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3. Building the strong organization

Embedding quality standards and outcomes in all programs, services and business practices

Initiatives for 2011-12 Performance indicators/measurable outcomes Projected Status Update as of March 31, 2012
Prepare for the Program Quality Assurance Process Audit by the Ontario College Quality Assurance System (scheduled for June 2011). Audit complete; implementation of recommendations underway. Achieved: 18 month progress report due in 2013.
Investigate appropriate Quality Assurance bodies for additional program accreditation processes. Report produced that identifies potential additional appropriate accreditation bodies for Seneca’s academic programs and academic services. In Progress: Report under development.

Ongoing into Fiscal 2012-13
Establish Dean of Students portfolio and, in consultation with Academic and other College partners, develop an organizational plan for the delivery of effective services and programs within that portfolio. Development and implementation of an operational and organizational plan within the Dean of Students Portfolio. Under Review: Operational and organizational plans pending outcomes of departmental reviews.
Review and optimize student services and support processes with best practices through the development of a self-study framework. In Progress: Self-study framework in development. Individual areas/programs reviewing current practices and alignment with professional standards.

Ongoing into Fiscal 2012-13
Review of student and staff resolution services by the Dean of Students—in conjunction with Executive Director of HR with academic input—to implement revised policies, practices and standards of operations in fall 2011. Rescheduled: Review Committee established with student, faculty and staff representation. Review in progress, with revised organizational model and operating procedures to be implemented.

September 2012
Implementation of student-centered counselling and disabilities and health centre models. On Track: New operating model ready for implementation.

September 2012
Review and improve core services for students, staff and faculty. Enhanced functionality for student and employee cards achieved. On Track: OneCard multi-year plan underway. Capacity for online transactions to be tested in Summer 2012. Campus shuttle buses to be equipped with card readers in April 2012.

Ongoing into Fiscal 2012-13
A centralized event booking framework and process for the College’s facilities established. Under Review: Pending decisions around the scope of the I3 project.

Ongoing into Fiscal 2012-13
Financial processes reviewed and improved to facilitate streamlined student fee payments. In Progress: New online full- time tuition payment application approved and slated for launch.

Spring 2012
Intercampus shuttle bus service reviewed to assess feasibility of increasing ridership and expanding current routes. Achieved: Ridership reviews initiated at the end of each semester.
Improve IT Services support and capability. Restructured ITS organization established under new CIO and new operational plan developed. In Progress: Operational plan developed and organizational review underway.

Spring 2012
New telephone system implemented. Achieved: Implemented in Fall 2011.
New e-mail system implemented. Achieved: Implemented in January 2012.

Network printing system rolled out.

Achieved: Implemented in Fall 2011.
Policies on Records Management, IT Disaster Recovery, and Business Continuity established. In Progress: New policies under final review.

Ongoing into Fiscal 2012-13
Review Seneca’s Human Resources processes and practices. Under the leadership of the new Executive Director, Human Resources, a new HR operational and organizational plan created, including leadership development activities. On Track: Several new HR operational and structural plans under review. These include: building and realigning HR capacity; reengineering policies and processes; revising HR metrics; enhancing communications including Intranet site; and HRIS planning.

By December 2012
Through consultations with college stakeholders, current recruitment processes revised. Achieved: Standardization of applicant process complete. Competition status tracking and screening occurring through implementation of Hire Desk software.
Follow through on next steps from the Employee Engagement Survey. Complete department-level meetings to discuss results with all employees. Achieved: Meetings held with all departments to review survey findings specific to each area.
Strengthen capacity of Seneca’s Advancement and Alumni function. Establishment of capital funding priorities based on outcomes of the master planning initiatives: Capital case for support developed, project-based prospecting activities initiated. On Track: Support case for the King Campus campaign in development. Funding priorities under review.

Ongoing into Fiscal 2012-13
Review and redevelopment of Advancement policies, including naming guidelines, gift acceptance and donor agreements. In Progress: Policy review underway. New templates for donor agreements drafted.

Summer 2012
Review endowment strategy and performance to ensure optimal income/payout rates are secured. In Progress: Investment review initiated.

June/July 2012
Alumni strategic plan approved by the Alumni Association and College administration; completion of at least ten strategic alumni-oriented events (institutional and division-based). Achieved: Alumni strategic plan approved. Over 30 events held with total of 1000 alumni in attendance.
Review and update the College’s Emergency Response Plan. Updated Emergency Response Plan developed and rolled out College-wide. In Progress: Work being completed on establishing general emergency plan and several specific procedures. Emergency teams identified at each campus; emergency plan training being developed for roll-out.

Ongoing into Fiscal 2012-13
Facilitate improvements to classroom and faculty space. Space inventory established to facilitate improvements to space planning and utilization. On Track: Compiled drawing inventory and working with external consultant to respond to MTCU initiative to standardize and categorize space standards across the college system.

Supporting professional development and workforce planning for faculty

Initiatives for 2011-12 Performance indicators/measurable outcomes Projected Status Update as of March 31, 2012
Analysis of current faculty professional development programs and requirements. E-learning survey and analysis of faculty completed; results to inform proposed PD program for e-learning and mobile learning. In Progress: Ongoing analysis of current faculty development programs. Blackboard minimum requirements established. E-learning plan to be embedded in the 2012-17 Academic Plan.

Ongoing into Fiscal 2012-13
Develop academic resource planning support tools and guidelines to assist chairs and deans in faculty workforce planning. Faculty utilization model reviewed and upgraded; support tools and guidelines distributed and operationalized; training opportunities provided to chairs. In Progress: SWF calculator developed and distributed. Demonstrations made to Program Chairs, Finance and HR personnel.

Ongoing into Fiscal 2012-13

Fostering and leveraging partnership activities to benefit students and the College

Initiatives for 2011-12 Performance indicators/measurable outcomes Projected Status Update as of March 31, 2012
Develop partnerships with external associations and accrediting bodies to deliver professional development programs that meet their needs. At least one new partnership established with courses developed specifically for the partnering organizations. Rescheduled: Related initiatives will be connected to 2012-17 Academic Plan.
Report submitted to senior executive for approval, outlining a future partnership strategy implementation.  
Continued work on the Applied Research Commercialization Initiative funded through FedDev Ontario; SMEs, students and faculty will work on a variety of relevant industry projects. Experiential learning for 50-60 students, updated relevant-industry knowledge for 12-16 faculty, and 16 completed projects. Achieved: Fifteen Faculty and 35 students engaged on 16 projects.
Continued involvement with Institute for Municipal Excellence Advisory Committee. Development of an electronic information database (Municipal Data Centre) of relevant municipal trends/facts/ developments. In Progress: Electronic information database under development.

September 2012
Identification and funding of a minimum of two applied research projects in the area of Municipal operations/administration. In Progress: Two projects identified; funding options under exploration.

September 2012
Development of internal expertise in municipal matters and a pool of external experts as potential faculty/guest lecturers. Ongoing.
Engage external stakeholders in infrastructure development. Advance initiative to establish a joint training facility with York Region Police/Municipal Fire Services at King Campus. In Progress: Discussions exploring nature of potential partnership and training needs underway.

Ongoing into Fiscal 2012-13

Strengthening Seneca’s Planning and Organizational Foundation

Initiatives for 2011-12 Performance indicators/measurable outcomes Projected Status Update as of March 31, 2012
Campus Master planning activities for the King, Markham and Newnham campuses. Master planning and programming initiatives complete and final report approved by the Board of Governors. Achieved: Master Plans for Newnham, Markham and King campuses approved by the Board of Governors in January 2012.
Enhance Seneca facilities for students, faculty and staff members. The 160,000-square-foot Knowledge Infrastructure Project building completed at Newnham Campus for the fall 2011 semester. Achieved: Building opened on schedule in September 2011.
A review of Eaton Hall conducted for possible future uses. In Progress: Review underway.

September 2012
Student space enhanced at all four main campuses with improved student lounge seating and additional student collaboration spaces where possible. Achieved: New KIP building and levels 3 and 4 of Building A at Newnham furnished with furniture to enhance student lounge seating and collaboration opportunities.
In Progress: Upgrade of student lounge seating underway at King, Markham and Seneca@York.

Spring 2012
In collaboration with the Seneca Student Federation, refurbish the Senecentre student building. Achieved: Newly renovated Senecentre opened in January 2012. Modernized facilities, including upgraded food services, now available for student use.
Sports Build plan further developed relative to the findings of the College master planning initiative. In Progress: Student Life Build plan and reviews for proposed Sports Center builds at Newnham, King and Seneca@York all underway.

Spring 2012
Development of a new Strategic Plan. Following broad consultation with internal and external stakeholders and thorough research, a new Strategic Plan developed and approved by the Board of Governors. On Track: Extensive consultation conducted, including nine townhalls held across campuses and an online survey that resulted in over 450 responses. 2012-17 Strategic Plan to go to the Board of Governors for approval in June 2012.
Moving towards Integrated Planning. Seneca’s business, capital and operating, and human resource planning integrated into the same calendar cycle, with strong links to the academic and strategic plans. In Progress: Integrated planning calendar created. Calendar to be further refined to incorporate human resource planning.

Ongoing into Fiscal 2012-13
Comprehensive review of IT Systems and Business Practices with the aim of acquiring an enterprise system with integrated Financial, Student, and Human Resource Information Systems. Cross-college steering committee consultations completed and integrated information system project defined. Achieved: Steering committee consultations completed and Request for Proposal for new enterprise system issued in March 2012.