/07 VII. Description of Target Audiences to Use Plan Based on Their Identified Needs and Values ...Who this plan is for... Student Leadership of SEC, ESLP, CSC: • • • • • • • • Need a sense of ownership of and commitment to plan implementation Need to be able to change plan according to their current needs Need to understand history of the Campus Sustainability Movement Need training on how organizations function Need easy access to resources Need assistance on plan implementation Need a complete quarter of experience before actual organizing roles are taken on (including pay) Value resources to help with skill development Participants of SEC: • Need a core group of 10 to 20 to function • Value long term projects to bring sustainability to campus • Value learning leadership skills in creating change • Value understanding campus policies and working with administrators to implement practices Participants of ESLP: • Need to have no more than 300 students • Need a core group of 8-12 to function • Need faculty sponsors to sign off on the class • Needs accountable grading/evaluation at the end of spring quarter • Value faculty sponsors who foster student leadership in the organization • Value student facilitators evaluating rather than relying on Academic Organizers or Faculty sponsors • Value working on projects that make changes towards sustainability on campus and world • Value democratic education – everyone approaches learning as an equal • Value collaboration to create change – the solution lies in working together Participants of CSC: • Need to know organizations/projects they are funding use it wisely and effectively • Need to know that funding is used in line with University policy • Need effective documentation • Value fairness and non-biased allocation of money California Student Sustainability Coalition (CSSC): • Needs two student representatives from UC Santa Cruz to sit on the council • Values participation in the bi-annual statewide retreats • Values facilitating cross-campus communication and resource sharing 9 An Inside/Outside Associates Planning Worksheet 12/07 Alumni: • Need to feel a sense of continual involvement in the Campus Sustainability Movement • Value being informed about ongoing events • Value being asked to share their perspective and experience to new student leaders Staff Evolution Committee: • Need to supervise staff • Need to maintain student representative of SEC, CSC, and ESLP • Need to ensure staff hiring and evaluations are completed throughly and on time. • Value calm and honest dialog • Value consistent representation and accountable membership • Value providing structure to prevent future problems over fixing current issues • Value students gaining and implementing leadership skills Student Organizing, Advising, and Resources (SOAR): • Need to ensure budgetary accountability • Need to support development of student organizations • Value transparency • Value students gaining leadership skills Sustainability Office: • Need to solidify role on the UC Santa Cruz Campus • Value support from student organizations • Value developing student projects based on key knowledge and resources • Value connecting students, staff, faculty, and administration Administrative Representatives: • Need to ensure University regulations, rules, policies are followed • Need a sense of control • Value organization and effectiveness • Value positive image of college, students • Value being updated on what's going on, but not being too involved Faculty: • Need the ability to give input • Need clarity on the purpose and goals • Need clarity on their role and responsibilities • Need to be inspired • Need to ensure academic standards are maintained • Value being updated on what's going on, but not being too involved • Value their time being spent wisely 10 An Inside/Outside Associates Planning Worksheet 12/07 VIII. SACOU Analysis for Collaboration: ...The Homework... Strengths: • • • • • • Significant attention paid to student learning, skill building, and group process Quality people with lots of passion Have a lot of money Have a lot of history to learn from Have a great deal of learning models Can leverage administration and student empowerment Aspirations: • • • • • • For Sustainability to become more integrated into the overall University functions More effective use of time and energy More cost effectively Better use of financial resources More opportunity to learn how to work with potentially competing organizations Brings together different groups and backgrounds to have more effective teams Challenges: • • • • • • • • • Orienting and training new student organizers mid-year in knowledge and skill while continuing with the timeline of events Paying students through the University system Creating and implementing a clear evaluation and payment criteria for student organizers and trainers Lack of a functional space for organizing, meeting, storing materials, and working together Ensuring students understand processes for funding Planning the Organization's timelines according to the fiscal systems we work with. Knowing how to plan together for our own success Sustainability groups have separate and divided images Knowing who has the authority to make certain decisions Opportunities: • • • • • ESLP becoming more integrated with the Sustainability Minor and the SEED course ESLP becoming integrated with the College Eight CORE course Having student organizers sit on administrative committees Utilizing Campus Media Resources to outreach to UCSC community Becoming more incorporated with CSSC and statewide organizing Different personality types can find success in different organizations • • • • Uncertainties: How do the Campus Sustainability Assessment and Blueprint and Earth Summit fit together? How will new groups interested in sustainability among various student, staff, and faculty populations relate to each other? Will we work together or compete for resources? If the organizations are unable to maintain their typical capacity for an academic year, what will that mean for the future of the organization? 11 An Inside/Outside Associates Planning Worksheet 12/07 IX. • Roles and Responsibilities of Maintaining Strategic Plan ...Who has the authority to act?... Student Leaders: • • • Role: Provide organization and structure, motivation, co-ordinate efforts, meet timelines Responsibility: Read, understand, and implement Plan, seek assistance from key resources when needed (see below) Level of Authority: 100% authority to change & implement plan collaboratively with SEC, ESLP, & CSC • Faculty Sponsors (3): • Role: • • College 8 Provost – House ESLP's course annually in College 8 ESLP Faculty Sponsors – Sponsor the 2 and 5 Unit Spring Classes -- Sponsor the Winter Training Seminar • • Responsibility: Ensure academic integrity of ESLP, Speak on the first night of classes, Meet with student advisors as requested to provide guidance Level of authority: Advising • ESLP: 100% can veto signing off on the plan and sponsoring the class • Administration: • Chancellor • • • Role: Oversee the overall UCSC Campus Functions Responsibility: Ensure Student Organizations maintain legal operations Level of Authority: 100% ultimate authority in the University • Committee on Educational Programming: • • • Role: Academic Seante Committee to oversee the creation of classes and majors Responsibility: Ensure UCSC classes meet University Criteria Level of Authority: 100% Can remove the accreditation from ESLP • Staff: • • • Role: Assist in the coordination of SEC, ESLP, and CSC Responsibility: Review the strategic plan with student leaders of each organization, Provide knowledge of UC Procedures Level of Authority: Non-Voting; Provide knowledge of UC procedures • Alumni: Provide mentorship and guidance as requested by Student Leaders 12 An Inside/Outside Associates Planning Worksheet 12/07 • • Role: Mentor and trainer of Student Leaders Responsibility: Provide key insights and historical knowledge to make fully informed decisions Give recommendations based on experience Level of Authority: Non-Voting • • Ombudsman • • • Role: Provide training in skills necessary to implement the plan Responsibility: Facilitate Training Workshops with student leaders, Assist Co-Chairs with process planning as requested Level of Authority: Non-Voting Role: Provide student organizations with Advising and Resources Responsibility: Assist Student Leaders in adherence to University Policy and Procedures Level of Authority: Able to mandate certain policies according to UC rules and regulations • SOAR : • • • 13 An Inside/Outside Associates Planning Worksheet 12/07 IX. Key Messages • • The plan is flexible and easily re-created. The plan fosters communication and collaboration between the SEC, ESLP, and CSC. • • • • • • • • • The plan will assist each participating organization in effective functioning. This plan can provide a road map for more successful longer term campaigns This plan can help facilitate real, long lasting change on the UCSC campus The plan is intended to be shared with key stakeholder Input about the plan from faculty and administration is necessary and greatly appreciated The plan will assist students in building leadership skills The plan provides well thought out structure for future student organizers The plan is based on the amazing work of former students The plan will enable UCSC students to better represent the Campus to outside entities X. Plan Evaluation ...Ensuring Success in Collaboration and More... Milestones include: • • • Finishing the strategic planning process by June 14, 2008 to be passed on to future student leadership and approved by faculty sponsors. Tracking Strategic Deadlines Reflection upon and revising the strategic plan each Winter quarter with new leadership “We don’t plan to fail, but we can fail if we don’t plan,” 14 An Inside/Outside Associates Planning Worksheet 12/07 XI. Glossary of Terms Commonly Used Acronyms: • • • • • • • • • ART – Action Research Team: 5 Unit ESLP Class CSC – Campus Sustainability Council CSM – Campus Sustainability Movement CSSC – California Student Sustainability Coalition CUIP – Chancellor's Undergraduate Internship Program ESLP – Education For Sustainable Living Program LTSP – Long Term Strategic Plan SEC – Student Environmental Center STEVO – Staff Evolution Committee UCSC Strategic Planning Language • Strategic Plan: • Vision: • Purpose: • Guiding Principals: • Goals: • Strategies: • Tasks: A technique used to achieve a higher quality of communication, unearth underlying assumptions, and focus resources and human potential how our communities will look after plan is successfully implemented the core reasons for the plan the values that inform “how” the plan is created, revised, and implemented the overarching priorities to attain each year the specific and measurable objectives to reach the goal the specific functions needed to accomplish the strategy Sharing Ideas & Resources Working Together for Common Interests Collecting Ideas (research) Teamwork Awareness of all group’s mission/goals COLLABORATION: Team definition • Shared Goals • Cooperations • Similar Goals • Range of Interconnectedness • Beneficial • Relationships • Inclusive Planning • Honest Communication 15 An Inside/Outside Associates Planning Worksheet 12/07 XII. Appendices ...Key Resources... • • Link to online plan and Leadership Guides Link to One Page description of plan to give stakeholders • Link to Strategic Plan Meeting Notes • Link to Grant Proposal Planning Team Organization Websites • Student Environmental Center: http://www.enviroslug.org/ • Education for Sustainable Living Program:http://enviroslug.org/eslp/ • Campus Sustainability Council: http://sua.ucsc.edu/CSC/ and http://www.enviroslug.org/csc Bylaws of the Participating Organizations • • • Student Environmental Center: Revision and vote to be completed by September 2008 Education for Sustainable Living Program: Charter to be completed by September 2008 Campus Sustainability Council, Governing Documents: Brian to provide • Referendum: pdf to be included in history with mission statements from each org. • Budget allocations and projected year review: CSC/SUA website:: http://sua.ucsc.edu/CSC/ • • • • • • • • • • • • Personnel trainings for students receiving stipends for work with sustainability programs on the UCSC campus: Joyce/pdf to be approved by HR, SEC and ESLP by July 2008 Key people/relationships to maintain Overview of the UCSC Campus Sustainability Movement Campus Sustainability Office & 2007-08 Assessment: http://sustainability.ucsc.edu/ Sustainable Practices (UC Office of the President): http://www.ucop.edu/facil/sustain/documents/policy_sustain_prac.pdf California Student Sustainability Coalition (CSSC): http://www.sustainabilitycoalition.org/ SCOC: http://sua.ucsc.edu/scoc/viewCommittees.cfm?sort=c.name Campus Sustainability Subcommittee: Chair, Ilse Kolbus; ilse@ucsc.edu Advisory Committee for Facilities, Chair, Tom Vani,: http://sua.ucsc.edu/scoc/editCommittee.cfm?action=view&id=89 Chancellor’s Council on Climate Change, Chairs, Daniel Press & Lisa Sloan; http://sustainability.ucsc.edu/energy-and-climate Campus Welfare Committee, http://planning.ucsc.edu/eac/cwc/ Transportation Advisory Committee: Chair, Larry Pageler; mailto:pageler@ucsc.edu List of relevant Administrative Committees: 16 An Inside/Outside Associates Planning Worksheet 12/07 List of relevant programs on campus: • • • • • Green Campus Program: http://sustainability.ucsc.edu/energy-and-climate/10 The Center for Agroecology & Sustainable Food Systems, Food Systems Working Group: Contact Tim Galarneau; solseeker3@aol.com; http://casfs.ucsc.edu/index.html Global Information Internship Program: http://giip.ucsc.edu/ Environmental Studies Internships: http://envs.ucsc.edu/internships/ Planning Team Members: Project Manager: Mark Valen Title: Member of Education for Sustainable Living Program Phone: 619-395-2794 email: valenfuture@gmail.com Planning Team: Vlad Metrik Title: Co-chair of Student Environmental Center Phone: 415-819-6444 email: vlad0707@gmail.com Brian Feraru Title: Member of Campus Sustainability Council Phone: 510-225-5483 email: bferaru@ucsc.edu Joyce Rice Title: Staff Program Manager Student Environmental Center Phone: 831-251-1620 email: jmrice@ucsc.edu Consultant/Trainer: Diane Strachan Inside/Outside Associates & Positive Futures Phone: 530-926-1546 Email: Strachan@snowcrest.net “You can’t stop the waves, but you can learn to surf.” 17 An Inside/Outside Associates Planning Worksheet 12/07