Placement Committee Meeting 11-7-2016

Tri- County Technical College – Placement Committee Meeting
Monday, November 7^th, 2016 (3:00 – 4:00 p.m.) -- Cleveland 142
Faculty/Staff Present

Andrea Barnett, Amanda Blanton, Keri Catalfomo, Elizabeth Cox, Galen Dehay, Allison Earley, George Fiori, Scott Harvey, Jennifer Hulehan, Tasheka Johnson, Donna Palmer, Amy Roberts, Julia Seligson, Carol Watts, and Hap Wheeler

Absent were K.C. Bryson, Trent Hulehan, and Tracy Kilgore.

 Opening Remarks

Andrea Barnett, mathematics instructor for the Arts and Sciences Division, stated that she appreciated everyone’s attendance at the meeting.  Galen Dehay will discuss the State Tech CAO meeting in October and decisions being discussed concerning Multiple Measures.

Galen Dehay, Comments and Update on the October Meeting with the State Tech CAO Meeting

§  MOU with Adult Education has been sent, and TCTC is waiting on approval.

§  According to research:  All other colleges use placement tests, but they are not always an accurate predictor.  Both Compass and Accuplacer lack predictability for English and Math.

§  All Tech Colleges in SC are using Accuplacer.

§  Other states such as North Carolina and California are using Multiple Measures to place students.

§  Measure most widely used is HS GPA and is most predictive of the student. Seventy percent of students are earning 2.5 GPA.

§  If they are program ready, start in the program, or prepare for the program.

§  Florida legislature abolished Developmental Education if the student graduated ready for college.

§  Education Oversight Committee is looking at ACT reading and math sections as predictor, but not for English.

§  CAO’s discussed using 3.0 GPA unweighted

§  TCTC could use HS GPA, required transcript, and Options 2 and 3 on the handout.

§  If we don’t come up with a Multiple Measures plan, then the State will.  So we need to have our own in place.

§  Galen proposes –

ü Convene task force

ü ACT is better predictor than SAT, which is a poor indicator

ü Try to continue to analyze ways to predict correct placement by using Multiple Measures

ü Program Ready versus Course Ready, then Transition Ready

ü Tie all options into Program recommendations

ü Assign Task Force for the transition (Placement & Math—Andrea Barnett, English—Allison Earley, Transition to College—Jennifer Hulehan, Student Data & Admissions—Scott Harvey, Institutional Research—K.C. Bryson, IT-- Pam McWhorter, Assessment—Carol Watts, and Dual Enrollment—Amanda Blanton)

Comments/Questions

§  Hap Wheeler suggested bringing Brad Bostian from NC to discuss what they are doing and what tweets they have had to make.

§  Carol Watts stated that Accuplacer showed students were not ready, but Compass said different.  Carol stated that Accuplacer score ranges were lower.

§  Donna Palmer is concerned about predictor for science courses.

§  Scott Harvey stated that we are always a year out after the task force completes its work.

§  There is a push to get K-12 students ready for college and dual enrollment.

§  We are the only tech college that uses our faculty to teach dual enrollment in the local high schools.

Requests

Send Andrea questions regarding what we need from Scott Harvey.

With no other business to discuss, the meeting was adjourned.

Recorded by Elizabeth Cox

Academic Leadership Team 9-27-2016

Academic Leadership Team
September 27, 2016
1:00 pm
Ruby Hicks Hall, Room 248
Members Present:     Gayle Arries, Tiffany Blackwell, Jackie Blakley, Matt Edwards, Penny Edwards, Stacey Frank, Adam Ghiloni, Scott Harvey, Glenn Hellenga, Linda Jameison, Lynn Lewis, Chris Marino, Crystal McLaughlin, Mandy Orzechowski, Sarah Shumpert, Brian Swords, Hap Wheeler, Tracey Williams

Members Absent:      Tim Bowen, Rick Cothran, Jenni Creamer, Mark Dougherty

Other Attendees:       Cara Hamilton
Length of Meeting:   1.50 hours
The minutes of the September 13, 2016 meeting were approved as presented.
Cara Hamilton discussed Project Board Training.  She distributed a PowerPoint presentation, Project Sponsors & Project Boards at Tri-County, the last page of procedure

1-7-1000.3, Project Management, and encouraged the group to review the procedure. In addition to the handouts, the following were noted:

·         Project categories:  Both need approval

o   Large – greater than $100,000 and more than 2,000 man-hours

o   Intermediate – greater than $50,000 and more than 1,000 man-hours

o   Over $1,000,000 must have state approval

o   State approval does not mean state funding

·         To determine if a project idea is viable, it should go through a feasibility study flow chart.  Every option is vetted with the best option moving forward. A subsequent study fleshes out more detailed design.  Keep in mind that sometimes not moving forward is the best decision.

·         Project management must balance:  time, resources, and quality

·         Project Sponsor is typically an Executive Staff member or Executive Staff member’s direct report, someone who can champion the project and assign needed resources.

·         Project Board acts as an advisory board.  Board members are usually subject matter experts, technical experts, or are passionate about the project 

After the discussion, the group noted the following obstacles:

·         Getting the necessary signatures. 

·         Treating as doctrine.  The Board does not push the decision-making down.

·         Missing next steps/project close out piece.

·         Time scale.

·         Lack of use/awareness of AchieveIt as a repository.

·         Needs assessment check-in points, after which the project cannot change.  Build into the project charter’s Milestones.

·         Need to consider inter-dependencies.

·         Need to consider risks/opportunity costs .

 Next Steps:

Cara, Lynn Lewis, and Adam will create a post-implementation/close out template, which will become a part of the project management system.

Brian Swords discussed Project Inter-dependencies and distributed Distance/Online Learning Charters & Workgroups.  As a member of each group, he realized that the college has four groups working on related topics.  It was noted that this is an example of awareness of inter-dependencies and of the need to bring “scope creep” into check.  The members of the group were encouraged to look at the groups in which they are involved and to bring any issues back to the ALT.  Project Charters tend to encompass many areas, so communication is key to avoid this duplicate work.  In order to limit the dependencies ask 1) who is the audience?, and 2) what are the questions?

Announcements:

Mandy Orzechowski congratulated Gayle Arries on the AOP Showcase.  It was going to be a great event. 

Adam reported that the cohort to fail rate continues to decrease.  It is 17.1 % this year, trending to 16.3% next year, with a goal of 15%.
Matt Edwards reminded the group about the regularly scheduled IT maintenance window this Friday, 9/30 from 2:00 – 8:00 pm.  He also announced the kick-off of the Cyber Security Awareness Training Project.  All employees will be trained on what to look for from the IT standpoint.  Assessments will be taken to determine the effectiveness of the training. 
Mandy stressed that the college needs to be very aware of security and confidentiality issues and noted that simply closing your door and locking your computer can be very effective.
With no further business, the meeting was adjourned.
Recorded By:             Anne Bryan
Next Meeting:            Tuesday, October 25, at 1:00, in RH 248

Faculty Senate Minutes 10-28-16

Faculty Senate
Friday, October 28, 2016, OC 115, 1:00PM

 

In attendance: Meg Allan, Ann Barnes, Penny Edwards, Stacey Frank, Tom Hiebel, Bill Leverette, Timeko McFadden,  Richard Reeves, Matthew Simon, Debbie Vance,  Paula Scales Whitmire.

Not in attendance.  Gregg Corley, Ed Eudy, Tonia Faulling, Justin Herndon, Laura McClain, Mary Orem, Mourning Pace,  Aristide Sechandice, Renee Turner, Jonathan Warnock

Guests: Galen Dehay; Sue Andrus representing Mary Orem.

Welcome and Agenda

Stacey Frank called the meeting to order at 1:04 PM.

Minutes of September 30, 2016

Minutes were distributed and approved via electronic vote prior to this meeting.

Galen Dehay distributed copies of, “Who’s Coming to College?” which was presented at the President’s Advisory Committee (PAC) meeting on Tuesday, October 18. 2016.  The presentation was organized in three parts:

1. Snapshot of the students currently attending TCTC organized by a number of characteristics.
2. A description of the demographic shift facing community colleges over the next ten years with the only growth area occurring in the 25 years of age and over demographic.  Galen discussed how the institution will be targeting this “under-resourced” student demographic in the future.
3. The composition of TCTC’s workforce and talent management approach to replacing 40.2% of the college’s workforce that will be eligible for retirement during the next five years.

Galen stressed the importance of engaging faculty and staff to provide input regarding how we can meet the challenges associated with serving the targeted student population.    Additionally he encouraged those who would like more information regarding our planning for the future to attend the session entitled, “Challenges and Opportunities of Serving Under-resourced Students,” on professional development day on November 8, 2016.  

Old Business

New LDA requirement in accordance with Attendance Memorandum dated 8/16/2016.  Galen reported that Scott Harvey has been working on this issue with a committee and that progress was being made to find an automated solution.

New Business

No new business was presented to the senate.

Committee Reports

Calendar Committee.   Meg reported that the next meeting would be held the second week of November.  Stacey reported that she had discussed the ideas generated during the September senate meeting with Galen and that she had distributed an update to all faculty.  The one idea that could be explored in the future was to hold graduations on a Saturday if that will relieve some pressure on the calendar.  Meg agreed to mention this again at the next calendar committee meeting.

Leading Edge. Laura McClain provided an update to Stacey prior to the meeting.  Student participation has been growing thanks to faculty encouraging students or assigning students to attend individual workshops.  Faculty are encouraged to obtain feedback from students, make suggestions for workshop topics, and participate as speakers in their areas of expertise and interest.  Senators discussed topics that are especially needed including diversity and civility. 

Academic Leadership Team.  Stacey reported that there was an initiative underway to review the “Programs at a Glance,” section of the catalog to ensure that students are being provided with the correct information.  Also during the college admissions process there could be three measurements associated with student placement: Accuplacer scores, high school GPA, and ACT scores. 

Next Meeting

The next meeting will be held on Thursday, December 8, 2016 at 10:00 AM.  Meg will reserve a location for the meeting and send invitations.

With no further business the meeting was adjourned at 2:24 PM.  

Recorded by:  Meg Allan, 10/28//2016.

 

 

Faculty Senate Meeting 9-30-16

FACULTY SENATE MINUTES

Friday, September 30, 2016 - CD 142 - 1:00PM

 

In attendance: Meg Allan, Ann Barnes, Gregg Corley, Penny Edwards, Ed Eudy, Stacey Frank, Tonia Faulling, Justin Herndon, Bill Leverette. Laura McClain, Timeko McFadden, Mourning Pace, Matthew Simon, Renee Turner, Debbie Vance, Jonathan Warnock, Paula Scales Whitmire.

Not in attendance.  Tom Hiebel, Mary Orem, Richard Reeves, Aristide Sechandice

Guests: Ashlan Ferguson,

Welcome and Agenda

Stacey Frank welcomed the new adjunct/lecturer senators, asked attendees to introduce themselves, and presented the agenda for the meeting.

Minutes of August 25, 2016

Minutes were distributed and approved via electronic vote prior to this meeting.

Old Business

Overload contracts. Stacey reported that a number of faculty expressed concerns about calculations of overload contract compensation.   Stacey looked into the matter and as a result, the following changes were implemented:

• Two (2) hours were added for the exam period for those who are giving exams.
• If after the two (2) hour adjustment an instructor’s contract amount is less than in previous terms, the higher amount would be applied, which is the practice currently in place for adjunct instructors.

Copies of Sharon Colcolough’s September 21^st e-mail, Adjunct Compensation and Overload were distributed.  In this communication, Sharon reported the above-referenced changes, and clarified the process for calculating contacts.

Stacey indicated that she was pleased that administration had responded quickly to issues raised and asked senators if there were any outstanding items related to this matter  There were two points raised: 1) faculty expressed disappointment that administration had to be contacted after the fact to remedy the contract calculations, and 2) a question remained regarding why the minimum instructional minutes in accordance with  SACSCOC guidelines of 750 minutes per credit hour were selected as opposed to the 770 minutes which would be the minimum for teaching a MWF class.

Stacey indicated she would follow up on this question and report back.

New Business

• Faculty titles.  A question was raised regarding the use of “non-official” titles on e- mail correspondence. After full discussion, the majority of the senators conveyed that they did not see a need to establish a policy or guidelines related to the matter. 
• Attendance memorandum dated 8/16/2016 and new LDA requirements.  A preliminary calculation estimated that at a minimum this new procedure would require faculty to input 13,000 LDA’s at the end of the term. Faculty senate would like to get a better understanding of why this is required.  The matter was added to the Agenda for the next Academic Leadership Team (ALT) meeting in order to obtain clarification of the potential impact.  Stacey will report back the results.
• Clemson student learning evaluation process.  Stacey brought this matter forward on behalf of Aristide Sechandice and distributed an outline of the process which was designed by a Clemson professor.  The methodology includes a pre-course knowledge essay and a post course knowledge essay which is written by the student as a method to evaluate learning.  After some discussion, it was recommended that faculty wanting more information reach out to Aristide and if there is enough interest, ask the Clemson professor to conduct an information session for faculty here on campus.

Committee Reports

• Parking. Stacey distributed a copy of an update provided by Cara Hamilton.  The update included; 1) Shuttle service to Mechanic Street parking lot now has its last run at 5:45 PM, 2) twenty (20) additional spaces behind Fulp Hall will be designated for faculty/staff,   3) parking permits will no longer be issued to work study students, and 4) when the current permits expire (Fall 2017) they will be replaced by permit stickers.
• Calendar. Meg reported that due to many considerations related to creating the calendar for each term that the following were either approved or recommended by the committee members:
  • Approved.  The Memorial Day holiday during summer 2017 term will be designated as a work day in exchange for a Monday, July 3^rd holiday to precede Tuesday’s July 4^th, to allow for a long weekend.
  • Recommended. Scheduling professional development day during fall 2017 term.  A number of alternatives were explored and the final recommendation was to schedule on Tuesday, October 17, 2017 which had originally been designated as day two (2) of fall break. This appeared to be the best way to ensure that the college could be closed the Wednesday before Thanksgiving.  The plan is for “A” term to end Monday December 4, 2017 followed by 5 days for exams, and grades due on Wednesday December 16, 2017.  Post grade processing takes three business days after grades are submitted.

Senators asked if we needed to have a professional day during fall 2017 term, and if so, suggested that we recommend that professional development day be held on the day of fall convocation.  This would take some pressure off calendar restrictions allowing for a two (2) day fall break, or end the term a day earlier.  Stacey agreed to follow up with ALT and Meg agreed to present the idea to the calendar committee

• Academic Leadership Team.  Stacey reported that faculty have been assigned to the 5 key strategic initiative project teams.

Next Meeting

The next meeting will be held on Friday, October 28, 2016 at 1:00 PM.  Meg will attempt to find a larger room for the next meeting and will notify senators. 

With no further business the meeting was adjourned at 2:43 PM.  

Recorded by:  Meg Allan, 9/30/2016.

 

 

Service Excellence Team 10-14-2016

SERVICE EXCELLENCE TEAM
Meeting Minutes
 Date: October 14, 2016

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. 12^th. 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.   

 

Recognition: Sharetta introduced Laura McClain as her replacement as the SET Recognition lead, stating she will be an asset to the group with a new prospective. Sharetta will continue to be on the recognition sub-team.  She reported that Ross has not gotten pricing for the SweeTCart to date, but will have them in the near future. Cara stated the SweeTCart needs a plan developed to include a goal, objective, purpose and cost.  This plan needs to be brought to Executive Staff for approval.  She reported talking with Lou Moritz regarding the food trucks on campus.  There is already a plan to have food trucks here on Oct. 27 when the café will be closed for the Annual Report Luncheon. Sharetta stated they may wait and plan a spring food truck event, possibly on a day the café is closed. Discussion took place regarding possible vendors. Chick-fil-a and their service and relationship to TCTC was discussed as a viable option.  Discussion also took place regarding the dissemination of recognition cards.   Cara questioned how do we keep this type of recognition alive and remind people about the cards.  It was suggested to include information in employee announcements and possibility on SPARK.
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

Service Excellence Team 9-9-2016

SERVICE EXCELLENCE TEAM
Meeting Minutes
Date: September 9, 2016

 

Opening

The regular meeting of the SET was held in RH 245 on Friday, Sept. 9, 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,

Absent: Lisa Anderson

Celebrations:

·         Cara commented on the smooth beginning to the Fall semester, noting the great back-to-school and welcome back activities were well received.

·         Richard shared a story of how Stan Compton had influenced the life of a student by investing time to ensure she got assistance to start at TCTC.

·         Cara shared 1) the College is investing in a Learning Management system for employees, 2) the College has engaged Hanover Research Company to complete a compensation study within our service area to gather data on who we are competing with from a salary standpoint 3) Hanover will also be engaged to interview people in our area to see what type of things we need to do to be the employer of choice. Data on what we need to do to create an environment to attract employees will be gathered and hopefully we will learn what our reputational value is in the market place.

·         Cara reported LC101 second cohort is being modified and Jeff Laws will be leading the Smart Leadership 6-week course.

·         Lynn reported how competitive the nursing programs at TCTC have become, stating there were twice as many applicants as there were seats available in the LPN and Transition nursing programs and three times as many applicants as slots for the associate degree nursing program. She was proud to see the valued programs being competitive.

 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 on the Communication Plan for Tri-Day.  She reviewed the plan’s timeline and is prepared to move forward. Aida shared the on-line process to order Tri-Day shirts.  She stated she had a budget and a vendor has been secured for the first order. She will present the plan to Executive Staff next week.  Kathy will add her to the agenda.
Talent Management: Lisa will give an update on the Adjunct Expo at another time, but Cara stated she thought the Expo was overall a success.
Recognition: Sharetta asked Scott to give an update on the tokens.  Scott explained the tokens are another avenue for employee recognition. The tokens will be available through the IT portal and they hope to have a pilot ready in October. The outcome is for employee satisfaction to increase due to multiple pathways for recognition by supervisors and colleagues. A communication plan will be completed once the IT portal is live.  The pilot departments will be selected and if successful, roll out campus wide will take place next year. 
Sharetta reported Ross is working with Lou Moritz to bring food trucks on campus.  The location site and vendors will be finalized and announced hopefully during the fall semester.  It was stated that having these options will be exciting for employees and students.
Sharetta reported the Rak-Shack has been branded as SweeTCart.  The goal is for employee recognition and appreciation. The SweeTCart crew is researching the budget with the café and final details will be confirmed and the schedule, volunteers, and locations will be communicated.  The cart will be communicated to F/S but students will be able to enjoy treats as well.
Measurement: Scott shared that the Service Level Agreement was taken before Executive staff.  Margaret Burdett will partnered with Scott when facilitating sessions to ensure all SACS required operational outcomes are included in the measured benchmarks specific for each area/department.  It will be used in all areas/units that report to a VP.  The Library will pilot the SLA beginning the end of September.  Other areas are being targeted for April 2017.  Lynn suggested that the Academic Advisory Boards receive the data gathered and have future input. Scott stated the data will be in a permanent data-base to be used for tracking, future analysis and longitudinal review.
Service Obstacle System- Richard reported the progress of LEAN to Executive Staff last week. He shared the process of small and big projects.  He stated that Cathy Strasser will keep the data base of LEAN processes and Coaches.  To date, two processes have been implemented, four processes are in progress, four were derailed and a few that have not been reported to date. Richard stated he will be presenting on the next PD day to those interested in the process of beginning projects. He will have a complete flowchart on the process completed at that time. A steering committee will review only big projects prior to them going before Executive Staff (if needed) He also stated he can possibly conduct another coach training so the coach pool will increase. Creating a culture of risk takers and empowering employees is moving the College forward.
Management Accountability: Cara asked if anyone had suggestions of what she could report to the Commissioners at their Retreat regarding the SET.  Everyone agreed that they see action and commitment to service excellence taking place and making a difference.  The College is moving in the right direction and all agree the importance of student service is paying off. It was suggested that the Commissioners and the Foundation share their focus/stories in a campus publication like Connection, so employees can become familiar with them and have a better understanding of their passion for TCTC.  Cara will contact Lisa Garrett regarding featuring the Commissioners in the spotlight section.
Academic – Member At Large:  Lynn Lewis shared noticing in leadership meetings more of a connection regarding student service.  Cara stated senior leadership has become more visible but needs to continue to be visible over campus.

Wrap Up:

Scott has been charged to look at the Staff Advisory Board charter and insure the next set of members can fulfill the full scope of the charter. Lynn suggested Katie Walsh would be a good person to assist.  Cara stated the SAB needs to be comfortable meeting and discussing items with Dr. Booth.

Sharetta announced she wanted to be more active on the Recognition sub-committee and therefore requested her replacement on the SET.  She listed 3 options as her replacement and after discussion will contact Laura McClain to see if she will accept the position.  If Laura accepts, Cara will take the recommendation before Executive Staff.

                Review Next Steps for each SET:

Confirm Next meeting – Friday, October 14, 2016 at 10:00am in RH 245                                                                 

Service Excellence Team - 7-8-2016

SERVICE EXCELLENCE TEAM
Meeting Minutes
Date: July 8, 2016

Opening

The regular meeting of the SET was held in RH 245 on Friday, July 8, 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

Absent: Lynn Lewis, Sharetta Bufford, Lisa Anderson

Celebrations:

·         Cara shared the excitement of the building demolition taking place on campus starting the process of building the new Student Success Center.  She also reported that TC Central is up and running and 3 new full time staff are being trained.  The Greenwood Hall Call Center has been trained and started taking TCTC calls last Tuesday. Cara reported that in the weekly debriefing meeting they had taken over 412 one day and 425 the next with 40% being admission related, 35% being Financial Aid, and others regarding the business office or registrar. The data shows that the call volume was underestimated and wait time needed improving. Using this group will be great for gathering data and improving student service.

·         Scott shared kudos to Deborah Brock who has been working hard organizing the upcoming Adjunct Expo.  Richard expressed some concerns about relevant topics for the CCE folks during the Expo.  Cara suggested he discuss their needs with Deborah.

·         Aida shared the outcome of the 4-C-able Future Camp. She stated it was very successful, educational, and emotional for all involved.  The goal of helping the students see they had opportunities available for a successful future was exceeded.

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 her group had the following communication ideas to share: 1) The College vision statement should be posted in meeting rooms and classrooms throughout the College by using the vinyl lettering on walls. 2) Videos of students talking about faculty or staff that have changed their lives and made a difference can be made and shared. 3) Articles can be written in Connections interviewing students telling their stories of how their lives have been positively changed. 4) The vision statement could be put on shirts and worn at the beginning of every semester to be more visible to students. 5) Have the vision statement put on ID card for faculty/staff and possibly students in the future. 6) A Tri-Day shirt for all FTE will be budgeted for and a communication plan for sending out the detailed information on Tri-Day and ordering the shirts will be developed.
Talent Management:
Recognition:                     
Measurement: Scott shared his updated proposal of the service level agreement project. He asked the SET team to review and make any further suggestions. He requested to be on the Executive staff agenda in late July to present.  Cara suggested he set up a meeting with DeHay and Jameison to review the proposal prior to meeting with Executive Staff.  Everyone thanked Scott for his hard work on this proposal.  Scott also asked the group about the small percentage of staff using skype for business and how we can increase the knowledge and penetration of this resource. Cara suggested Scott gather some data on the % of those using this resource and then maybe we can better communicate and educate/train faculty and staff.
Service Obstacle System- Richard reported that the charter LEAN group training was complete and that projects are being finalized.  He asked to report to Executive Staff on Aug.24^th.  Cathy Strasser has volunteered to gather/organize LEAN projects as they are being completed.  Richard stated that smaller projects may not need the participation of the entire steering committee, but larger projects that involve budgets and Executive Staff approval will need to go before the steering committee.  Richard also discussed in-house plans for training and yearly reviews.  Scott made the suggestion that a LEAN question be added to the hiring/interview process.
Management Accountability: Cara reported her group continues to work to keep service excellence in front of people with constant reminders of accountability and culture change to improve the environment and student success. She shared a brochure Cheryl Garrison brought back from MUSC on IMPROVE: the voice of the customer.  The development of a library of specific real world examples from different divisions was suggested.  This type of library would be used to share real world stories and make people aware of how service excellence and student engagement changes lives.  Another suggestion was to have people watch the videos before signing off on their EPMS. 
Academic – Member At Large:  

Wrap Up:

                Review Next Steps for each SET:

                Confirm Next meeting – Friday, Aug. 12, 2016 at 10:00am in RH 245