D E C E M B E R 2 0 11
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V O L U M E 11
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ISSUE FOUR
A paperless solution
the UNIVERSITY OF LETHBRIDGE
Dr. Jon Doan sees the U of L community as a supportive team Graduate Students’ Association President Paul Walz and the rest of the U of L’s Board of Governors has adapted well to the iPAD changeover. The paperless approach is expected to save both money and resources.
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University of Lethbridge 4401 University Drive Lethbridge, AB T1K 3M4 www.ulethbridge.ca
BY BOB COONEY
I
magine a tower of completely full binders more than 34 feet tall, or a large stack of photocopy paper packages greater than 19 feet tall. That’s a lot of paper (from a lot of trees), and the approximate amount of printed material required in a typical year to support the University of Lethbridge Board of Governors in their decision-making processes.
“We are incorporating sustainability and a more efficient use of resources into our operating model.”
JODIE BLACK
In mid-November, however, the Board literally stopped the presses on printing hard copies of their materials (other than a set or two for document retention and archival purposes), and has migrated to an iPad-based paperless system.
LAPADAT NAMED FIRST VP STUDENTS The University of Lethbridge Board of Governors has approved the appointment of Dr. Judith C. Lapadat as the institution’s first associate vice-president (students). Lapadat is currently a professor in the School of Education, College of Arts, Social and Health Sciences at the University of Northern British Columbia (UNBC) and the Chair of the UNBC Northwest Regional Campus, based in Terrace, B.C. The associate vice-president (students) is a new position within the University administrative system, and reflects the University’s commitment to student success and
“We are incorporating sustainability and a more efficient use of resources into our operating model, just as other areas of campus are doing,” says Jodie Black, the Board secretariat and person responsible for managing the Board’s information flow. “We conducted a complete analysis of our past practices, future needs, efficiency and cost effectiveness. The decision to go paperless was an obvious and sensible choice.” Black says that in addition to cost savings, the flexibility and quick process of information sharing with the new iPADs is becoming very handy. “There is less paper to manage, we have less paper to worry about shipping, and I can easily get information in front of people very quickly,” she says. “As an example, we were able to deliver a 40-page, last-minute agenda item immediately to our Board shared drive, versus printing off copies for everyone.” Board information packages are now available on a shared drive rather than printed, mailed and/or couriered. Over time, the previous folders and binders full of information used by most Board members would get cumbersome, while the iPad continues to take up the same amount of space, regardless of how much information it stores. Black says the cost of the transi-
tion is being amortized over two years. “The price of the initial iPad purchases will be recouped due to cost savings in printing and distribution.” The big switch happened last month, and for the Board’s first paperless meeting, members of the Information Technology team were on hand to make sure everything ran smoothly. “Our IT group has been extremely helpful with the process, the transition and for the occasional challenges we’ve encountered,” says Black. “We are also tracking how this works over time, so that other units on campus can take advantage of going paperless if they choose to do so.” Currently, Athabasca University uses a paperless system for their board of governors, and Black says that other institutions are watching the U of L’s progress with interest as they research their own options. “I am also willing to meet with any other business unit or group on campus looking to go paperless,” says Black. “We’re looking to lead by example, and also to have what the Board does to support sustainability be a part of our regular business practices.” Those interested can contact Black at Jodie.black@uleth.ca to set up a time to talk.
enhancing the student experience. Lapadat will oversee the Registrar’s Office and Student Services and will work closely with the Office of the Vice-President (Academic). “We are very pleased to have Dr. Lapadat join our team,” says Dr. Andy Hakin, the U of L’s vice-president (academic) and provost. “She has a broad range of skills and experiences in teaching, research, course and program development as well as a keen understanding of the student services environment and student experience, which we expect will greatly assist the U of L as we reinforce our own student-centred processes.” Lapadat holds a PhD from Simon Fraser University (Education; Instructional Psychology, 1992) a
master’s degree from The University of British Columbia (Audiology and Speech Sciences, 1983) and a bachelor of arts degree from the University of British Columbia (Linguistics, 1979). Prior to her career as an academic researcher, teacher and administrator, Lapadat worked as a speech pathologist in public and private practice in Saskatchewan and British Columbia. She is the author or co-author of three books and numerous peer-reviewed journal articles and, as an artist, has had her award-winning work exhibited throughout northern British Columbia. As she transitions from her UNBC position, it is expected she will be on campus during the spring 2012 semester.