Academic Leadership Team Minutes - February 27, 2018

Members Present:       Gayle Arries, Jackie Blakley, Tiffany Blackwell, Tim Bowen, Rick Cothran, Jenni Creamer, Mark Dougherty, Matt Edwards, Penny Edwards, Stacey Frank, Adam Ghiloni, Scott Harvey, Glenn Hellenga, Linda Jameison, Tom Lawrence, Lynn Lewis, Chris Marino, Mary Orem, Mandy Orzechowski, Sarah Shumpert

 

Members Absent:        Brian Swords

 

Other Attendees:         Sandra Strickland        

 

Length of Meeting:     2 hours

 

The minutes of the February 13, 2018 meeting were approved with a minor revision.

 

Galen presented the Utilization and Space Needs Analysis Study – Draft Findings and discussed it with the group.  He asked the group to consider the analysis through the lens of what is realistic for the college.  The members of the group noted that the analysis came from a casual conversation with the consultants and some of the proposed space was not needed.  The group reviewed the spreadsheet Space Amounts for TCTC Program Needs and addressed each need.  Galen will get a new data set and send the revised version to the group. 

 

As next steps, the architects will determine synergies between needs and use existing space to meet them.  This will help to generate a project list for the next five years that the college will align with budget and legislative requests.

 

Mark Dougherty gave an update on the portal transition. To support the upgrade to Banner 9, the College will need to replace current eTC portal infrastructure. The transition to a new portal was expected to occur following the Banner 9 implementation but had to be accelerated as more was learned about Banner 9. The upgrade to Microsoft Sharepoint will occur in two steps. The first is centered on simply replacing the Luminis portal with the same look and feel of the current eTC portal. The interim upgrade will occur at the beginning of June, coinciding with the launch of the Human Resources Banner module. Over the course of the next several months, Mark’s team will work with College stakeholders to develop the new portal organization and feature set. A temporary portal will be in place in June.  The intent of the transition is to be as seamless as possible, with minor aesthetic changes.  He asked any content owners in the group to review and trim content that does not need to be migrated over.  It was noted that some content owners may not know that they own that content.  After the team meets, Mark will send who those owners are.  He would like feedback by March 7.  He noted that this is just a good time for this review, and understands that it may not be comprehensive.

 

Announcements:

 

Matt Edwards announced that rooms in the Student Success Center are now on Outlook.

 

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, March 27, 2018 @ 1:00, in SSC 205

Academic Leadership Team Minutes - February 13, 2018

Members Present:       Gayle Arries, Jackie Blakley, Tiffany Blackwell, Rick Cothran, Mark Dougherty, Matt Edwards, Penny Edwards, Stacey Frank, Adam Ghiloni, Glenn Hellenga, Linda Jameison, Tom Lawrence, Lynn Lewis, Chris Marino, Mary Orem, Mandy Orzechowski, Sarah Shumpert

 

Members Absent:        Tim Bowen, Jenni Creamer, Scott Harvey, Brian Swords

 

Other Attendees:         Meg Allan, Margaret Burdette, Pam Goodman  

 

Length of Meeting:     1.5 hours

 

The minutes of the January 9, 2018 meeting were approved with a minor revision.

 

Ken Kopera reminded the members of the group to send any summer project needs to him as soon as possible.  Mandy Orzechowski noted the EIT division has a list of standard questions to be considered as part of an equipment request.  She will send those to Lynn Lewis.

 

Pam Goodman presented the findings of the Administrative Office Technology academic program review.  Much discussion place and touched on:

 

• While there is a demand and the placement rate is high, there is a decline in enrollment.
• Consider changing the name of the program to stress the management component.
• Is the program scheduling a deterrent for students?
• How can it better adapt to a strong economy with many jobs available?
• Use its advisory committee to help determine niches for growth and design.

 

Next steps:  Jackie, Meg, and Pam will meet to develop general questions to help lead the advisory committee in a breakout session.  The focus of the session will be to determine niches for growth and to help determine the target audience for the I-BEST transition.

 

Galen noted that ALT will focus some time on policy and procedure review.

 

During the Course Fees Procedure review, Inclusive Access to Online Text and Resources was discussed.  It was noted that the Arts & Sciences Division has a process that provides some structure.  Tom will send the procedure to Galen to include in the fee structure document.

 

Announcements:

 

Adam Ghiloni: 

The Financial Aid Office is finally re-staffed, which will allow more outreach to students and to the academic divisions.  Counselors have been assigned to the divisions to provide support and to help build relationships.  Adam will e-mail the contact information to the deans.

 

Chris Marino:

Reported on Banner 9 and noted some administrative software snags.  With so many systems impacted by this upgrade, he stressed the need to understand that the IT staff is working as hard as possible to provide services, but must focus on the most important needs first. 

 

On behalf of Mark Dougherty and the Banner Portal project, Chris noted that we cannot stay on Luminis, so we will create a baseline.  Mark and his team will move forward with the redesign. 

 

Glenn Hellenga:

Reminded the group about the Career Fair on February 14, in SSC 205.

 

Lynn Lewis:

Announced that Vet Tech Adoption Day on March 15, and reported that Steve McDade has resigned.

 

Jackie Blakley:

The grand opening of the BPS student lounge area was a great success.  She noted the great turn out of faculty and staff and students.

 

Mary Orem:

The staff in the Learning Commons is reviewing a tutor certificate program.  She also reported that the staff is presenting an Introduction to the Learning Commons for students and faculty.

 

Tom Lawrence:

The Arts & Sciences division-wide 21^st Century Skills mapping exercise was recently completed.  He was very pleased with the work, and with the connections and relationships that were developed through the exercise.

 

Tiffany Blackwell:

They are close to hiring a business and industry recruiter.  At a mini- retreat with Gayle Arries and Jenni Creamer, recruitment and marketing materials were updated.

 

Linda Jameison:

Reminded the group that the catalog deadline is this week.

 

Gayle Arries;

Gayle noted that the Oconee Campus marketing will kick off soon.

 

Galen DeHay:

At the recent meeting, the Commissioners agreed that the college does not need any new initiatives.  The current plan will be our strategic plan through 2020.

 

Announced that Crystal McLaughlin has resigned due to health issues.  We will revisit that job function to determine what we are trying to achieve.

 

Noted that the search for an AVP for Human Resources is underway.  The committee is conducting skype interviews and plans to have candidates on campus next month.

 

With the recent changes in SACSCOC criteria, general education is now under institutional effectiveness.  General education must demonstrate continuous improvement and we will modify our cycles to include it.  A faculty group will oversee 21^st century skills and the college will continue using its current process.  It was noted that a pulse check may be needed. 

 

At the next ALT meeting, the focus will be updating and discussing our evolving business/industry model to understand some modifications to roles and responsibilities.

 

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, February 27, 2018 @ 1:00, in SSC 205

Academic Leadership Team Minutes - January 9, 2018

Members Present:       Gayle Arries, Jackie Blakley, Tiffany Blackwell, Rick Cothran, Mark Dougherty, Matt Edwards, Penny Edwards, Adam Ghiloni, Scott Harvey, Glenn Hellenga, Linda Jameison, Tom Lawrence, Lynn Lewis, Chris Marino, Mary Orem, Mandy Orzechowski, Sarah Shumpert, Brian Swords

 

Members Absent:        Tim Bowen, Jenni Creamer, Stacey Frank, Crystal McLaughlin

 

Other Attendees:                    

 

Length of Meeting:     1.5 hours

 

The minutes of the November 14, 2017 meeting were approved as presented.

 

Galen DeHay reminded the group about the Facilities/IT meeting on Mondays at 3:00 and encouraged them to attend if they had any issues or questions on current or upcoming projects.  This group meets in AD 110.

 

Mark Dougherty distributed and discussed the Student Support Reference Card.  Based on a model from Auburn University, the card could be used as way to address common student questions.  The group suggested several additional questions and a few revisions to the form.  Mark will make those revisions and distribute.

 

Galen distributed and discussed the proposed Special Course Fees procedure.  He noted that the college does not have a structured review or approval process for special course fees.  He briefly reviewed our current process and reviewed the proposed procedure.  The group discussed the procedure and several points were clarified.  The key elements were noted.

 

• Student knows the fee exists, prior to registration
• Deans are aware of the fee

 

The group members will discuss the proposed procedure with their units and will bring any questions to the next Academic Leadership Team meeting.

 

Galen updated the group on the Master Facilities Plan project.  The vendor, SGA Architects, will start work by meeting one on one with administrators and will hold charrettes later in the spring.  The one on one meetings will take place on January 22.  These are listening sessions and deans and directors should be prepared to discuss:

 

Deans:              Future pedagogies

                        Program changes and new programs

                        Space needs and issues

 

Directors:         Space needs    

                        Support needs

 

The Master Facilities Plan should be ready for review and revision by summer. 

 

 

 

 

 

 

Announcements:

 

Linda Jameison, Matt Edwards, Mary Orem, and Mark Dougherty updated the group on the Student Success Center.  Linda noted that the intent is for it to be a great space for all, and she encouraged input on how things are going as we transition into the building. They noted the following:

 

• Until the rooms can be scheduled through Outlook, Tammy Lollis and Heidi Reeves are scheduling rooms. 
• The tables are configurable, but certain steps need to be taken.  Mark Dougherty will help with room configuration.
• Scheduling rooms through Outlook should be available in a few weeks.  In addition to Outlook, monitors showing room availability will be at each door.  The room can be scheduled through those monitors as well.
• Rooms will have wireless presenting capability.
• IT will have training on the technology.
• The building will have much more connectivity.  Will eventually flow to other buildings.
• The Bookbot is cutting edge technology.  We still have some books on shelves.
• The striped furniture in the Student Engagement suite is a space for student organizations to meet.
• Everyone is encouraged to shop the campus store and café.  Evening students will have grab & go food options in the campus store.
• The building hours are
  • 7:30 am – 7:30 pm Monday – Thursday 
  • 7:30 am – 2:00 pm on Friday.

 

Matt Edwards:

• Asked for suggestions on how IT can become involved early in the process when new content is added to Blackboard.  After discussion, it was suggested that an IT caveat be added to the e-mails the Campus Store sends out about new books, to help get them in the loop earlier.  Matt will work with Josh Wrightson on this.
• The Data Center move went well, with much less down time than anticipated.  After the move, it seems that reports, forms, etc. are loading faster.
• Work on Banner 8 and 9 is moving forward.

 

Adam Ghiloni:

• Noted that Financial Aid is moving its focus to two years at a time.  Currently, we are sending communications to students about missing information for fall.

 

Mary Orem:

• Reported that we are close to hiring an instructor librarian.
• Noted that the Makers Space will allow for hands on, creative, collaborative learning.

 

Glenn Hellenga:

• Reminded the group about the February 14 Career Fair which will take place in the SSC.

 

Penny Edwards:

• Reported for Stacey Frank.  Faculty Senate has an Ad Hoc group working to revise its constitution and by-laws. 

 

Mark Dougherty:

• Reminded the group about the Ribbon Cutting on January 12 at 11:00, with an Open House following the ceremony.  More details to come.

 

 

 

 

Tom Lawrence:

• With the new faculty loading process, if a faculty member is being considered for a committee, he asked that the department head be contacted first.  He/she can review faculty load models to determine if that is an appropriate assignment for that faculty member or suggest a different faculty member.

 

Lynn Lewis:

• Announced that Karen Culp-Linscott is the new program director for the Pre-Pharmacy program.
• Denelle White, the Surgical Technology program director, has moved her office to Fulp 408.

 

Tiffany Blackwell:

• Reported that, based on program comparison from last year, we are at -1.5% FTE.
• Announced that we oriented 31 I-BEST students.

 

Jackie Blakley:

• Reported that the BPS Recovery workshop went very well, and they were very pleased with the turn out.  The group will meet to debrief, consider the evaluations, and determine next steps.  They will pilot this workshop for a year, and will regroup after summer.

 

Scott Harvey:

• Announced that Acalog training will take place at the end of the month.  The big change with this catalog is that all curriculum changes will be handled by the Registrar’s Office through WIDs.  The catalog will go to press on March 5, with a March 26 distribution date.
• Noted work on the maximum student load policy.
• The work group to consider calendar issues will meet soon.
• Since Monday morning classes were cancelled due to weather, the Administrative Drop date for Monday only classes will be January 23.  That will allow those classes to meet.  For all other classes, the Administrative Drop date will remain as published, January 19. 

 

Galen reported that Cengage has started a flat rate subscription service for its materials and questions if this would benefit our students.  He will convene a small group to work on this and asked the deans to send one name forward from each of the instructional divisions as a member of the work group.

 

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, January 23, 1:00, Former Café’ Space

Curriculum Committee Meeting Minutes - October 27, 2017

Members Present: Tonia Faulling, John Woodson, Chad Gregory, Jason Poole, Amy Roberts,

Lacey Torge, Adam Ghiloni, Amoena Norcross, Robin Long, Sarah Shumpert

Members Absent: Donna Palmer, Sandra Strickland, Scott Harvey, Crystal McLaughlin, Marilyn Angoli

 

1.   September 2017 Minutes Approved with Correction

The Committee approved the September minutes with the following correction: Line item #3, a; was revised as follows: “Amoena Norcross presented on behalf of Penny Edwards. She indicated a change was needed in the pre-requisites of all Social Science courses to reflect Accuplacer terminology and reduce the overrides after completion of RDG 100”.

2.   Curriculum Proposals

1. HVAC Recommended for Approval: Robin Long on behalf of Justin Herndon proposed to change degree configuration to remove technical elective from 5^th semester. Students are struggling to take/schedule the additional elective especially night students and it is not adding value to the curriculum. Robin also proposed expiring Residential Wiring Certificate (not in WIDS) stating there is a lack of student interest/enrollment and there has not been any enrollment since 2013.                                                
2. Manufacturing Management and Leadership Recommended for Approval: Robin Long on behalf of Mandy Orzechoswki proposed a degree emphasis configuration in Manufacturing Production and Operations and noted the I-BEST courses/certificates would fold up into the degree. This will provide students in the certificate program the opportunity to complete an actual 2-year if they wanted because the certificates are built into the emphasis (they would stack).
3. Automotive Technology Recommended for Approval: Robin Long on behalf of Trent Hulehan proposed to change certificate configurations for three (3) certificates: Automotive Transmission Systems; Automotive Braking Systems and Automotive Engine Performance Systems. Configurations will change and courses will be added to address hidden pre-requisites and make more transparent.                       

d.   CNC Programming and Operations: Robin Long on behalf of Daniel Harbin proposed degree modifications to remove MTT 171 and MAT 238 courses as they were not applicable and adding two (2) new courses (already in CAC): MTT 105 - Machine Tool Math Applications; MTT 243 - Advanced Dimensional Metrology for Machinists. Robin will follow up with the math department to ensure they are notified of the changes. In addition, Robin noted the certificate courses were reconfigured to better prepare students and to meet financial aid eligibility. The current certificates were deleted: Basic Machining, CAD/CAM/CNC Fundamentals and Introduction to CNC. New certificates were created to better align with industry needs and allow dual enrollment students the opportunity to earn a certificate: Introduction to Machining Certificate, Manual Machining Certificate, Introduction to CNC Certificate, Manual and CNC Fundamentals.

e.   Early Care and Education Recommended for Approval: Robin Long on behalf of Meredith McClure proposed reconfiguration of the Infant/Toddler Certificate by removing ECD 251 and replacing with ECD 243, stating ECD 251 rarely had enough enrollment for the course. The Infant/Toddler Certificate will also be offered as an independent study.

f.    Media Arts Production Recommended for Approval: John Woodson proposed to change the requirement of MAT 101 to MAT 120. He stated most media programs at 4-year colleges require MAT 120 or its equal. John stated requiring MAT 120 and allowing common substitutions of other transferrable MAT courses increases student transferability and brought a better quality of student.

g.   Business Administration Recommended for Approval: Robin Long on behalf of Tracy Ethridge proposed changing the configuration from ENG 155 and ENG 156 to ENG 101 and SPC 205; Mat 155 to MAT 120 to increase the transferability. In addition the pre-requites will change to ensure students have the basic skills needed in the associated courses: ACC 101 and CPT 170 will be added as pre-requites to BAF 201;  ACC 101 and CPT 170 as pre-requites to BAF 250. Robin will notify departments of the changes.

 

3.   Update on Catalog Process:

Robin Long and Marilyn Angoli have been working to streamline the catalog process so that the catalog matches WIDS, matches Banner and everything is on the same page. They have identified a number of discrepancies and are going through all of the processes necessary to ensure everything is in line and functional.

 

4.   Update of Curriculum Development Project Charter:

In the strategic plan, there is a project charter on developing an intergraded curriculum design process. Sarah Shumpert stated the project team has identified all of the curricular elements and noted there are key questions they believe need to be addressed before they can begin to map that process.

 

5.    Open discussion, Next Meeting, and Adjournment: The Committee discussed the next meeting date. The Committee agreed to wait until next semester (2018). Tonia Faulling will send a meeting request in February 2018.

Curriculum Committee Meeting Minutes - September 8, 2017

Members Present: Sarah Shumpert, Tonia Faulling, Marilyn Angoli, Amoena Norcross,

Chad Gregory, Jason Poole, Lacey Torge, Adam Ghiloni, Amy Roberts, John Woodson,

Donna Palmer, Robin Long

Member Present on Behalf: Teresa Young on behalf of Sandra Strickland

Members Absent: Sandra Strickland, Scott Harvey, Crystal McLaughlin

Guests Present: Billy Carson, Ann Barnes, Penny Edwards, Chris McFarlin, Deborah Brock

 

1.   April 2017 Minutes Approved

 

2.   Introduce New CIS Admin Specialist: Sarah Shumpert introduced Coni Durocher as the new CIS Admin Specialist. She will be attending the Committee meetings to assist with documenting the minutes.

 

3.   Curriculum Proposals

1. Social Sciences Change in Pre-Requisites Recommended for Approval: Amoena Norcross presented on behalf of Penny Edwards. She indicated a change was needed in the pre-requisites of all Social Science courses to reflect Accuplacer terminology and reduce the overrides after completion of RDG 100.
    
2. Pharmacy Technology Course Changes Recommended for Approval: Ann Barnes proposed to change ENG 101 to ENG 155 and MAT 101 to MAT 155. Removing “Satisfactory placement test scores for ENG 101 and MAT 101” pre-requisites from PHM 103 and PHM 113. Pharmacy Technician diploma doesn’t stack into another program so transferrable courses not a necessity.
    
3. Medical Laboratory Technology Reconfiguration 6 Semesters to 5 Semesters Recommended for Approval: Robin Long on behalf of Deborah Brock proposed a program reconfiguration going from 6 semesters to 5 semesters. The program configuration would remove BIO 105; replace HSS 105 with “Humanities Elective”; replace PSY 120 with PSY 201. The program entry requirements would be switching from BIO 101 or BIO 105 to HS biology with a “C” or better within the last 5 years. Switching from CHM 105 to HS chemistry with a “C” or better within the last 5 years.
    
4. Computer Information Technology Reconfigure to Include 3 Emphases and Move Social Sciences Program to Next Semester Recommended for Approval: Sarah Shumpert on behalf of Billy Carson stated this degree program currently has the regular computer technology and one emphases. CIT would like to remove the current emphases
   and replace it with 3 new emphases: *Forensics and Cyber Security - *Software and Web Development - *Network Systems Management. The Network System emphasis also brings with it four (4) IST courses (in CAC): IST 201 - Cisco Internetworking Concepts; IST 202 - Cisco Router Configuration; IST 203 - Advanced Cisco Router Configuration; IST 204 - Cisco Troubleshooting. The Committee discussed moving the summer Social Sciences elective to next semester this would allow Life Scholarship students to receive their 4^th semester payment.
    
5. Criminal Justice Program Configuration and Creation of 2 Emphases with 2 New Courses Recommended for Approval: Chris McFarlin proposed removing CPT 170 from all Criminal Justice configurations which is not applicable to graduates in this field and replacing with CRJ 140 Criminal Justice Report Writing. Chris McFarlin proposed the creation of 2 degree emphases; Loss Prevention and Security and Law Enforcement Operations with 2 new courses CRJ 265 Loss Prevention Operations (new to CAC), CRJ 237 Defensive Tactics for Law Enforcement (in CAC) starting Fall 2018. The emphasis areas and the associated courses reflect advisory committee recommendations and specializations recognized within the industry.
    
6. Early Care and Education Reconfiguration of Child Care Management and Early Childhood Development Certificates Recommended for Approval: Robin Long on behalf of Meredith McClure proposed reconfiguring the certificate for Child Care Management by removing CPT 170 and replacing with ECD 101. SC ECE credentialing is sequential beginning with ECD 101 and cannot go forward without 101. She also proposed removing ECD 106 Observations of Young Children and replacing with ECD 201 Principles of Ethics and Leadership in ECE. Robin stated ECD 106 will be removed from the ECE curriculum and will not be taught after Fall 2017.

In addition, Robin proposed reconfiguration of the Early Childhood Development certificate

by removing SAC 101 and requiring students to take ECD 133.

Infant/Toddler Certificate: The Committee tabled the discussion to allow further input from Meredith McClure.

 

g.   Veterinary Technology New Course VET 102 Recommended for Approval: Robin Long proposed on behalf of Ashley Brady to add a new course VET 102 – Introduction to Veterinary Technology (not in CAC) . Robin stated currently VET 103 – Vet Medical Terminology is a 2 credit hour course and VET 105 – Orientation to Vet Tech is a 1 credit hour course. This is creating scheduling difficulties. The addition of VET 102 would create a single 3 credit hour course that covers the same content of the two courses and alleviate the current scheduling conflicts. (Please note: this course was subsequently changed to VET 113)

 

h.   Welding Certificate Operation of Manufacturing Robots and WLD 240 Recommended for Cancelation: Robin Long proposed on behalf of Paul Phelps requesting to expire the Operation of Manufacturing Robots Certificate and course WLD 240 - Robotic Welding and Manufacturing. Robin stated the decision to expire this program was due to lack of student interest and enrollment. She noted since 2011 only 2 students enrolled with this certificate as their major and only 6 students have graduated with this credential. WLD 240 course was part of the certificate.

 

1. Media Arts Production Program Configuration Modification, Adding New MAP 265 and Media Arts Business Certificate and Recreation of ARV 114 Recommended for Approval: John Woodson proposed a new course MAP 265-Media Arts Business Procedures and a Media Arts Business certificate; He also proposed a degree configuration modification with additional course electives. John noted industry is looking for students who can not only operate the equipment but also manage production systems.
    

4.   Library Representative Charter Changed to Voting Member Recommended for Approval: The Committee discussed the definition of “voting” member vs a “non-voting” member. Sarah Shumpert noted the Charter states you have rotating voting members from the various academic areas, indicating the library and marketing may also appoint representatives. The Committee unanimously voted to change the Library representative from a non-voting to voting member.

 

5.   Next Meeting: the Committee discussed the next meeting date. The Committee agreed to schedule the next meeting at the end of October to allow sufficient time to collect changes people have; Tonia Faulling will send a meeting request later in the month of October.

 

SERVICE EXCELLENCE TEAM (July 13, 2018)

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

 

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

 

Absent: Laura McClain, Richard Parker

 

Celebrations:

• Laura shared: While completing externship site visits in Anderson the other week I was told by a preceptor that ‘we will never use a Medical Assisting student from any other school than Tri-County Tech’ as they voiced the readiness of students to perform in the externship setting when they arrive. This is certainly not attributed to me by any means, but a complement to our college and their support to give us the tools and resources necessary for this type of feedback from those providers we partner with.
• Scott celebrated that the last Bridge to Clemson orientation session was successful and gave kudos to the Bridge team for their efforts and professionalism during all the sessions.  Enrollment is up to 855 students.
• Cara stated she is hopeful we will have a certificate of occupancy on the new Oconee Campus today.  All are excited about the new campus in Oconee County. Ribbon cutting event is scheduled for August 17, 2018. 
   
  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: Aida reported that with Kathy’s assistance all of the previously ordered employee shirts have been distributed.  She will work with Brandon and Morgan in HR to get a list of new employees in August so communication can be sent to them for ordering their free TCTC shirt online.  Notifications to new employees regarding ordering their TCTC apparel will be sent out twice a year for orders to be collected.  Aida stated her subcommittee discussed the competitions between departments for Tri-Day.  The suggestion of surprise visits to departments on Fridays to snap pictures and highlight the department has been discussed. Highlighting departments would be done through emails and hopefully encourage employees to participate in Tri-Day Fridays. Small giveaways or tokens would be given to the selected departments participating.  Aida asked about a possible budget for incentives/giveaways.  Cara stated $1000-$1500 would be appropriate from the SET budget for her subcommittee.  It was noted to be sure to include all campuses in this endeavor. This activity would not begin until fall semester.  It was also suggested to have departments take selfies and send them in to be chosen for highlighting instead of having to visit departments/campuses every Friday. It was noted that some departments are unable to wear TCTC apparel due to uniforms, (nursing, vet tech etc.)  It was decided that having a TCTC nametag or badge would be as appropriate as apparel in this case.  Aida stated she would discuss all suggestions with her subcommittee before making decisions and report back to the group. 

Talent Management: Cara has communicated with Marci Leake, new AVP of Human Resources, regarding representation on SET for Talent Management.  Marci has assigned Brandon Rice as the representative to chair the Talent Management sub-committee. We will welcome Brandon at our next meeting.

 

Recognition: Laura reported the following: We are still on hold with the Recognition Portal, but as Cara has updated, this should get going again very soon. Cara stated that Caleb in IT is close to finishing the employee recognition portal and it should be in production by next week. Communication and education will need to be provided regarding the use of the portal for employee recognition.

Laura reported the sub-committee did meet and follow up given, while giving an opportunity to meet the two newest team members, Courtney Embler and Hailey McClain and we are already brainstorming for new ideas. With the second phase of the TEE about to begin, I can foresee some of those discussions aligning with our subcommittee and future endeavors.

 

Measurement: Scott reported that all recommended changes to his master outline for LC 201 have been completed.  He has discussed LC 101 with HR and others to determine their views on how it is used as a resource.  He has focused on the 2^nd of his 5 modules where we look at videos or other permanent resources for our different service offices as the key to making it work.  He shared a rough draft of what the LC 201 Module 2 written assessment would look like.  This draft of 50 questions is surface level knowledge that employees should have to accurately direct students to services.  The content is flexible and will change as we gather information from offices. These question would be used to progress in the system. The next phase will be to communicate with home offices to be sure information is accurate to develop materials and scripts for videos and to revise/add questions to the assessment. Discussion took place and Scott requested feedback on the questions.  Cara stated there are videos online that cover a lot of Technical College System information and that these need to be researched before reinventing the wheel on certain topics.  Aida stated she believes the video is on You Tube.  Aida will see if it is on our TCTC site. Scott stated the content will be the largest piece and this will dictate the case studies for providing services for our students.  Lynn stated she sees a lot of student focus questions and suggested that employee perks/questions should also be included.  She also suggested Scott circle back and update Executive Staff when appropriate.  Scott also stated the ICARE surveys results are being gathered between their work studies this summer.

Commitment of Excellence/LEAN/Service Obstacle System:

Academic – Member At-Large, D&I, TEE:  Lynn stated that Laura did an excellent job presenting the TEE to Executive Staff last week.  Laura will provide updates on the execution of TEE next steps as needed. Fall Convocation in August will focus on the Transformative Employee Experience. The D&I report is at status the report has not changed since the last meeting.  New faculty elections for senate will take place soon. 

 

Management Accountability: Cara has talked to Marci Leake regarding talent management representation on SET and the changing culture on campus.  Marci stated her number one objective after getting settled in her new position is talent management.  The CIO search has concluded and Cara happily reported she has received feedback and a recommendation will be sent to Dr. Booth. 

 

Review Next Steps for each SET:

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

 

Recent Service Excellence Decisions and Actions Tracking 

4/13/18	Aida will check with apparel vendor regarding logo placement and will have IT add information on website order page.	ü
4/13/18	Scott will follow-up with Chris Marino regarding having questions added to survey	ü
4/13/18	After Cara’s form approval, Scott will begin having Student Engagement Data collected	ü
4/13/18	Cara will approve the Student Engagement Data Collection form for Scott	ü
5/11/18	Laura will reach out to Caleb in IT regarding online recognition portal	ü
5/11/18	Richard will provide a list of LEAN processes  for the June meeting	ü
5/11/18	Scott will present outlines of Service Excellence modules and determine if the SET budget may need to be adjusted to include media production	ü
5/11/18	Cara will meet with Galen about SAB/Employee recognition/Faculty Senate focus clarification
5/11/18	Cara will get Scott a budget code# for printing surveys	ü
6/8/18	Aida will meet with her sub-committee to review ways of disseminating communications on service excellence.	ü
6/8/18	Cara will reach out to IT regarding picture ID on emails
6/8/18	Cara will discuss with Laura the addition of a fall employee celebration similar to the holiday event.
6/8/18	Scott will adjust his LC201 draft after receiving input form the SET.	ü
6/8/18	Team will send any additions to draft of LC201 to Scott before the end of June.	ü
6/8/18	Scott will review the draft of LC201 with his sub-team	ü
6/8/18	Richard will share LEAN information with Tom Hiebel and Stan Compton
6/8/18	Richard will add a status column to his Lean Project spreadsheet
6/8/18	Cara will reach out to Marci Leake to discuss SET and having a person assigned to Talent Management	ü
7/13/19	Aida will research the TCTC video on You Tube and see if it is online or on our webpage.
7/13/18	Aida will discuss possibly using tokens for employee Tri-Day incentives with Laura
7/13/18	Cara will follow-up with Marci Leake on the addition of a person to represent Talent Management on the SET. Brandon Rice will be our new subcommittee chair	ü
7/13/18	Scott will move forward with his drafts/revisions and begin communication with home offices
7/13/18	Aida will discuss suggestions with her subcommittee and move forward in August with Tri-Day competitions among departments
7/13/18	Laura will update the group on the portal at the August meeting
7/13/18	Kathy will add Brandon Rice to the SET group emails	ü
		ü