Interim Report from Administrative Structures and Resources
Exploratory Group, Carolyn Engelhard
Who We Are
Ben Boggs, Carolyn Engelhard, Ed Kitch, Rebecca Kneedler, Jay Lemons,
Sondra Stollard.
Charge
To understand how public service and outreach is currently viewed and
structured at UVA, and to promulgate recommendations that will align
administrative structures with the university’s mission regarding public
service.
Guiding Exploratory Questions
How can UVA’s explicit mission statements regarding public service
be implemented more systematically and visibly at UVA?
What is the current public service administrative structure? Group
reviewed U.Va. organizational chart and highlighted offices/individuals
with responsibility for public service activities and their respective
reporting lines. Conclusion: the only individual/office central to those
reporting lines is the president.
History of the Office of VP for Research and Public Service
How does our administrative structure compare with our benchmark
institutions?
Are funds currently earmarked for public service in the state budget?
What are the impacts of federal or state grants/contracts?
Is public service considered a state budget program or an accounting
activity? Current accounting practices make tracking public service
funding extremely difficult, if not impossible. While some account codes
are labeled "public service" in the accounting system, these
do not begin to reflect the scope of actual programs and initiatives.
Do federal, state, and private grants/contracts drive the content of
public service activities?
How do political variables constrain or encourage public service
activities?
What administrative structures exist throughout the institution to
support public service, and what activities compete for resources?
Dueling definitions/perceptions of public service Because
"public service" can be defined differently in different
contexts, making it particularly difficult to discuss and plan
strategically. Do we mean promotion and tenure? Fund raising? Public
relations? Who are our constituencies? Public service means everything
from working with the General Assembly, to student and staff volunteer
activities, to faculty contributions of expertise.
Vertical and horizontal fragmentation in reporting lines
Presence/Lack of explicit incentives & support
Communication problems: inconsistent or inadequate messages
regarding the importance of public service.
Planned Actions and Deliverables
Define current administrative structures and resources; compare
benchmark institutions.
Interface with and collect information from other exploratory groups
to the extent their recommendations include administrative and
structural changes.
Weave recommendations from other exploratory groups into coherent
vertical and horizontal organizational structure as part of the
recommendations of the final report.
Discussion of Report
On funding public service:
- In estimating the funds we dedicate to support public service, the
accounting system wouldn’t be a feasible approach. Instead, we can
look at the inventory from the vice president’s office and use that
to collect information on budget estimates. We really need approximate
figures. Precision not important.
- Should the University earmark funds for public service? Could we
establish a primary and secondary mission, with the first supported by
the University and the second "following the money"?
- How are indirect costs distributed? The Commission on Science and
Technology has prepared an issue paper outlining the use of indirect
costs. Would be helpful if we had access to a copy.
- How do we best explore institution-wide funding? Federal relations?
Cutting across schools with common themes?
- Vice president for research and public service could be logical
center for bringing together those individuals or units that are
dedicated to public service to talk and compare notes. The exploratory
group’s report includes an organizational chart for the University
with "public service" individuals highlighted.
- The Administrative Structures and Resources Group requests that
conveners of the other four exploratory groups identify the action
items in their reports which need to be addressed by this group.
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