Academic Leadership Team Minutes (3/27/18)

Members Present:       Gayle Arries, Jackie Blakley, Tiffany Blackwell, Jenni Creamer, Mark Dougherty, Penny Edwards, Stacey Frank, Adam Ghiloni, Glenn Hellenga, Linda Jameison, Lynn Lewis, Chris Marino, Mary Orem, Brian Swords

Members Absent:        Tim Bowen, Rick Cothran, Mandy Elmore, Matt Edwards, Scott Harvey, Tom Lawrence, Sarah Shumpert

Other Attendees:         Tanya Walker 

Length of Meeting:     1 hour

The minutes of the February 27, 2018 meeting were approved as submitted.

Brian Swords reported on Consistent Blackboard Course Shells, and distributed a handout on the Quality Matters standards.  The presentation noted the following.

 

• Noted the multiple groups reviewing distance education.
• Focused on Quality Matters standards 1, 7, and 8, (Course Overview, Learner Support, and Accessibility and Usability) to promote and improve the quality of online education and student learning.
• Proposed that all Blackboard courses have a consistent look and feel in the course shell. The shells would comply with QM standards 1, 7, and 8.
• Use this consistent course shell for on-campus classes too.  Need to differentiate between online and on-campus courses.  Possibly use different colors.
• Current Blackboard defaults can be set as our template.
• Consider the support piece.  Need to have vendors’ tech support.
• Consider using to document incremental grades in Starfish. Could be used as an early alert.
• Add Quality Matters assessment and measurement standards 3.2 and 3.5.
• Faculty will need training.

 

Recommendations:

 

Include 3.2 and 3.5 in the work.  Move forward with consistent shells for all courses.

 

Mary Orem and Tanya Walker led the Library to Learning Commons discussion.  During the presentation, they distributed the handout Evolving Library Concepts, and noted the following.

 

• A Learning Commons is both an environment and a philosophy.
• An intentional social space where relationships happen.
• A space that invites exploration; a place to do stuff; a place that looks for connections between the classroom and life.
• Reviewed its mission and goals when Tutoring and the Library merged. 
• Many different types of tutoring are available.  The Tutoring page lists all of them.

 

Announcements:

 

Adam Ghiloni noted that the Foundation Scholarships deadline is April 1.  He asked the group to encourage students to apply.

 

Mark Dougherty reminded the group about Gradfest next Friday, April 6, from 4:00 – 7:00. 

 

Tiffany Blackwell noted that orientations will start next week.

 

Mary Orem reported that for the upcoming Alcohol and Other Drug Awareness event, the Learning Commons will help with the online education portion of the program.

 

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, May 8, 2018 @ 2:00, in SSC 205

SERVICE EXCELLENCE TEAM - May 11, 2018

Opening: The regular meeting of the SET was held on Friday, May 11, 2018 at 10:00 a.m.

 

Present:  Cara Hamilton, Kathy Brand, Scott Jaeschke, Richard Parker, Laura McClain

 

Absent: Aida Laham, Lynn Lewis

 

Celebrations:

• Cara shared that Summer 2018 enrollment is up 5.5%.  She stated this is great for the College and a reflection of what we do and how hard we work to let students know we want them here.  She is hopeful this trend with enrollment continues on into the fall.
• Kathy provided kudos to Tina Burton for appropriately handling a difficult parent situation using excellence service and upholding the College’s integrity. Kudos to Dr. Booth for backing her decision 100%.
   
  Review Decision & Action Tracking from last meeting:
  Action items were reviewed and updated from the last meeting (see tracking chart below).
  Tracking was reviewed and updated.
   
  Updates from Sub Teams:
   

Communication: no report

Talent Management: Cara hopes to have a new member by the end of June.

 

Recognition: Laura reported IT issues with getting the recognition portal completed.  Cara suggested she contact Caleb in IT to help resolve the issues and get the portal ready to go live.

Measurement: Scott stated that the student service surveys are ready to be printed and he plans to start assessing during the summer session.  Scott stated the data gathered this summer will provide information and/or issues prior to the full launch in the fall.  Cara will get Scott a code for printing.  Scott also presented his rough draft outline of a five-module service excellence training program for the team’s approval. This would be our adaptation of the ideas from Coastal Carolina:

• a module conveying the history of the College;
• a module reviewing the support services offered by the College (able to be waived with proof of recent LC101 completion);
• a module providing a detailed profile of our student “fingerprint”—the demographics and common needs of our three or four common student clusters;
• a module reviewing the iCARE standards, the service excellence diamond, and the current QEP;
• and a capstone meeting with Dr. Booth and the Executive Staff members (envisioned as a brief reception at the end of a regular Executive Staff meeting)
   

Scott stated his thought is to make each of the first four modules mixed media between pre-recorded videos and an in-person debrief meeting. Discussion followed deciding to start with the 5 modules, then review and assess after a year or two and determine if additional modules need to be added or if modules need to be separated into multiple parts.  Scott will have an outline of the modules at the next meeting.  Cara asked Scott to think about FY19 budget items, such as video costs, that may be needed moving forward with the modules. Scott stated with Bridge housing moving on campus next fall, his job description will be evolving to include ongoing service excellence measurement.

Commitment of Excellence/LEAN/Service Obstacle System: Richard stated a faculty member has recently turned in a lean process. Cara asked Richard to have Cathy S. prepare a list of lean processes that have been started/are in process/or completed so the group can review at the next meeting.

Academic – Member At-Large, D&I, TEE:  

 

Management Accountability:

 

Review Next Steps for each SET:

Confirm Next meeting – Friday, June 8, 2018 at 10:00am in AD Fiscal Affairs conference room                                             

SERVICE EXCELLENCE TEAM - Date: April 13, 2018

Opening: The regular meeting of the SET was held on Friday, April 13, 2018 at 10:00 a.m.

 

Present:  Aida Laham, Kathy Brand, Scott Jaeschke, Lynn Lewis

 

Absent: Richard Parker, Cara Hamilton, Laura McClain

 

Review Decision & Action Tracking from last meeting:

Action items were reviewed and updated from the last meeting (see tracking chart below).

Tracking was reviewed and updated.

Updates from Sub Teams:

 

Communication: The order site is up and going! Aida reported the announcement for ordering TCTC apparel has been sent and employees have already expressed interest and excitement in the opportunity to order additional apparel. Scott asked about the location of the logo on apparel.  Aida will check with the vendor and ask IT to add a blurb of where the logo placement on items. 

Talent Management: No replacement for Lisa Anderson has been given to-date.

 

Recognition: No reported

Measurement: Scott reported on the following:1) He has followed up with Chris Marino on getting the questions added to the students and employees’ surveys. He is waiting to hear back from Chris, but hopes this can be completed and started in the next cycle of ICARE.  He stated this is separate from the TEE, but the TEE may dovetail on ICARE.  2) Scott presented a sample of the work-study form to use as Student Engagement Data Collection.  The group reviewed and will wait on Cara’s approval.  Scott will move forward starting immediately with data collection after hearing from Cara. 3) Scott reported on the Feel the Teal-Coastal Carolina 8 training sessions used for new employees.  He stated the first 5 modules are learning sessions covering college history, college visions, service excellence, etc.  Sessions 6-7 are facilitated classes and session 8 is a culminating event.  Scott stated we need to further investigate, see what will effectively work for us, who will own the model (HR or SET), and figure out where information could be located (SPARK sessions) and how it can be presented.  Lynn stated this type of program may help fill in the gaps stated in her concerns below. More information will follow.

 Commitment of Excellence/LEAN/Service Obstacle System- No report

Academic – Member At-Large, D&I, TEE:  Lynn shared a concern regarding the gap of new employees receiving essential elements/information about the College. During her TEE interview, the new employee was not familiar with certain components (ex: ICARE, Service Standards…)

Lynn did not say if the employee had been through LC 101, but was expressing concern that new hires may not be receiving all the basic information about College values, standards, etc. 

Discussion followed with Scott sharing the information from Coastal Carolina’s Feel the Teal 8 module program.  (see his report above)

 

Management Accountability: No report

 

Review Next Steps for each SET:

Confirm Next meeting – Friday, May 11, 2018 at 10:00am in AD Fiscal Affairs conference room