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AST MEMBERSHIP/ATTENDANCE
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(x = present)
Christine Gilmore-Staff
Diane Jenkins-Staff
x Don Latham-Ex Officio
x Eileen Smith-Staff
x Elisabeth Logan-Faculty
Jane Robbins-Ex Officio
x Janet Capps-Staff
x Kathleen Burnett-Ex Officio
x Myke Gluck-Faculty
x Pam Hurston-Staff
x CM! Winters - GA
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MEETING RECORD
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Pam Hurston opened the meeting at 1:00pm. The meeting adjourned at 1:50pm.
Note: Pam Hurston facilitated this meeting on behalf of Diane Jenkins, AST Coordinator who was not able to attend.
There were sis (6) agenda items addressing: department phone tree, Summers' Lounge, FSU Showcase, state technology conference, faculty mail and a disaster plan. There was one (1) announcement, addressing lack of student representatives for the team.
I - PHONE TREE
Summary: Pam Hurston will submit the work order to reduce phone tree options (maximum two-week turn around). Dr. Myke Gluck volunteered to review the messages prior to application. In the meantime, the current phone tree may be disconnected.
Discussion: Each department has a phone tree as well as an attendant available. There was a suggestion to review the University's phone policy. The problem is incoming calls to the 850.644.5775 (5775) SIS phone tree. The current phone is complicated with numerous routing options, a lengthy outgoing message and delay in reaching an actual person. This problem is especially of great concern during peak times, such as registration. Extension 5775 calls are received at the student services desk with the *76 pick up feature from any phone.
The phone tree options should be reduced as well as produce two versions of the outgoing message. The phone tree options will be reduced to two which will provide the caller with the option to either leave a message or press "0" for an attendant. The two tree options are student services and administrative services. In addition, there will be two versions of the outgoing message -- one for business hours (i.e., may end with announcement of office hours) and one for non-business hours (i.e., beginning with announcement of office hours).
II - SUMMERS' LOUNGE
Summary: Pam Hurston along with volunteering CM! to audit the room for any non-library items. Eileen Smith along with volunteering Rusty will audit the room for library items. The desire is to have the room officially inaugurated by Dr. Bill Summers retirement (December).
Discussion: The Summers Lounge is named in honor of Dr. Bill Summers. It is located in the Goldstein Library next to the Gregory Conference Room. The lounge is cluttered. It does not conform to expectations of a faculty/staff lounge.
The process will begin with the removal of excess furniture. For example, there are two refrigerators and two microwaves. The desire is take to the "minimalist approach." It is believed there is some space available in the SIS storage located downstairs.
III - 5th ANNUAL FSU SHOWCASE
Summary: Pam Hurston will develop and circulate a sign-up sheet.
Discussion: The FSU Showcase is slated October 27 (10am - 2pm). The team would like other faculty/staff to be aware of the upcoming date. Also, the team would like to identify possible contributors.
IV - STATE TECHNOLOGY CONFERENCE
Summary: Drs. Mike Gluck and Kathleen Burnett will communicate to the 'Institute' the importance of participation as well as suggest serious consideration to commit to participate. Regarding departmental participation, there should be brochures for all programs, especially the Certificate Program (i.e., library/museum). It was suggested and agreed Eileen Smith (via Dr. Kathleen Burnett) will utilize the marketing skills of a current Graduate Assistant to develop a brochure of the Goldstein Library. The 'Institute' should primarily lead participation; and the Internship Coordinator should attend as well.
Discussion: The official name of this conference is the Florida State Government Technology Conference. It is believed to take place during late September or early October. The conference is at the Civic Center.
In the past, the department participated with intent to mostly promote the department's programs. There was a recall of major interest in the program due to presence. It was suggested the 'Institute' should be present to gain visibility as well as enhance networking.
There was discussion regarding appropriateness of participation because of the department's current course offerings. There was recollection of any similar (or other) academic participants' promoting their distance learning programs. It was also discussed how participation could possibly increase opportunities for departmental internship arrangements.
V - FACULTY MAIL
Summary: Pam Hurston (or designated student) will continue to take up the mail. Pam Hurston will also distribute an email to faculty requesting they notify the IS Office Desk when they will be out of town.
Discussion: The concern is with routing of accumulated mail of vacationing faculty. Traditionally, Pam Hurston has simply had it taken up to the respective faculty office when the box is too full.
VI - DISASTER PLAN
Summary: Pam Hurston, Janet Capps and volunteered Blair (via Janet Capps) are the delegated sub-committee. Other possible sub-committee participants include Dr. John DePew and Charles Conaway.
Discussion: There appears to be no official disaster plan. There is a need to devise and circulate. There was discussion as to what should be apart of the plan. For example, this list should include a phone list. There was mention of an off-site back up of all official documents.
*** ANNOUNCEMENTS ***
AST STUDENT REPRESENTATIVES
Summary: Pam Hurston will contact Jessica and Winsome to re-post the announcement, stressing importance of presence and participation.
Discussion: Announced this was the second meeting of AST without student representation. There was discussion regarding no response to call for participation and the logic of student participation. AST was advised regarding policy to set aside two student slots for each team. There was concern about student participation on certain team (i.e., AST); and that policy can or may be revisited.
# # # CM # # #
Posted by CM! Winters, AST-GA (phdtobe-fsu@homemail.com) on