Handbook of Roles and Responsibilities

Compiled by

Paul Stephenson PhD

ILTHandbook of Roles & Responsibilities

Table of Contents

1) Brief History of ILT

2) ILT Strategic Plan

3) ILT Contact Information (last updated February 15, 2014)

4) ILT Committee Information (last updated February 15, 2014)

5) Fellows

6) List of Previous Fellows

7) Fellow Biographies

8) Alternate Fellows

9) Role & Responsibilities of the Director

10)Role & Responsibilities of the Program Administrator

11)Role & Responsibilities of the Administrative Assistant

12)Annual ILT Retreat

1)Brief History of ILT

In 2007 a Steering Committee was established to investigate options for engaging Okanagan College (OC) faculty, instructors and staff in an on-going dialogue about learning and teaching. The Institute for Learning & Teaching was launched in 2009 with a mandate to pursue initiatives which encourage a continuing examination of learning and teaching.

The OC Institute for Learning & Teaching is, as far as we know, quite unique in Western Canada (maybe all of Canada). The traditional approach of post-secondary institutions in developing a ‘learning & teaching unit’ is to appoint a Director who decides on the philosophy, direction, initiatives and policies, sometimes in consultation with subordinates.

The original Steering Committee which created the ILT, however, chose a different model. After much discussion, this group of faculty, instructors and staff decided to pursue a grass-roots, peer-driven structure which would have the ability to attract creative employees byoffering opportunities to design innovative approaches to supporting learning.

The OC ILT is centred on a group of Fellows elected by employee groups. When there is a Fellow vacancy, a ‘call for nominations’ is published in Inside Okanagan/College Matters. OC employees can apply for an advertised Fellow position by completing the Fellow Nomination Form (using the link in the ‘call for nominations’) and getting two signatures from their Community of Practice.Fellows review the nominations and vote on selection.

Each Fellow represents a ‘community of practice’ (groups of people who share commonalities) for a 3 year term and can be re-elected. The Fellows meet monthly (from September through May) to discuss and decide on initiatives to enhance the practice of learning & teaching at Okanagan College.

After launching the ILT in 2009, the ILT experienced two years of rapid growth in establishing procedures and planning major initiatives including educational programs. The ILT then identified the need for a 50% Director termposition. In 2011 the ILT created job descriptions for a 50% term Director position, a 50% term Program Administrator (PA) position. One plan considered (which never reached the ILT approval stage) was to havestaggered 2 or 3 year terms for the Director and PA on a rotational basis in order to have new perspectives regularly available. Economic realities, however, made a 50% ILT Director unattainable and in 2012 a Director of Learning & Teaching position was established which incorporated 80% Program Review, Innovation Fund and Extended Study Leave responsibilities with 20% ILT responsibilities, in one full time continuing position.

2)ILT Strategic Plan

Vision

  • To lead and support a vibrant peer-led culture which encourages reflection, dialogue, and exploration of learning & teaching

Mission

  • To enhance the culture of learning & teaching at Okanagan College (OC)

Values

  • Everyone at OC is a learner
  • Communities of practice are an effective way to share knowledge and skills
  • A learner-centred approach requires well-designed lessons and effective delivery
  • A learner-centred approach requires continuous review of outcomes and assessment strategies

Goals

  • Identify and foster positive learning experiences for OC employees
  • Support OC employees in designing and developing effective learning experiences
  • Promote a learner-centred approach to learning and teaching

Key Directions

  • Support a framework that encourages the growth of communities of practicerelated to learning & teaching
  • Create opportunities to encourage reflection, dialogue and exploration of learning & teaching
  • Provide professional development for instructors, faculty and staff in the form of training, leadership, mentorship and workshops to enhance learning & teaching
  • Promote the use of peer sharing to stimulate the development of new approaches and strategies
  • Research, review and acquire learning & teaching resources for the professional development of all employees
  • Promote a learner-centred culture through the development relevant programs
  • Promotescholarly, innovative and creative activities that contribute to the field of learning & teaching

3)ILT Contact Information(last updated February 15, 2014)

Community of Practice / Fellows/Local / Email / Alternates/Local / Email
Employees, Educational Focus / Angela Checkley (4427) / / Tanya Tarlit (4209) /
Employees, Service Focus / Heather Brown (4254) / / Patti Toma (4730) /
AACP, ASE, ESL / Chantale Hutchinson (4487) / / Chandra McCann (2311)
Jessica Morcom (4460) /

Arts / Rosalind Warner (4763) / / Charlotte Jones (4518) /
Business / Mike Orwick (4683) / / Roger Wheeler, Steve Watson (4856) /

Continuing Studies / Dini Steyn / / Marie Bartlett (4635), Jill Panton (4589) /

Educational Technology / Mike Minions (4755) / / Ross McKerlich (4921) /
Health & Social Development / Darrell Skinner (4464) / / Michael Douglas (4443), Suzanne Bailey (2302) /

Library Services &
Institutional Research / Jennifer Sigalet (2249) / / Roen Janyk (4660) /
Penticton & South Okanagan / Wendy Wheeler (3265) / / Sandra Rosenberg (3229) /
Salmon Arm & Revelstoke / Rob Kjarsgaard / / Patty Bruce (8249) /
Science & Technology / David Williams (4804) / / Stephen O’Loughlin (4376)
Vladimir Neykov (4758) /

Trades / Jim Gamble (4882) / / Luke Skulmoski (4881)
Corey Bransfield (4578) /

Director / Beverlie Dietze (4528) /
Program Administrator / Paul Stephenson
(4928) /
Administrative
Assistant / Carla Whitten
(4736) /

4)ILT Committee Information(last updated February 15, 2014)

Curriculum Advising Committee

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  • Margaret Evans
  • Jim Gamble
  • Röen Janyk
  • Rob Kjarsgaard
  • Mike Minions
  • Paul Stephenson (Chair)
  • Dini Steyn

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

Examples of what they are doing/have done

  • Create a Curriculum Advising Guidebook
  • Facilitate a Connections session on curriculum advising
  • Work with faculty/instructors on curriculum (re) design

Terms of Reference

  • Mandate: To advise interested OC faculty and instructors in the development of new and/or revised curriculum
  • Membership: The committee will comprise a minimum of three ILT Fellows plus other non-ILT, non-voting members as work and subject matter warrants.
  • The committee chair will be elected by the committee membership.
  • The ILT Director and Program Administrator are ex-officio members of all committees.
  • Various ILT committee chairs or coordinators of initiatives will be invited to attend meetings as needed.

Duties of the committee may include

  • Guide the development of ILT Curriculum Advising
  • Identify possible ways to assist faculty/instructors in curriculum development and revision, including learner centred approaches
  • Work with individual faculty/instructors to develop/revise curriculum which supports student engagement
  • Advise the ILT on effective strategies for guiding faculty/instructors in developing/revising curriculum
  • Review developed/revised curriculum and make suggestions
  • Liaise with representatives from various departments, divisions and campuses to determine the most effective ways of curriculum advising
  • Monitor the effectiveness of curriculum advising strategies
  • Receive feedback from various sources on curriculum advising efforts
  • Participate in the formation of long-term action plans for curriculum advising
  • Develop monthly reports for presentation at monthly ILT meetings
  • Bring any concerns and issues that may arise to the attention of the ILT
  • Identify and develop Curriculum Advising resource tools

Time commitment

  • Approximately one meeting of 1 hour in length every month or as necessary
  • Some email contact to provide feedback to questions between meetings

Education Committee

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  • Angela Checkley
  • Margaret Evans
  • Jim Gamble
  • Rob Kjarsgaard
  • Mike Minions
  • Dini Steyn (Chair)
  • Paul Stephenson

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

Examples of what they do/have done

  • Coordinate development of certificate programs: Learner Centred Instructor, Service & Support in a Learner Centred Organization and Leadership in a Learner Centred Organization
  • Beta testing new programs
  • Make recommendations for improvement of courses/programs

Terms of Reference

  • Mandate: To ensure that the ILT and OC vision and mission are reflected in any instructional courses and programs developed by ILT.
  • Membership:The committee will comprise four to seven ILT Fellows plus other non-ILT members as work and subject matter warrant.
  • The committee chair will be elected by the committee membership.

Scope of Activities

  • Oversee and guide the development of new and ongoing ILT courses and programs, as initiated by the ILT
  • Identify and recommend to ILT possible subject matter experts or course writers for the development of new courses and programs
  • Participate in beta testing of new courses and programs
  • Recommend qualifications required for instructors teaching the programs and assist with selection process
  • Monitor progress of courses and programs as to numbers registered and feedback received, and recommend future offerings
  • Recommend dates of programs
  • Receive reports and recommendations from instructors, via the PA, regarding the programs
  • Review any final evaluations of each program offering
  • Advise on marketing and recruitment activities for course and program offerings
  • Recommend appropriate articulation and transfer possibilities for courses and programs
  • Participate in the formation of long-term future action plans for ILT instructional courses and programs
  • Recommend possible new courses and programs to the ILT
  • Report to the ILT on the activities of the committee
  • Ensure ILT tutor handbook is up to date

Time Commitment

  • Approximately one meeting of 1 1/2 to 2 hours in length every two months or more frequently when new courses are introduced

Lunch & Learn Committee

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • Heather Brown (Chair)
  • Wendy Wheeler
  • Charlotte Jones

Examples of what they do/have done

  • Solicit L&L presentations
  • Organize and promote L&L sessions

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • Plan a balanced L&L series

Terms of Reference

  • Mandate: To organize short-term events and learning opportunities to enhance learning and teaching at OC.
  • Membership:The committee will comprise three to four ILT Fellows plus other non-ILT members as work and subject matter warrant.
  • The committee Chair will be elected by the committee membership.

Scope of Activities

  • Explore directions for public events, sessions, series
  • Generate ideas for relevant topics
  • Ensure events provide a balance between different campuses and Communities of Practice
  • Develop plans to invite guest speakers
  • Engage in outreach/networking with internal and external partners
  • Plan, organize and publicize Lunch and Learn events
  • Prepare promotional and informational materials for specific events
  • Prepare follow-up activities for events
  • Report to the ILT on the activities of the committee

Time Commitment:

  • Email and phone contact, approximately 2 - 3 hours per event
  • Approximately 1 hour-long meeting of the Committee per month

Marketing Committee

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • David Williams

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • Carla Whitten

Examples of what they do/have done

  • Guide development and production of ILT marketing and promotion materials
  • Recommend purchase of promotional items
  • Receive feedback on promotion materials

Terms of Reference

  • Mandate: To promote and increase the visibility of the ILT and its offerings within OC and externally.
  • Membership:The committee will comprise two to three ILT Fellows plus other non-ILT members as work and subject matter warrant.
  • The committee chair will be elected by the committee membership.
  • Various ILT committee chairs or coordinators of initiatives will be invited to attend meetings twice a year to review schedules and upcoming events and offerings (Lunch and Learn, Certificate Programs, etc.).

Scope of Activities

  • Oversee and guide the development and production of all ILT marketing and promotional materials
  • Identify possible ways to improve ILT visibility overall and increase participation in ILT events and programs
  • Work with individual Fellows to promote and market the programs or events that they have planned
  • Advise ILT, the Program Administrator, Fellows and Committees on the most effective marketing and promotion strategies
  • Review content and proof final marketing and promotional materials before submission and/or release
  • Liaise with representatives from various departments, divisions, and campuses when appropriate to determine the most effective ways of promoting specific events and the ILT in general
  • Monitor the effectiveness of promotional efforts (attendance at events, awareness surveys, etc.)
  • Receive feedback from various sources on ILT marketing and promotional efforts
  • Recommend purchase of ILT promotional items (shirts, mugs, folders, pens, bookmarks, etc.)
  • Recommend appropriate partnerships and affiliations, if any, for the ILT and its initiatives
  • Report to the ILT on the activities of the committee

Time commitment

  • Approximately one meeting of 1 to 1 ½ hours in length every month
  • Report to the ILT on the activities of the committee

Newsletter Committee

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • Carl Doige
  • Chandra McCann
  • Mike Orwick
  • Jennifer Sigalet (Chair)
  • Darrell Skinner

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Examples of what they do/have done

  • Choose themes and plan newsletter production
  • Select articles for newsletters
  • Produce and distribute newsletters

Terms of Reference

  • Mandate: To provide an accessible forum for the Okanagan College community to become informed of the latest trends related to post-secondary education. To promote and facilitate opportunities for members of the Okanagan College community to share their writings on topics related to learning and teaching.
  • Membership:The committee will comprise three to four ILT Fellows plus other non-ILT members as work and subject matter warrants.
  • The committee chair will be elected by the committee membership.

Duties of the committee may include

  • Choose themes to frame the topics for each issue – with the goal of three issues per academic year (Fall, Winter, Spring).
  • Solicit submissions.
  • Submit contributions to the newsletter in areas of expertise or interest.
  • Proofread and edit submissions for grammar, style and reference consistency.
  • A committee member may be required to decline submission of an article, if the article's contentlies outside the theme or mandate of the newsletter. A committee member may also be required to adjust a submission so that the length of the article does not exceed the word limit of 500 words.
  • Use Publisher software to compile and present submissions.
  • Post pdf version of newsletter on ILT website and arrange for general distribution of electronic copies through the administrative assistants to the Okanagan College community. Notify Public Affairs to post alerts in Inside OC and College Matters.
  • Organize the printing and distribution of hard copies of the newsletter.

Time commitment

  • Approximately one meeting of 30 minutes for each issue plus one organization meeting to plan the themes for each academic year.
  • Significant email contact during the weeks leading to publication.
  • Several hours involved in writing, copyediting, Publisher layout, and printed copy distribution depending on issue and assigned responsibility.

Peer Sharing Committee

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • Angela Checkley
  • Chantale Hutchinson
  • Rob Kjarsgaard
  • Mike Orwick (Chair)
  • Paul Stephenson
  • Wendy Wheeler

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

Examples of what they do/have done

  • Discuss and decide on appropriate peer sharing opportunities
  • Promote peer sharing
  • Receive feedback and modify approaches

Terms of Reference

  • Mandate: To promote and facilitate the sharing of classroom and other professional experiences between faculty and staff.
  • Membership:The committee will comprise three to four ILT Fellows plus other non-ILT members as work and subject matter warrant.
  • The committee chair will be elected by the committee membership.

Scope of Activities

  • Prepare and update resources which facilitate and support peer sharing (e.g. peer sharing guidelines)
  • Maintain a peer sharing volunteer list
  • Model the peer sharing process
  • Promote peer sharing by initiating communication through ILT fellows and communities of practice
  • Monitor the level of participation in peer sharing (in conjunction with the ILT program administrator)
  • Report to the ILT on the activities of the committee

Time Commitment

  • Approximately 1 hour-long meeting every month
  • Administrative, phone and email contract between meetings as required
  • Participation in peer sharing

Website Committee

ILT Handbook of Roles & Responsibilities Jan 2014Page 1

  • Darrell Skinner
  • Rosalind Warner (Chair)
  • David Williams

Examples of what they do/have done

  • Discuss and make recommendations on appropriate location for the ILT website
  • Update design of website
  • Maintain website

Terms of Reference

  • Mandate: To promote and increase the visibility of the ILT within OC and externally.
  • Membership: The committee will comprise three to four ILT Fellows plus other non-ILT members as work and subject matter warrants.
  • The committee chair will be elected by the committee membership.

Scope of Activities

  • Oversee and maintain the ILT website
  • Identify possible ways to improve ILT visibility overall and increase participation in ILT events and programs, and use of ILT resources
  • Work with individual Fellows and committees to promote and market programs, events and resources
  • Advise on the most effective website strategies
  • Liaise with representatives from various departments, divisions, and campuses when appropriate to determine the most effective ways of utilizing the ILT website
  • Monitor and improve the effectiveness and use of the website
  • Report to the ILT on the activities of the committee

Time commitment

  • Approximately one meeting of 1 to 1 1/2 hours in length every month.

5)Fellows

  • Appointed for a 3 year term usually beginning on June 1 and ending on May 31.
  • The annual stipend is $1500.
  • Normally, each year four to five Fellow positions are available for election.

a)Roles & Responsibilities