Chairperson 101

1. Chairperson 101 AUGUST Institute August 2012 Presenter: Dennis Gibbons

2. Learning Objectives • Understand if … and why, committees are important • Understand the role of a chair • Understand the role of members • Understand the administrative steps of a chair • Recognize best practices

3. Are committees really important? The work of MVCC Committees work must be real and measurable! • 1- 2008-2013 Strategic Plan: Priorities/Directions: • Priority 4: Review overall committee structures and make necessary changes. YOU ARE SITTING IN ONE OF THOSE CHANGES RIGHT NOW. MVCC recognizes the value of productive committees. • 2- Middle States Standard 4: • A “fundamental element of leadership and governance [is] evidence of faculty council/senate or similar body deliberation and recommendations on matters such as the development of curriculum, standards for admission and graduation, and personnel actions such as hiring, promotion, dismissal and tenure of faculty.” [http://www.msche.org/publications/CHX06_Aug08REVMarch09.pdf] July 16, 2011 pg. 9 3- Bold and daring can result in significant change– People Admin example

4. What is a chairperson? • Definition: • the person who leads a meeting, organization, committee, or event Source: [http://www.learnersdictionary.com/search/chairperson] July 16, 2011 In other words, You are the spokesperson, mediator, scheduler, organizer, facilitator, quality control expert, attendance monitor, motivator, PR manager, and above all, YOU MAKE IT HAPPEN … you’re the CATALYST!

5. Is it hard to be a chairperson? • YUP • Our structure: evaluations and promotions are based in part of involvement • Are some people on committees for the wrong reason? • Lack of commitment by members can make it hard • Many employees are on OPPOSITE schedules • Many employees have BOOKED schedules • Committees aren’t “our jobs” • The logistics of planning a meeting, such as reserving a room, are cumbersome • There is no universal way employees identify their free time • Members don’t always do their part • Members often prioritize committee work too low – they sometimes forget it’s a commitment too

6. Expectations of members? • Not only do chairs have roles … so do members: • “All committee members should: • Attend meetings regularly. • Provide their proxy in writing, with a member who will be attending, or vote via e-mail to the chairperson when an absence is necessary and work must continue. • Keep their constituent groups informed of committee actions. • Complete assignments associated with committee work in a timely fashion. • Perform their duties in a courteous and professional manner Source: [http://www.seminolestate.edu/policies-procedures/procedures/general/1.0900.htm]

7. When barriers are BARRIERS! • Remember what you are learning today … these are ways to get past the barriers • The Chairperson may have to “move toward” separation of a member, in conjunction with Senate Chair • Committees are not end all/be all. Other ways to be involved: • Help Desk • Marshall/Greeter • Faculty/Student Collaboration • Club advisor • Center Newsletter (i.e.)

8. What are the 1st steps of a Chair • Recognize the importance of the work and the commitment of the College leadership • STUDY your charter – know your topic • Read past minutes to get “up to speed” • Review the Chairperson timeline & get started

9. Scheduling Meetings – Once DauntingDoodle.com & Microsoft Microsoft Outlook has SIMPLIFIED scheduling a meeting …

10. The “Set-Up” • The room and set up • It does matter • Arrive 10 minutes early and review set up • The little things count • Coat rack • Clean table • Conducive environment • Reserving a room • Public Folders • Facilities and Operations – non-classrooms • VPLAA Assistant – classrooms • Stay tuned for changes

11. The Agenda An agenda needs to include: • “a brief description of the meeting objectives • a list of the topics to be discussed • list stating who will address each topic and for how long” • When you send the agenda, you should include the time, date and location of the meeting and any background information participants will need to know to hold an informed discussion on the meeting topic.” http://www.effectivemeetings.com/meetingbasics/6tips.asp [August 14, 2011]

12. Microsoft Agenda

13. MEETINGS“Meetings in a professional setting are not opportunities to socialize or to fill time aimlessly; they are instruments for conducting business.” (Olson, 2010) Best practices for running meetings efficiently. • “Cancel a meeting if you have a light agenda” • “Hand out an agenda in advance of the meeting” • “Always limit the length of a meeting and monitor the time so that it doesn't go on too long” • “When appropriate, pass out supporting documents in advance so that people can arrive prepared” • “Begin every meeting on time, not 10 minutes late.” • “Immediately after calling a meeting to order, make clear the purpose and objectives of the session: "We need to make three key decisions this morning." • “Establish guidelines for members' participation and behavior” • “Conduct your meeting not only efficiently but fairly. Steamrolling through the decision-making process without providing adequate time for discussion and deliberation does not equate to efficiency” • Olson, Gary. A. “How to run a meeting.” [http://chronicle.com.ezproxy.mvcc.edu/article/How-to-Run-a-Meeting/66237/] July 31, 2011

14. The First Meeting • TRAINING … ASSUME nothing • Review previous accomplishments with new members • Charter Review • Goals and Expectations – leave personal “agendas” at the door. • Structure of meeting – Who will take minutes?

15. Think out of the box • Consider new technology • Skype • Net meeting • Microsoft Outlook • Text Reminders • Doodle it at doodle.com • Retreat Day vs. Regular Meetings • Before or after meeting day minute … it COULD work …

16. Chairperson Timeline • May (Incoming/Outgoing Chair share responsibilities) • Hold final meeting of year • Complete Yearly Committee Report with current member input • Recognize out-going members • Send “Welcome” message to all next year members • Ensure that any official recommendations developed from Committee work have been sent to College Chair • June • Submit Yearly Committee Report to Senate Chair • Review on-line folders to ensure all agendas and minutes were uploaded and accurate

17. Chairperson Timeline • July • Send a note to all next year members reminding them to utilize Microsoft Outlook calendar as they start to book their calendars for the next year • Remind them that office hours, classes, standing meetings, days off, etc. be noted on Outlook • This serves as a “check-in” • August • Send a note to all members asking them to have schedule on Outlook updated by a deadline. A day or two after convocation is a good choice • Using Outlook, schedule meetings for semester • Reserve room for meeting by e-mailing Facilities & Operations (they will tell you if you have to contact someone else) • Send meeting request to all members no later than Friday before classes begin • Prepare info packet (electronic or paper) for all members to include charter, etc.

18. Chairperson Timeline • September • Hold first meeting: Prepare agenda • Goals and expectations with members at 1st meeting. • Discuss member responsibilities and meeting protocol • Post meeting agenda on public folder for open access meeting requirement • Approve minutes of meeting and post on public folder • Send representative to Senate meeting • October • Continue Meetings • Post meeting agenda on public folder for open access meeting requirement • Approve minutes of meeting and post on public folder • Send representative to Senate meeting

19. Chairperson Timeline • November • Continue Meetings • Post meeting agenda on public folder for open access meeting requirement • Approve minutes of meeting and post on public folder • Send representative to Senate meeting • December • Send motivating message to committee members noting semester accomplishments • Ensure that any official recommendations developed from Committee work have been sent to College Chair • Put semester report on public folder.

20. Chairperson Timeline • January • Send a note to all members asking them to have schedule on Outlook updated by a deadline. A day or two after convocation is a good choice • Using Outlook, schedule meetings for semester • Reserve room for meeting by e-mailing Facilities & Operations • Send meeting request to all members no later than Friday before classes begin • Prepare info packet (electronic or paper) for all members to include charter, etc. • Hold 1st meeting (or combine with February) • February • Continue Meetings • Post meeting agenda on public folder for open access meeting requirement • Approve minutes of meeting and post on public folder • Send representative to Senate meeting

21. Chairperson Timeline • March • Continue Meetings • Post meeting agenda on public folder for open access meeting requirement • Approve minutes of meeting and post on public folder • Send representative to Senate meeting • April • Continue Meetings • Post meeting agenda on public folder for open access meeting requirement • Approve minutes of meeting and post on public folder • Send representative to Senate meeting

22. Let’s Review • Committees ARE important to the Strategic Plan and to Middle States • Being a Chairperson is challenging, but with a commitment to the technology available, the services of the Senate and by appropriately prioritizing your role as chair, committees will meet and great work can be accomplished • Chairperson’s AND members have responsibilities • The goal is for real, measurable and well thought input be developed as a result of the work

23. Thank You