Faculty Senate Agenda - 1/25/19

Service Excellence Team Meeting Minutes - January 11, 2019

Opening: The regular meeting of the SET was held on Friday, January 11, 2019 at 10:00 a.m.

Present:  Cara Hamilton, Kathy Brand, Scott Jaeschke, Laura McClain, Brandon Rice

Absent: Lynn Lewis, Aida Laham

Celebrations:

·         Kathy celebrated a successful move back into Ruby Hicks.

·         Cara celebrated the success of the holiday party. She thanked the team for their hard work and discussion took place as an event debrief: All were pleased with the following: the theme of the party, menu/food, photo booth, time people spent socializing, and door prizes.  The music/entertainment was good, but we may want to discontinue next year. Planning next year’s date well in advance with café/Lou and with the academic calendar is needed.  Cara will ask Lou to hold December 12 and 13, 2019 for the holiday party in the event center. Cara will finalize in the fall 2019. Going forward the employee recognition subcommittee may be asked to volunteer if the SET team needs assistance with the holiday party.

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 emailed her report to Cara.  Cara reported that Aida has added to the website homepage and social media that several offices have moved from Miller Hall to Ruby Hicks. She has gathered new employee orders for TCTC shirts and will send to the vendor for a quote.  When the quote is received she will send to Cara for approval since the funds come from the SET budget.  She has 94 orders to date.  Brandon stated having a link in the email he sends to new employees has helped with this process.  Aida needs to send one additional reminder to those new employees that have not responded, giving them one last chance to submit before the order is sent to vendor.  Aida has not met with her sub-committee. She will be sending out communication regarding the shirt competition after meeting with her group.

Recognition: Laura reported the portal is up and working.  Laura will email Caleb to have an updated/open link put under Employee recognition. Cara asked if the employee that receives a recognition email will know it came from the portal? Laura will ask Caleb to add a signature line “you’ve been recognized” in the email that is generated to employees so they will be aware it came from the portal.  Laura will be revising the instructions on how to use the recognition portal to send in a TCTC communication and to be posted under the Employee recognition tab.

Measurement: Scott presented a Project Charter draft of the Learning Community-LC 201.  This project will extend the College’s structured training program to address service excellence.  LC 101 is the training formatted to meet the needs of new employees during the first few months of employment.  LC 201 will address the skill gap perceived to exist between newly oriented employees and those who are perceived as service leaders on campus.  Scott reviewed the deliverables, the scope definition, the assumptions, constraints and dependencies, and the plan and timeline for the charter.  He presented the project’s estimated cost of around $2000 and requested suggestion to build his team of 7 members. Cara suggested Marci Leake as a member to tie into LC101. An IT representative and a TEE member were also suggested as well as including someone from our other campuses.  Scott will contact Marci Leake and a few others, then provide information to Executive Staff.

Scott reported the relaunch of the Veteran’s Advisory Council. He also stated that TCTC will be applying for the Yellow Ribbon Program, which is a program that matches in-state tuition funds provided by the GI bill for Vets.  Scott reported that Ken Kopera had the Veteran’s memorial stones pressure washed and cleaned. Scott requested a list of employees who are Vets from Brandon and invited him to serve on the VA Council.  Scott stated he had attended a green zone training at Clemson University done by Brennon Beck. Mr. Beck has agreed to partner with TCTC and hopes to come on campus to a green zone training in the near future. 

Scott concluded with a follow-up on the I-CARE standards. His recommendation is that there is work to do for setting expectations with making students feel welcome in Academic offices.  He will be providing more information data in the near future.

Talent Management: Brandon stated he was revamping the on-boarding process for new employees and will be presenting to the HR team in the near future.  He plans to change one-on-one meetings with new employees to small group orientations/meeting to cover important information and perks.  He stated the LC 101 structure has been condensed to a 2-day meeting closer to the beginning of their start date. Brandon stated the first adjunct hiring fair was successful. Between 59-69 people attending.  He hopes to have better advertising in the future to help with new recruiting tactics.  Brandon stated an onboarding manual is being put together for FTE and part-time employees. It will include a list perks for being a state employee, such as free flu shots, wills, bloodwork, mammograms, etc. Brandon concluded by reporting this year’s Health Fair is being planned for March 2019 and will included the Mammogram bus, bloodwork, and much more.

Commitment of Excellence/LEAN/Service Obstacle System:

Academic – Member At-Large, D&I, TEE:  Laura stated that the TEE power point has had audio added and asked if it could be put into Spark.  Brandon will follow-up with Jeff Laws.  Laura also stated that CCE and Fiscal Affairs have not had the TEE presentation to date. Kathy stated the President’s office also has not had the presentation

Management Accountability: Cara reported that County Councils were invited to a tour/luncheon in Ruby Hicks on Jan. 10, 2019 as a thank you for the approval and financial support contributed towards the buildings on our campus.  Council members agreed they all see a return on their investment as students are educated, employed and contribute to their community and society. 

Cara requested the team think about the following questions to be addressed further at the next meeting. moving forward:

1. What is SET not doing?

2. What have you heard that you want to know about?

These questions sparked discussion the following discussion:

Scott mentioned student employees-work studies presently do not have a voice as part of the SET. Discussion took place and it was suggested that Rosemary Howlin may need to be contacted to ask what type of onboarding or orientation do student workers receive. Cara stated she would invite her to our next meeting to offer suggestions and gather information as what TCTC offers students for professional growth while in the work place.

The team asked about the Presidential search timeline, the reserving of rooms in RH, the future plans for Miller Hall, and the solution to the glare from the window blocks in RH. Also discussed was the panic button on our phone system.   Cara will follow-up with campus police and send out a communication.

Review Next Steps for each SET:

Confirm Next meeting – Friday, February 1, 2019