We'll use this space to communicate about the FORUM large group meetings. Suggest topics, volunteer to lead a meeting or portion of a meeting, reference previous meeting notes, etc.!
· Benchmarking group (Michele Miller, Kari Stokosa, Cindy Karpovs, Darren Cooper, Lindsey Mucha):
· By next large group meeting, distribute results of first round benchmarking questions and elevate next round of questions.
· Data resource sharing group (John Hermans and Paul Hively):
· In coming weeks, email everyone questions, requesting input to guide next steps for data/resource sharing group.
· Decide on platform.
· Continue acquiring new resources.
· Determine what we will prioritize.
· Individuals:
· Respond to data/resource sharing group questions that will be sent out via email.
· FORUM 2021 save the date sent Feb 16. RSVP and fill out the survey.
· Save the dates for the following FORUM Large Group meetings, to be held 2:00-3:15 pm Central Time:
o June meeting held as a FORUM session, exact date TBD (6/16/21 or 6/17/21)
o 9/27/21
o 1/10/22
o 3/28/22
· Optional opportunities:
· Please send ideas to Rachel for how to make virtual FORUM 2021 engaging.
· Consider submitting a nomination for the Apra Awards.
· Rachel is on the Apra online content committee. Any good ideas you want to present on related to prospect management? Let Rachel know.
· As we go along, send feedback to benchmarking group if you have suggestions related to the process.
Full meeting notes:
· 10 mins -- Ice Breaker -- Sarah Luckey, Ohio State
Ice breaker question: When you were a kid, what did you want to be when you grew up?
· 10 mins -- Benchmarking -- Kari Stokosa
· Update and next steps
· Kari created a Google form survey with our first round of benchmarking questions. Each institution is expected to fill out the survey (OK for multiple individuals from a given institution to respond).
· Shout out to Research specialty group for providing a few questions. Those are the basis for this first round of benchmarking topics, including questions related to:
o Key Performance Indicators (KPIs)
o Diversity, Equity & Inclusion (DEI)
o Strategies to maintain updated employment data
o Handling entrepreneur-related requests
· By next time we meet, benchmarking group will report out results of this survey, and discuss next round of questions.
· If you want to see responses prior to the group's update, you can view through editor access to the Google form. Navigate from the 2021 FORUM folder to the FORUM Benchmarking form and click Responses.
· Other reminders:
o For next round, enter your benchmarking ideas on the digital forum website or email Michele Miller. The benchmarking group will elevate 4-5 questions like this at every quarterly meeting with the expectation that people will answer these in the in-between time.
o Use the digital forum to ask ad-hoc questions as needed, with the idea that you won't be guaranteed an answer.
· 15 mins -- Data/Resource Sharing -- John Hermans and Paul Hively
· Present action plan.
· Not much has happened since last time.
· Mandate:
o How do we get at the external world of data, put it together, and make sure it's more complete and widely available than what each institution is able to compile on its own?
o What should we collect? Public info, best practices, benchmarking stats, tools…
o How should we organize it? Subject, institution, standardization?
· What we have so far:
o Naming gifts tracker
o Due diligence research check list
o Research best practices
o Career level algorithm (pending)
o US mega gifts (pending)
o Canadian mega gifts
· Data sharing recommendations--3 possible platforms:
o Great Lakes Prospect Development FORUM website
o Box (needs institutional host and/or manager)
o Google Drive
· Paul willing to host Box if we wanted to do that.
· Leaning toward Box or Google Drive.
-Easier to grow with us.
· Questions for the group:
o What are the things you'd love to know?
o How should we share them?
o Share sensitive data, and if so how?
Live at one institution securely and others access?
What about proprietary info?
o Who should we be asking for contributions?
Everyone at FORUM
External data providers that compile this?
· Interest in storing benchmarking data as part of this effort.
· Next steps:
o Decide on platform
o Continue acquiring new resources
o What should we be prioritizing?
· John will email everyone with questions on the 3 topics above (sometime in next few weeks).
· Posted questions to digital forum, 21 views and no responses.
· Q From Jami H. Johnson to Everyone: 02:20 PM
I'm always interested in data around PG level activity - the data samples can be so small that collaboration could lead to some very interesting work
· Paul Hively: Anonymity concerns…Paul has been doing some anonymizing. Could call it "Institution A"
· John H: Also interested in PG modeling. Don't have enough data to do predictive modeling, so more data about them at other institutions would be great.
· 15 mins -- FORUM 2021 -- Rachel Brandell-Mayers
· Save the date sent Feb 16. Reminder to RSVP and fill out the survey
· Creative ideas for engaging in conversation in a virtual format?
· OK to forward the save the date to others, but make sure their email gets added to invitation list.
· Thinking about content. Zoom fatigue. Please send ideas to Rachel for how to make it engaging.
· Kari: Added other orgs to list who aren't at this level, but used to come to FORUM. That OK?
o Rachel: Yes
· Paul H: Will it parallel what we did in person?
o Breakout sessions for PR, PD, Analytics
o As big as others when we did in person?
· Rachel: Email list about 82, maybe a few more will be added. Size: About same as in person, but not sure.
o In terms of content, not sure. Tossed around some ideas. Maybe a virtual poster session where people could submit a presentation, hold multiple sessions and people can choose which session they want to attend.
o Want it to be a format where you're more engaged than listening to a presentation. But how to make it happen virtually is challenging.
· Paul H.: Feedback from team was that they really liked the conversations with the groups. For example, 10 people talking about what they're doing at their institutions.
· Rachel: Will do something with whole group, but mostly will be smaller groups.
· Kari: At Apra last summer/fall: Utilized Zoom breakout rooms and had smaller conversations--supportive of it, it worked. Sometimes more lurkers than contributors in that big conference setting, so the breakout groups can be great to counter that.
· John H.: Paul Wiklanski invited him to attend FORUM at a chance meeting at an Apra event where they were paired for a 15 min. conversation by organizers.
· From Kristin Gill to Everyone: 02:31 PM
Should we draft and publish some expectations/house rules for Forum 21?
· From Heather McPhail to Everyone: 02:31 PM
Yes, we should!
· From Emily Kelley to Everyone: 02:32 PM
Agree, Kristin!
· Molly Schmied:
o Seen something successful elsewhere: Roundtable. Topics put out beforehand. People can sign up for what topic they want. Assigned a facilitator out of the attendees.
o Another idea: Had the person record their sessions beforehand, play session, then had 10-15 min Q&A live. Can address tech issues.
· From Kari Stokosa (she/her) to Everyone: 02:34 PM
I do wonder if we might bring back the show-n-tell bullet presentations?
That's Apra's best practice this year.
· Heather: Primarily had big presentations for whole group, then lots of discussions. So maybe have a few larger presentations like that Molly, but then mostly small group interactions for everything else.
o Molly: I like it. Assign roles and responsibilities within each discussion group ahead of time. People could either volunteer, or be assigned to the task.
· Darren Cooper: Apra Midwest conversation all Zoom last May. Two-day conference. Had volunteer who made an effort to understand how Zoom works, and how to deploy in large group. Did a run-through of entire agenda in advance, and for questions they reached out to super user zoom community. Really smooth day-of. If you have tech trouble, you can lose people.
· Rachel: Anybody a Zoom expert? If so, please reach out if you'd like to help.
o From Jami H. Johnson to Everyone: 02:38 PM
since part of my role is tech training - I can help on that front if needed!
Rachel: Thanks Jami!
· From Todd Conkey-WFAA to Everyone: 02:40 PM
Forum idea: PechaKucha- 20 slides, 20 seconds each, assign 10 people to present on a topics. 2 slides each, 40 seconds. Have the group meet prior to the conference to work on it and get to know each other.
· Would love to see someone from this group win an Apra award.
· Rachel is on online content committee: Best practice webinar--we need a good idea for a prospect management webinar. Any good ideas you want to present on? Let Rachel know.
· 10 mins -- Future FORUM Large Group Meetings -- Sarah Luckey
· Proposal: June meeting held as a FORUM session (6/16/21 or 6/17/21), 9/27/21, 1/10/22, 3/28/22
o Group gives thumbs up to the FORUM session for the next group meeting.
· Volunteer to lead next FORUM large group meeting?
o Heather McPhail volunteered to lead the next one.
· 10 mins -- Discussion Time/Wrap-Up -- Sarah Luckey
· Kari:
o Completed set up of FORUM Benchmarking Google survey.
o Can export it as an Excel. So we could add to this over time and maintain one spreadsheet.
o As we go along, send feedback to benchmarking group if you have suggestions.
· Cindy Karpovs: Could we add a name to, so if there are questions for follow-up we know who to go to.
o Kari: Yes
· Brad Stieber: Could you add what area of FORUM you're from (PR, PD, Analytics)?
o Kari: Yes. Could get 5 answers from Michigan potentially, from different perspectives, which is fine.
· Brad: With the forum website, any way to make some kind of notification?
o Rachel: On right there are 3 dots, click follow post. Then you should get email notifications.
o Kristin: At top of forums page next to search bar, 3 dots, and can follow category, which should be all the threads. But sometimes they are still hit or miss. So has shared feedback with Wix (platform), and they weren't very helpful. If you know of any better tools, please share.
o Viv: Your IT system may be filtering these out, won't even surface in junk folder. Consider request to add to safe sender list.
· Address the following with your specialty group:
o Brainstorm ideas for benchmarking topics and add ideas on the Forum Benchmarking post, or email ideas to Michele Miller by 1/8/21. These should be questions we would like to ask of FORUM colleagues to understand their institutions' policies, strategies, structure, etc. for benchmarking purposes. (More info on the Forum Benchmarking post).
· Address the following for your institution:
o Each organization/institution allocate time to complete benchmarking questions, which will be posted on the Forum from 2/1/21 - 2/12/21.
· Consider participating in the following opportunities:
o Follow the entire Forum to get notifications when new threads are posted:
· Near the top right of the Forums page is a search bar. Next to that are 3 dots. Click the dots and select "Follow Category."
· Michele Miller, Kari Stokosa, Cindy Karpovs, Darren Cooper, Lindsey Mucha -- Benchmarking:
· Send Google Form survey to large group for topic selection. Based on survey results, add top 2-3 benchmarking topics to Google Sheet, and distribute to large group. (Each institution to fill in Google Sheet).
· Discuss results at 2/22/21 FORUM large group meeting.
· John Hermans and Paul Hively -- Data/Resource Sharing:
· Continue to coordinate the effort, and reach out to people via email as needed to move this forward.
· Present action plan at 2/22/21 FORUM large group meeting.
· Rachel Brandell-Mayers, Jessica Szadziewicz, Viv Chappell: Coordinate 2/22/21 Large Group Meeting agenda.
Full Meeting Notes
Meeting lead -- Jessica Szadziewicz
Notes -- Viv Chappell
· 5 min – Ice Breaker – Update your Zoom name to include your name and the number of caffeinated beverages you've had today.
· 10 min – Present Final Manifesto Document – Craig Leonard, Betsy Schmidt-Gullet, Kari Stokosa
· Will likely never be a complete, finished document.
· It will be used differently by each institution. It's up to each organization to use it as they need/wish.
· Insights. Strategy. Partners -- value proposition on last slide. It's our "to do" list. Once these items are complete, we can list them as accomplishments and revisit what more we want to accomplish in future.
· Keeps us focused.
· 10 min – Benchmarking – Michele Miller
· Michele point person. Additional benchmarking group contributors: Kari Stokosa, Cindy Karpovs, Darren Cooper, Lindsey Mucha.
· Developed proposed framework around process, rhythm, timeline, platform.
· Background and recommendations:
o What does "benchmarking" mean to us?
· Compare to each other to find a baseline. Can bring insights to leadership, teams at our institutions.
· Affects our ability to move the needle.
· Increases accountability, actionable data.
· Standardization when appropriate across FORUM group.
o Process (two-tier approach):
· Quarterly:
§ This FORUM large group will tackle a limited number of topics quarterly.
§ Every institution expected to make time to participate (can opt out of a topic if it doesn't apply to your org).
§ Workflow: Specialty groups brainstorm ideas for benchmarking topics in venue of choice (i.e. meetings, email, Forums) and submit ideas to Michele > Topic ideas put to a vote by FORUM large group members via Google Forms survey > Top 2-3 topics added to Google Sheet, and each institution fills in their info > Follow-up discussion in FORUM large group meeting to discuss details/questions about the information provided in Google Sheet.
· For immediate benchmarking needs: Post/reply in Forums.
· Possible topic examples:
o How does your institution use data to add a staff member to a unit?
o What KPIs does your institution use for researchers, prospect dev. staff, analytics staff?
o What standardizations has your institution implemented that led to efficiencies?
· We may be able to include info from previous benchmarking efforts. Establish base-level data for common questions.
· Michael London: Hiring a consultant, Marts & Lundy, to analyze principal and transformational gifts. Will share results with FORUM large group, probably around Q1 (please keep confidential to this group). Analysis will include surveys and an hour interview with people (looking at institutions such as Stanford).
· Jami Johnson: Include higher order questions leading us to seek out this info. So we can understand, "why are you asking this?" Could drive more participation, help us understand how it's applicable to our own orgs. Heather agrees.
· Michele: Central repository of these questions.
· Kari and Jami: Definitions/glossary will be helpful.
· Next steps:
o Brainstorm ideas for benchmarking topics and add ideas on the Forum Benchmarking post, or email ideas to Michele Miller by 1/8/21. These should be questions we would like to ask of FORUM colleagues to understand their institutions' policies, strategies, structure, etc. for benchmarking purposes. More info on the Forum Benchmarking post, including call for discussion/questions by 11/30/20.
o Send Google Form survey to large group for topic selection. Based on survey results, add top 2-3 benchmarking topics to Google Sheet, and distribute to large group.
o Each institution fill in Google Sheet.
o Discuss at 2/22/21 FORUM large group meeting.
· 10 min – Data/Resource Sharing – John Hermans and Paul Hively
· John: New cross-border organization just established -- Great Lakes Higher Education Consortium. Collaboration between University of Toronto and University of Illinois. Economic development and sustainability will be a focus. Invites participation from members of this group.
· PowerPoint. Questions for consideration:
o What should we collect? Could quickly become a substantial library.
o How should we organize it?
o What are things you'd love to know?
o What about sensitive data?
o Who should we be asking for contributions?
· Michael: Where would it be stored? Google drive?
· Paul H.: So far, not sensitive data. So could store anywhere if we keep data non-sensitive. Perhaps secure portal at an institution we could piggy back on? FORUM site?
· Cindy:
o Some stored more openly? Some anonymized (i.e. institution A, B, C)?
o Define categories.
o Standard label in document?
· Paul W.:
o Agrees a standard footer in documents could be helpful for establishing provenance of a document and addressing any security/confidentiality concerns around it.
o What about Dropbox? Has permission levels. Permissions revocable if needed. Directors could have higher user access for more sensitive data. More secure than Google Drive.
· Todd Conkey: Could a data summary be provided? Need an expert to interpret the raw data in some cases. If you need to get in the weeds, some kind of gate to access.
· Next steps:
o Continue discussion in the Forums. (Alternate option: Email questions/suggestions to Jessica, Rachel or Viv to direct them to the right spot in the Forums).
o Maintaining a resource-sharing platform will require an investment of time on someone's part to apply headers/footers to documents, monitor site, etc. Call for a volunteer to serve as data/resource sharing platform facilitator. To volunteer for this role, contact Paul Hively and John Hermans.
o Paul H. and John will continue to coordinate the effort, and may reach out to people via email as needed to move this forward.
· 25 min – Looking Ahead –
· FORUM 2021 Planning – Rachel Brandell-Mayers
o FORUM 2021 scheduled: June 16-17, 2021. Virtual format.
o Hope to make it available to larger audience beyond this leadership group.
o Waiting to see work that comes out of specialty groups and FORUM large group Feb. meeting as to what it will look like.
o Probably will not have full-day sessions.
o Specialty group conversations can help drive the content.
o Want it to be productive/useful, and able to build personal connections. Suggestions?
· Jessica: recommends continuing the conversation in the Forums.
· Michigan Medicine Contacts & FORUM – Craig Leonard
o Over last 6 months, Emily Shipman and Craig in contact with other healthcare orgs. There is interest from some of those health care teams to be integrated into our FORUM structure. Looking at ways for them to participate. More to come. Craig will reach out to the healthcare folks in this group.
o Indicates that the FORUM brand has gone nationwide and global--more people interested in the infrastructure and collaboration we have.
o Emily on maternity leave until early spring so Craig taking lead.
o Rachel: Will take into consideration the small group conversation benefit we have.
· Specialty Groups – Rachel Brandell-Mayers
o Research specialty group has been most active. Shared what this group has been doing in case it is helpful/inspiring.
o FORUM website > Click on Forums tab > Research >
· Agenda from the 9/8/20 meeting.
· Posted what we decided on for times/dates/topics for future specialty group meetings.
· Additional items:
o Rachel on an Apra committee, working to develop online content for Apra, i.e. podcasts. Welcomes thoughts and suggestions.
o Kari in chat: I'm working on the Apra Talks for PD2021 and will be chairing PD in 2022 if anyone has ideas or wants to volunteer next year!
· Apra Proposal – Paul Wiklanski
o Can we use our group and the regional Apra groups to advocate to Apra International to adjust approach to membership fees given current budget constraints at some institutions?
o John H.: Supports. U of T doesn't have the budget.
o Kelly Snyder: supports philosophically, but its budget is based on membership fees, correct?
o Kari: Membership fees make up a good portion of budget.
o Todd pulled up 2018 990: Revenues $1.6 M, membership dues were 27%
o Kari:
· Apra took a hit with PD, provided discount there. Discussions for next PD suggest a hybrid approach expected in Indianapolis. Anticipate that it wouldn't be as deeply discounted as it was this past year.
· At Wisconsin, professional development travel has been cut, but not the whole professional development budget. So not in same boat.
o John: Treasurer for Apra Canada. Does 990 show reserves?
o Todd: Yes. Looked at balance sheet for 2018: ~$900K in investments, ~$200K-300K in cash.
o Dan Zarlenga: Not sure how much traction this will get. Uphill battle likely. Agrees philosophically to at least reduce the amount of membership fee. Maybe more free webinars for non-members another option?
o Paul W:
· Tentative proposal--If current paid member, membership carries over for next 12 months. If not a current member, would have to pay for it.
· If Apra does not agree to this proposal, perhaps we could figure out when most institutions' fiscal years end. Perhaps Apra extend membership through spring?
· Large and small institutions dealing with this. Concern of mass loss of members. If they don't have members, then Apra won't have revenue/content/expertise/networking that we all provide.
o Emily Kelley via chat: I got an email on 8/10 with a discount code to get 30% off a membership. So looks like they are offering a discounted rate. JOINAPRA2020
o Kari Stokosa via chat: I'm sorry to have to leave the discussion. I do like the idea of advocacy. I'm just not sure that this is the exact thing - especially considering we were previously concerned about Apra feeling worried about us forming.
o Paul W.:
· Next step -- Respond to Paul W.'s email if you are interested in continuing the conversation.
· Apra Great Lakes and Apra Michigan planning to send a positional statement. Interested in including other institutions.
In follow up to yesterday's large group meeting. Any thoughts/ideas on what would be useful for FORUM 2021? Suggestions on how to keep the conversational nature while including individual contributors in a virtual format?
I like that suggestion @Viv Chappell - in a quick check-in with others from the group, one topic that sounds like it could be interesting related to your prompt was the idea of "quiet weeks" or "meeting-free" days or times. Might be a great discussion about large org or small team efforts are going? Might not be totally in line with your question/prompt but thought I'd add to the conversation.
· 10 min – Ice Breaker – Share an underrated, free resource relevant to prospect development/research/analytics. In a sentence or two, tell us the name of the resource and how you use it (brownie points for dropping a link in the chat!)
· 10 min – Present Final Manifesto Document – Craig Leonard, Betsy Schmidt-Gullet, Kari Stokosa
· 10 min – Benchmarking – Michele Miller
· 10 min – Data/Resource Sharing – John Hermans and Paul Hively
· 20 min – Looking Ahead –
FORUM 2021 Planning; Specialty Groups – Rachel Brandell-Mayers
Discuss 2/22/21 Large Group Meeting Agenda (As Time Allows) – Jessica Szadziewicz
Possible topic: How have long-term procedures/strategies changed at our institutions in response to the pandemic?
All - @leonardc and @schmidbs and I worked on updating the Manifesto today. We opted to update the Call to Action using the Value Proposition as a guide. Please take a look at the slide deck linked in the comment above and share thoughts via comment/reply here. NOTE: we did what we could with what was provided but as of the time of our meeting, had not received any feedback from small group discussions to incorporate.
-Tell us about an area you’re focused on right now related to your own professional development growth. For example, this could be a skill you’re working to improve, or a topic that you’re learning more about.
10 min -- Timing of FORUM 2021 (given current budget constraints, is early FY22 easier than our typical June date?)
-Many in the group have budget/travel constraints that would not allow for an FY21 date.
-FORUM organizers to proceed with early FY22 date, but focus for now on virtual option. If in-person/virtual hybrid seems viable as time approaches, could include an in-person component.
-Craig, Betsy, Kari will incorporate feedback and finalize draft of manifesto for group review (meeting agenda item for next time)
-Kari on Call to Action slide
-Betsy and Craig incorporate other feedback, including value proposition
-Group can provide feedback on the value proposition in the Value Proposition Brainstorm forum on the FORUM website (see below for more on accessing the forums).
10 min -- Brainstorm plan for data/resource sharing
-One resource that is up and running is a "Forums" section on the FORUM website. Members of the group can use this space for discussion on different topics. The group is encouraged to use this as a central location to communicate.
2/22/21 FORUM large group meeting notes
Meeting Lead: Sarah Luckey
Notes: Viv Chappell
Action item summary:
· Each institution:
· Complete first round benchmarking questions by filling out this Google form survey from the benchmarking group.
· Specialty groups:
· Submit questions for the next round of benchmarking to benchmarking group on the digital forum website or by emailing Michele Miller.
· Benchmarking group (Michele Miller, Kari Stokosa, Cindy Karpovs, Darren Cooper, Lindsey Mucha):
· By next large group meeting, distribute results of first round benchmarking questions and elevate next round of questions.
· Data resource sharing group (John Hermans and Paul Hively):
· In coming weeks, email everyone questions, requesting input to guide next steps for data/resource sharing group.
· Decide on platform.
· Continue acquiring new resources.
· Determine what we will prioritize.
· Individuals:
· Respond to data/resource sharing group questions that will be sent out via email.
· FORUM 2021 save the date sent Feb 16. RSVP and fill out the survey.
· Save the dates for the following FORUM Large Group meetings, to be held 2:00-3:15 pm Central Time:
o June meeting held as a FORUM session, exact date TBD (6/16/21 or 6/17/21)
o 9/27/21
o 1/10/22
o 3/28/22
· Optional opportunities:
· Please send ideas to Rachel for how to make virtual FORUM 2021 engaging.
· Consider submitting a nomination for the Apra Awards.
· Rachel is on the Apra online content committee. Any good ideas you want to present on related to prospect management? Let Rachel know.
· As we go along, send feedback to benchmarking group if you have suggestions related to the process.
Full meeting notes:
· 10 mins -- Ice Breaker -- Sarah Luckey, Ohio State
Ice breaker question: When you were a kid, what did you want to be when you grew up?
· 10 mins -- Benchmarking -- Kari Stokosa
· Update and next steps
· Kari created a Google form survey with our first round of benchmarking questions. Each institution is expected to fill out the survey (OK for multiple individuals from a given institution to respond).
· Shout out to Research specialty group for providing a few questions. Those are the basis for this first round of benchmarking topics, including questions related to:
o Key Performance Indicators (KPIs)
o Diversity, Equity & Inclusion (DEI)
o Strategies to maintain updated employment data
o Handling entrepreneur-related requests
· By next time we meet, benchmarking group will report out results of this survey, and discuss next round of questions.
· If you want to see responses prior to the group's update, you can view through editor access to the Google form. Navigate from the 2021 FORUM folder to the FORUM Benchmarking form and click Responses.
· Other reminders:
o For next round, enter your benchmarking ideas on the digital forum website or email Michele Miller. The benchmarking group will elevate 4-5 questions like this at every quarterly meeting with the expectation that people will answer these in the in-between time.
o Use the digital forum to ask ad-hoc questions as needed, with the idea that you won't be guaranteed an answer.
· 15 mins -- Data/Resource Sharing -- John Hermans and Paul Hively
· Present action plan.
· Not much has happened since last time.
· Mandate:
o How do we get at the external world of data, put it together, and make sure it's more complete and widely available than what each institution is able to compile on its own?
o What should we collect? Public info, best practices, benchmarking stats, tools…
o How should we organize it? Subject, institution, standardization?
· What we have so far:
o Naming gifts tracker
o Due diligence research check list
o Research best practices
o Career level algorithm (pending)
o US mega gifts (pending)
o Canadian mega gifts
· Data sharing recommendations--3 possible platforms:
o Great Lakes Prospect Development FORUM website
o Box (needs institutional host and/or manager)
o Google Drive
· Paul willing to host Box if we wanted to do that.
· Leaning toward Box or Google Drive.
-Easier to grow with us.
· Questions for the group:
o What are the things you'd love to know?
o How should we share them?
o Share sensitive data, and if so how?
Live at one institution securely and others access?
What about proprietary info?
o Who should we be asking for contributions?
Everyone at FORUM
External data providers that compile this?
· Interest in storing benchmarking data as part of this effort.
· Next steps:
o Decide on platform
o Continue acquiring new resources
o What should we be prioritizing?
· John will email everyone with questions on the 3 topics above (sometime in next few weeks).
· Posted questions to digital forum, 21 views and no responses.
· Q From Jami H. Johnson to Everyone: 02:20 PM
I'm always interested in data around PG level activity - the data samples can be so small that collaboration could lead to some very interesting work
· Paul Hively: Anonymity concerns…Paul has been doing some anonymizing. Could call it "Institution A"
· John H: Also interested in PG modeling. Don't have enough data to do predictive modeling, so more data about them at other institutions would be great.
· 15 mins -- FORUM 2021 -- Rachel Brandell-Mayers
· Save the date sent Feb 16. Reminder to RSVP and fill out the survey
· Creative ideas for engaging in conversation in a virtual format?
· OK to forward the save the date to others, but make sure their email gets added to invitation list.
· Thinking about content. Zoom fatigue. Please send ideas to Rachel for how to make it engaging.
· Kari: Added other orgs to list who aren't at this level, but used to come to FORUM. That OK?
o Rachel: Yes
· Paul H: Will it parallel what we did in person?
o Breakout sessions for PR, PD, Analytics
o As big as others when we did in person?
· Rachel: Email list about 82, maybe a few more will be added. Size: About same as in person, but not sure.
o In terms of content, not sure. Tossed around some ideas. Maybe a virtual poster session where people could submit a presentation, hold multiple sessions and people can choose which session they want to attend.
o Want it to be a format where you're more engaged than listening to a presentation. But how to make it happen virtually is challenging.
· Paul H.: Feedback from team was that they really liked the conversations with the groups. For example, 10 people talking about what they're doing at their institutions.
· Rachel: Will do something with whole group, but mostly will be smaller groups.
· Kari: At Apra last summer/fall: Utilized Zoom breakout rooms and had smaller conversations--supportive of it, it worked. Sometimes more lurkers than contributors in that big conference setting, so the breakout groups can be great to counter that.
· John H.: Paul Wiklanski invited him to attend FORUM at a chance meeting at an Apra event where they were paired for a 15 min. conversation by organizers.
· From Kristin Gill to Everyone: 02:31 PM
Should we draft and publish some expectations/house rules for Forum 21?
· From Heather McPhail to Everyone: 02:31 PM
Yes, we should!
· From Emily Kelley to Everyone: 02:32 PM
Agree, Kristin!
· Molly Schmied:
o Seen something successful elsewhere: Roundtable. Topics put out beforehand. People can sign up for what topic they want. Assigned a facilitator out of the attendees.
o Another idea: Had the person record their sessions beforehand, play session, then had 10-15 min Q&A live. Can address tech issues.
· From Kari Stokosa (she/her) to Everyone: 02:34 PM
I do wonder if we might bring back the show-n-tell bullet presentations?
That's Apra's best practice this year.
· Heather: Primarily had big presentations for whole group, then lots of discussions. So maybe have a few larger presentations like that Molly, but then mostly small group interactions for everything else.
o Molly: I like it. Assign roles and responsibilities within each discussion group ahead of time. People could either volunteer, or be assigned to the task.
· Darren Cooper: Apra Midwest conversation all Zoom last May. Two-day conference. Had volunteer who made an effort to understand how Zoom works, and how to deploy in large group. Did a run-through of entire agenda in advance, and for questions they reached out to super user zoom community. Really smooth day-of. If you have tech trouble, you can lose people.
· Rachel: Anybody a Zoom expert? If so, please reach out if you'd like to help.
o From Jami H. Johnson to Everyone: 02:38 PM
since part of my role is tech training - I can help on that front if needed!
Rachel: Thanks Jami!
· From Todd Conkey-WFAA to Everyone: 02:40 PM
Forum idea: PechaKucha- 20 slides, 20 seconds each, assign 10 people to present on a topics. 2 slides each, 40 seconds. Have the group meet prior to the conference to work on it and get to know each other.
· 5 mins -- Apra Awards -- Rachel Brandell-Mayers
· Call for nominations coming out from Apra.
· Would love to see someone from this group win an Apra award.
· Rachel is on online content committee: Best practice webinar--we need a good idea for a prospect management webinar. Any good ideas you want to present on? Let Rachel know.
· 10 mins -- Future FORUM Large Group Meetings -- Sarah Luckey
· Proposal: June meeting held as a FORUM session (6/16/21 or 6/17/21), 9/27/21, 1/10/22, 3/28/22
o Group gives thumbs up to the FORUM session for the next group meeting.
· Volunteer to lead next FORUM large group meeting?
o Heather McPhail volunteered to lead the next one.
· 10 mins -- Discussion Time/Wrap-Up -- Sarah Luckey
· Kari:
o Completed set up of FORUM Benchmarking Google survey.
o Can export it as an Excel. So we could add to this over time and maintain one spreadsheet.
o As we go along, send feedback to benchmarking group if you have suggestions.
· Cindy Karpovs: Could we add a name to, so if there are questions for follow-up we know who to go to.
o Kari: Yes
· Brad Stieber: Could you add what area of FORUM you're from (PR, PD, Analytics)?
o Kari: Yes. Could get 5 answers from Michigan potentially, from different perspectives, which is fine.
· Brad: With the forum website, any way to make some kind of notification?
o Rachel: On right there are 3 dots, click follow post. Then you should get email notifications.
o Kristin: At top of forums page next to search bar, 3 dots, and can follow category, which should be all the threads. But sometimes they are still hit or miss. So has shared feedback with Wix (platform), and they weren't very helpful. If you know of any better tools, please share.
o Viv: Your IT system may be filtering these out, won't even surface in junk folder. Consider request to add to safe sender list.
11/4/20 FORUM Large Group Meeting
Summary of Action Items
· All --
· Address the following with your specialty group:
o Brainstorm ideas for benchmarking topics and add ideas on the Forum Benchmarking post, or email ideas to Michele Miller by 1/8/21. These should be questions we would like to ask of FORUM colleagues to understand their institutions' policies, strategies, structure, etc. for benchmarking purposes. (More info on the Forum Benchmarking post).
· Address the following for your institution:
o Each organization/institution allocate time to complete benchmarking questions, which will be posted on the Forum from 2/1/21 - 2/12/21.
· Consider participating in the following opportunities:
o Follow the entire Forum to get notifications when new threads are posted:
· Near the top right of the Forums page is a search bar. Next to that are 3 dots. Click the dots and select "Follow Category."
o Contribute further to the benchmarking discussion.
o Contribute further to the data/resource sharing discussion. (Alternate option: Email questions/suggestions to Jessica Szadziewicz, Rachel Brandell-Mayers or Viv Chappell to direct them to the right spot in the Forums).
o Serve as data/resource sharing platform facilitator. To volunteer for this role, contact
Paul Hively and John Hermans. Maintaining a resource-sharing platform will require someone to apply headers/footers to documents, monitor site, etc.
o Email Paul Wiklanski for further discussion on the Apra membership fee proposal.
o Contact John Hermans to learn more/participate in the Great Lakes Higher Education Consortium.
o Contact Rachel Brandell-Mayers with thoughts/suggestions for online Apra content and ideas for FORUM 2021.
o Contact Kari Stokosa to volunteer or share ideas for Apra Talks for PD2021, or for PD2022.
o Post additional 2/22/21 Large Group Meeting topic suggestions in the Large Group Meetings Forum or email to Viv Chappell.
· Michele Miller, Kari Stokosa, Cindy Karpovs, Darren Cooper, Lindsey Mucha -- Benchmarking:
· Send Google Form survey to large group for topic selection. Based on survey results, add top 2-3 benchmarking topics to Google Sheet, and distribute to large group. (Each institution to fill in Google Sheet).
· Discuss results at 2/22/21 FORUM large group meeting.
· John Hermans and Paul Hively -- Data/Resource Sharing:
· Continue to coordinate the effort, and reach out to people via email as needed to move this forward.
· Present action plan at 2/22/21 FORUM large group meeting.
· Rachel Brandell-Mayers, Jessica Szadziewicz, Viv Chappell: Coordinate 2/22/21 Large Group Meeting agenda.
Full Meeting Notes
Meeting lead -- Jessica Szadziewicz
Notes -- Viv Chappell
· 5 min – Ice Breaker – Update your Zoom name to include your name and the number of caffeinated beverages you've had today.
· 10 min – Present Final Manifesto Document – Craig Leonard, Betsy Schmidt-Gullet, Kari Stokosa
· Will likely never be a complete, finished document.
· It will be used differently by each institution. It's up to each organization to use it as they need/wish.
· Insights. Strategy. Partners -- value proposition on last slide. It's our "to do" list. Once these items are complete, we can list them as accomplishments and revisit what more we want to accomplish in future.
· Keeps us focused.
· 10 min – Benchmarking – Michele Miller
· Michele point person. Additional benchmarking group contributors: Kari Stokosa, Cindy Karpovs, Darren Cooper, Lindsey Mucha.
· Developed proposed framework around process, rhythm, timeline, platform.
· Background and recommendations:
o What does "benchmarking" mean to us?
· Compare to each other to find a baseline. Can bring insights to leadership, teams at our institutions.
· Affects our ability to move the needle.
· Increases accountability, actionable data.
· Standardization when appropriate across FORUM group.
o Process (two-tier approach):
· Quarterly:
§ This FORUM large group will tackle a limited number of topics quarterly.
§ Every institution expected to make time to participate (can opt out of a topic if it doesn't apply to your org).
§ Workflow: Specialty groups brainstorm ideas for benchmarking topics in venue of choice (i.e. meetings, email, Forums) and submit ideas to Michele > Topic ideas put to a vote by FORUM large group members via Google Forms survey > Top 2-3 topics added to Google Sheet, and each institution fills in their info > Follow-up discussion in FORUM large group meeting to discuss details/questions about the information provided in Google Sheet.
· For immediate benchmarking needs: Post/reply in Forums.
· Possible topic examples:
o How does your institution use data to add a staff member to a unit?
o What KPIs does your institution use for researchers, prospect dev. staff, analytics staff?
o What standardizations has your institution implemented that led to efficiencies?
· We may be able to include info from previous benchmarking efforts. Establish base-level data for common questions.
· Michael London: Hiring a consultant, Marts & Lundy, to analyze principal and transformational gifts. Will share results with FORUM large group, probably around Q1 (please keep confidential to this group). Analysis will include surveys and an hour interview with people (looking at institutions such as Stanford).
· Jami Johnson: Include higher order questions leading us to seek out this info. So we can understand, "why are you asking this?" Could drive more participation, help us understand how it's applicable to our own orgs. Heather agrees.
· Michele: Central repository of these questions.
· Kari and Jami: Definitions/glossary will be helpful.
· Next steps:
o Brainstorm ideas for benchmarking topics and add ideas on the Forum Benchmarking post, or email ideas to Michele Miller by 1/8/21. These should be questions we would like to ask of FORUM colleagues to understand their institutions' policies, strategies, structure, etc. for benchmarking purposes. More info on the Forum Benchmarking post, including call for discussion/questions by 11/30/20.
o Send Google Form survey to large group for topic selection. Based on survey results, add top 2-3 benchmarking topics to Google Sheet, and distribute to large group.
o Each institution fill in Google Sheet.
o Discuss at 2/22/21 FORUM large group meeting.
· 10 min – Data/Resource Sharing – John Hermans and Paul Hively
· John: New cross-border organization just established -- Great Lakes Higher Education Consortium. Collaboration between University of Toronto and University of Illinois. Economic development and sustainability will be a focus. Invites participation from members of this group.
· PowerPoint. Questions for consideration:
o What should we collect? Could quickly become a substantial library.
o How should we organize it?
o What are things you'd love to know?
o What about sensitive data?
o Who should we be asking for contributions?
· Michael: Where would it be stored? Google drive?
· Paul H.: So far, not sensitive data. So could store anywhere if we keep data non-sensitive. Perhaps secure portal at an institution we could piggy back on? FORUM site?
· Cindy:
o Some stored more openly? Some anonymized (i.e. institution A, B, C)?
o Define categories.
o Standard label in document?
· Paul W.:
o Agrees a standard footer in documents could be helpful for establishing provenance of a document and addressing any security/confidentiality concerns around it.
o What about Dropbox? Has permission levels. Permissions revocable if needed. Directors could have higher user access for more sensitive data. More secure than Google Drive.
· Todd Conkey: Could a data summary be provided? Need an expert to interpret the raw data in some cases. If you need to get in the weeds, some kind of gate to access.
· Next steps:
o Continue discussion in the Forums. (Alternate option: Email questions/suggestions to Jessica, Rachel or Viv to direct them to the right spot in the Forums).
o Maintaining a resource-sharing platform will require an investment of time on someone's part to apply headers/footers to documents, monitor site, etc. Call for a volunteer to serve as data/resource sharing platform facilitator. To volunteer for this role, contact Paul Hively and John Hermans.
o Paul H. and John will continue to coordinate the effort, and may reach out to people via email as needed to move this forward.
· 25 min – Looking Ahead –
· FORUM 2021 Planning – Rachel Brandell-Mayers
o FORUM 2021 scheduled: June 16-17, 2021. Virtual format.
o Hope to make it available to larger audience beyond this leadership group.
o Waiting to see work that comes out of specialty groups and FORUM large group Feb. meeting as to what it will look like.
o Probably will not have full-day sessions.
o Specialty group conversations can help drive the content.
o Want it to be productive/useful, and able to build personal connections. Suggestions?
· Jessica: recommends continuing the conversation in the Forums.
· Michigan Medicine Contacts & FORUM – Craig Leonard
o Over last 6 months, Emily Shipman and Craig in contact with other healthcare orgs. There is interest from some of those health care teams to be integrated into our FORUM structure. Looking at ways for them to participate. More to come. Craig will reach out to the healthcare folks in this group.
o Indicates that the FORUM brand has gone nationwide and global--more people interested in the infrastructure and collaboration we have.
o Emily on maternity leave until early spring so Craig taking lead.
o Rachel: Will take into consideration the small group conversation benefit we have.
· Specialty Groups – Rachel Brandell-Mayers
o Research specialty group has been most active. Shared what this group has been doing in case it is helpful/inspiring.
o FORUM website > Click on Forums tab > Research >
· Agenda from the 9/8/20 meeting.
· Posted what we decided on for times/dates/topics for future specialty group meetings.
· Additional items:
o Rachel on an Apra committee, working to develop online content for Apra, i.e. podcasts. Welcomes thoughts and suggestions.
o Kari in chat: I'm working on the Apra Talks for PD2021 and will be chairing PD in 2022 if anyone has ideas or wants to volunteer next year!
· Apra Proposal – Paul Wiklanski
o Can we use our group and the regional Apra groups to advocate to Apra International to adjust approach to membership fees given current budget constraints at some institutions?
o John H.: Supports. U of T doesn't have the budget.
o Kelly Snyder: supports philosophically, but its budget is based on membership fees, correct?
o Kari: Membership fees make up a good portion of budget.
o Todd pulled up 2018 990: Revenues $1.6 M, membership dues were 27%
o Kari:
· Apra took a hit with PD, provided discount there. Discussions for next PD suggest a hybrid approach expected in Indianapolis. Anticipate that it wouldn't be as deeply discounted as it was this past year.
· At Wisconsin, professional development travel has been cut, but not the whole professional development budget. So not in same boat.
o John: Treasurer for Apra Canada. Does 990 show reserves?
o Todd: Yes. Looked at balance sheet for 2018: ~$900K in investments, ~$200K-300K in cash.
o Dan Zarlenga: Not sure how much traction this will get. Uphill battle likely. Agrees philosophically to at least reduce the amount of membership fee. Maybe more free webinars for non-members another option?
o Paul W:
· Tentative proposal--If current paid member, membership carries over for next 12 months. If not a current member, would have to pay for it.
· If Apra does not agree to this proposal, perhaps we could figure out when most institutions' fiscal years end. Perhaps Apra extend membership through spring?
· Large and small institutions dealing with this. Concern of mass loss of members. If they don't have members, then Apra won't have revenue/content/expertise/networking that we all provide.
o Emily Kelley via chat: I got an email on 8/10 with a discount code to get 30% off a membership. So looks like they are offering a discounted rate. JOINAPRA2020
o Kari Stokosa via chat: I'm sorry to have to leave the discussion. I do like the idea of advocacy. I'm just not sure that this is the exact thing - especially considering we were previously concerned about Apra feeling worried about us forming.
o Paul W.:
· Next step -- Respond to Paul W.'s email if you are interested in continuing the conversation.
· Apra Great Lakes and Apra Michigan planning to send a positional statement. Interested in including other institutions.
In follow up to yesterday's large group meeting. Any thoughts/ideas on what would be useful for FORUM 2021? Suggestions on how to keep the conversational nature while including individual contributors in a virtual format?
Ideas for 2/22/21 FORUM Large Group Meeting
Reply to this post to suggest meeting topics for the large group to discuss on 2/22/21.
Possible topic: How have long-term procedures/strategies changed at our institutions in response to the pandemic?
11/4/20 FORUM Large Group Meeting Agenda
Meeting lead -- Jessica Szadziewicz
Notes -- Viv Chappell
· 10 min – Ice Breaker – Share an underrated, free resource relevant to prospect development/research/analytics. In a sentence or two, tell us the name of the resource and how you use it (brownie points for dropping a link in the chat!)
· 10 min – Present Final Manifesto Document – Craig Leonard, Betsy Schmidt-Gullet, Kari Stokosa
· 10 min – Benchmarking – Michele Miller
· 10 min – Data/Resource Sharing – John Hermans and Paul Hively
· 20 min – Looking Ahead –
FORUM 2021 Planning; Specialty Groups – Rachel Brandell-Mayers
Discuss 2/22/21 Large Group Meeting Agenda (As Time Allows) – Jessica Szadziewicz
Possible topic: How have long-term procedures/strategies changed at our institutions in response to the pandemic?
Post additional meeting topic suggestions in the Large Group Meetings forum or email to Viv Chappell (viv.chappell@supportuw.org)
All - @leonardc and @schmidbs and I worked on updating the Manifesto today. We opted to update the Call to Action using the Value Proposition as a guide. Please take a look at the slide deck linked in the comment above and share thoughts via comment/reply here. NOTE: we did what we could with what was provided but as of the time of our meeting, had not received any feedback from small group discussions to incorporate.
8/10/20 FORUM Large Group Meeting Recap
Summary of Action Items:
-FORUM organizers proceed with planning for early FY22 FORUM date, with focus on virtual option. Consider feasibility of in-person/virtual hybrid.
-Craig, Betsy, Kari incorporate feedback and finalize draft of manifesto for review at next large group meeting
-Kari on Call to Action slide
-Betsy and Craig incorporate other feedback, including value proposition
-Everyone encouraged to join in discussions taking place in the Forums area of the FORUM website. To participate:
-Go to https://www.greatlakespdforum.org/
-Click "Log In" in upper right
-Click "Sign Up"
-Create a log in and you will be approved
-Once approved, you can click on "Forums" at the top of website and participate in discussions
-Specialty groups hold regular meetings, and put data/resource sharing and benchmarking on agendas, then funnel ideas to our volunteers:
-Benchmarking point person -- Michelle Miller (mlmscrapper75@outlook.com)
-Data/resource sharing point persons -- Paul Hively (paul.hively@kellogg.northwestern.edu) and John Hermans (john.hermans@utoronto.ca)
-Next FORUM Large Group Meeting is 11/4/20 at 12pm central time
-Agenda to include group review of manifesto
-Suggest additional ideas on the Large Group Meetings forum or by emailing Viv (viv.chappell@supportuw.org)
Meeting Notes:
10 min -- Ice breaker
-Tell us about an area you’re focused on right now related to your own professional development growth. For example, this could be a skill you’re working to improve, or a topic that you’re learning more about.
10 min -- Timing of FORUM 2021 (given current budget constraints, is early FY22 easier than our typical June date?)
-Many in the group have budget/travel constraints that would not allow for an FY21 date.
-FORUM organizers to proceed with early FY22 date, but focus for now on virtual option. If in-person/virtual hybrid seems viable as time approaches, could include an in-person component.
-Don't conflict with Big 10 gathering.
20 min -- Discuss FORUM manifesto draft
· “Call to action"
-Craig and Betsy led discussion on The Future of Prospect Development: A Manifesto.
-Craig, Betsy, Kari will incorporate feedback and finalize draft of manifesto for group review (meeting agenda item for next time)
-Kari on Call to Action slide
-Betsy and Craig incorporate other feedback, including value proposition
-Group can provide feedback on the value proposition in the Value Proposition Brainstorm forum on the FORUM website (see below for more on accessing the forums).
10 min -- Brainstorm plan for data/resource sharing
-One resource that is up and running is a "Forums" section on the FORUM website. Members of the group can use this space for discussion on different topics. The group is encouraged to use this as a central location to communicate.
-Thank you to Kristin Gill for setting this up!
-To participate in these forums:
-Go to https://www.greatlakespdforum.org/
-Click "Log In" in upper right
-Click "Sign Up"
-Create a log in and you will be approved
-Once approved you can click on "Forums" at the top of website and participate in discussions
-Viv created a Large Group Meetings forum in this space to take suggestions for future large group meeting topics, etc.
-Paul Hively and John Hermans volunteered to help lead next steps on this data/resource sharing topic
-Specialty groups put data/resource sharing on their agendas, then funnel ideas to Paul and John.
10 min -- Brainstorm approach to benchmarking
-Several people volunteered to help lead next steps on this topic:
-Michele Miller--point person
-Kari Stokosa
-Cindy Karpovs
-Darren Cooper
-Lindsey Mucha
-Specialty groups put benchmarking on their agendas, then funnel ideas to Michele Miller.