Goal Team 3 - 2010-11 Initiative Reports
May 26, 2011
Initiatives for Goal 3 include:
#1 – Governance Review
#2 – Create a Plan for Staff and Organizational Development
#3 – Implement a PDP System
#4 – Comprehensive Employee Wellness Program and Plan
#5 – College Smoking Initiative
Goal 3 – Initiative #1
Governance Review
Prepared by: Amy Bosley
Person(s) consulted in obtaining information about the status of this initiative:
Amy Bosley
Summary of progress made on the initiative to date:
A plan for conducting the Governance Review was presented to the College Planning Council in January 2011. The work plan was approved and the Planning Council agreed to receive reports and oversee the Governance Review process.
In February 2011, an open call for self-nominations to the Governance Review Steering Committee was made and co-chairs Michael Shugg (Professor) and Lisa Armour (Dean) were asked to lead the work of the Governance Review process. A small steering committee was selected from the self-nominations with members representing various levels of experience and involvement with Governance at Valencia (and elsewhere). Those who self-nominated but were not selected for the steering committee were added to a Governance Review Resource Panel and will serve as a sounding board and internal consultants to the review process. There will also be many opportunities to gather College-wide feedback on the process.
At this time (March 2011), the Steering Committee as met once to begin identifying design principles for the review process. In addition, the group has identified a guiding text (Collaboration by Morten T. Hansen) and is in the process of establishing a framework for conducting the review process.
Information about upcoming work on the initiative:
After the group identifies design principles to guide the review process, the Steering Committee will begin identifying the expected outcomes of collaborative governance at Valencia. After the outcomes are written and fully vetted, the process of measuring our current system against the outcomes will begin. Several supporting documents are attached.
Any data or results that can be shared that reveals how those involved with this initiative are gauging the success of the initiative:
We are currently in the process so data and results are not yet available.
Goal 3 – Initiative #2
Create a strategic plan for Staff and Organizational Development
Prepared by: Brent Nakagama in 2010, and updated by Amy Bosley and Susan Kelley in 2011
Person(s) consulted in obtaining information about the status of this initiative:
Susan Kelley, Kurt Ewen, Amy Bosley
Summary of progress made on the initiative to date:
· In 2009, Staff and Organizational Development created a strategic plan to develop a competency-based supervisory program. Targeting those in supervisory positions is the foundation for spreading a culture of professional development for all staff.
· Also, in 2009, an overarching model was developed in draft form for staff and organizational development.
· This department was transitioned to a new office of Organizational Development in Human Resources in 2010, and work has continued on the evolution of this via a Performance Development System.
· During 2010-11, a task force also reviewed and made recommendations regarding Staff and Program Development funding, and those recommendations were adopted by the College Operations Council.
Information about upcoming work on the initiative:
· A step in fleshing out the Professional Development plan will be to identify additional development needs that come from all individual Professional Development Plans. We hope to be able to use WeaveOnline to capture and collate information from these plans.
· Once supervisory competencies have been validated and the developmental needs of staff have been identified, the next step is to identify what professional development resources are available/needed to provide supervisors and all staff with any gaps in training/development that may exist. This would be done in collaboration with HR and representatives from other areas of the college.
Any data or results that can be shared that reveals how those involved with this initiative are gauging the success of the initiative:
Success of this initiative might be determined by:
· HR/Senior management’s assessment in the number, nature and resolution of grievances
· HR/Senior management’s assessment in the number and type of personnel-related legal problems experienced by the college
· The expressed confidence and competency levels of managers/supervisors related to their own preparation and performance
· A growing use of supervisory competencies as one additional component to consider in supervisory promotions
· The expressed confidence and competency levels of all employees related to the completion of their individual Professional Development Plan
Goal 3 - Initiative #3
Implement PDP System
Prepared by: Carolyn McMorran, with 2011 updates from Amy Bosley
Person(s) consulted in obtaining information about the status of this initiative:
Carolyn McMorran, Stan Stone, Amy Bosley
Summary of progress made on the initiative to date:
· In June 2009, the Performance Development Plan (PDP) team started the pilot phase of implementation of the PDP. Key departments were targeted and invited to participate in the pilot program. Departments were selected based on the variety of positions within a department and potential difficulty of writing objectives. The departments that were selected for the pilot were Human Resources, Purchasing, Security, East Campus Administration, Maintenance (West) and Custodial (East). On behalf of the PDP team and Dr. Stone we would like to thank all of the departments who have participated in the pilot and commend them for their openness and enthusiasm.
· Throughout the months of June and July the PDP team conducted training for supervisors and employees. Supervisors received a three hour training session that covered the details of the new process and planner plus hands-on practice of writing objectives. Employees received a one hour training session that focused on differences in the new process. To date, 46 college employees have completed the recommended training program.
· During the supervisory training, participants were offered one-on–one coaching to help with writing objectives (with a focus on cascading goals from the college’s strategic plan). We had two departments request coaching assistance.
The feedback we had received from participants has been extremely positive. The comments we heard most often were:
· The process and planner is a collaborative effort between the employee and the supervisor.
· Understanding the connection between the work they perform to the overall college plan.
· Completion of the planner took less time than other performance tools currently being used.
· During the months of December and January our pilot groups will be conducting their six month reviews (mid-year) with their employees.
Training was conducted for supervisors and employees during the months of March (right after Spring break) and April 2010.
Supervisors and employees were assisted with implementation of the process during the months of May and June 2010. The college is now using the PDP system.
Any data or results that can be shared that reveals how those involved with this initiative are gauging the success of the initiative:
· Through the training and coaching phases, the work of the pilot group was monitored to ensure the process and tools were used as suggested.
· Communication has been sent out to remind all supervisors about upcoming milestones such as mid-year reviews during 2010-11.
· Feedback received has been positive and suggestions for improvements have been incorporated into the process and tool.
Goal 3 – Initiative #4
Create a Wellness Plan and Comprehensive Wellness Program
Prepared by: 3.3 Goal Team
Person(s) consulted in obtaining information about the status of this initiative:
Debi Jakubcin – Coordinator, Wellness Program
Summary of progress made on the initiative to date:
· A full time coordinator is now dedicated to overseeing the Wellness Program
· The Coordinator of the Wellness Program is in the draft stage of creating a new Wellness Program Plan which defines Wellness Practices at Valencia
· The college has received comprehensive statistical data based on the health assessment and biometric screening data
· A new marketing/communications plan has been created for the Wellness Program, along with the release of an expanded incentive program. A Passport to Wellness has been mailed to all employees.
· Development of Team Valencia with 75 members has increased the visibility of Valencia’s Wellness Program and participation in local wellness activities (5k runs, charity walks and bike rides)
· Continue with plan to offer Metabolic Syndrome Improvement Program that began in April 2011 (42 participants)
· Promote Cigna’s incentive points program (will be evaluated in May 2011)
Information about upcoming work on the initiative:
· Continue to promote the Valencia Wellness Program with new and diverse education and exercise opportunities
· Support Valencia’s Wellness Program in a holistic manner with additional programming, including financial planning and sessions in partnership with the Peace and Justice Initiative
· Draft of Smoke-Free policy has been presented to the college workgroup
· Begin discussions related to planning for onsite Biometric Screening for September/October 2011
Any data or results that can be shared that reveals how those involved with this initiative are gauging the success of the initiative:
· 402 employees reported in for the health survey administered by the College (based on the Outlook database of 1400 employees who received the survey)
· 1434 employees of 1550 eligible members (92.5%) reported in for the 2010 Health Assessment Risk Profile Report and Biometric Screening (Cigna)
· Creation of a full time coordinator position has resulted in a substantial increase in the time the college has dedicated to the Wellness Program initiative
· 59 Wellness Programs (by Valencia & Cigna) were offered in 2010-2011, as compared to 101 in 2009-2010
Goal 4 – Initiative #5
College Smoking Policy
The Goal Team recommended adding the College Smoking Policy as an Initiative in support of Goal 3. The following is excerpted from the web page of the Office of General Counsel at Valencia (Dr. Bill Mullowney) regarding this Initiative:
In November 2010, in an effort to promote healthier lifestyles and a "greener" Valencia, the college began to study the implementation of a stronger smoke free policy. The new policy could range from prohibiting smoking on campuses to a total ban on all tobacco products anywhere on college property, including inside automobiles.
In taking this step, Valencia joins the University of Florida, Edison State College and many other community colleges and universities in Florida and around the country in providing for a healthier academic environment. Valencia's work plan, including a list of those who will be working on this initiative, can be found below
To connect to related resources, including help for those who may want to quit smoking, please visit the following links:
· Valencia’s Current Policy: http://valenciacc.edu/generalcounsel/policydetail.cfm?RecordID=52
· ACHA Statement: http://www.unh.edu/health-services/ohep/pdf/tobacco_ACHA-statement.pdf
· Colleges and Universities with Policies: http://www.no-smoke.org/pdf/smokefreecollegesuniversities.pdf
· Valencia Wellness: http://valenciacc.edu/HR/wellness/
Smoke Free/Tobacco Free Campus Policy
Work Plan
I. Charge
A. Strengthen the College’s existing policy on smoking in order to promote the health, well being and safety of students, faculty, staff and visitors while on the campus by ensuring protection from secondhand smoke exposure. Other results of policy change could include:
1. Support for employees and students who want to quit
2. Make it less attractive for new employees and students to start smoking
3. Take a stand for improved employee health and against this major source of preventable disease and premature death
4. Create potential to influence worker’s comp, absenteeism, health care cost trends
B. Design policy communication and implementation plan to promote awareness of new policy and existing smoking cessation resources, services and benefits.
II. Stakeholders
A. Faculty, Staff, Students, and Visitors
III. Work Team
Debi Jacubcin (Co-Primus) Lucy Boudet
Bill Mullowney (Co-Primus) Phillip Lambert
Amy Bosley Joe Bivens
Leslie Golden Kathleen Plinske
Todd Hunt Brad Honious
Lisa Macon Tom Lopez
Michal Ewing Terry Miller
Pat Woodberry Helene Loiselle
John McFarland
IV. Principles
A. Work as a collaborative team in development of policy and implementing plans.
B. Seek appropriate input from college stakeholders.
C. Comply with the requirements of law and regulation and identify best practices and model language of other institutions and literature in the field.
V. Outcomes
A. The long-term benefits of this policy change:
1. We will begin to change the culture of tobacco use at Valencia – make it not a “normal” part of Valencia daily life. That helps people quit successfully – and helps keep people from starting to smoke.
2. To the extent that we are successful in supporting employees in their efforts to quit smoking, we will reduce employee health care costs.
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