4. Old Business o Creation of the Rubric for Sponsorships Determine criteria for how funding of institutional dollars for sponsorships should occur

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1 Committee Meeting: Marketing & Institutional Date: March 3, 2017 Advancement Committee Chair: Trustee Kathleen Masiello Committee Members: Susan Swarts-Trustee, Neal McCallum-Student Trustee, Jeffrey Bagel- Vice President of Foundation, Maria Carroll-Director Talent Management and Employee Engagement, Dr. Erik D Aquino-Vice President of Enrollment Management, Dr. Fabio Escobar-Vice Provost IRAAP, Michael Farrell-Michael Farrell-Public Information Officer, Lida Mosovich-Software Specialist, Michael Pietkiewicz-Executive Vice President of Operations, Philip Struebel-Director of Admissions, Nathan Wallace-Asst Project Coordinator, Darley Willis-AVP Chief Diversity Officer AGENDA 1. Call to order 2. Approval of Minutes: o Review of November 18, 2016 edits- Page 2 o January 13, 2017 Page 6 o February 7, Page 8 3. Foundation Updates 4. Old Business o Creation of the Rubric for Sponsorships Determine criteria for how funding of institutional dollars for sponsorships should occur o Marketing Advisory Council Creation o Social Media: Advertising vs. Posting and Monitoring. o Update on Director of Marketing and Communications search process o Update on Advertising Efforts for the next few months 5. Style and Branding Guide Policy Creation 6. Next Meeting April 7, :00 am 1

2 Committee Meeting: Marketing & Advancement Date: November 18, 2016 Minutes taken by: Kristen DiPizio, Senior Clerk Committee Chair: Kathleen Masiello Typist, Dean of Students-City Campus - Trustee Attendees: Kathleen Masiello-Trustee, Fabio Escobar-AVP IRAAP, Darley Willis-Director of Equity & Diversity, Lance Konkle-Director of Public Relations, Philip Struebel-Director of Admissions, Lida Mosovich-Software Specialist II CITS, Erik D Aquino-AVP Enrollment Management Phoned in: Timothy Callan-Trustee Excused: Mike Pietkiewicz-Senior VP of Operations, Maria Carroll-Assistant Director of Human Resources Minutes I. Call to order 10:06am II. Approval of Minutes A motion was made by Kate Masiello and seconded by Lance Konkle to approve the minutes from October 7, 2016 meeting. *Kate reminded attendees to her name suggestions for brand ambassador training. The name is very important, needs to be fun not training. III. Old Business Phil Struebel updated the event at True Bethel. Suggested to have placement testing on site at community events. Possibly complete Applications, FASFA, etc. Darley Willis offered to help recruiting in the faith based community. IV. New Business Fabio provided updates on the five areas of ECC Excels (Hand out was provided). Each task force manages specific projects, each of which has its own project manager and project team. There are 115 projects in Excels and the projects are phased in over the five-year life of the plan. All Excels information is available on MyECC SharePoint site, currently being built at myecc.ecc.edu/excels. Access 2 items need to be addressed, 25-30% complete. Maria Carroll has dates for EAP Training Tentative Schedule: January 13 9:00 AM North February 17 9:00 AM City 2

3 March 17 (College Day) 1:00 PM South April 14 1:00 PM North May 19 1:00 PM City June 14 1:00 PM South As you can see we re rotating campuses and times over the course of the semester (AM/PM) in the hopes this will enable some faculty to attend as well. Katie Marshall will give an update at the December meeting on transfer services. Completion 2 items need to be addressed. Lida Mosovich will gather website information for next meeting. Using the timeframe of the calendar years 2015 and Information requested; number of users, interaction, exit page, heavy hit areas, and possibly peak times. SharePoint should be MyECC on all things related to ECC community. Engagement 4 items need to be addressed. Alumni Engagement needs to be included in Excels. Alumni should be interviewed and w must catalog their stories. Use Excels as good news reporting, to build a brand. Make it positive. V. Signage Create committee for each campus consisting of: Dean of Students, Director of Admissions, SGA Representative, Fabio, Erik, and Public Relations. This committee will walk through the respective campus to tag/take down unauthorized bulletins. Need to create and document a process with directions. There should be a set font used college wide for all correspondence. Use toolbox. *Make notes for policy ideas for future meetings. *Bring to policy board after January meeting. VI. Advertising and Marketing Lance to report at the top of the next meeting. VII. Other Nothing to report VIII. Next Meeting To be determined 3

4 Committee Meeting: Marketing & Advancement Date: November 18, 2016 Minutes taken by: Kristen DiPizio, Senior Clerk Committee Chair: Kathleen Masiello Typist, Dean of Students-City Campus - Trustee Attendees: Kathleen Masiello-Trustee, Fabio Escobar-AVP IRAAP, Darley Willis-Director of Equity & Diversity, Lance Konkle-Director of Public Relations, Philip Struebel-Director of Admissions, Lida Mosovich-Software Specialist II CITS, Erik D Aquino-AVP Enrollment Management Phoned in: Timothy Callan-Trustee Excused: Mike Pietkiewicz-Senior VP of Operations, Maria Carroll-Assistant Director of Human Resources Minutes I. Call to order 10:06am II. Approval of Minutes A motion was made by Kate Masiello and seconded by Lance Konkle to approve the minutes from October 7, 2016 meeting. *Kate reminded attendees to her name suggestions for brand ambassador training. The name is very important, needs to be fun not training. III. Old Business Phil Struebel updated the event at True Bethel. Suggested to have placement testing on site at community events. Possibly complete Applications, FASFA, etc. Darley Willis offered to help recruiting in the faith based community. IV. New Business Fabio provided updates on the five areas of ECC Excels (Hand out was provided). Each task force manages specific projects, each of which has its own project manager and project team. For the five areas there are Focus areas that generate to Goals that generate to Initiatives (projects). There are 115 projects in Eexcels and the projects are phased in over the five-year life of the plan. All Excels information is available on MyECC SharePoint site, currently being built at myecc.ecc.edu/excels.. Access 2 items need to be addressed, 25-30% complete. Maria Carroll has dates for EAP Training Tentative Schedule: 4

5 January 13 9:00 AM North February 17 9:00 AM City March 17 (College Day) 1:00 PM South April 14 1:00 PM North May 19 1:00 PM City June 14 1:00 PM South As you can see we re rotating campuses and times over the course of the semester (AM/PM) in the hopes this will enable some faculty to attend as well. Katie Marshall will give an update at the December meeting on transfer services. Completion 2 items need to be addressed. Lida Mosovich will gather website information for next meeting. Using the timeframe of the calendar years 2015 and Information requested; number of users, interaction, exit page, heavy hit areas, and possibly peak times. SharePoint should be MyECC on all things related to ECC community. Engagement 4 items need to be addressed. Alumni Engagement needs to be included in Excels. Alumni should be interviewed and w must catalog their stories. Use Excels as good news reporting, to build a brand. Make it positive. V. Signage Create committee for each campus consisting of: Dean of Students, Director of Admissions, SGA Representative, Fabio, Erik, and Public Relations. This committee will walk through the respective campus to tag/take down unauthorized bulletins. Need to create and document a process with directions. There should be a set font used college wide for all correspondence. Use toolbox. *Make notes for policy ideas for future meetings. *Bring to policy board after January meeting. VI. Advertising and Marketing Lance to report at the top of the next meeting. VII. Other Nothing to report VIII. Next Meeting To be determined 5

6 Committee Meeting: Marketing & Advancement Date: January 13, 2017 Minutes taken by: Donna Procknal Assistant to Committee Chair: Kathleen Masiello - the Senior Vice President of Operations Trustee Attendees: Kathleen Masiello-Trustee, Susan Swarts-Trustee, Fabio Escobar-Interim AVP IRAAP, Erik D Aquino-AVP Enrollment Management & Interim Vice President of Student Affairs, Maria Carroll-Assistant Director of Human Resources, Philip Struebel-Director of Admissions, Nate Wallace-Asst. Project Coordinator Student Services, Lida Mosovich- Software Specialist II CITS Excused: Mike Pietkiewicz-Senior VP of Operations, Darley Willis-Director of Equity & Diversity Minutes I. Call to order 11:04am II. Approval of Minutes-November 18, 2016 Motion to approve the minutes with edits that were submitted Motion: Erik D Aquino; Second: Kathleen Masiello Excels needs to be capitalized and the minutes need to state the five pillars are the focus areas related to our task forces. III. Web Site Analytic Information-Lida Mosovich LidaMosovich reported out on website usage, comparing this year to last year. The report illustrates all the users; compares returning visitors versus new visitors, page views, session times, along with bounce rate (leaves the site immediately, stays on one page, and they do not click on any links). We can also obtain, data as to the type of devise, IPad, phone, desktop, that the viewer is using to look at our website. Lida is looking into Google Search Console to figure out what key words people are searching for, to enable us to use our tabs to have people hit our site. These key words will move ECC s listing higher under the Google search list. IV. Brand Ambassador Training Spring Semester Maria Carroll Maria Carroll passed around a 2017 EAP Training schedule, for the upcoming semester. It is hard to get people involved in the training. Sessions are scheduled for once a month. Supervisors need to encourage employees to attend. V. Marketing and Communications Department Erik D Aquino The Director of Marketing Communications positon is on the Board Agenda for approval at the January 27 meeting. Erik Aquino is looking to have two rounds of interviews. The 6

7 finalist from the first round would make a presentation. Trustee Masiello expressed interest in being involved in the process. We need to identify key skills along with IT and data skills. The position will be posted for 30 days, and the College should have someone in the position by April, or May at the latest. Erik will share the job description with the group for their input. VI. Other - Phil Struebel and Erik D Aquino met with representatives regarding advertising. Social media reaches a broader audience and is more effective and more cost efficient. The College needs to be more strategic with where we spend advertising money. We need to analyze what message we are sending, and identify who are market is. Jeff Bagel, Associate Vice President of Foundation and Alumni Relations, can put us in contact with alumni and work with the Marcom Department as having them share their experience and stories of what ECC has to offer. A suggestion was made to change the name of an ambassador to an Emissary. VII. Next Meeting February 7, 2017 Discuss the need to put a process in place to track feedback from training sessions, and how to keep the momentum going. 7

8 Committee Meeting: Marketing & Institutional Date: February 7, 2017 Advancement Committee Chair: Trustee Kathleen Masiello Committee Members: Jeffrey Bagel-Vice President of Foundation, Dr. Erik D Aquino-Vice President of Enrollment Management, Michael Farrell-Public Information Officer, Lida Mosovich-Software Specialist, Michael Pietkiewicz-Executive Vice President of Operations, Colleen Quinn-College Senate Chair and Assistant Professor, Philip Struebel-Director of Admissions, Darley Willis-AVP Chief Diversity Officer Excused: Susan Swarts-Trustee, Neal McCallum-Student Trustee, Maria Carroll-Director Talent Management and Employee Engagement, Dr. Fabio Escobar-Vice Provost IRAAP, Nathan Wallace-Asst Project Coordinator MINUTES 1. Call to order 2. Approval of Minutes When edits are requested to the minutes, the minutes need to be reviewed to illustrate that the edits have been completed. Minutes from the January 13, 2017 meeting were tabled. 3. Foundation Updates a. Celebrate ECC is sold out, and on budget. They expect to net $44,000. The alumni event at the Mansion was a success. b. Current Campaigns (Scholarships, etc.) 104 Scholarship Opportunities. The Foundation anticipates students earning approximately $300,000 in awards for the year. 698 Students are in the process of applying for scholarships. This is a 50-75% increase in applications. The foundation attributes this increase to the new scholarship platform Academic Works. This system makes it a lot easier for students to apply for scholarships. If anyone is interested in being a scholarship reviewer they can contact Jeffrey Bagel, or Christopher Gengo, Director of Donor Engagement, for details. Minimum scholarship given out is $ Marketing and Communications Department Structure and Purpose a. Discussion on vision and purpose-the Marketing Departments Action plan will serve as a guide in the interview process for the Director of MarCom position. Erik D Aquino spoke with Stephanie King, Director of Alumni Relations regarding aligning Marketing and Outreach efforts institutionally. The position for the Director of Marketing and Communications has been posted and will be listed for 30 days. Erik is moving forward with the revitalization of the MarCom Department, and plans to have the Director in place by May. The person who fills this position needs to manage the department, move the department forward, as well as Brand Policing. The responsibilities of the Director position, needs to be clearly defined, as well as, the role of social media at the college. 8

9 Erik directed the committee members to look at the Toolbox and give him feedback by February 10, so he can post the Toolbox, branding and style guides on ECC Today. b. Discussion on structure- The function of the department needs to be clearly defined and aligned with the Strategic Plan. The committee needs to articulate our vision with the department and figure out how it fits into their day to day task. The Marcom department consists of an Events Specialist, a Graphic Artist, and a part-time Graphic Artist. Should Public Relations be part of the MarCom Department or under the President s Office? 5. Advertising and Marketing identifying parameters for spending a. Sponsorship-Erik is reviewing who we had sponsorships with and who we should reach out to in the future. b. Advertising Funding- Erik is reviewing and analyzing where we should be advertising in the future. c. Past Advertising Efforts $522,000 was spent last year on Advertising. Erik has been evaluating and analyzing where we should focus our future spending. d. Updates on current advertising efforts Joanne Colmerauer, Project Director for the Office of Transition Programs is working with Erik on an advertising social media campaign focusing on Women in Technology. Last month Erik worked with Carl Stokes, an alumni and ECC instructor; to launch a website on ECC Today for Black History Month Phil Struebel is working with the counselors and the student ambassador s on a social media outreach. We need to look into getting students involved with Marketing initiatives, internships, and working with faculty. If we are connected with the student body, the students will connect with other students. The students will post on Facebook and tag the staff and faculty on Twitter. The college needs to be aware of what is being said on social media about the college and acknowledging when someone has something to say about the institution. A response needs to occur in an appropriate time frame. Mike Farrell will work with Lida Mosovich to develop a standard line for social media; that the matter is being looked into. Some possibilities for the MarCom department are: -create an Advisory Committee -create outside relationships with outside agencies to handle excess work if necessary -quick response team to address social media 6. Next Meeting March 3, 2017 at 11:00 Focus on: -Social Media WIVB and WGRZ -What the elements of the Rubric are that we should use going forward Meeting adjourned 4:20 pm. 9