Out of Sight, Out of Mind?

2. Out of Sight, Out of Mind? Evaluating Regional Representatives from a State University’s perspective

3. Our Goal… Create a successful regional representative experience that is productive and effective for the University and for the employee.

4. Select the Right Person • The foundation must start with a successful employer/employee relationship • Traits of a successful regional representative • Reliable • Self-motivated/directed • Trustworthy

5. Select the Right Person • Other traits include: • Organizational skills • Communication skills • Time management skills • Flexibility • Responsible • On-campus experience • Not a must, but beneficial

6. Design Position for Success • Provide the employee with physical support • Vehicle • Telephone • Computer • Access to data • Define job responsibilities • Aspects that are the same between a small private and large public • Sharing the message of the institution • Visiting high schools & attending college fairs • Encouraging applications for admission • Building relationships with counselors • Building relationships with students

7. Design for Success, cont’d • Aspects that may be different • Reading Applications • Follow-up with prospective students • Include other appropriate responsibilities • Special presentations • Responding to emails that come to the office • Follow up with specific groups of students • Scholarship review via document imaging • Professional development/association liaison • Project work

8. Communicate! If you do not communicate on a regular basis throughout the year, you will not have a good performance evaluation experience. • Responsibilities of the Representative - Keep in regular contact with supervisor via phone or email (nearly daily basis) - Seek advice from supervisor when there are unique situations - Share information about the region with supervisor - Be available and responsive

9. Communicate! • Responsibilities of the Supervisor • Keep regional rep updated with information and any changes in University/office policy/procedures • Be sure that regional reps are part of the team • Regular visits to campus & staff meetings • Participate in programming activities (Open Houses, First Look, etc.) • Counselor of the week • Listen for ideas & information from regional reps who have feet on the ground • Provide training

10. The Evaluation • Supervisor should keep performance logs • Don’t rely solely on your memory to evaluate employee performance. • Can be very simple & brief • Date the entry • Write observations, not assumptions • Remember to include the positive, not just the negative

11. The Evaluation, cont’d • The Representative should also keep a performance log • Note and date accomplishments • Remember that your supervisor may not see your day-to-day work • Send this to your supervisor prior to your performance evaluation

12. The Evaluation, cont’d • Tangible Activities to be Evaluated • Performance Log • Travel/Visit Summary • High schools visited • College fairs attended • Special presentations • Application performance within territory • Telephone calls made & received, emails answered • Scholarship applications read • Professional development activities

13. The Evaluation, cont’d • Intangible Traits to be Considered • Knowledge of work • Quality/Accuracy of work • Professional Judgment • Planning and Organization Skills • Professional Development • Initiative/Innovation • Communication Skills • Customer Orientation • Teamwork • Self-Direction/Self-Motivation • Reliability

14. Sample Performance Eval.

15. Sample Performance Eval.

16. Contact Information • Doris Groves • Director of Admissions- Illinois State University • dfgrove@ilstu.edu • Nate Bargar • Coordinator, Chicago Regional Initiatives- Illinois State University • nabarga@ilstu.edu

17. And now for something completely different… … or at least very green

18. Knowledge • Recruiting and Counseling • Service, Teamwork and Hustle • Communication • Technical Competence, Data Gathering and Analysis • Creativity, Innovation and Resourcefulness • Application Reading and Management

27. Hmmm. Something’s missing.

28. The Larry U Crew Ken Anselment Ken.anselment@lawrence.edu Carin Smith Carin.smith@lawrence.edu