Preparing for a TransitionA Step-by-Step Guide for Staff and Students

Sarah Moyns, Assistant Director for Transitions and Building ManagementJerry Mann, Senior Associate Director

University of North Carolina at Charlotte

Cone University Center

• Built in 1961, first addition in 1966, second in 1976

• Less than 100,000 square feet

Student Union History• The University of North

Carolina set out to create a unique building on campus where students and the campus community can gather on a regular basis.

• The goal is to have a bustling building with events, meetings, meals, education and entertainment

August 22, 2005

Student Union History• 1999 - Budget earmarked to renovate existing University Center (Cone).

Sasaki Associates engaged to assist with design• May 2001 – Sasaki recommends building new structure• 2001 to 2003 – Program review• August 2003 – Designer selection awarded to Sasaki and the FWA Group• November 2003 – Sector study completed and location chosen• April 2004 – Program development completed• August 2004 – Schematic design completed• May 2005 – Design development completed• July 2006 – Construction documents completed• April 18, 2007 - Pavement Breaking

Transition: Where to Begin• Determine the goals and challenges you expect to face• Set a timeline• Select who is involved on your teams

– Leaders vs. participants• Establish what methods and resources you will use• Create initiatives to keep the momentum going• Mark the milestones• Plan a completion celebration

Goals

• Reasonable• Measurable• Attainable

Challenges

• Introduce concept of a “Student Union” to the campus

• Engage student population to play a more direct role in governance of the building

• Plan for migration from career centered employment model to student centered

Transition Timeline• January 2008 – Core Team Assembled• February – Transition Team Proposal presented to staff• March – Topping Out Ceremony • April – Transition Team Kick Off, begin Student Union

Advisory Board work, Students vote on Union Logo• Summer ‘08 – Market student union to incoming students• Aug. – Oct. – Retail Survey• October – Grand Opening initial Proposal Submitted• December – Office cleaning day, auxiliary/food services

brought onto Core Team

Transition Timeline• January 2009 – Student Union Advisory Board begins work• February – Grand Opening Team begins planning specifics,

Homecoming Parade, Grand Opening t-shirt contest announced

• March – Union marketing campaign announced, student employment information sessions/interviews, office cleaning day

• April – Student employees hired, staff begins to be hired• May – packing begins, final preps for the move, move

meeting and timeline in place• June – building complete

Transition Timeline• April – Student employees hired, staff begins to be hired• May – packing begins, final preps for the move, move

meeting and timeline in place• June – building complete• Late June/Early July – Move in• August 24, 2009 – GRAND OPENING!!!!!

Milestones

• Transition Team Kick Off• Topping Out Ceremony• Cleaning Day• Advisory Board

Established• Staffing Finalized• Grand Opening Date Set• Retail Tenants

Determined

Teams

• Team Leadership– Student Union Transition Core Team

• Comprised of Transition Team Leaders– Student Union Advisory Board Committee

• The Team Plan– Find people who are interested in the process– Have team leaders recommend outside staff and students to

participate on teams (utilize their expertise)– Begin the process at least 12 months prior to final move– Hold a kick off event/meeting where all team members attend, each

member receives a team booklet – Be sure Team Leaders contact all team members right away

Purpose of the Teams

• Brings University constituents into the project• Generates multiple angles and viewpoints• Encourages employees to take ownership of the

project• Increases familiarity of the project and its processes• Successfully moves into, opens, and manages the

building

Teams

• Mission/Values• Programming• Grand Opening• Policy• Moving

• Technology• Budget• Building Operations• Marketing

Team Functionality

• Specific to your goals and transition or change• Campus needs will be different

– Eastern Michigan University (EMU) vs UNCC• Determine initial direction when developing teams• Work together

Methods/Resources

• Focus Groups• Student Body Elections• Project Management Site• Monthly Newsletter• Blog • Facebook• Union Website• Homecoming• Campus Surveys

• Student Union Advisory Board

• Orientation• Leadership Conferences• Student Government• Career Fairs

Keeping the Momentum

• Newsletters• Involve staff in decisions• Be excited• Take teams on tours• Continually inform the campus about the project• Celebrate the milestones!

Team Completion Celebration

• Soon after the Transition/move/change• Luncheon• Welcome• Orientation

Lessons Learned

• It is personality management as much as project management

• Know your staff and who you can go to

• Keep dialog open with everyone

• Don’t forget the little everyday items

Lessons Learned

• There will be changes• Know when to step back and when to keep going for

the sake of the project• JUST DO IT!

Team Member Feedback• I liked being a part of the process –EMU• I really liked being involved I thought that as a student we

really wouldn’t have much say in the Union…I am loving the fact that my opinions and suggestions matter. –UNCC

• Sometimes decisions have to be made without everyone’s input – EMU

• Some groups were focused others were not. Some did not have clear direction up front – EMU/UNCC

• Groups working on similar tasks can combine at times – EMU • It is difficult to explain that some things we won’t know until

we get in the building – EMU/UNCC

Outcomes

• EMU– Building was completed and

opened on time– Staff functioning well and

service has improved– Campus life reports full

capacity at every Friday night movie

– Art gallery attendance up 3,000 in first 6 weeks

– 95 events held in auditorium in first 60 days

– Reservations up 15%

• UNCC– TBD

Questions?

Contact Information

Sarah Moynssmoyns@uncc.edu

Jerry Mannjmann30@uncc.edu