The University Business Administrators (UBA) accepts new client sites on an on-going basis. Joining our program is voluntary and based upon a mutual agreement between the UBA Director and the prospective unit. The normal sequence of events is as follows:
Introduction Phase:
- Prospective site contacts the UBA Director and requests an introductory meeting
- A meeting is established to present the UBA organizational mission overview and presentation of services. The presentation is given by the UBA New Site Development Team which consists of UBA Director and/or Associate Director and 1-2 UBA Assistant Directors
- If requested, the UBA will continue with the assessment phase. The client site agrees to allow the UBA to review their operations, interview staff (if appropriate) and have access to related historical materials or documents that would be helpful during the next phase.
Prospective Client Site Needs Assessment Phase:
(Conducted by the UBA New Site Development Team)
- Review of business and human resources processes and policies
- Review of staffing levels and positions to be included in the program
- Review of UBA services
Proposal Phase:
- Presentation of needs assessment summary and analysis
- Recommendations presented to the prospective client site administrators
- Discussion and negotiations of terms
Agreement Phase:
- A Letter of Agreement is provided to the prospective client site which outlines the services and personnel that will be associated with the UBA program
- A transition timeline is provided for the first 6 months
- The Letter of Agreement is finalized and signed by both parties
- Assignment of the new client site within the UBA organizational structure
Transition Phase:
Based upon the agreed services the UBA New Site Development Team will immediately begin to incorporate and transition the new client site into our program. Generally a meeting is held by the client site to introduce the UBA team to their unit. Individualized meetings are set with each employee whose position is to be transfered into the UBA Program.
During the first few weeks the UBA New Site Development Team is usually present on a daily basis to ensure a smooth transition. After that point, the assigned UBA Assistant Director will make a minimum weekly visits to the site to work with staff, meet with the client site representatives and give general assistance as necessary.
The UBA Associate Director and/or Director will visit the client site representatives approximately every 2 months. They will become involved as necessary or as requested by the site. The goal of frequent interaction is to ensure that services are being provided at the optium level and that clear and frequent communication maintained.
Should there be significant changes or requests by the client site, an amendment to the original Letter of Agreement will be initiated by the UBA Director.