Crisis Management

Dedicated to addressing the ramifications of moments of crises, a well-equipped task force team will be created under the SUA office to serve the undergraduate students. This group will have a responsibility to keep our undergraduate body informed about accurate crisis information including availability of resources and its alternatives, to provide medical assistance where required, and to function as a liaison between administration, the Student Union Assembly, the undergraduate student body, and any involved third parties. The sole purpose of this task force is to be equipped to handle urgent situations.

Implementation

The first step would be recruiting a team of students with various backgrounds to assist during collective action movements. The task would be broken down into five parts:

  • Medical Support: This would include certified students to aid any injuries during moments of crisis such as strikes.
  • Public Relations: The primary focus of this group would be to keep the undergraduate body informed with hourly updates about this crisis. This would include the activities occurring on campus, what it will be impacting, which resources are available for students, how the transport will work, and any information being given by liaisons. The main goal is to keep the student body informed every step of the way with accurate and helpful information.
  • UCPD Liaison: When necessary, this task requires the communication with the UCPD intern on what steps need to be taken to deescalate a situation. If a crisis comes to this point, there will be communication to fully understand the situation and take further action.
  • Administration Liaison: The task is to communicate with administration to support the undergraduate body during the crisis. There will be communication between the administration, this position, and the public relations team to have everyone on the same page.
  • Third Party Liaison: In the case that a third party is involved, this task would serve as a connecting bridge between that third party and the Office of the President in negotiations in order to help, support, and solve the issues at hand.

Timeline

Month
Action
September
  • Send out applications for potential interested students who want to be part of the Crisis Management Team
  • Interview potential candidates
  • Verify their candidacy along with gaging their interest and time commitment
October
  • Get feedback from the student body, SUA space, and organizations regarding the functioning, efficiency, usefulness of this team.
  • Taking the feedback into account, enhance and/amend the team

Helpline

To provide an informational hotspot, Helpline will serve as an online help desk service to answer questions about resources on campus in a simple, three step process: Navigate, Solve, and Report. Student employees will immediately answer these concerns after assessing the question. Depending on the situation, the student helper will guide the student towards the right resources, solve the issue the student is facing, or report it to administration as an issue to take on. This will serve as an additional avenue of support during events such as strikes or blackouts. Each step of help builds on the previous layer, and ensures every issue gets the proper support it needs.

Implementation

In order to reach implementation targets, work on obtaining an already in place technological system would be the first step. Finding the right system that best fits the needs and demands of our dynamic campus is paramount. Options include cloud based communication tool Twilio, which would be incorporated into existing digital infrastructure already on place in campus and digitally. Guidance from campus Information Technology Services would be sought if any crosscheck is needed. After the system is chosen and piloted in a secure and properly scaled environment, the next step will occur. Deciding on times for when the help desk is staffed would be next, as well as informing students of those times. A comprehensive system of alert duties similar to the Residential Assistant On Call System is expected to best adapt and respond to student’s needs.

Timeline

Month
Action
Summer
  • Research on the best way to set up the system. Talk with ITS and other technological experts on campus
  • Reach out to potential student developers interested in setting up the helpline system as a SUA summer internship opportunity
September
Finish setting up the physical and digital infrastructure of Helpline as well as begin the process of recruitment for staffers. Applications for students interested in working as Helpline assistants would be sent out and reviewed
October
Obtain valuable student feedback and work to improve the system
December
Begin working on the Technology Transformation Service once Helpline is fully established in the digital environment

Agile

With the current situation of our world, there is a need for flexibility every step of the way - a method to adapt to the new circumstances of the world. For us, this is an implementation system where each step of our plan is split into short phases of work, implemented, and promptly improved upon based on feedback. This allows for quick adaptation to new upcoming circumstances.

Implementation

The best way to implement this methodology would be to have a system that would provide a regular feedback system for each one of the elements of CHANGE. The crisis management team would have monthly reports to the Office of the President and to the SUA. Helpline will have a ticket system where an individual can send in a complaint if something with the server isn’t working correctly. This way, there can be an immediate response and action to address the issue. In addition, there will be a feedback form at the end of every usage of Helpline for immediate feedback from users. For navigating new necessities, the goal for implementing is to ask SUA representatives for weekly reports on how their colleges are dealing with whatever the situation may be, and what improvements they would like to see. In order to ensure that we are providing the guaranteed support, there will be monthly meetings to see the progress of the agendas of these clubs, and what more they would like to see from the Office of the President. Finally, the engagement with the student body will be seen through the outreach being done via newsletter and social media. Once again, SUA representatives will provide a response if the activities of the President are sufficient, and provide feedback to enhance the work that is done.

Timeline

Month
Action
September/October
Make a calendar with the specified meeting times for the various groups
Rest of the Year
Improve each system based on feedback

Guarantee Support

Rather than creating several new committees to address certain agendas, there are existing clubs on campus and offices that have initiatives that should be bolstered. For instance, this platform aims to support groups such as CALPIRG and Black Student Union in efforts ranging from sustainability to strengthening minority communities to student advocacy. Instead of forming another team to tackle these issues, this platform will focus on allowing these passionate groups to achieve their goals through the support and backing of the SUA President.

Implementation

To create a solidified relationship between these clubs and the Office of the President, it is crucial to hear the agendas and issues they face in achieving their mission statements. For instance, the goal is to strengthen minority groups and their own personal agendas such as Black Student Union’s attempts to add black studies as a minor. Organizations like CALPIRG,the Sustainability Office, and the UCSC Carbon have initiatives of their own such as supporting carbon neutrality by 2025, zero hunger campaigns, and academic reforms. This platform is guaranteeing support for student advocacy, academic concerns, textbook and additional expense issues, tuitions, housing concerns, and the conditions for our working students. There are clubs that tackle all these issues, and this platform ensures them the support to carry out their initiatives. A method of implementation is to, for one, educate our student body about SUA; everything from the fact that it is a body to approach with any concerns and that the meetings are open to all. The second is to contact these organizations to ask what their expectation is from the Office of the President and what support system they require. Finally, having Office Hours advertised to ensure that clubs, organizations, and individuals are aware that all the resources of the Student Union Assembly are for the undergraduate student body.

Timeline

Action
Efforts will be consistent as well as continued throughout the year
Chief of Staff of the President will ensure constant scheduling of meetups/discussions/engagement with different student groups
Specific tasks will have their own timeline that will be relayed to the student body and SUA space through the Agile (A) and Engage (E) pillars of the Platform

Engage

As all of these initiatives are implemented, a crucial portion of this platform is ensuring a line of communication is maintained with the undergraduate student body in order to increase transparency, accountability, and awareness. Particular target areas of note are communities and groups not normally associated or interested with SUA proceedings. Our goal is to broaden the horizons of who we reach, through school-wide newsletters, surveys, and social media efforts. This will be the outreach effort of the work occurring in the Office of the President.

Implementation

Using existing infrastructure of the Student Union Assembly’s campus wide reach, send a monthly newsletter to the student body. The contents of the newsletter will include summarizing the work done by SUA, the officers, and specifically the Office of the President. Along with the newsletter, a survey created by SUA will be sent out to students asking for feedback on platform positions and work of the President. Along with direct feedback, this survey will field input from students about issues they’re currently facing. Results from these surveys will be implemented into the Agile section of the CHANGE platform, incorporating student feedback directly into solutions oriented progress. Quarterly town halls between students and SUA officials will be held, further implementing support for direct student feedback. Other areas of student-SUA contact will include official SUA social media, where students are encouraged to respond and comment on campus issues, as well as a fall quarter Get-To-Know SUA potluck open to all students. These are aimed at creating new horizons for student/SUA communication.

Timeline

Time
Action
Monthly
  • Distribute newsletters and surveys through students’ official campus email
  • Host campus sponsored town halls for students to ask questions directly to SUA
Weekly
Publish updates on social media informing students of need-to-know information

Goals of CHANGE

Rebuild
  • Connections with students through awareness and outreach
  • Mend relationships with organizations through increased transparency and accountability
Reform
  • SUA to better address campus problems
  • Integrate an implementation system that addresses key student issues
Represent
  • Undergraduate student body as their voice when communicating with admin, faculty, city, and the UC system
  • The change we wish to see at the University of California, Santa Cruz