Monday, December 16th, 2019     //     2:30pm - 3:30pm     //      Room 219

Note Taker: Haley Johnson

Attending: Elliott Fraughton, Ben Leimbach, Merilee Anderson, Mandy Self, James Elder, Jodi Emery, Nate Friedman, Lynne Bennett, Katina Sifantonakis, Korrin Ebira, Lauren Andersen, Lisa Fuller, Dolores Heaton 

Presentation on Bridge – Shelby

• Bridge offers a variety of free training for staff to utilize either online or in person. University HR develops and delivers this content.
• You can find this through CIS or by going to Utah.bridgeapp.com/learner/courses.
• Completed training sessions do show up through CIS if you’re applying for others jobs at the U.
• Managers can go in and assign training to their teams if they’d like. There’s also an insights tab for you to be able to see how your team is doing with any assigned trainings.

Compensation Review – Jodi

• ‘tis the season for budget meetings! Most managers have already met with Anya, Jodi, and Nate to go over their budgets for the next fiscal year.
• As a part of budget conversations, we’re considering raises for staff. Sarah has conducted an equity review for all CE staff and returned that report to Leadership.
• If managers have anyone on their teams that they’d like to consider a reclassification or merit increase for, then Sarah is a great resource for those conversations. She has a great sense of the job grades within the U.
• FLSA (Fair Labor Standards Act) updated the baseline yearly income that people need to clear or otherwise be non-exempt. We had a few employees who didn’t meet that baseline and decisions have now been made whether they’d change to hourly non-exempt or get a salary increase.
  • All of the ePAFs have been taken care of at this point. If any managers have staff switching to hourly, they’ll need to have that conversation with their staff.
• We are assuming a 2% increase for all staff in the next fiscal year. This should already be accounted for in budgets. If the state grants more than 2%, the remaining amount will be used for merit increases (this is what we did last year).
  • If managers are proposing more than a 2% raise for their staff, they need to provide a written justification.

Defining Partnership – Nate

• Previously, whenever we hit budget season, Anne would ask for a list of all our partners and we’d scramble to come up with that list.
• In order to avoid that scenario in the future, we’re looking to create a partnership management system. Leadership has gotten together to determine a definition for ‘partnership’ as it relates to our reporting needs.
  • In the past, the definition was very unclear and it was hard to determine who counts as a partner and who doesn’t. Even worse, we sometimes considered everyone a partner just because we had a conversation with them.
• The new definition of partnership is "groups or businesses that CECE works with to deliver a product (course, software, etc.) where each party has specified and joint responsibilities to deliver that product to customers." We have also defined the following categories of partners:
  • Community – partners that are not on campus who we work with to deliver a product (e.g. Higher Ground Learning & Millcreek Cacao Roasters)
  • Campus – partners that are on campus who we work with to deliver a product (e.g. College of Health ESSF courses)
  • Content/Curriculum – partners who we work with only to produce content for us
  • Client – people or groups who pay for our services
    • ELI works with universities from other countries and while they really are clients in that they are paying for our services, we still consider them partners, especially for external conversations. Part of this is because it’s an ongoing relationship.
  • If someone is classified as a partner moving forward, we’ll likely require a signed MOU to be in place (that would ideally be integrated into the partnership management application).
  • Next steps: James has set a meeting with a small group to discuss potential implementation. We’re looking for feedback and ideas on ironing out some of the details. After that, we’ll get a larger group together and walk through the process.
  • The objective: be able to say how many new partnerships we made last year. This helps us build a narrative during budget season.
    • Outside of reporting purposes, a partnership management system also provides us some internal benefits. We would be able to see if other people in CE have a connection that we could utilize.

BIT Training – Jodi

• The Behavioral Intervention Team (BIT) offers training across campus. They recently held a training for faculty and someone who teaches at Sandy expressed interest in training for our site instructors.
• They offer a couple different training options. One is on the student code of conduct, which is a bit less applicable. The other covers behavioral intervention and student support, including how to deescalate, how to refer students to resources, and how to engage students in respecting boundaries.
• The latter seems like it could be really useful to some of our instructors, so we’ll be holding three training sessions during the Spring 2020 semester. If they go really well and we want to do more in the future, we definitely can.
  • Training is required for ELI instructors. It will be optional for everyone else unless any of our managers want to make it required for their instructors.
• Haley will come up with some optional dates to send to BIT and then we’ll communicate with everyone once we have our three training dates.
• Elliott highly recommends these training sessions. He attended one a few years ago and found it super helpful.

Shared Expenses: Office & Classroom Usage – Jodi

• We’re still waiting on classroom usage hours to determine how much each program will need to budget for building costs. Once we get that, we’ll be good to go.
  • This is an updated line item, not a brand new one. Your budgets currently use an outdated estimation for your portion of building costs.

CE’s Lack of Locked Classrooms & Campus Safety – Elliott

• The youth team has been trying to figure out a way to secure some of their materials during summer camp. To that end, Elliott has been meeting with other programs to determine the best solution for everyone given that we all use this building.
• Larger conversations have come up and multiple people are wondering why we don’t have lockable doors.
  • Answer: Initially, we thought the classrooms did have locking doors. By the time we realized they did not in fact has locking doors, we were already so far in and didn’t want to spend more money. It would have cost us around $500 per doorknob.
• We are not required by law or by campus to have lockable doors. However, we do recognize that it would be ideal to have them. Katina will discuss an incremental installation plan with Anya during her next meeting with her.

Professional Development Requests – James

• We’d like to remind everyone that you should be submitting professional development requests through a form available on the KB - Professional Development & Travel Requests.
  • Submitting requests according to this process allows us to track that information and then utilize it when planning professional development budgets in the future.

Sharing Time & Updates

• ELI now has 60 signed agents and another 8 in the works.
• Westminster has agreed to waive the TOEFL for ELI students who graduate with a B+ or better applying for graduate programs.
• Next week, we have some changes to our operating hours.
  • 12/23 is an early out day.
    • While the signs around the building say we’ll be closing at 1p, that’s to adjust student expectations and allow RI time to perform their other closing duties. Staff will still be leaving at 3p for the early out.
  • 12/24 is a UCD and we are closed.
  • 12/25 is Holiday Pay and we are closed.
  • 12/26 is a UCD and we are closed.
  • 12/27 is an extra closure date for CE only (the rest of the University is open).
    • Please enter your hours as normal in Kronos. Hourly employees will enter their normal working hours and salaried employees don’t need to do anything.
  • Performance evaluations are coming up soon. We’ve decided to start evaluations in January and then do a check-in in July. Every January moving forward, managers will need to close out the previous evaluation and start the new one.
    • To get ready for that, you may want to start scheduling appointments.