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 2nd 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
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4/13/18
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Aida
will check with apparel vendor regarding logo placement and will have IT add
information on website order page.
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4/13/18
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Scott
will follow-up with Chris Marino regarding having questions added to survey
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4/13/18
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After
Cara’s form approval, Scott will begin having Student Engagement Data
collected
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4/13/18
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Cara will approve the Student Engagement
Data Collection form for Scott
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5/11/18
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Laura
will reach out to Caleb in IT regarding online recognition portal
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5/11/18
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Richard
will provide a list of LEAN processes
for the June meeting
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5/11/18
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Scott
will present outlines of Service Excellence modules and determine if the SET
budget may need to be adjusted to include media production
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5/11/18
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Cara will meet
with Galen about SAB/Employee recognition/Faculty Senate focus clarification
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5/11/18
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Cara
will get Scott a budget code# for printing surveys
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6/8/18
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Aida
will meet with her sub-committee to review ways of disseminating
communications on service excellence.
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6/8/18
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Cara will reach
out to IT regarding picture ID on emails
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6/8/18
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Cara will
discuss with Laura the addition of a fall employee celebration similar to the
holiday event.
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6/8/18
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Scott
will adjust his LC201 draft after receiving input form the SET.
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6/8/18
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Team
will send any additions to draft of LC201 to Scott before the end of June.
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6/8/18
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Scott
will review the draft of LC201 with his sub-team
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6/8/18
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Richard will
share LEAN information with Tom Hiebel and Stan Compton
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6/8/18
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Richard will add
a status column to his Lean Project spreadsheet
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6/8/18
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Cara
will reach out to Marci Leake to discuss SET and having a person assigned to Talent
Management
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7/13/19
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Aida will
research the TCTC video on You Tube and see if it is online or on our
webpage.
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7/13/18
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Aida will
discuss possibly using tokens for employee Tri-Day incentives with Laura
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7/13/18
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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
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7/13/18
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Scott will move
forward with his drafts/revisions and begin communication with home offices
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7/13/18
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Aida will
discuss suggestions with her subcommittee and move forward in August with
Tri-Day competitions among departments
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7/13/18
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Laura will
update the group on the portal at the August meeting
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7/13/18
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Kathy
will add Brandon Rice to the SET group emails
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