March 18, 2009
L&D Change Workshops, Help Center Services
Location: Hartley Conference Room, Mitchell Earth Sciences Building
Meeting Schedule
- 8:00 - 8:30 am
- Informal networking over refreshments.
- 8:30 - 8:40
- Welcome, Announcements
Elizabeth Lasensky, TIPS Chair - 8:40 - 9:10
- Change Workshops for Staff
Valerie Beeman, Learning and Development - 9:10 - 9:45
- Faculty and Staff Help Center Services
Rosan Gomperts, M.S.W. Director - 9:45 - 10:00
- Q&A and General Discussion
Meeting Notes
Welcome, Introductions, and Announcements
TIPS Chair, Elizabeth Lasensky welcomed everyone and had everyone introduce themselves noting the organizations in which they work.
Announcements
Announcements from JoAnn:
- TIPS Charter - being that TIPS is supported by UMG (University Management Group) the TIPS Chairs submitted the final version of the charter to Frank Bruacto and Hilary Beech. They liked our changes and asked to distribute it to the entire UMG for their feedback. We agreed that would be acceptable.
- Unified Messaging - the Unified Messaging team along with IT Services has been testing the new voicemail system powered by Movius. Rollout to the entire campus is in May. Announcements will be forthcoming. For more information, look for an article in Speaking of Computers on April 13th.
- Stanford Calendar Update - the migration from SUNdial to Stanford Calendar powered by Zimbra will take place on the 4th of July weekend. All data (current and historical), locations, and resources currently in Sundial and confirmed by the Campus Partners will be migrated. Sundial will go into a "view only" mode. Training on the Sundial to Stanford Calendar conversion begins in June. Look out for dates and times in Axess.
- WebEx - WebEx'ing the TIPS meetings proved to be more difficult than originally anticipated because of the lack of a conference phone in the room. The jack is available but activation will cost around $150 and the non-existing budget of TIPS would be charged four cents per minute for callers accessing the meeting via phone. We tried to take advantage of the Voice Over IP (VOIP) but the audio came over very static'y. We are working with the CRC to find a better way to run a WebEx session in Hartley. For the meantime, WebEx'ing the TIPS session is suspended until further notice.
- Next meeting we'll be requesting nominations for the next Co-chair. The actual election will be in May with the appointment beginning in September.
- Next Meeting - Protect Yourself, Protect Your Data. This is a follow-up to Tina Damoray's discussion last November on security at Stanford. The restrictions to data that is allowed on your desktop have changed and have become even tighter. Ammy Hill will talk about Stanford Whole Disc Encryption (SWDE), a way to detect if you have restricted data on your computer. Jon Pilat will talk about "File Drawers", a way to store your restricted data files in a secure location on your AFS space via a new easy to use web interface. You won't want to miss this one.
Elizabeth introduced Valerie Beeman
Learning and Development - Valerie Beeman
Valerie explained that she was originally going to come to TIPS to talk about the Change Workshops but we agreed that with all the new opportunities delivered by the new Learning and Development department, she would like to inform everyone of what L&D is doing. First and foremost, L&D is part of the Human Resources organizations.
The Learning & Development PowerPoint presentation can be accessed from the link below these minutes.
The mission of Learning & Development is:
- Look for professional development opportunities for employees
- Organizational development consultation for departments
- Support to university-wide initiatives for making Stanford a better place to work
- Look at business processes to gain better organization and looking at vendors to help that support
Her dept is small but working to establish lists of local resources for departmental use if no L&D resource is available.
Training Opportunities Guide redesign
- L&D redesigned the TOG and it was delivered through ID mail
- Grassroots partnership of various campus training providers for professional and personal development
- Includes benefits workshops, ITS Tech Training, EH&S, Financial & Research Administration, Sexual Harassment Policy Office
- Residential & Dining Enterprises marketing group does the layout/format
The TOG was redesigned to:
- Save paper by creating a TOG of a smaller size
- Make more readable with brighter newsprint
- Have easily referenced courses in the index
- Much more economical so they will continue doing it
Change workshops
- To support university initiatives that could result in organizational changes
- Leading through Org change for managers of people (4.5 hrs)
- Navigating through org change for staff (3.5 hrs)
- Goal is to have between 1,500-2,000 staff members complete the workshops
- Partnered with Drake Beam Morin for delivery of 65 workshops
- Enroll using STARS: see schedule in STARS or on L&D site: http://ld.stanford.edu
Susan Phillips Moskowitz took the class and highly recommends it. Since this meeting, Jo-Ann also took the Managing Change Workshop and found it very useful bringing back more skills to deal with change. Valerie also took the class and was blown away. 10 people in Valerie's session did not know each other but yet everyone felt comfortable expressing their emotions about their experiences. Susan feels that having that level of comfort was good and an important part of being able to speak about your own personal experience.
Leadership Attributes
The Leadership Attributes came about as a result of Randy Livingston receiving information about 1.5 years ago that approx 70% of Senior folks from Stanford come from outside. He did not like hearing that (yet, ironically, he is from outside). Ideally, Director positions should be filled from within Stanford. Over several months, Senior officers identified a set of attributes to ensure that the next generation of leadership talent - the people who will guide and lead the university in the future - will be prepared to step into new roles. Senior officers identified a set of attributes:
Attributes are used for program design and the development and delivery of individual training. Valerie discussed the list of 15 attributes on the PowerPoint slide. They consist of Personal, Interpersonal, and Achievement attributes.
Phyllis mentioned she was in a finance class last week and ten people were new hires from the "outside." This was difficult to understand considering we are in a hiring freeze (but not officially).
Valerie acknowledged a decrease in New Employee Orientation attendance, and the program is now presented just twice monthly. She stated that hiring decisions are made at the local level and that she heard several areas have freezes but there is no University-wide freeze, given the different sources of funding for positions.
Elizabeth suggested we get TIPS mentioned in the new hire orientation.
Action Item: Check with Judith Moss.
Elizabeth stated that Randy Livingston is speaking to TIPS in July. He will speak about the budget and we can question him about these issues at that time. It was suggested that Randy take a good look around the UMG table to see how many Senior level members were hired from the outside, in the recent past.
There was a lot of discussion around layoffs and new hires.
Valerie then talked about the new Administrative Associates Development Certificate Program (AADCP) Conference which includes the above mentioned attributes. It contains a more comprehensive approach.
Information about the AADCP Conference, in partnership with Foothill-DeAnza college
- 25 participants, five sessions
- Delivered now and again in fall 2009
- This is part of the certificate program aligned with 15 attributes in higher level position.
Who should be in this program?
Any administrative associate at any level should take this program. The new program starts in the Fall 09/10.
The theme for administrative associates conference is "Embracing Your Role During Times of Change." It will be held on Wednesday, June 17th at Arrillaga Alumni Center beginning at 9:30 am. Unfortunately this conflicts with the TIPS meeting but the good news is that the conference lasts until 2pm.
L&D is working on the breakout sessions for the conference. Most suggestions for sessions include tips and strategies on feeling overwhelmed. Additionally, workshops on anticipating co-workers layoff, change in their role as a result of restructuring, more people in their group giving them work, help on the shifting of priorities, and how to let go of sorrow and anger assuming "I'm" still here after everything happens.
Valerie is co-chairing the event with Jennifer Darling, Administrative Associate from the Office of Development's Learning & Performance department.
One member stated that her group is moving to a new building with "open landscape" after having private offices. There are a lot of emotional feelings behind the move. Such changes like going from an office with a door to a desk in a public area and how to get work done in that environment may be challenging. It was suggested that a scenario like that might be a breakout session topic for the conference.
There is a wide range of things to think about in a move. Jo-Ann experienced when her department was moved from MSOB to Menlo Park. After being at Stanford University for 20 years, not having direct access to the campus surroundings can create a sadness and feelings of disconnectedness. Others have probably experienced this when they moved from 655 Serra to Porter Drive or even just across campus.
L&D looks at "turning change into opportunity" and how this is really about survival and not thriving. This affects all levels and not just the admin assoc.
Valerie said a focus group gave input to proposed breakout sessions, and there was lots of focus on communication and that there must be diplomatic and good communicators in all mediums.
It was noted that right now, there is a lot of "survivor guilt" on campus.
Discussion continued about conference and change on campus. Not a lot of advancement for administrative associates. The Office of Development has an admin assoc roundtable that focuses on various topics at regular meetings, which is a good model for other areas.
Action Item: Send your ideas for conference breakout session topics to Valerie at vbeeman@stanford.edu.
Lisa said there used to be an "expert partners list" on campus and you could call people with questions.
Update: There still exists a list called partners@lists.stanford.edu. You can submit a question about things outside the normal supported technical areas on campus (like Word, Excel macros, Visio, etc.) and people can offer tips and guidance on a volunteer basis. You can sign up for the list via http://mailman.stanford.edu. Some suggested the list be called Knowledgable Partner...but not "expert."
Onboarding
Valerie talked about the syncing of university onboarding with dept orientation processes:
- Tools for supervisors, dept administrators
- Information for new hires before they arrive through their first year
- New onboarding web site being developed
- Currently soliciting feedback from over 350 new hires via an online survey
- Employee quick start guide recently developed and will be updated regularly
Valerie exclaimed that L&D feels we, here at Stanford, have a short window of opportunity to focus on onboarding efforts. Whether it is employees being rehired, or new hires, that they understand the tools available to them to be more productive. It usually takes two months to get acclimated but it seems to be taking longer here at Stanford. Most departments and schools have their own orientation and we want to dovetail ours with theirs. See the Learning and Development website for new employee quick start guide.
Upcoming training & learning in Axess:
- Axess>training (STARS)tab:
- New section called "Upcoming Training & Learning" will contain:
- Announcements about upcoming workshops, courses, learning-related events
Faculty and Staff Help Center Services - Rosan Gomperts
Unfortunately, there was a mis-communication on the location of the TIPS meeting and Rosan Gomperts did not make it. We will be happy to invite her back on a future date. She apologized profusely.We continued with more announcements:
Axess timecard was originally scheduled to roll out on April 6th but has since been pushed back to May 12th. For more information, click on the announcement on your Axess>Employee tab.
The Trovix system which the Office of Staff Employment uses to receive resumes, identifies layoff candidates by way of a little circle with an "L" inside it. The only issue is that it's so tiny, it may be missed. Watch out for that "L" when reviewing resumes online. Layoff candidates who are qualified for your open position, should be considered first before other non-layoff candidates.
The new layoff policy was revised on Mar. 15, 2009 and has been posted to the online Admin Guide. Refer to the guide for the latest information.
Elizabeth thanked everyone for coming and then the meeting was adjourned.
Presentations: