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OglalaLakotaCollege

Monitoring Report - Planning

2006-2011

Tokatakiya Tawoihanble Kuwapi

Vision for the Future

This monitoring report details planning activities undertaken by OglalaLakotaCollege in response to the reporting requirements specified in the May, 2003 Report of a Comprehensive Evaluation Visit, specifically:

B. Monitoring Report – Due May 2007

1. Planning – The College must demonstrate that it has addressed the following:

  1. The current strategic plan lacks resource allocations for goals, objectives and action plans.
  2. The strategic plan does not indicate prioritization of objectives.
  3. The technology plan is a one year equipment request for 2003-2004.
  4. The facilities management plan is essentially a construction plan.
  5. Consideration may want to be given to making all planning components part of the strategic plan. (Page 23).

In response to these observations, Oglala Lakota College (OLC) set out to

re-examine thestrategic, technical and facilities plans in place at the time of the 2003 site visit. It is important to note that OLC had in place plans and processes at the time of the visit that did address some of the issues raised in the report. Still, OLC took the opportunity to improve the plans and processes that were in place, taking into account the critique of the review team.

This report is organized into several sections as outlined below:

  1. Description of strategic plan revision process.
  2. The prioritization of goals and objectives.
  3. Resource allocation and the strategic plan.
  4. Technology plan.
  5. Facilities management plan.

Subsections in each section will address specific elements of each topic. Relevant

supporting documents are included in appendixes.

Description of strategic plan revision process

OglalaLakotaCollege looks to the future by setting out goals that elaborate the college vision and mission for students, faculty, staff and the college community.Strategic plans have long been part of OglalaLakotaCollege operations. The current plan builds upon the learning opportunities and accomplishments of previous planning and action processes.This vision for the future was developed through a collaborative process involving all constituencies of the college, including staff, faculty, students and community members.

The development of the 2006 – 2011 Tokatakiya Tawoihanble Kuwapi began in the spring of 2005 with meetings of the Instructional and Support divisions of the college. At these meetings, staff and faculty freely discussed their views of the needs and hopes for the future of college. The ideas put forth at these meetings were compiled and became part of the data for developing the plan.

OglalaLakotaCollege retained Dr. Brian Nedwek, a consultant with expertise in strategic planning in higher education. Dr. Nedwek provided guidance in the process of strategic planning and in the structure of the final plan. With Dr. Nedwek’s assistance, a plan and timeline for completing the strategic plan was established (See Appendix B). See Appendix B for Dr. Nedwek’s curriculum vitae.

In the fall of 2005, a strategic planning group was appointed by President Shortbull. The group was chaired by Vice President for Instruction Dr. Gerald Giraud, and included faculty, support staff, and college center directors. See Appendix B for a list of committee members. This group gathered and examined evidence, including college data, community data, and the views of college constituents. Data included survey data, census data, workforce study, community planning documents, enrollment, academic, and assessment data.

Through a series of meetings throughout the 2005-2006 academic year, the group developed goals and objectives based on review and interpretation of internal and external evidence. As the group formed tentative goals, group members reported the progress of the process and developing ideas to their various constituents, and brought back to the group the views of these constituents.

In May of 2006, the strategic planning group presented a draft strategic plan to President Shortbull. President Shortbull convened an administrative staff group to review the draft, and some revisions were made by this group.

At a two day conference held in July, 2006, the Oglala Lakota College Board of Trustees reviewed and discussed the draft of the strategic plan presented by President Shortbull. This draft was the culmination of the process that began with the general college meetings held in the spring of 2005. The Board of Trustees made suggestions for changes in the plan. In September, 2006, the Board of Trustees approved the 2006-2011 Tokatakiya Tawoihanble Kuwapi.

The first Goals in this plan, Goal 1:OglalaLakotaCollege will produce graduates who demonstrate excellence and Goal 1:OglalaLakotaCollege will foster wolakolkiciyapi by incorporating Lakota language into the processes of the college, are equally important in the future vision of the college, and thus both are identified as Goal 1. This plan will guide the college in its continuing efforts to serve the Oglala Lakota Oyate. Yearly action plans will be developed, and the plan and progress toward goals will be reviewed and reported to the college community every year. The plan is a living document which adapts to shifting resources and priorities. Appendix A is the strategic plan in the final form as of May, 2007.

The prioritization of goals and objectives

The prioritization of goals and objectives is reflected in the numbering and order of goals and objectives in the final plan. Prioritization of goals and objectives was first tentatively recommended by the strategic planning committee to the President. The President and a select committee consisting of key administrative staff members reviewed the recommended plan and prioritization, and made some changes. The prioritized plan was then reviewed and discussed by the Board of Trustees (BOT) at a strategic planning retreat. The BOT suggested several changes and revisions to the plan. The changes were made, and the final prioritization of goals and objectives is recorded in the final strategic plan as adopted by the BOT at the August, 2006 board meeting (See Appendix B). One element of note is the co equal priority of strategic goals 1 and 2, reflecting academic excellence and the promotion of Lakota language respectively. The equal status of these two goals reflects the mission of OglalaLakotaCollege to serve both the educational needs and the cultural needs of the Lakota people. See Appendix A for prioritized strategic plan.

Resource allocation and the strategic plan

A committee of administrators, including the President, Vice President for Instruction, and Vice President for Business reviewed the strategic plan and discussed, goal by goal, how the plan aligns with College funding sources and budget. The steps followed were: 1) examine each goal and attendant objectives, and identify the individual or program with primary responsibility for developing action plans related to the objectives, 2) request action plans, 3) identify whether plans could be pursued under current budget or if additional funds were required, 4) identify funding sources for each objective, based on plans, and 5) determine sources for additional fundingif necessary.

At the outset, many of the action plans focus on planning and feasibility studies. These plans primarily involve personnel costs, and can be funded within existing budgets. See Appendix B for examples of planning and feasibility actions plans. One challenge was to make individuals and programs understand that all activities, including planning, require resource allocation, even if no additions to current funding are needed.

Some action plans have been developed that involve actions and new programs, rather than planning. For example, plans for Goal 1, Objective 1 involve the creation of a Foundations Department, which required restructuring of budgets, moving resources from other departments to the new department, and making decisions about funding sources for the new department. Goal 2 action plan required the creation of a new department with new budget lines, not reassigned resources. See Appendix B for example departmental action plan.

OglalaLakotaCollege reliance on grant funding

Reviewers have from time to time claimed the College’s reliance on grant funding to fund programs and initiatives is a weakness or deficiency. We take exception to this claim.

Grant funding is an essential resource for tribal colleges, and for OglalaLakotaCollege in particular. Oglala Lakota College (OLC) is located in the midst of a geographic area known for a paucity of resources. There is no local tax base to support the College, the state of South Dakota provides no funding, and there is no revenue from gaming. OLC relies heavily on federal per student direct support through BIA PL471 authorization. Tuition is low because the population OLC serves is monetarily poor, 60% of OLC students are eligible for federal PELL grants, and more are supported through other forms of student support grants. Therefore, a substantial proportion of OLC tuition is also paid through federal funds.

OglalaLakotaCollege does have a substantial amount of direct mail and other donated funds. These funds are primarily placed into endowments earmarked for building, faculty salaries, and student scholarships.

Many of the grants received by Oglala Lakota College (OLC) are set aside grants from federal sources. These are grants that are either earmarked for tribal colleges, or for which tribal colleges receive favored status. OLC has an excellent record of grant performance, such that OLC has an excellent record of obtaining subsequent competitive grants from federal agencies. OLC is also building a record of successful grant acquisition when grants are strictly competitive.

It is important to recognize thatOglalaLakotaCollege’s record of grant acquisition is a strength, not a weakness. The successful record of grant acquisition shows that OLC is a strong and stable institution, both financially and academically.

It is further important to recognize that substantial grants such as Title III, while not guaranteed, are arguably at least as certain a source of revenue for Oglala Lakota College (OLC) as state funding is for state university and college systems. Furthermore, many of the so called federal grant programs that fund OLC activities are in reality entitlements, based on treaty rights and the long term relationship between tribal entities and the United States Government. Therefore, the use of grant funds to support long term strategic plans is justified and defensible.

Finally, it is important to recognize that OglalaLakotaCollege practices a responsible conservative approach to budgeting and funding, as is necessary for the sustainability of the College in the midst of a resource poor local context. Therefore, whenever possible grant funding is utilized to support College programs and initiatives when the primary sources of College funding, such as BIA PL471 per student funding, can be saved or used to support the foundational operations of the College.

Prioritized funding of the strategic plan

OglalaLakotaCollege depends on several sources of funding that can be categorized according to the stability and certainty of the funding source. The College tends to fund its essential functions with the most stable and certain funding sources. Sources of funding in order of certainty are: endowment; BIA PL471 authorization of per student funding; tuition; federal funds or ‘grants’ that are non-competitive and earmarked or set aside for tribal colleges; direct mail and other donations; and competitive grants. In determining funding and budgeted resources for the elements of the strategic plan, the highest priority goals and objectives are funded by the most stable and certain funding sources.

So, for example, the activities and programs related to Goal 1 Oglala Lakota College will produce graduates who demonstrate excellence in their chosen areas of study and fields of endeavor, Objective A OLC students will enter college with the skills and knowledge to pursue college level studies, specifically the newly created Foundations Department, are funded by BIA PL471 funds. The Lakota Language Institute, the primary program action for Goal 1 Foster wolakolkiciyapi by incorporating Lakota language into the academic and operational process of OLC, Objectives A and B, is also funded by PL471 funds. Therefore, the prioritized goals of the strategic plan are funded according to the prioritized funding sources of the College.

Summary

Oglala Lakota College (OLC) responded to the peer review of the 2003 site visit team by reviewing the strategic plan and planning process in place at the time of the visit. In light of the internal review and the observations of the HLC/NCA site review team, OLC committed to a process that resulted in a plan that aligned with best practice models.

Technology plan

The 2003 Review Team had this to say about the technology plan:

The technology plan is a one year equipment request for 2003-2004. Plans typically include at least a longer projection cycle; a maintenance projection component; a section identifying personnel needed to maintain the systems and equipment; a distance education component, wherein regional site needs are determined and financed, and projections presented on administrative computing systems. The College may benefit from designating a line item in its continuous budget for technology. To date, this vital component of the campus operations has been funded through grants. (page 23)

History of Technology and computing at Oglala Lakota College

Administrative applications: Administrative computing for OglalaLakotaCollege began in 1981 with the purchase of Apple IIe computers and a Nestar Hard Disk system with 8 inch floppy disk backup units. These computers were purchased with Title III funds. At that time, there were no packaged software applications for small colleges that would work on this type of a system. Consultants were contracted to develop the initial registration system.

In 1986, the college went from an Apple system to a PC system. The same consultants were hired to switch to the new system. This involved the re-entry of all student records as there was not a conversion system available to transfer from Apple to the PC system. Still, this was only for registration and administration really desired a program that would handle Financial Aid for students. In 1989 using Title III funds, the college changed software to a packaged system which integrated Registration with Financial Aid. Initially, the company contracted was based out of New Mexico called POISE (People Oriented Information Systems in Education). This system was sold with new hardware which was a mini computer system sold by DEC known as an Alpha system. Later POISE was merged with Campus America who had been a competitor with POISE. Afterward the Business Office and Payroll applications were purchased and implemented with the Registration and Financial System which also handled
Student Billing. This system was used until 2000 when a Windows application program was implemented. OglalaLakotaCollege currently uses Jenzabar institutional software.

Internet connectivity: In 1986, the College obtained it’s first Internet connection. A HP Unix operating system was used for this at the college. This was the first connection to the outside world using dialup 1200 baud modems. The following year 2400 baud modems were introduced.

The OLC Library up to this time was a dial up system into a tower of CD-ROM reference materials. Maintenance and support was provided to the College Centers on an ad hoc status by Tony Brave, the Librarian, the Applied Science computer teachers and a staff member of the Math Department. A full time technician was hired in 1999.

Instructional computing and technology: OLC has had a commitment to the information technology literacy of its students going back to the very early 1990's. In 1993 students were required to take an Introduction to Computers course. At that time OLC used MS-DOS applications of Microsoft Works and later Word Perfect Suite on IBM XT type computers that only used 5.25" floppy disks. The college received a grant to fund two AAS degrees and two labs of ten computers each were purchased in 1996 that included Windows 95 and Word Perfect Suite. These computers also included a hard
drive and a 3.5 floppy disk.
In the mid 1990’s, OglalaLakotaCollege was part of a consortium of tribal colleges that was awarded a National Science Foundation (NSF) Model Institutions of Excellence (MIE) Grant. MIE created a wide area network to all college centers using T1 lines. This funding allowed OLC to upgrade computer labs in the College Centers and later to hire full time information technology staff. The installation of a video conferencing system provided the infrastructure to network College Centers with each other and allowed us to network the computer labs and provide connection to the Internet.

In addition to NSF funding, OglalaLakotaCollege has capitalized on Title III Higher Education Institutional Aid Grants for the purposes of developing technology and assessment processes. These 5 year grants have allowed OLC to provide laptops to all faculty, and to introduce and institutionalize electronic record keeping, grading, advising, and enrollment. Further, Title III funds allowed OLC to create and maintain infrastructure for distance education.