Student Affairs gets restructured

Caltech Student Affairs has been reorganized in order to streamline services and to help the organization achieve its budgetary goals. Announced by Vice President for Student Affairs Margo Marshak in a May 13 memo to students, the changes include closure of the Residence Life office, enfolding International Student Programs’ immigration and counseling functions into Human Resources’ Office of International Scholar Services, and elimination of the associate dean for graduate studies position.

The restructuring and loss of employees surprised some students, who perceived the changes as abrupt and secretive. According to Marshak and Stan Borodinsky, chief administrator for student affairs, though, such decisions had been pending for some time and were not made lightly.

“These changes were done very thoughtfully to consolidate and tighten services and to meet financial goals. These are decisions that one never wants to make,” Marshak said. “We are sad to have to do it and to lose people valued by us and by students. It’s a real tribute to our staff that students feel that they’ve made such a difference and are sad to have them go, as we are.”

Due to the sensitive nature of layoffs, she did not mention employees by name in her memo, which may have given an impression of secrecy and of clinical detachment. However, Marshak said, the actual process with the staff members was far different. “We’ve worked very hard to make this as humane as possible. Lots of thought was given to how to help affected staff make the transition, both those who are leaving and those staying.” Employees who have lost jobs have been given time in which to make the transition, as well as benefits and various kinds of assistance.

“We’ve all known these changes were coming,” Borodinsky said. The centralization of International Student Programs’ (ISP) immigration function under International Scholar Services (ISS) “has been under discussion for the past six or seven years; it’s not something that came up all of a sudden.” In addition, he said, a group of consultants who visited campus in early 2002—the committee that advised hiring a full-time vice president for student affairs, resulting in Marshak’s arrival—had also recommended administrative restructuring.

Under the new structure, ISS will now handle international student immigration and visa issues, as well as those for scholars, while ISP staff members Jim Endrizzi, Tara Tram, and Fernando Contreras will continue providing other support and programs. Addressing concerns of a downgrade in services, Borodinsky said, “While it might appear that student services have been reduced, the number of people actually increases,” referring to the seven ISS staff members who are now available to assist students.

Borodinsky also noted that before Residence Life came into being in the early 1990s, most of its functions were handled by the Master of Student Houses. Thus, he said, “We’re reinventing a structure that worked in the past.” Working closely with Professor Catherine Jurca, the current MOSH, and with Marshak will be Tom Mannion, director of Campus Auxiliary and Business Services. He has been named senior director of Campus Life, a new umbrella entity encompassing a range of student life services for which he will provide oversight; plus he will manage student housing and dining within Student Affairs.

Other changes are the merging of the Counseling Center and Health Center administration under Kevin Austin, now the senior director of health services, with Stuart Miller continuing as director of health services. Student Affairs’ system development office has been closed and the Administrative Technology Center will take on its functions. Erica O’Neal, director of Minority Student Education, has been promoted to assistant vice president, taking on the added task of overseeing the undergraduate admissions office; financial aid, which will also process graduate student loans; the registrar’s office; and the Women’s Center.

“We had a very flat organization,” Marshak said, referring to the fact that Sharyn Slavin Miller, assistant vice president for student affairs, was overseeing a dozen departments. “Anyone in executive management will tell you that’s too many.” With O’Neal now supervising some of them, Student Affairs can give closer attention to all departments.

Marshak expressed confidence that those taking on added responsibilities will contribute much to a leaner, more cost-effective organization. “We’re fortunate to have Tom Mannion—he’s popular with students, and I think he’s a good match for them and for Student Affairs. And Margie Gooding of Human Resources has a national reputation for her work with students, faculty, and staff in immigration matters.” Of O’Neal, who came to Caltech last fall, she said, “Erica has, in my opinion, all the skills I need in an assistant vice president. It has nothing to do with longevity or age. She has the skills, the judgment, and can see both the big picture and the details . . . She was simply the best choice.”

While it’s likely that changes will continue to take place in Student Affairs, Marshak believes the “major part” of the current restructuring is complete. The organization is also continuing to evolve in other ways, such as the recent decision to keep its offices open during lunch hour. “The students were really pleased,” she said. Borodinsky concurred, voicing his expectation that the organization will continue to seek ways to comprehensively and effectively respond to students’ needs.
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