I have just started reading the book Digital to the Core: Remastering Leadership for Your Industry, Your Enterprise, and Yourself by Raskino & Waller (2015) and the first few chapters really have me thinking about how I utilize “new” technology in my job and the insanely high costs of these technologies. I work at a 2 year college in NW Ohio and I work with student conduct, student involvement, and student life…I work a lot with students! Technology in my profession (especially at a 2 year commuter campus) is imperative to what I do.
Students are traditionally only on campus for their classes and they head home. Some hang out between classes and some are involved in extracurricular activities that keep them here longer, but that is not the norm. Our student’s are stretched thin…many hold full-time jobs, take classes full-time, are caregivers to their children and parents, and many also are facing tremendous demands from many other sources. To say their time is stretched thin is an understatement which leaves little time for them to connect on campus and know what is going on on-campus. Unlike a traditional 4-year institution, we do not have a captive audience, they don’t live on campus, and connecting with them can be virtually impossible.
Since I have started working at this college in 2012 I have recognized these challenges and the importance of having the ability to reach our students through technology. Technology can play a very important role for the students I work with…it gives them the ability to engage with the college in their free time regardless of where they are…on campus, at home, in the evening, during the weekend, etc.
In my work with student conduct, I utilize a student conduct management software system called Maxient. This software system not only is a fantastic for me to house all of my student conduct records but is also a tool for me to use to reach students. This system allows me to send communication (typically a letter) to students and then notifies me when the communication has been opened by the student. This gives me the ability to reach students off-campus but also serves a vital function of student conduct by letting me know they have received communication from me. This way a student cannot say they were not notified of their Interim Suspension, that I need to speak with them regarding an incident report, that a conduct hearing is scheduled, etc.
In my work with student activities, I utilize an involvement software platform called OrgSync. This software system allows both students who are involved and students who are looking to get involved on campus to connect. For students looking to get involved, OrgSync helps them navigate what events we have going on, what student organizations we have on campus, and contact information and meeting times and locations for student organizations. For students who are involved, their organization has a “portal” that allows them connect with other members, track their budgets, submit paperwork to my office, create events on the campus calendar, reserve meeting/event rooms, and keep their files. Prior to OrgSync, students had to come to our office (which at the time was not conveniently located for students) to find out how to get involved or had to go to our website that was likely out of date. For our student leaders, they had to come to our office, utilize paper forms, and only their faculty advisors had access to monitor their budgets. Now this platform allows our students to participate with their organization off-campus and when they have “free” time, gives students more accountability with having the ability to monitor and track their budgets on their own, allows organizations to be able to create historical records online by having a place to store information and files, and allows a real-time access to our student organizations for interested students.
Both of these systems sound great for students and administrators don’t they? Functionally, yes, Maxient and OrgSync are great for my students and myself. Financially, no, these systems are not working out. Both of these systems come with a hefty bill of around $30,000 annually and this is coming out of a already tight budget at an institution that is financially struggling. In order to afford Maxient and OrgSync there are other areas that have to sacrifice in my budget which often affects the student organizations funding to travel to professional development conferences and to host events. What is the lesser of two evils…to have fewer students engaged or to have more students engaged but less funding to support the organizations?
There are two statements from Digital to the Core that have really spoken to me when thinking about the expensive technology that I utilize in my work. Raskin & Waller (2015) state that organizations will be “tossed aside…[and] swept aside” if they fail to adapt and lead in the digital age. This statement tells me that in order to not only maintain the status quo but to excel forward I must find ways to improve services with technology…which means that I need to find sustainable ways to pay for the technology or I run the risk of being “tossed aside” for something or someone that can provide those services. Additionally Raskin & Waller (2015) state that there is no way to “calculate” and plan ahead with technology. This statement is something I am struggling with in being able to afford to pay for these systems. Just a few years ago these systems were not a vital part of function for students…but now students expect some form of technology to engage with. I have been unable to calculate the changes that are needed to keep students engaged because they are happening too rapidly. I have also had challenges in calculating the financial cost of technology. Not only do these already high costs continue to soar each year but they also became needed so rapidly that there was not time to calculate how we were going to pay these costs over an extended period of time and how to make room in our budget for them.
This is something that is very real to me right now. Just this past week it was brought to my attention that there is very little funding left for our student organizations to be able to travel for professional development or to put on events due to the high cost of OrgSync. While we should have been able to send at least six student organizations on trips and fund a few events, we may only be able to send two this semester on trips before our annual funding is exhausted for the fiscal year. Since this has such a detrimental impact on our student organizations and their ability to have the experience to be able to engage professionally…is the cost of OrgSync worth it? Do we need to think about other alternatives when our contract ends? Do we go back to paper based forms? Will students continue to be engaged if we do not have an online platform? These are the questions that have been bouncing around since learning of the significant budget deficit due to technology.
In sum…technology is needed in my profession and where I work to allow students the ability to connect and be engaged at anytime of day and from any location. However, these technologies carry high financial costs. Regardless of these costs, I must continue to find ways to pay for technology or I run the risk of being “swept away.”