Office Furniture/Counter/New Design :: PIP System (SUNY Orange)

Office Furniture/Counter/New Design Print All

Initiative Title	Office Furniture/Counter/New Design
Submitted in Previous Year(s)	No
Critical Information, Notes, Justification, Rationale	New office furniture and a new layout in the Financial Aid front office would enhance the appearance tremendously, and make it more inviting to students, their families, and the entire college community. It would also make the workspace more productive for accomplishing the needed tasks. Currently the financial aid office is one big room with 6 full time employees, 1 student aid,and 1 auxiliary employee. At present, the work area is not separate from the reception area, thus making it difficult for those in the work area to actually work (especially during peak times), as there are constant interruptions. Presently students walk into the office and approach anyone who "appears" to be available. This can be very problematic. The majority of the information handled in the financial aid office is highly confidential. When students (and parents) are able to walk in and approach anyone, there is a very real possibility that they may see and/or hear sensitive information. We are a processing office that has nothing to separate a work area from a reception area. Since the office is one open space, workstations would be the best way to go, thus giving privacy to those working, as well as to students coming into the office. The furniture in the office today is a mish-mash. Each desk is a different size and design. Extra pieces of office furniture are mostly hand-me-downs from other offices. A reception area with a counter could create a very welcoming and helpful environment, while still preventing students from wandering through the office to approach anyone at will. This counter would allow students to complete any necessary paperwork comfortably, rather than sitting on a couch that is caving in, and leaning on their knees with a clipboard. It would also preserve the confidentiality of work on the desks of staff members (and phone conversations they are having with other students) from the students in the reception area. Not only would a new design improve the aesthetics of the financial aid office, it would also promote better workflow. The receptionist would be able to direct students to appropriate personnel within financial aid. Students would not get the feeling they are being bounced from one person to another. Financial Aid staff members would be working in their own designated workstation, thus helping to alleviate the confusion students face when walking into the room now. Staff would also be able to work much more efficiently with quieter areas to work in. The benefits of the renovation would be a welcoming and comfortable atmosphere for students and parents who already feel awkward at best, asking for aid. With the office working more efficiently, financial aid could be processed in a timelier manner, improving student satisfaction.
Consequences of this initiative not being funded	FERPA violations, students perception of being shuffled around, unattractive office, workflow delays
Department Goals
Programs
Locations
Estimated Completion Date	12/31/2007
Will this initiative span multiple budget years?	No
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:01 pm
Updated	06/17/2013 5:01 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
COLLEGE IX: To provide a clean, safe, attractive and accessible college. 1: To maintain the cleanliness and aesthetics of building interiors.
MIDDLESTATES Standard 9: Student Support Services b: The college should re-evaluate the structure of the student development area to ensure resources are being allocated to best meet the needs of all learners, that functions of the various areas are clear, and that all constituents are able to participate in planning for student services.
STRATEGIC V: Provide a clear, consistent and compelling presentation of Orange County Community College.

Action Steps

Action Step	Responsible Party	Order
Develop a plan for redesigning and furnishing the financial aid office	Rosemary Barrett	1

Expected Outcomes

Outcome	Order
Improved service to students	1

Assessment Methods

Method	Description	Other Method	Responsible Party

Resources

INITIAL YEAR COST:	$13,500.00
RECURRING COST:	$0.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
Materials to build counter with shelves	$1500.00
TOTAL:	$1,500.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
Couch, chairs, table for reception area	$2000.00
Desks for employees with dividers	$10000.00
TOTAL:	$12,000.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
11	10 Notes View	4		1	Office Furniture/Counter/New Design $13,500.00 / $0.00	Financial Aid

Prioritization Notes

Level 4

Level 4 (PBIE Committee)

One of the highest traffic areas on campus is financial aid / student services in the Shepard Center. Currently this space is antiquated, crowded, noisy, and lacks the requisite privacy for employees to conduct business with students. For a modest sum this area can and should be immediately improved to enormous benefit. Currently the financial aid office is one big room with 6 full time employees, 1 student aid person, and 1 auxiliary employee. At present, the work area is not separate from the reception area, thus making it difficult for those in the work area to actually stay on task (especially during peak times), as there are constant interruptions. Presently students walk into the office and approach anyone who "appears" to be available. This can be very problematic. The majority of the information handled in the financial aid office is highly confidential. When students (and parents) are able to walk in and approach anyone, there is a very real possibility that they may see and/or hear sensitive information. We are a processing office that has nothing to separate a work area from a reception area. The improvement to this space would rectify the situation.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
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