Meeting Minutes
Opening
The regular meeting of the SET
was held in RH 245 on Friday, October 14, 2016. The meeting was called to order
by Cara Hamilton at 10:00 a.m.
Present
Cara Hamilton, Scott Jaeschke,
Aida Laham, Kathy Brand, Richard Parker, Lynn Lewis, Sharetta Bufford, Laura
McClain, Jeff Lawless for Lisa Anderson
Absent:
Celebrations:
·
Cara reported on how well the on-site SACS visit
went this week. The chair, Dr. Ingram
commented on how well the College prepared for the visit and stated the
committee had no recommendations related to the QEP. Dr. Baird, the SACS liaison, stated there are
no next steps unless we want to add/embed some of their suggestions/comments
into the report.
·
Cara mentioned she was excited about SPARK, System
for Performance and Achievement through Resources and Knowledge. Jeff will share more info on this new online
employee learning and development system.
·
Lynn
Lewis reiterated the fact of having no issues with assessment from the SACS team
and how important this is to all programs within the College.
·
Laura McClain discussed the volunteer hours
their students are required to complete.
She stated students usually complain about having to complete these
activities, but in the long run see the value and learning experiences that
come from it. Students benefit from this
type of real life experience.
·
Aida stated that one of the SACS visitors
tweeted thanks for the southern hospitality he received while at TCTC and she
re-tweeted and thanked him for the compliment.
·
Scott praised the 20 Clemson students who serve
as resident assistants at Highpoint. Student conduct has been challenging this
year. He reported how dedicated,
professional, and committed the residents assistants have been, stating 17 are
former Bridge students themselves.
·
Jeff praised the treatment of a recent candidate
on campus for an interview. He appreciated
the welcome he received.
·
Richard stated he needed the help from
maintenance to clean up an area that makes our area unimpressive. Cara will get him Steven Wilkins, the new
Budd group leader, contact information.
Review Decision & Action Tracking from last meeting:
Action items
were reviewed and updated from the last meeting (see tracking chart below).Update for Sub teams:
Communication- Aida reported that she had taken the Tri-Day information before the Executive staff for approval and that Dr. Booth announced information at the Faculty/Staff meeting. She stated the timeline has been pushed back due to finalizing the type of shirts, but will send an update on the timeline as soon as possible.
Talent Management: Jeff reported on 5 major areas:
1) SMART Supervisor training: Supervisor
Methods Actions and Response Training has begun with Cohort 1 currently on
session 3 of 4. There will be a total of
4 cohorts, 2 in the fall semester and 2 in the spring semester, which should
meet the goal of training all supervisors on campus. Going forward, one session
per year will be conducted to catch new supervisors and allow open seats to those
identified in succession as needed. Lynn asked about program directors who
manage people, but are not direct supervisors. Jeff stated that if there is a
need to have others participate, additional sessions could be added.
2) LC101
is midway through its classes, with 11 faculty and 19 staff members
participating. They are working on their IDPs, Individual Development Plans. In
addition, the class has been split into groups and assigned the task of developing
group project charters on improving customer service as a College. This
familiarizes them with the project charter process and allows them to work in
diverse teams. This activity has evolved
and now reflects HIP.
3) Professional Development Day will
offer a faculty track with sessions by Dr. John Zubizarreta.
In addition, Galen
DeHay and Diana Walter will offer challenges and opportunities of serving
under-resourced students. Other shorter sessions are being offered and can be
signed up for through the email sent on Oct. 12th. Refresher emails
will be sent. The goal is to have all
sign up by Oct. 31.
4) SPARK: The System for Performance
and Achievement through Resources and Knowledge is TCTC’s
new online employee learning and development system. The email included
information and has links to take a tour, TCTC values, IT information and much
more. Trainings will be added within
SPARK to include: Compliance trainings, Title IX training, Harassment training,
active shooter trainings, and OSHA trainings, HIPA training, and much more. Our goal is to have all of our learning
information housed in one area. New employees will be given a time frame to
complete required trainings. Current
employees will also have specific trainings to complete starting in November. This
information will be disseminated in the near future. Jeff reported that
departments/division heads will have the ability to run reports and track
employee’s activities within SPARK. Cara interjected that departments should be
creative with these required learning activities doing such things as lunch and
learns to complete requirements. More emails with SPARK information are planned
and employee access to SPARK is through eTC on the employee tab. The
suggestion of having an advisory board for SPARK was mentioned in order to
cover a cross section of ideas of things that may be added into SPARK.
5) Competencies initiatives: Identified
competencies are now part of EPMS so supervisors be able to cover these areas
with employees.
Measurement: Scott shared his excitement over the first service level agreement (SLA) workshop being held on Monday, Oct. 17 with the Library department. Plans are to make adjustments as needed and continue presenting/training with other departments across campus developing SLA in different areas. The benchmarks for offices will be developed and used to measure and track service levels internally over time.
Service Obstacle System- Richard stated he is schedule to present two sessions on Nov. 8 during our FS Professional Development day. He reported previous projects are moving slowly with Linda Jameison currently working on a large project and multiple smaller projects are in the works. He reiterated the purpose of LEAN is to empower employees to make changes in processes when current processes need changing/updating.
Management Accountability: Cara reported sending out questions to her group concerning cultural changes and accountability. She stated she received responses regarding clear expectation and better service, supporting peer recognition and managing consistency. Discussion took place with the following mentioned: better service and expectations have improved and SLA will continue to help in all areas; work needs to continue on holding people accountable; Faculty Senate is another avenue to promote and get information out; there has been a shift in the right direction for better service; a new set of competencies has been added to EPMS and faculty needs training; new questions have been added on search committees to include behavioral expectations and passion for service, and the introduction of SPARK shows the importance of investing in employee development and training.
Academic – Member At Large: Lynn Lewis stated that she had been watching the positive comments on social media from alumni, retirees, past principals, etc. regarding the recent SACS visit report. She stated it was a great form of marketing but reminded all the power of social media and to always use caution. Lewis asked if the Commission spotlight in Connections had been discussed. Cara reported she had contacted Lisa Garrett and Rebecca Eidson who are moving forward with this for future publications.
Wrap Up:
Review Next Steps for each SET:
Confirm
Next meeting – Friday, Nov. 11, 2016 at 10:00am in RH 245
