Best Practices Task ForceSeptember 19, 2008

Best Practices Task Force

Overall ObjectiveImprove the vitality and utility of the Board of Visitors to the University of North Carolina

Fall 2006 Situation

We lack full understanding of and agreement on the processes and

outcomes necessary for improved vitality and utility

Best Practices Task ForceAssess the best practices among successful groups similarly situated to our Board of Visitors

- October 13, 2006

Best Practices Task ForceUNC BOV – Charter: Primary Activity Areas

• Specific Projects• Outreach• Intelligence• Private Development• Personal Involvement

Best Practices Task ForceBenchmarking Survey – Institutions

Clemson NorthwesternDuke Penn StateHarvard UNCJohns Hopkins VirginiaMIT YaleNC State

Best Practices Task ForceBenchmarking Survey – BOV Best Practices

• Mission Statement or Charter• Structured use of BOV towards university excellence• Nomination process is broadly based• Selection criteria: willingness, commitment, accomplishment• Meet twice a year – considerable focus on substance and content• Mix of standing and ad hoc committees• Clear goals set annually• Overall goal: alumni involvement – active, concrete • University administration is the driving force between BOV and university• High personal involvement by Chancellor and Board of Trustees Chair• Staff support – at least one position fully dedicated• Active solicitation for service post-BOV term

Best Practices Task ForceUNC BOV – Ideas and Implications

• Charter• Size• Structure• Performance Metrics• Member Involvement

Best Practices Task ForceUNC BOV – Phase II

Task Force organized into five teams and analyzed the Ideas and Implications gleaned from the Benchmarking Survey. The five teams were Charter, Size, Structure, Performance Metrics, and Member Involvement. Each team will provide recommendations to the larger BOV regarding how its particular subject area can help improve the overall utility and vitality of the BOV.

Best Practices Task ForceUNC BOV – Charter

Article II - Purpose and Function.

1. The BOARD OF VISITORS shall be a service organization for The University of North Carolina at Chapel Hill whose goal is to assist the Board of Trustees and the Chancellor in maintaining and enhancing the quality and excellence of the University.

2. In this role, the association shall have the following functions:

a) to assist the Board of Trustees and the Chancellor in maintaining and enhancing the quality and excellence of the University at Chapel Hillon specific projects as may be delegated to the association from time to time;

b) to advise and assist the Board of Trustees and the Chancellor in interpreting to the people of North Carolinaeducate members concerning the mission, programs, accomplishments, needs and aspirations of the University at Chapel Hill and to assist in communicating and promoting them to the general public and to other specific constituencies as may be requested by the Chancellor or the Board of Trustees;

c) to help keep the Board of Trustees and the Chancellor informed of the attitudes, opinions, concerns and expectations of the people of North Carolina with respect to the University at Chapel Hill; and

d.) to advise and assist the Board of Trustees and the Chancellor with respect to the developmental activities of the University at Chapel Hill; and

e) to energize and develop sustained personal support of and engagement in the programs and activities of the University at Chapel Hill, including continuing active involvement and participation beyond the individual member’s term.

Best Practices Task ForceUNC BOV – Charter Article III – Proposed Changes

Current language 2. There will be but one qualification for membership in the association – a willingness to help the University of North Carolina at Chapel Hill fulfill its threefold mission of education, research and public service.

Proposed Language Option 1 2. There will be but one qualification for membership in the association – a willingness to help the University of North Carolina at Chapel Hill fulfill its threefold mission of education, research and public service on a global level.

Proposed Language Option 22. There will be but one qualification for membership in the association – a willingness to help the

University of North Carolina at Chapel Hill fulfill its mission of affecting positive change in people's lives around the world through its leadership in global research, teaching and service.

We recommend that both options be presented to the Board of Trustees for their final selection.

Best Practices Task ForceUNC BOV - Size

Out of eleven peer university programs that were evaluated in the 2007 Benchmarking Survey:

Six had fewer than 50 members; Nine had 75 or fewer members

UNC’s Board of Visitors membership of approximately 160 is relatively large, but actual attendance at meeting averages around 100 For all survey respondents, their existing size has as much to do with history and legacy as it does with current scope of responsibilities and goals

The University struggles annually to restrict the Board to its current size due to the great interest in serving on the BOV. Accordingly, changing or reducing the size of the BOV might not be realistic or favorable.

Best Practices Task ForceUNC BOV - Size Opportunities

Delivers greater diversity in subject-matter expertiseDirects resources to many initiatives at one timeSpreads work among many interested and highly-motivated individuals who are otherwise fully-employed or committed to other pursuitsBroadens networking capabilitiesCreates a larger pipeline of post-BOV service providers to the UniversityEngages a large cross-section of boosters, rather than just a few, with great efficiency and scaleExpands alumni development and generates greater financial support

Challenges

Keeping a large group of people meaningfully engaged on an individual basisDelivering a common experience to all members Some tasks may best be handled by a few, targeted individuals with focus and experience, not by large groupsAdding cost and administrative requirements on the University

Best Practices Task ForceUNC BOV - Size Relationship of “Size” to Other Sub-Teams

Member InvolvementHow does the University challenge its BOV members and at the same time provide reasonably equal opportunities for those members to fulfill expectations?How does the University best use such large numbers of volunteer supporters after their service on the BOV ends?How is member subject-matter expertise best identified and employed?

StructureHow does the University use the large size of its BOV to its advantage?How is a large BOV best managed and governed?

PerformanceHow does the University determine whether the current size of its BOV continues to serve the best interests of Carolina?If the size of the BOV needs to be changed, how is such a change best effected and communicated?

Best Practices Task ForceUNC BOV - Structure Our Inquiry?

How can the structure of the BOV impact our mission and charter, and assist in driving excellence throughout the University?

Background Eleven schools were interviewed on structure. Three schools had Boards that focused on

improving academic departments. Four schools had boards based on departments or schools. Four schools had large boards that were university oriented similar to UNC’s BOV.

Current Structure

Presently our charter calls for one Chair, one or more Vice Chairs, and the Secretary of the university serves as the Secretary of the Board. We also currently have one standing

committee (State and Local Relations) and one task force or ad-hoc committee (Best Practices).

Best Practices Task ForceUNC BOV - Structure Recommendations

1. Continue to utilize the hybrid structure currently in place that maintains a small number of essential standing committees, while allowing the flexibility to create Ad-hoc Committees or Task Forces around specific University or BOV needs.

2. Make the Best Practices Task Force a standing committee. It should focus on completing the work on performance metrics and maintaining a forward thinking approach to continuous improvement of BOV.

3. Create a task force whose primary mission is to identify ways in which the BOV can assist departments and schools in meeting their objectives and providing members of the BOV with future university involvement.

4. Create a membership involvement task force to focus on the recommendation from Best Practices Task Force Subcommittee on membership involvement.

Best Practices Task ForceUNC BOV – Performance Metrics Background

Board of Visitors Task Force on Best Practices in May, 2007 surveyed other universities’ Boards of Visitors and learned they did not conduct evaluations or have metrics for measuring the effectiveness of the Board.

The Best Practices Subcommittee felt that by measuring the BOV impact, we then could assess its effectiveness.

The Best Practices Subcommittee proposes the BOV pursue several different measurement tools to assess the effectiveness of the Board.

Best Practices Task ForceUNC BOV – Performance Metrics Methods of Assessing BOV Effectiveness: Moving Toward Metrics

Bi-Annual Survey of BOV MembersFollowing in the steps of a few other Boards of Visitors, a bi-annual survey could gauge the members’ understanding of the role they play.

Annual Chancellor/BOV Leadership SurveyAn annual survey completed by the Chancellor and BOV Leadership to provide anecdotal feedback on performance. This survey could be matched to responses from the bi-annual surveys of the BOV Members.

Further, both of these surveys could be coordinated with the survey proposed by the Subcommittee on Members.

Measurable Goals/Clear TasksOnce the Board of Visitors has reviewed the information gathered from the surveys, it may be possible to then consider a set of measurable goals and specific targets for the BOV.

Coming on Board – the Buddy System

Each newcomer randomly assigned two buddies: 3rd-year Visitor – leadership 2nd-year Visitor – active participant, substitute as necessary

Buddy responsibilities: Prior to BOV meeting, initiate contact using “talking points for accurate and consistent message Offer to meet ahead of time (if practical) Welcome personally at the meeting Benefits:

Ease transition onto BOVClarify expectationsCreate new networking channelsProvide natural “sub”

Best Practices Task ForceUNC BOV – Member Involvement –Before Term

Helping the Most While We’re Here

Best Practices Task ForceUNC BOV – Member Involvement –During Term

How could BOV get better? How can we stay involved?

Exit interviews: Target fourth-year members who want to stay actively involved Small group interviews with five to seven “subjects” Led by BOV member trained by Linda Douglas

Focus of interviews: Evaluative of BOV

o Strengths, weaknesses, accomplishments, failureso Goals for next three yearso How BOV advances UNC’s missiono How BOV could improve

Best Practices Task ForceUNC BOV – Member Involvement –After Term

(Continued)

Future involvement of exiting visitoro What role should outgoing Visitors play?o How might connection best be sustained?o How can Visitors match themselves to UNC’s needs?o Regular communications?

Timing of interviews: Mostly at Fall meeting of fourth year Spring interviews for people missed in the fall

Best Practices Task ForceUNC BOV – Member Involvement –After Term

This year: BEFORE:

o Buddy system will start next fallo This year’s 1st- and 2nd- year members will be notified late spring/early summer of newcomer to “buddy”, with contact information and talking points

DURING:o Committee will continue to fine-tune ideas generated by subcommittee

AFTER:o Exit interviews will be piloted at the Spring meetingo You will be asked during the year whether you would like to continue in an active role after your term—if yes, you may be invited to an interview in the Spring—most likely on Thursday afternoon

Next year: BUDDY SYSTEM in place IN-TERM OPPORTUNITIES increased at meeting EXIT INTERVIEWS in place

Best Practices Task ForceUNC BOV – Member Involvement – Recommendations

BOV MeetingsCommittee Participation

(Standing/Ad Hoc) Networking

Size

Structure

Ch

arte

r

Member Involvement = BOV Sustainability

Buddy

SystemExit Interviews

AgendaDriven

Meetings

DevelopmentOfficer

Relationships

Annual Admin/StaffChancellor Surveys

Annual Admin/StaffChancellor Surveys

Bi-AnnualBOV Survey

Pre-BOV During BOV Post-BOV

ChancellorBoard of Trustees

Measurable GoalsClear Tasks

Metrics

Outreach

PersonalDevelopment

PrivateDevelopment

Intelligence

Specific Projects

KeyPriorities

Best Practices Task ForceUNC BOV – Next Steps

1. Present the work and appropriate recommendations of the Best Practices Task Force to the Board of Trustees and Chancellor at the next possible opportunity for formal adoption of certain recommendations.

2. Develop a Survey Tool to be given to University leadership and staff so that surveys can begin being conducted on an annual basis in 2009.

3. Begin designating current BOV members as “Buddies” for incoming 2009 BOV Class, and start providing training/talking points by the Spring meeting of 2009.

4. Start training current BOV members immediately to conduct Exit Interviews of 4 th Year BOV members starting in the Spring of 2009.

5. Consider continuing the work of the Best Practices Task Force, particularly focusing on the areas of improving membership involvement and increasing the BOV’s interaction with academic departments and schools throughout the University.

Best Practices Task ForceUNC BOV – Committee Members Jeff Allred John Hatcher Karen ParkerChris Avery William Hawkins Allan ParrottKatrina Avery Donald Holzworth Carlos PaulingBill Bates Isaac Horton Amy PittCharlie Brindell Ken Howard Carter PopeRussell Browning Jim Inscoe Jane PopeDon Caudle Joseph Jenkins Ann PowellCourtney Cavatoni Suefan Johnson Ran RandolphToure Claiborne Harry Jones Steve RaperAnthony Cummings Michael Kennedy Robert SeldenFred Davenport William Keyes Allison SmithWill DuBose Johnny Krawcheck Ann SullivanAlan Fields Melissa Levine Jenny SwindalBill Fuller Margaret Martin Jim TatumJill Gammon Fred McCoy Wendell WilkersonJim Garriss John Moore Tonya WilliamsHoward Godwin Ken Morgan Rick ZollingerJean Grainger Lee NiegelskyJeff Gray Jill OlsonBarbara Gunn Michael PainterTara Hammons Geoffrey Parker

Best Practices Task ForceSeptember 19, 2008