AREA ASSESSMENT
EXTERNAL AFFAIRS -- CONTINUING EDUCATION -- CONFERENCE CENTER, SPECIAL EVENTS AND CAMPUS SCHEDULING – WEB DEVELOPMENT

MISSION
The Offices of External Affairs, Continuing Education, Web Development, and Conference Center, Special Events and Campus Scheduling support USC Aiken's mission of serving the public by making available its resources to the larger community. These offices serve a wide variety of external and internal audiences in a cost-effective and customer-service oriented manner with a shared commitment to excellence.

NEEDS ASSESSMENT

PERSONNEL/EQUIPMENT/OPERATION

Personnel Needs for the Office of Continuing Education/Conference Center/Special Events
1 – Part-time employee (Recurring Cost: $10,000)
As of September 15, 2002 the full time assistant position for Continuing Education and the Conference Center/Special Events/Campus Scheduling was changed to a part time 30 hour per week position. These two offices need a full time assistant to help the office to run efficiently. In the afternoons when the Director of Continuing Education and the Director of the Conference Center are out of the office for meetings, etc., there is no one in the office for a potential student or client to get information from. This definitely has an impact on the level of customer service we can offer to those in the community at large as well as the campus community. Since the change to a 30 hour per week position, the workload has not changed, leaving the administrative specialist with less time to do the same amount of work. This is not a satisfactory solution to this situation. These two offices continue to grow and more responsibilities are being put onto the directors because we do not have adequate assistance. Additionally, a great deal of the administrative assistant’s time is involved in activities that are significant fund generators but nonetheless important in providing a service for the University. Examples of this include: Academy for Lifelong Learning, SeniorNet, and special events for faculty, staff and students.

2. Additional funds for marketing/recruitment budget (Recurring Cost: $15,000)
While an increase was made to this budget last year, additional funds in this area continue to be of importance in our efforts. Projects such as CD ROMs are important for today’s high school students but are substantially more expensive than print pieces of the past. From discussions with higher education marketing consultants over the last year, a marketing budget that is 1% of the total operating budget is recommended which would be $320,000 for our campus. Our current budget for marketing and advertising is $125,000. I believe incremental increases over the next several years as the budget allows are important for us to maintain and increase our presence with potential students and the greater community.

3. Eight round tables and five display signs are needed for Conference Center operations.

4. Future Personnel Needs for Conference Center, Special Events and Campus Scheduling:
At the present this office shares an administrative specialist with the Continuing Education Office. With this office’s anticipated move to the Convocation Center, the need for administrative support will be necessary.

TECHNOLOGY

1. With the software used for desktop publishing by two staff members in this office, it is critical that the computer systems in the office be the most current available when possible. System #1717 (Gateway E-4200) will be the next system that needs to replaced, making this unit available for migration to another user on campus.

2. LCD Projector and Two Overhead Projectors for Conference Center

SPACE NEEDS

Space needs are always an important consideration for both the Continuing Education Office and the Conference Center/Special Events/Campus Scheduling Office

Space for classes is always a challenge for offering Continuing Education programs. We have limited space to offer programs that need a large area such as Yoga and Tai Chi. These are very popular courses but space limitations (having to move classes due to someone needing the B & E Gym, etc.) make it difficult for us to accommodate these type classes. It has been difficult to secure rooms for CE classes held in the evenings. We have so far been able to work around the obstacles, but if we offer more classes it will become more difficult to find space for them. Utilizing off campus sites is an option; however it takes manpower to meet classes on campus and off campus.

As has been noted in past years, all rooms in the Conference Center and the adjacent hallways need new carpet. The carpet is cleaned on a regular schedule, but because it is permanently stained it looks dirty and unkempt.

The lack of parking space for groups using the Conference Center and Continuing Education is a major issue. As more and larger groups use the facility there is more difficulty in finding parking space for the participants. Moving the Conference Center to the new Convocation Center would help with this issue in part.

AREA ASSESSMENTS FOR:

• External Affairs
• Continuing Education
• Conference Center and Special Events
• Web Development