Large Group Meetings -- Agenda Ideas, Notes, Etc.

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

-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 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 .

-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 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

-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 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.

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.

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?

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 , or email ideas to 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 is a search bar. Next to that are 3 dots. Click the dots and select "Follow Category."

o Contribute further to the .

o Contribute further to the . (Alternate option: Email questions/suggestions to , or to direct them to the right spot in the Forums).

o Serve as data/resource sharing platform facilitator. To volunteer for this role, contact

and . Maintaining a resource-sharing platform will require someone to apply headers/footers to documents, monitor site, etc.

o Email for further discussion on the Apra membership fee proposal.

o Contact to learn more/participate in the Great Lakes Higher Education Consortium.

o Contact with thoughts/suggestions for online Apra content and ideas for FORUM 2021.

o Contact 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 or email to .

· 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 – 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 , or email ideas to 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 . (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 and .

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.

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 survey from the benchmarking group.

· Specialty groups:

· Submit questions for the next round of benchmarking to benchmarking group on the or by emailing .

· 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 for how to make virtual FORUM 2021 engaging.

· Consider submitting a nomination for the .

· Rachel is on the Apra online content committee. Any good ideas you want to present on related to prospect management? Let 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 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 & Incl