None
No Report
Jenkins noted that the Coordinators of the Teams are not posting
to the intranet. It was noted that teams should be using the GA's to
distribute the minutes
Jenkins suggested that Debby Cheshire be added to the team to see if
this would help with communication. Latham agreed. Latham will check
with Burnett, K. to see if Cheshire may join the team. It was noted that
Cheshire does not work on Tuesdays. Jenkins suggested re-scheduling
the meeting day.
1. The Team's Purpose.
Team's Purpose:
To develop policies and procedures that assure
adherence to BOR, University and School policies. To recommend needed
changes in policies and procedures to appropriate bodies. To assure that
reports to internal and external groups are accurate and timely. To
assure coordination between the program and service teams.
a) Should the "purpose" be broaden and/or redefined?
The Team agreed that the vision is to make sure we are serving the needs of the students
and that the office operates effectively.
Capps explained that the generic goal that each team has is the larger goal for the teams to keep
in mind, however each team needs to develop specific or local goals for
their teams to work on.
b) Should Program Teams and Service Teams recommendations come to the
team before being recommended to the faculty for approval?
No
c) How do we make this work? Communication?
It was noted that there are more people working yet there is work that is not getting done.
Possible reasons include no clear channel of communication, and several
part-time student workers. The Team agreed to develop a proposal for
hiring a full-time receptionist and present the proposal to the Dean.
Jenkins, Trotter and Hurston will work on the proposal.
The Team proposed a sub-team of Latham, Hurston and Jenkins be formed to
meet once a week to discuss the operations of the office. It was also
suggested that others be included depending on the agenda.
d) Other concerns?
2. Time sheets and pay and leave reports for USPS and A&P personnel
a) Who is responsible for certifying that all time sheets and pay
and leave reports are completed correctly?
The certification process should include the supervisor's signature. (Note: when a supervisor
signs off on the pay and leave report that supervisor is certifying that
the information is correct.)
b) Who is responsible for obtaining supervisor signatures when those
supervisors are Robbins and Burnett, K.?
c) Distribution of pay and leave reports and time sheets to new
employees and current employees.
d. Distribution of pay and leave reports and time sheets to employees
(OPS, USPS and A&P).
e) Distribution of time sheets to graduate assistants. Is it
working?
Concern noted is that graduate assistants do not know what pay
period they are currently working on.
Who is responsible for communicating with assistants regarding their hours remaining to work?
The team proposed that Jenkins, Hurston and Trotter meet and develop the
polices.
3. Front desk
a) How is it working? Should employees evaluate training received?
Front desk staff are receiving training, and have a mid-term evaluation.
Things appear to be running smoothly.
1. Procedure for policies/guidelines approved at faculty meetings.
a) How do we get an archive and/or standard copy of all policies and
procedures? (Date approved should be indicated on the copy.) Who
ensures that recommendations and/or actions are changed on the approved
copy and that the approved copy is available for use?
b) Where should this information be stored? How should it be stored?
The Team proposes: The Team is responsible for final version of policies or guidelines
once the faculty has approved it.
That Team is also responsible for forwarding the final version of the document
to the Communications Coordinator (P. Hurston) for distribution and
archiving.
2. Develop policy for minutes or record of meetings. Should there be
a standard format? (1. b) will pertain to this) Not discussed.
3. Backup of personnel.
Jenkins asked the Team to be thinking about
back-up of personnel due to absences.
4. Important dates for the year? Planned vacations.
Jenkins noted that the staff are not notifying other staff of their vacation plans or
absences from the office. It was suggested that staff be reminded to
communicate with other staff regarding their absences from the office.
5. Main lobby inexpensive face-lift. Capps.
The Team discussed possibly upgrading the lobby with new lights, visiting displays, and
creating a DIS with the art department to paint a mural on the wall in
the Gregory Conference Room. Latham will seek the Deans permission
regarding the mural.
6. Great Gregory Give-Away Campaign.
Smith announced that there are approximately 200 books, old magazines, etc that will be put out in the lobby for anyone to have. The materials will remain there for one week; all remaining will be thrown away.
None
Agenda Posted by Kimberly Forster (kjf4685@garnet.acns.fsu.edu) on 02/06/2000 at 19:02:27