Board Teleconference

Board Teleconference

Board Teleconference

September 11, 2013

2-3 PM

In attendance: Dana Mordecai, Brandon Lemley, Stephanie Ozuna, Kathryn Meyer, Alounda Joseph

Not in attendance: Philip Guerrero, Janeen Wood , Lisa Palacios

I. Old, Continuing, & New Business

A. Webinars

1. Welcome Stephanie Ozuna as the new Professional Development leader

2. Updates for the next few options:

a. Education USA and Fulbright commission (Latin America) – Oct 28

* They may have another webinar later that builds from this first presentation; we can keep an eye out for it and have another session if timing is right.

b. Envision Enrollment was a lead from Brandon – Looking at Dec 4

c. Dr. Brown – VP for Graduate Enrollment at UT-Pan American - February

3. Webinar dates or times we prefer? Lunchtime is best we’ve found; also check to see that we don’t overlap with NAGAP (usually advertised 2 weeks out); 30-40 minute presentation with time for Q&A

4. Do we have previous data on webinars? Brandon can set up some time with Stephanie to show her GoToWebinar and can dig up some info on how many attendend, what topics were popular, etc.? What little we have she can share with the vendors and presenters.

5. If we can use our set up with GoToWebinar, then that will be better for the consistency and gathering attendee data, but we are OK with vendors using their own too

6. Brandon: Will send out metrics for how to use the GoToWebinar tool and we can get descriptions set up and Marcus can get that info out across NAGAP.

B. NAGAP topics

1. We should be participating. Brandon and Kathryn would like to do something for sure.

2. Brandon will get that thread going and we can respond to it and see what pans out.

C. Membership flier/brochure

1. The content is in InDesign and it’s just text at this point. Dana has volunteered to help as needed, but Brandon will set aside time this/next week to work on it

2. We want to pass out at grad fairs this fall, but how else is it getting out? Suggested that we cover three venues: Fairs, conferences, emails

3. Did we want to have them put into registrants bags at fairs? Between Abilene Christian and UT- Pan American then we can probably cover most of the Texas fairs and those recruiters can ask to put them out on the registration table at the events.

4. Do we also email it out? Need a cover email to go with it if so. Dana can work on this.

5. Cover ATGS Conference in San Antonio; dean’s attending and would be great venue

6. Dana and Brandon: Will work on finishing the piece

D. Website: Do we need a vendor?

1. Ready to invest some money into it? So is the functionality OK with what we are doing or do we need to add content and have more functionality, maybe for a members-only section?

2. What is our membership? No answer given today.

3. Questions commonly asked of Brandon: Can you help me post a job? Am I active?

4. We have to engage the website and support it if we do have a members-only section

5. NOV 18: Let’s make some clear decisions on which way to go; in the meantime, you can post a blog or comments

E. Grad fair activities: Who’s going to what fairs?

1. Only Kathryn and Stephanie spoke up about heavier travel, but Stephanie in Texas and Kathryn nationally. So we are not hitting as many fairs as a group.

2. Are we going to hold an event before the UT fair? Dana will remind Philip to work on it; none of us may be in attendance to it though (sending others)

F. Lone Star Colloquium, 3/14? Should we have an activity or help sponsor?

1. UT-Arlington will hold the conference towards the end of March.

2. Trying to keep both in person and distance components

3. Dana would like to ask that TxGAP be involved in the production of this event, at least in the professional development section; Brandon’s question is how open our members will be to attending at that time of the year? We need to figure out how it should look.

4. Alounda mentioning that this event attendance has really been falling, so to keep recruiters coming, maybe we put incentive for them. Have to get people to the table to get them to come.

5. Thought is if we can take the PD piece from them, they can focus on increasing attendance by students so schools will show.

G. Takeaways from the Summer Institute: Did we finish our to-do list?

1. Did Janeen finish gathering presentations so Brandon can post them in Slideshare?

2. Brandon meant to send a wrap up email, but at this point, he can do that with the Membership Piece we need to send out.

3. Maybe we just have to block off an hour of our calendar to finish these pieces. If you have some work to do, please do so.

II. Take-aways

A. Philip

1. Consider hosting a TxGAP get together at the UT fair on October 15; to get the word out if we can pull it together.

2. Did you do?

a. Send comments about our Summer Institute to NAGAP Pres. James Crane to put into the newsletter Perspectives, including a few pictures (if they look good)

b. Reach out to Coordinating Board to locate a list of graduate programs in Texas and their representatives to promote TxGAP

3. On Hold: Mock up assignments for web content due dates for board members?

B. Dana

1. Update and complete what it takes to host the Summer Institute sheet; list what’s involved in for the host school; have ready by October 1

2. Continue planning for a NAGAP session to present

3. Help Brandon with the Membership piece as needed, including an email to send with the piece

C. Brandon

  1. Finish creating marketing admissions piece by early September
  2. Send out GoToWebinar metrics for Stephanie and directions on what we need to provide Marcus to advertise our sessions to the NAGAP website
  3. Finish any Conference holdovers
  4. Holdover: Work with Alounda on nonprofit status (done yet?)

D. Alounda

  1. Finish any Conference holdovers; invoicing the vendors/sponsors?
  2. Update current membership list with new attendees and see who’s paid; who’s not. Do we have an onboarding process to keep them interested?
  3. Holdover: Are we able to avoid the monthly $16 charge with the new bank account and $3K minimum?
  4. Holdover: Finish 501 paperwork with Brandon’s help (done yet?)

E. Kathryn

  1. Take and type notes.
  2. For future: See about logistics of TAMU hosting next Summer Institute

F. Janeen

1. Finish any Conference holdovers: gathering presentations and posting to website (or send to Brandon?)

2. For future: See about logistics of TAMU hosting next Summer Institute

G. Stephanie

1. Continue working the professional development webinar details

2. Work with Brandon to figure who can hand out the TxGAP membership brochure at the Texas Swing fairs (his colleagues for most of Texas; hers in the south)

H. Lisa – none (is she coming back, or take her off too?)

I. ALL

1. Figure a NAGAP presentation or two so we are represented!

2. Think how TxGAP can help sponsor/plan for Lonestar Colloquium

Next teleconference call Wed, Sept. 25 from 2-3 PM

Brandon will send reminders

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