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Operating With Limited Resources

What are some creative ways a department such as student services (or other departments) can operate with limited financial and human resources?

Student Orientation
Initial Placement meeting after 30 days of start date in the school
Graduation meeting with active students before graduation.
Newsletter informing all staff about the different events or extracurricular activities with students to stimulate their participation and knowledge, motivation for achieve more professional success in the workplace when they finish their careers or program of study.

Some additional or alternative ways that a division within an institution can operate with limited financial or human resource support is by obtaining referrals or PDLS if your are in admissions. Additionally, Career Services can work with faculty to learn of new employers in the area through referral sources instead of purchasing demographic or employment list sheets. Those are just some ways that divisions can operate under cost restraints.

Roselyn,
Paper is a big issue because of cost, storage, usefulness, and of course the environment! Why not ask students how they want to receive information. Perhaps it is via texts, drop boxes, your website, or other. Great that you have experienced students mentor new students. It's a win-win for everyone. This provides a strong argument for an active Alumni Community. Alumni are a great source of extra hands and staff for every department. Sounds like you are thinking creatively to overcome the limited resources. Perhaps a report on your success can be an argument for more funds. Thanks, Susan

Dr. Susan Schulz

Our student services operate on limited funds and so we try to not print too much and hand out too much paper. All students are provided a school email and information is disseminated that way. Another way we compensate for the limited human resources is that we have seasoned students pair up with new students when they come in for orientation and these senior students are able to guide them in basic student service questions they might have as a new student

Lazara,
That's a really good point. Whenever there are challenges there is probably technology to overcome them. It will take a great IT expert on staff. That person should probably know about social media and other current technology and methods of communication. It does take patience and persistence and a can-do approach. Thanks, Susan

Dr. Susan Schulz

I believe that we have no excuses with todays technology. We have an abundance of resources with in the web.

Don,
Good point. Yes, students listen to other students and recent graduates. Peers are more credible. The value of Alumni is everywhere ! Instructors are pretty credible as well. They work in the field and can talk about life on the job. It is easy for instructors to build rapport with students. Thanks, Susan

Dr. Susan Schulz

Yes, we are able to use our graduates and they have worked out very well. Sometimes our students hear what their peers say alot more then what we can tell them. Great suggestion.

marissa,
Having the right people in place is a challenge in itself! You are right that the right people do make a difference. Everyone at a career school needs a heart. You have a good point that group workshops and mentoring programs can fill in the staffing gap. Many schools look to their graduates and Alumni to volunteer their time. If grads had a great experience at your institution they will want to help out. Alumni can mentor, bring students to work, help out in the classroom and more. MaxKnowledge has a great course on how to set up and develop an Alumni Community. Best wishes, Susan

Dr. Susan Schulz

Don,

Great points. There is no need to be limited. There is a need to look for creative solutions and it looks like you are doing just that. Trading services can be great. You might also consider how Alumni can assist. If you stay in touch with your grads and they have had a great experience at your institution, they will be happy to return to help out. We know schools where grads are a constant part of their admissions, career services, and education departments. They volunteer to help out at no cost. Alumni can be great resources. All it takes is staying in touch. Thanks, Susan

Dr. Susan Schulz

A department such as student services can operate with limited financial resources by having compassionate individuals with good problem-solving skills. If you have the right people in place the department can run effectively and smoothly as possible. The student services department is the heart of every student and functionality of the school. Students look to the human services department for wisdom and support to help them be successful students. It takes a special individual to be able to perform that job function.
Some creative ways a student services dept can function is by offering workshops, mentoring programs, and having community resources available at a words notice. I know in our school we have many students struggling financially and look to our department for help.

if you have the right individual to manage the student services department and a department vision, lack of Financial funding will not be too much of a hardship to bear.

I have found that you can always find organizations that would be willing to trade services with you. I am constantly looking for ways to network with other companies or programs. This allows for a greater awareness of the public to your program and also use of less finances for other services for something that you already do.
Don

Roselyn,
You are sooo right. In our opinion Alumni are extremely valuable to a school. It is of course a two way street. Offer alumni lots of benefits and reasons to stay affiliated with your institution. Then it is easy to ask them to assist in the classroom, talk to prospective students, help with placement, run workshops, and more. You'll see an increase in enrollments they refer, in retention, and in job openings they tell you about. Thanks, Susan

Dr. Susan Schulz

I think that a creative way would be for the school to utilize alumni or students that are nearing graduation as interns to assist around campus.
With their assistance they are able to free up staff to assist the students with student service issues.

Carrie,
Your career resources library sounds great. We also find that the internet is a great resource. We like to provide a list of urls and keep updating it. It's fun to ask everyone to contribute to the list. Perhaps employers can be asked for industry and association publications too. There are also online interactive tools to help students improve their interview skills. Thanks, Susan

Dr. Susan Schulz

We have a designated area in the Resource Library dedicated to career services. Students have unlimited access to this area. The internet is the main source of information in this area. Publications and other resources are available along with employers who offer chat sessions. Technology is an extremely useful tool that can be available with a live person on the other end thus eliminating the requirement for the presence of additional personnel.

jeff,
Thanks for the feedback. It is amazing the impact Alumni make on a school. The time and effort Alumni are willing to give often offsets salary costs, for example. Alumni want to make a difference in their school - another reason that all students should have a great experience and want to maintain their involvement. Many alumni directors tell us the increase in enrollment, retention, job openings, and lots more as a result of their Alumni Communities. MaxKnowledge offers an online alumni course facilitated by one of the best Alumni Community directors. Susan

Dr. Susan Schulz

I couldn't agree more, Dr. Schulz. We had acquired the school that I am currently at back in 2007. The school had primarily been offering paralegal prior to the acquisition and name change. While we kept the paralegal programs, we also rolled out seven allied health related offerings; and over the years, the school has become more known for those, than for paralegal. Consequently, enrollment and placement began declining for paralegal. With thousands of prior grads working in the local legal community, we decided to form an alumni assoc...and it has made all the difference. The alumni attend regular functions at the school, mentor current students, help to market the program and find/supply job openings. It's been a real shot in the arm for the program..enrollment is up as well.

Michelle,
We agree. In fact, we think that one person on staff should be assigned Community Outreach and be charged with meeting employers, organizations, and more. Everyone on staff should be asked what organizations they belong to and if they are willing to talk about the school at the next meeting or event. There are so many ways for your entire community to learn that your school is THE place for training and staffing. Thanks, Susan

Dr. Susan Schulz

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