University Planning Council
The University Planning Council (UPC) is responsible for writing, implementing and assessing the strategic plan by establishing measurable goals, objectives and indicators of institutional effectiveness. The assessment of the strategic plan is an ongoing endeavor rather than a summative activity at the end of the planning cycle.
The Council’s primary function is to ensure that all major plans, decisions and initiatives are consistent with the mission of the University and the current strategic plan. As such, the Council has access to documents and reports generated by the greater Kean community.
The work of the UPC creates linkages between assessment and resource allocations that will serve as a foundation for establishing an integrated, community-based planning process.
The UPC reports its findings and makes recommendations in an annual report to the President, a verbal report to the Board of Trustees and through an open forum to the Kean community.
The UPC is responsible for posting all minutes from general and special meetings.
Strategic Plan Committee: Charged with the coordination of the information and protocols for developing, monitoring and assessing the status of the University’s strategic plan. Committee will identify strategic directions receiving priority for each upcoming academic year (based upon results of annual review of assessment data and final resource allocation decisions and President’s charge). To document strategic accomplishments during previous academic year, standing committee will be responsible for annual UPC “closing the loop day” to identify strategic goals which were met and strategic directions requiring future attention.
Committee to Coordinate the Annual Review of Assessment Results in Planning, Resource Allocation, and Institutional Renewal: Responsible for working with Office of Accreditation and Assessment in overseeing the annual review of assessment reports, program review reports, and resource allocation requests, as an integral step in the assessment of institutional effectiveness. This committee reviews the Vice Presidents’ Assessment Results and Recommendations Reports as part of its role in the assessment process. The committee discusses the reports and aligns resources and budget requests with the prioritized goals of the strategic plan. The UPC then forwards its synthesis to the President, who then presents his recommendations based upon it to the Board of Trustees. The UPC establishes annual timelines and revises templates, guidelines and procedures as needed. (Recommended membership includes UPC members from Office of Accreditation and Assessment and Associate Vice President chairing Enrollment Management Committee.)
Annual Score Card Committee: This committee is charged with determining the University’s performance indicators and incorporating them in an annual score card of institutional effectiveness. By the end of 2013, committee will create a score card to reflect generic institutional measures and measures specific to the 2013-2020 strategic plan for an annual score card. The committee will oversee information collected in climate survey to provide appropriate monitoring data for annual score card. This committee is also charged with regularly reviewing data external to the university such as demographic trends, economic indicators and the labor market. (Recommended membership includes Director of Institutional Research.)
Responsibilities of Standing Committees: Each standing committee will have a convener who is responsible for updating the general body of the UPC on the status of their work according to a specified time frame and will provide a written annual end-of-year report for distribution to the President and Board of Trustees.
The membership of the UPC is as follows:
· 8 members appointed by the President (including the UPC Chair and Vice-Chair)
· 6 members appointed by the Faculty Senate (one from each college)
· Faculty Senate Chairperson or designee
· 3 student representatives (one undergraduate, one graduate, one part-time student)
· 5 bargaining agent representatives, one each from KFT, KUAFF, CWA, IFPTE, and PBA
· 12 members representing the major university divisions: the VP (or designee) and one member from Academic Affairs, Operations, Campus Planning/Facilities, Institutional Advancement, Student Affairs, and University Relations. This segment of the Council’s membership should include representation from Kean Ocean as well as representation of staff from different levels in Kean’s organizational structure.
· Ex Officio members (Middle States Coordinator, Director of Accreditation and Assessment, Director of Institutional Research)
Terms of service will be for a period of three years (with the exception of student members and bargaining unit representatives). Two consecutive appointments will be followed by a one-year hiatus (with exception of Vice Presidents and Ex Officio members).
The UPC has adopted the following attendance policy effective Fall 2012:
A UPC Member who is absent from UPC meetings in one semester for either three consecutive regular meetings, or a total of five regular meetings, shall be considered as having resigned from the position unless a reason is presented to and accepted by the Chair of the UPC. UPC Members must notify the Chair of the UPC of an expected absence and provide the name of the person attending in their absence. The UPC Member is expected to be updated by the person attending on their behalf, review the meeting’s minutes, and contact the Chair of the UPC for an update if needed.
· All council appointments will be in place by September 1 of each academic year.
· All subcommittee assignments will be identified by the first meeting in October.
· The UPC general body will meet the first week of each month. Subcommittees and special meetings will be scheduled as necessary.
· All subcommittees will provide a preliminary report in January.
· Annual reports will be available on June 30th of each academic year.
· Reports to the Board of Trustees will take place each academic year at a minimum.
 The work of the UPC is dependent upon the timely submission and distribution of all routine and non-routine documents from all levels of the organization, such as the annual unit reports.