Community Engagement

Peggy G. has updated the event checklist. Here’s the link to it: check-list-5-2-08.doc

The Art Works! event held this spring at LSC did an in-depth post evaluation which covers space and service challenges at our facility. Here’s a link to their discussion :kcciartworksmeetingminutes31808.doc

In addition to completing the HLC update, our committee discussed how we need to develop different perspectives on how we evaluate events and how the project is continued once we are done. Questions included:

1) How well is the process working? Are we getting better at avoiding last minute events and/or overlapping events? Is the building capacity being used well? Is the scheduling process working?

2) Assess the effectiveness of events- attendance, awareness, serving mission of the college

3) How well is the system meeting goals with planned, appropriate lead times?

4) Evaluate the decision-making process and data on events; not appropriate for one person to decide whether or not an event continues or is cut

5) Who will be the point person once our committee finishes its project? Who sustains the project?

Assignments: Steve W. volunteered to work with car show organizers on event evaluation. Gary K. volunteered to work with Laural and Hardy group on same. Peggy G. mentioned a big outside art event coming to campus next Oct. as a possible participant in using our checklist and forms…

Higher Learning Commission Project Update:  LSC Community Engagement
May 2, 2008

1.    Starting a year ago in May 2007, the committee was still undecided about what direction to take this project.  Was it our charge to develop and produce events that engaged the Duluth community? Or was it our charge to assess what we are already doing in terms of community events and refine the process, if there was a process?  We received help from the HLC consultants at their May site visit who helped the group clarify its purpose and, ultimately, pick a direction.

Our purpose and committee work in the past year has been to assess how current campus events are created, scheduled, implemented and evaluated. To initially acquire a birds-eye view of events, we informally surveyed what standing events and new events from various departments and outside sources occur or are planned. Through that compilation, we are able to identify issues and opportunities by applying a SWOT analysis.  We also met with various campus representatives who are affected by events on campus, including the maintenance personnel who are called upon for room setup and cleanup, and the person in charge of maintaining the electronic campus calendar.

2.    From this information-gathering, and committee discussions throughout the year, we developed a working event procedure document, an event checklist and evaluation form.  To vet our work and garner feedback, the committee presented these prototype documents with an overview of our testing plans to a number of key constituent groups, including the LSC Foundation Board and the President’s Council, made of key administrators.

3.  Our next steps include several testing activities.  We will be meeting with key constituent groups including Student Life and their programming board, the health education coordinator, the Foundation alumni director, the Intercultural Center, and the workforce development department.  These areas generate the majority of special events and activities on campus.  We will ask for input on our proposed process and working documents, including the event checklist and evaluation form.

We will also test our system forms and process with upcoming events this spring.  Since these events are already in place, we will test the evaluation end of the process. Next fall we plan to apply the entire planning and evaluation system to events that are still in the planning stages.

4)  We are not able to provide any effective practices recommendations until we test the event planning and evaluation process.

5) Our committee feels that our two biggest challenges are making the cultural change with the institution in terms of the events process, solidifying the changes, and then sustaining the project through ownership in a department and/or point person.

6) No, thanks.

Here’s a final draft of the event survey form.  Team members, please review. Thanks.  eventeval.doc