Instructions and Format for
Administrative Support Unit Plans

November 17, 2003

In keeping with President Trauth’s commitment to use strategic planning as a “blueprint for action, ” the following information outlines information needed to complete administrative strategic plans.

1.   Directors will use their plans to lead unit activities for the next 1-5 years.
2.   Vice presidents will use unit plans to generate divisional plans.
3.   Vice presidents will use unit plans as a venue for providing feedback to support units within their divisions.
4.   Administrative divisions will use academic plans to develop support plans.
5.   The President’s Cabinet will use plans to prioritize initiatives and make a rational allocation of scarce resources.
6.   Plans will be used to generate university goals and the University Plan for the 2004-2009 planning cycle.

General Instructions

1.   All administrative support units will include all sections (I-IV) in their plans. If a unit does not plan initiatives for one of the planning categories in section IV, put NA after that category or subcategory.
2.   Administrative support units may format their plan using a narrative format or the combination of a narrative for sections I–III and a table or matrix format for section IV.
3.   Units using a matrix should follow the attached model. Each category and subcategory on the matrix is an abbreviated version of corresponding information contained in the “Instructions and Format” document. Note: Some units have requested using a matrix format for both sections III and IV of the plan.  If your unit chooses this option, please use the matrix that is provided and simply change the heading to “Part III: Planning Maintenance Categories” for section III.
4.   Regardless of the format used, units should keep in mind that plans should be written so that any stakeholders interested in reading across plans can easily gather appropriate information (for example, acronyms should be used only after a term is spelled out in full when first used).
5.   List “resources needed” for implementing a particular initiative only once in the plan. In other words, do not repeat/duplicate resources needed for the same initiative elsewhere in the plan.
6.   Plans should range from five to ten typed pages. 
7.   All plans must be designed for electronic submission (e-mail attachment).

Unit Plan Format

I.       Introduction

         Please outline your unit’s “vision” for the 2004-2009 planning cycle by addressing the following:

A.     In light of your answers to the planning questions below, describe what you expect your unit to “look like” (e.g., number of full and part-time administrative staff, new unit functions) in 2009.

B.      Based on the unit initiatives outlined in your plan, estimate the total amount of new funding that your unit will need in the 2004-2005 academic year and in 2-5 years.

II.    Process

Describe, in a brief paragraph, the process used to develop your unit plan, including the nature and extent of staff involvement.

III.    Program Maintenance

Outline any established programs or activities within your administrative unit that are inadequately funded due to growth, inflation, or other cost increases. Please realistically describe the resources needed to maintain these programs and activities at a reasonable level of quality. You may also briefly list ongoing major initiatives that you want to continue/or need to revise or alter, therefore requiring resources such as time or money.

IV.    Planning Categories

Directions: List your unit’s 2004-2009 initiatives under the following six categories, keeping in mind that the focus of a strategic plan, as opposed to a tactical or operational plan, is on major initiatives, not day-to-day operations of the unit. “New” initiatives may include major long-term initiatives that are included in your current strategic plan, but that have not as yet been “realized.”   It is not expected that you will have major initiatives for each subcategory. For example, in the Academic Programs Support category, you may only want to address new support programs and major changes in current programs. In subcategories where you have no major initiative to list, simply put N/A.

A.     Academic Programs Support

1.      What kinds of support will your unit provide for new or existing major academic programs, if any? Please indicate the approximate timeline (2004-2005 academic year or 2-5 years). Please describe, in approximate terms, (1) new resources needed, if any, to support the proposed program (e.g., facilities, equipment, technology, administrative staff, etc.), (2) how the unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

2.      What kinds of new or existing major distance learning programs (e.g., on-line, off-campus, ITV, Round Rock Higher Education Center) does your unit propose in support of the Academic Plan, if any, in the 2004-2005 academic year or 2-5 years? Please describe, in approximate terms, 1) new resources needed, if any, to support the proposed programs, 2) how the unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

3.      If Texas State were to become the lead institution in a MITC in northeast San Antonio, what kinds of opportunities would your unit pursue, if any, in support of the Academic Plan? Please describe, in approximate terms, (1) new resources needed, if any, to support the proposed program, (2) how your unit would plan to obtain those resources, and (3) criteria for assessing initiative(s) listed.

B.     Student Learning and Success Support

1.      What kinds of major initiatives, if any, will your unit pursue in support of academic/university efforts to further improve the recruitment, retention and completion rates of our students, in the 2004-2005 academic year or 2-5 years? Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

2.      What kinds of major initiatives, if any, will your unit pursue in support of academic/university efforts to ensure and/or document student learning, in the 2004-2005 academic year or 2-5 years? Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

C.     Scholarly and Creative Activity/Grant Activity Support

1.      What kinds of major initiatives, if any, will your unit pursue in support of academic/university efforts to promote scholarly and creative activity in the 2004-2005 academic year or 2-5 years? Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

2.      What kinds of major initiatives, if any, will your unit pursue in support of academic/university efforts for research-oriented grant writing, contracts, or other types of externally funded activity in the 2004-2005 academic year or 2-5 years? Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

D.     Development

List new major efforts, if any, that your unit proposes for development and funding (e.g., external grants, endowments, scholarships) of special programs and initiatives in the 2004-2005 academic year or 2-5 years. Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

E.      Diversity

1.      List new major efforts, if any, that your unit proposes to increase and promote faculty and staff diversity (e.g., ethnicity, gender, sources of highest degrees) in the 2004-2005 academic year or 2-5 years. Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

2.      List new major efforts (e.g., mentoring), if any, that your unit proposes to recruit and support student diversity in the 2004-2005 academic year or 2-5 years. Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.

F.      Other

Describe briefly major university support initiatives, if any, not addressed in the five planning categories, that your unit would like to address (e.g., compliance). Please describe, in approximate terms, (1) new resources, if any, needed for this effort, (2) how your unit plans to obtain those resources, and (3) criteria for assessing initiative(s) listed.