Ms. Behavior

Summer Planning: Back to Student Conduct Basics

Colette Shaw and Kurt Doan Season 1 Episode 32

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Colette and Kurt are excited about summer reflection and planning time. They lay out favorite resources, tips for policy updates, the importance of community engagement and the need for innovative strategies to enhance campus life and student success.


Don't forget to register today for the Ms. Behavior summer book club "Just Desserts & Dissertations." Sign up to receive details and your free copy of the selected dissertation at https://luma.com/jbr2vw2s.

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Theme music "Fuzzball Parade" by Kevin MacLeod (incompetech.com)
Licensed under Creative Commons: By Attribution 4.0 License
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SPEAKER_00

Hello everybody and welcome to Ms. Behavior, the podcast for college student conduct professionals. I'm Colette.

SPEAKER_02

And I'm Kurt.

SPEAKER_00

And we are in summer mode. Kurt, what you got going on right now? Because I think it's a big one.

SPEAKER_02

I right now, specifically, the Pride Month situation. Yeah. Yeah. We so as of right now, uh, as we're recording this, it's June and Pride Month. During Pride Month, we are primarily raising funds for our scholarship fund, but this year we're also raising funds for Free2B, which is our uh our youth program. So we're really excited about that. And I got a donation from somebody yesterday that was very kind. So thank you, Colette.

SPEAKER_00

You made it very easy to do that. Thank you.

SPEAKER_02

And of course, it's uh, you know, on campus end-of-the-year stuff. Uh next week is our end-of-the-year campus celebration. So once that's done, I can start looking to next year. What about you?

SPEAKER_00

Uh, I just started summer hours this week, which is fantastic, and everyone should be jealous.

SPEAKER_02

I'm jealous, but next week I will join you in summer hours.

SPEAKER_00

The the case flow has slowed down, and we're talking about training for like all student affairs staff coming up, and that is very exciting that I might be on site at my university to do some restorative practices training. Something that might be near and dear to you is what we called community standards back in the day, which was just a consensus-driven communication decision-making process. So I think I might be doing some introduction to consensus building and healthy communication for folks.

SPEAKER_02

That still has such a a special place in my heart. I uh I learned so much working with you during that period of time about building consensus and I think just trusting students. And I it was a very cool model.

SPEAKER_00

There's a lot of trust building. Uh I on almost every campus where I talk to people, it's like, wow, trust is really at the heart of anything that comes next has to start with with trust.

SPEAKER_02

And that doesn't disappear even when you're an employee. I think uh that's important for any team building.

SPEAKER_00

Kurt, uh exciting news. We have our first voicemail.

SPEAKER_02

Actual voicemail, like old-fashioned voicemail. Love it.

SPEAKER_01

Hey, Colette and Kurt, this is Marty McGrath. Good to connect with you again. And very impressed by your podcast. The voices sounded great. Very professional, and maybe there's a career for you in radio. But the topic today that I listened to was the improv one. A lot of great lessons and tips and uh techniques to uh work productively in mediums and uh stuff like that. I will continue to listen. All the best. Bye-bye.

SPEAKER_00

I love that Marty listened to the improv episode.

SPEAKER_02

Me too, and I love Marty McGrath. So, Marty, if you are listening again, hello. Hope you're doing well.

SPEAKER_00

He's a beloved colleague from back in the day. I did not know anyone that did not feel positively. He worked in our facilities area and helped with like small events, big events, like just constant changing, people not doing things on time and him having to react and always just so positive.

SPEAKER_02

You know, I think about folks in facilities sometimes feel like they're more prone to being disconnected to what's going on on campus. And Marty, for me, was a model of like everybody on campus contributes to the student experience. And I was as likely to run into him on campus as I was a faculty member, just remarkable person.

SPEAKER_00

He and the improv topic for him would be perfect because things had to change so fast. I don't know what your experience has been, Kurt, but I found when I was interviewing for campus jobs that had to do with student discipline, the facilities folks came with strong opinions. Yes. And either they felt very supported or you could tell they did not feel supported on their campus. Um and I it would be interesting to bring somebody in with that perspective and for a misbehavior episode.

SPEAKER_02

I agree. I think about some of the thinking back to when I was a hall director, some of the most horrid um conduct cases that we had, there was most certainly implications for our custodial and facilities staff. Uh discharging a fire extinguisher and having to clean up after that. Bathroom shenanigans, a water slide created down an entire hallway, all the furniture in our lobby turned upside down. And those students didn't clean any of that up. It was our custodial services team and our facilities team. So yeah.

SPEAKER_00

Goes back again to trust and building relationships where people know each other, know each other by name, uh, and about each other. I remember a uh staff at a small college in their interview, they kept asking me about window screens. What would you do about window screens? And I thought I'd answered it, and then finally I was just like, I I think that window screens are a euphemism for some other thing that's a metaphor for respect, obviously.

SPEAKER_02

Yes. In the window screen of your life, what's been important?

SPEAKER_00

Uh have to um do a quick shout out to our friend Erin Kaplan. We did a little meet the author last week to introduce her to our book club crowd. We have had a huge response to the book club invitations, and I just I can't wait till July 16th.

SPEAKER_02

It's very exciting.

SPEAKER_00

I now understand why you love dissertations so much, Kurt. It's been so fun, and I even sometimes I find it suspenseful, like I'm reading it like a book.

SPEAKER_02

Yeah, I think, you know, I think about that a lot when I'm reading a dissertation. When you are reading a published book, you expect it's going to be something's going to happen. You kind of know it's formulaic. When you're reading a dissertation, they might disprove their own theory in the course of the dissertation. So you don't know if it's going to end well or if it's going to say, they'll say we didn't find what we thought we were. So it is not a a foregone conclusion. So yeah, I think there is an anticipation associated with it.

SPEAKER_00

I I want to meet it's almost like when we have guests on the show and they'll talk about a situation. And a lot of times I'll say, gosh, I wish I could have met you back then. I wish I could have met the students that she interviewed. I just wish I could meet them. I have so many more questions, but they are so wise and there's so much to be learned. There's still room uh for anybody who's listening who would like to sign up. The link to the to sign up for the Just Desserts and Dissertations book club is right in the podcast link, or you can email us at misbehaviorcollege at gmail.com and I'll send you a registration link. But the more the merrier. It's gonna be fantastic to to talk about this.

SPEAKER_02

And I know I asked you this last time, but I'm gonna ask again to see if there are any updates. What is your dessert that you're bringing?

SPEAKER_00

Oh. Did I give you an answer?

SPEAKER_02

I think you did.

SPEAKER_00

I uh on the registration page were asking people what they're going to bring to do a little survey. Right now I think brownies are the winner. So anyone that would like to join me with Boba. Oh. Could uh maybe we could give Boba a little love. D yeah, d I remember your drink. I don't remember your sweet.

SPEAKER_02

I so I do remember we talked about this because I uh and I got it wrong. I said Mr. Boba. The place I meant to point you to was Mr. Smoothie in the mall because Mr. Smoothie has the best boba at the mall that is near your house. So uh, but I think I think my uh my dessert would be a um chocolate iced donut with angel cream filling in it.

SPEAKER_00

Oh yeah. I love the dark chocolate, and dark chocolate's getting a little bit of love uh in our survey. I like the custard filling though, as opposed to the light whipped filling.

SPEAKER_02

It just tastes like pudding to me. No, can't do it. Can't do it. I want a buttercream situation.

SPEAKER_00

I think last time I we talked about it, I said something about a lavender chai, and I did indulge in it yesterday. So Mr. Smoothie, I'll I'll go uh do a taste comparison.

SPEAKER_02

Strawberry coconut. That's the way to go.

SPEAKER_00

Oh, that's right. I gotta write that down. So today we are gonna talk a little bit. Hopefully, all of you are in the midst of strategic planning and summer retreats, and we just wanted to share some tips for how to get the most out of those retreats so you can get the most out of this school year. Do you have any thoughts on that right away, Kurt?

SPEAKER_02

Well, first and foremost, it's all about the food.

SPEAKER_00

Just kidding. No, I think you might have something there.

SPEAKER_02

You know, I think for me, the the most important part of summer planning is the pre-planning part. Our summer planning happens a little a little later at my school. We're doing it in July, uh, but that means that our teams have all of June and uh up to mid-July to prepare their pieces of it. We have a collaborative approach to our summer planning. We come, we pitch our ideas for the upcoming year, and then we talk through concerns, overlap. So I'm excited. I I generally know what I think some of the groups are going to be presenting, but uh it's sort of like a showcase of what to expect for the year ahead.

SPEAKER_00

I like that. So it kind of flattens the hierarchy in your organization to democratize ideation. Nice.

SPEAKER_02

Anybody can uh throw out a concern or identify a barrier or make a suggestion.

SPEAKER_00

I do like to keep uh notes for next year list all year long. Because sometimes you get to summer, you're like, oh my gosh, there were so many things I felt really passionately about changing, and it wasn't recorded anywhere, and you might remember some big ones, uh, but really you may have had 50 things if you'd written them down in the moments. Also, it promotes a growth mindset when you are constantly learning, like, you know what, next year I I I would love to do this one thing a better way, and people aren't afraid then of taking it as criticism as much as just dreaming like we can be better.

SPEAKER_02

I love that idea. I I also keep an open document in my uh work folder because the thing that uh you lose sleep over in September, you might not remember it in in June.

SPEAKER_00

Mm-hmm. I put a little Alexa pod in my car a few years ago. I I did not have a car with many bells and whistles, so I I bought a little pod so I could just say, like, remember to put this on my notes for next year list. Because a lot of times, isn't it like when you're driving or taking a shower and they you come up with your best ideas?

SPEAKER_02

Those you hit the nail on the head. The morning drive and the shower, most likely places where I'm thinking about the future or getting in an imaginary argument with somebody.

SPEAKER_00

I've had so many good practice arguments.

SPEAKER_02

Oh yeah. And then I'm gonna say this. I was gonna say the the other thing I'm excited about this year. Um, one thing that I noticed last year is that our planning session um did largely include um our strategic leaders on campus. And we got in a room and we decided what we were gonna do, and then everybody went back and told their folks, here's what we're doing. And part of my job is to track progress with the strategic plan. And you would get or I would get, you know, a couple months in, and somebody would say, Well, I don't know what who made this deadline? Where did this come from? So the people who are actually doing the work aren't necessarily in the room to understand the justification or give input on the timeline. So I think one thing that we're trying this year is yes, we're gonna still do the planning session, but then we're gonna include a broader group of folks before we roll it out to the rest of campus to make sure that the um the wording makes sense or the timeline makes sense or that uh we didn't miss something that is completely obvious to them as um folks who are more frontline. So I'm excited about that.

SPEAKER_00

And to do that while it's still not baked.

SPEAKER_02

Yep.

SPEAKER_00

When we did our improv session, uh that was uh what we referred to as bring a brick, not a cathedral. Like when you can hand something to somebody to collaborate on rather than just give feedback on the Yes. Yes.

SPEAKER_02

That was a hard-learned lesson when for me when we worked together, because I brought a cathedral one time uh for training. And you know, I I'm an INTJ, very prone to believing that my way is the right way because I've thought of everything. And those hall directors, they poked all the holes, and I was like, oh my God. And I was so frustrated. And then I went back and I was like, they are right. And why did I go in there with this fully completed thing and expect them to just buy into it? They're doing what we want them to do. They're thinking critically about it. And uh I think there was a better product in the end. I think that was the year where we pivoted and we had the uh we had the scavenger hunt and we had all kinds of crazy out-of-the-box activities. So it was a a good outcome.

SPEAKER_00

I think that was the year we ended up with a programming model built around the periodic table of elements. Yeah, it was such nerdy, amazing ideation, but uh we had built a program around hall meetings, like weekly floor meetings with the RAs as being central to the community building. And so that was the carbon atom. And then you could attach other elements to it to make it into different uh molecules. So a birthday party could be added to it or a visit from a professor for an educational conversation, but always the carbon had to be there to make it organic, and that was the floor meeting, the precious floor meetings. Yeah. But I think that came out of that like wild uh ideation and having everyone got to be an expert at what they were the expert on. I had a couple ideas as we were thinking about this topic of like what if everybody I know in student conduct uses this summer. They say, we're gonna do a code review, we're gonna do a code review. And not everybody has the freedom to just change codes. You might be on a shared governance campus where you need to run your ideas through one or two or three different governance groups to get buy-in first. But I was thinking about easy things conduct folks could do where you don't have to change the code at all to have a positive impact. And one I was thinking of is just going through your code and changing it from talking about the student, the student will do this, and then the student will receive a letter to saying you. So if you're in this process, you'll get a letter, you'll be invited to the meeting, you'll get a chance to tell your side of the story, and you don't need to get an approved code. You're not changing any codes, you're just changing how you communicate with folks.

SPEAKER_02

I like that. I one that we did uh a couple years ago was we removed gender binary language from all of our policies and codes. Uh somebody very thoughtfully at some point, I assume, changed all the he's to she slash he and we changed them to they's or something that was uh gender non-binary just to make them more inclusive.

SPEAKER_00

Nice. And I can how easy is that? And yeah, people really notice they do. That that you notice. I think there are other places too to look. Invitation letters. I think like the the impact, uh especially now reading Aaron's dissertation about students before, during, and after their conduct processes, the fear that they talk about in getting an invitation to a meeting. Um, summer is a great time to have students read over your drafts of invitation letters. Again, you're not changing the code, you're just changing sometimes tone or vocabulary.

SPEAKER_02

I was gonna say I have um started keeping a version 2.0 of all of my documents. I work in a lot of policy and sometimes you want to make non-substantive changes, it's better just to collect them all. So I have a shared document that I have opened that has our bylaws and our policies. And if anybody on our team has changes they want to make throughout the year, they can go in. And until we get to a certain point in the year where we're gonna have a substantive change um meeting with our policy and governance committee, they can they're free to make any changes they want, and then we try to do them uh in one or two sittings. Uh and then people, like as issues come up, they can go in and document them and make redline edits with track changes on. And um that way you're capturing things, as we said earlier, in the moment when they matter to you and not waiting until that one special meeting in April and trying to think what was the problem with this policy? Uh it's already in the document then.

SPEAKER_00

That isn't in some ways is like collecting quantitative data, like you collect those track changes, and then I refer to meetings like staff meetings, are these meetings as precious time? Like you can really use that time for the conversation that is necessary around like the philosophy, like all right, which track change wins? Well, what is closest to our philosophy? And did we make enough time to really make sure we were locked in on our mission?

SPEAKER_02

I like that. And there's nothing worse than wordsmithing in the middle of a meeting when you could just be having those philosophical discussions and take care of the wordsmithing ahead of time.

SPEAKER_00

I read somewhere, oh, what a good change for me was wordsmithing you should give to one or two people. Mm-hmm. And the big stuff, core values, that's the stuff to have the whole group talk about. But when you're spending 30 minutes on, you know, should it be or or should it be and get your two best writers to to do that work.

SPEAKER_02

That is great advice.

SPEAKER_00

I've had another pet peeve. Uh I've noticed that we spend a lot of time sometimes on campuses talking about like how do we educate the whole student body about our processes? And I've been thinking, don't waste one minute of time on that. Think about the students who need to know what the process is because they got the invitation letter. But you don't need like 90% of our students don't need to know that. But for that one student, is it easy to find? Is it really easy to understand and aim for the user?

SPEAKER_02

I'm a big fan of plain language changes also. I think I was reading a policy recently and it sounded like it was written by a lawyer. And I thought, I I barely understand what this is. Can we just say what we mean in plain language so that anybody can access it? And they don't have to come ask for legal advice or put it in Chat GPT to ask it to translate it.

SPEAKER_00

We had a template somewhere, it had the word here to for in it. Like, oh come on, this is a tip-off right now that we need to be doing an audit of All of our stuff.

SPEAKER_02

We had a policy that said the name of the board shall be in the style of. And I was like, in the style of? Is it does it have hair?

SPEAKER_00

I think about our international students. And when I worked at RIT, we had a lot of deaf students. And so reading and writing was not their primary language. And American Sign Language uses a different syntax and grammar than English. And so can everyone read our stuff and clearly understand it? I have some suggested summer readings if anyone really wants to nerd out about this stuff for folks that are going to be doing strategic planning retreats. And I don't know, Kurt, if you have like favorite foundational readings or resources.

SPEAKER_02

Mine are pretty niche, uh, community college kind of stuff.

SPEAKER_00

Um so I'll I'll let you uh No, I'd love to hear some of those. I was trying to think of like what if somebody only had five minutes? What could they read? I still love the student learning imperative from ACPA.

SPEAKER_02

Yeah.

SPEAKER_00

And they did a a re-look at it in recent years to see like, is this still applicable? And it feels more applicable than ever about our educational role, uh, which involves deep learning, not just memorizing rules and following the rules, but really like learning to think critically, learning to work successfully in a pluralistic society. And do we do we believe we're capable of doing that? ASCA just put out a new procedural guide, and I have not read it, but it's on my summer list. They offered a free webinar about it, about best practices in student conduct, and the webinar was fantastic. And it had some of my favorite kind of go-to people that I we need to get on the podcast this year, but uh I have not read it, so full disclosure, but I have a feeling it's going to be great. And anyone that's doing a code review or procedural audit should probably look at a ASCA's guide. Uh, do you have any books that are that you go back to?

SPEAKER_02

Yes. I uh when we started our strategic planning process, this is outside of the conduct realm, uh we read America's Hidden Economic Engines. It's uh a book about how community colleges help drive economic prosperity in their respective communities. And it was four or five case studies in how community colleges had partnered with local businesses and industry to really improve the economic vitality of the entire community around the college. I I love it because it's for me an idea generator, but it's also just how do you think big about, you know, what you do at the college and the impact that you have, not just on your students, but on the community that surrounds the campus.

SPEAKER_00

That is really powerful. I think about colleges as parts of their communities where so often like places are just walled off. It's almost like the Vatican, like we're not in Italy, we're our own country. Sometimes campuses can be like that.

SPEAKER_02

I think there are um private schools and four-year schools that do that really well, but community colleges I think are really skilled at embedding themselves in the community and working to fulfill the needs of not just employers, but also obviously the people that that are coming, the adult learners and the folks just out of high school.

SPEAKER_00

Looking at those missions uh and building that into the vocabulary of whatever your planning is is so important. I've got two books that aren't related to higher education, but for those processes, I would recommend. One is Creative Confidence by Tom Kelly, uh that teaches user-centered design. And in your case, the the user isn't just the student or the campus, but it is your community. Your community is the user. Uh and group genius, we talked about when we had creativity scholar Keith Sawyer on the show. Um, group genius is such a a great tool for um helping teams really get the most out of their creativity.

SPEAKER_02

I have another uh a non-higher ed one that I go back to periodically. Have you ever read Nickel and Dimed?

SPEAKER_00

I have not. You know, I've always wanted to read that.

SPEAKER_02

It is I think it's still so relevant. Uh it's just about how difficult it is to get by on minimum wage in the United States right now. And for me, I always think about the imperative of you know reaching our students who have less access to higher education and how can we take what we do and make sure that it gets to the people that need it the most. But what was it, Barbara Eichenwright? I'm gonna butcher her last name. Uh the author.

SPEAKER_00

Uh we'll put that in the notes. Yeah.

SPEAKER_02

Just phenomenal case studies in working minimum wage jobs around the country and what she had to do to try to get by. And often she could not get by on what she was making. It just for me, I will probably read it every two or three years, and it helps me stay centered on why I do the work that I do.

SPEAKER_00

I was just thinking the other day about the there was a program that the RIT student government put on when I was there. It was called the Dorm Challenge. And the student government invited the president, the president's wife, um, key faculty, key governance members, key administrators to participate in the dorm challenge. And we moved into the residence halls. Oh, wow, for a week, I think, and we had to do video journaling. It was like a reality TV show at the Rochester Institute of Technology. Wild. And we were all given a curriculum. So we it was almost like a scavenger hunt, but it was just real life student things. Like, okay, you need to be to class by eight o'clock. Um, but then you have an athletic practice over on the field that's a mile away. And then you've got to be able to get to a dining hall that's open to eat, and you're famished because you just did a workout, and you've got to do your homework. And at that time, the residence halls did not have Wi-Fi.

unknown

Wow.

SPEAKER_00

And it was on the wish list for students every year from the from student government. Like, please put Wi-Fi in. And everyone had to just do their homework and live this life of a student and get to things on time and get their work done. And I tell you what, we had Wi-Fi in the residence halls the next fall after the president experienced this. And there were like reflection times where everyone would come together as a group, almost like a big focus group, to say what they learned. And the students were kind of like, yeah, no duh. This is what it's like to be us. But you don't listen, like we come to propose things, but it's not the same as living it. Yeah. So anyway, nickel and dimed reminds me of that where she lived, she held herself to a minimum wage salary and and tried to live it. And I wonder what what opportunities do we have on all our campuses to get that immersion experience?

SPEAKER_02

I love that that went on for a week because one of my favorite programs that we did, and I know we did it when we were both working together, was the hunger banquet. But my thought was always, okay, this is we're doing this for an hour. Um, what if we did this for two days or even a day? What would that be like? And how much further could you drive that point home? Yes, it's frustrating to only get a cup of rice and miss one meal when you know you're getting pizza afterwards. But if that goes on for a day, you know, it doesn't really tell you what it's like to be a student and be hungry for days on end while you're trying to learn and navigate and probably work at the same time.

SPEAKER_00

I want to I worry I put this out there and people are gonna be like, oh yeah, our school could never do that. Uh but what are what are some things you could do in one day? Like even just going to lunch with a student and asking them questions about their life or asking, like, which buildings do you have classes in? And what can you teach me about where you live, and what wouldn't I know about what it's like to be you? Uh you don't have to do focus groups, you don't have to do major research to just learn from another person's story.

SPEAKER_02

We have a dean who sends all of their faculty to the bookstore to look at the cost of the books that they assign to students. And I I think that's brilliant because I think it's so easy to just say, here's my required reading list, and not understand the financial impact, especially when we have so many students who are attending school and using aid to do that. Um I always thought it would be fun to just give everybody a little packet of monopoly money with different amounts in and say, here's what you have, go to the store. Uh you have to get you have to go get something to eat at the dining hall with this and also still have money left over for books, and you have to take the bus back to your house. Go figure out how much all that costs and see if you have enough money.

SPEAKER_00

I remember RA trainings and um orientation leader trainings where they used to do more immersion experiences like that, uh, to teach how to find resources, how much things cost. Oh man, I'd love to do that more for our professional staff to to do that same learning.

SPEAKER_02

I think that would be brilliant. I I think I I think back to being in college and being an RA, and I think broadly, I probably assume that most of the students who lived on my floor had the same experience that I had. And I don't know if I had the wherewithal to put myself in the shoes of somebody who had a different experience. I don't even know if I knew what a different experience was back then. I I'm sure there were people that were far more well off than I was, and but probably equally so people that had come from backgrounds that were not as um affluent as mine or didn't have some of the same benefits that I did. Or maybe their parents didn't go to college and they were navigating on their own.

SPEAKER_00

Yeah. I'm gonna mention one other book that is we mentioned every so often. It's on our rotation here, but we call it the rainbow book right behind me. Reframing campus conflict. It shows you nine different ways that you can resolve um student conduct cases, basically, not just hearings, not just mediation, but uh it might be interesting in the summer when you're doing your planning to just think of one new thing that you could do. And with restorative practice, I hear a lot of folks feel like it's all or nothing, but in some ways it's better to just think of one thing. And I'll deal my friend Greg Meyer's strategy is just using circles when new staff come to do a new staff introduction circle and getting people used to talking in that format. Don't even worry about conflicts, just use circles in um mundane, not even mundane, but just everyday conversations.

SPEAKER_02

Very cool.

SPEAKER_00

Yeah. Any other big tips before we sign off here?

SPEAKER_02

Make sure you have time to recharge in there because you're gonna hit the ground running when you get back. At least that's my experience.

SPEAKER_00

Have fun with it.

SPEAKER_02

Yeah.

SPEAKER_00

Remember why you chose this amazing career to begin with and and dig into that.

SPEAKER_02

Love it.

SPEAKER_00

All right, Kurt. I will see you next time on Ms. Behavior.

SPEAKER_02

Bye.

SPEAKER_00

Ms. Behavior is written and produced by Colette Shaw and Kurt Doan. Theme music was written and performed by Kevin McLeod from Incompotech.com. You can contact Ms. Behavior at Ms. Behavior College at gmail.com. That's Ms Behavior College at gmail.com.

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