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2007- SAC Retreat On July 27, 2007 the Staff Advisory Council (SAC) held their retreat at the Westin La Paloma. The morning was used to get everyone acquainted and for the installation of new officers. We all enjoyed a great lunch and got to know one another even better. The afternoon was dedicated to a facilitation to help create goals for the upcoming year. The facilitation included three parts: Part 1: Ice breaker - each participant was given one line from the mission of SAC. The participant were then to get in line in the correct order of the mission statement. This emphasized the mission and reason for SAC. Part 2: Participants broke up into teams based on their committee assignments. Each committee then had a chance to write their accomplishments on flipchart paper. Once the participants wrote their accomplishments they wrote down thing that could have been done better. Both the accomplishments and areas that could have been improved were discussed with the whole group. Part 3: The third part focused on goal setting. Each group, on fresh flipchart paper, brainstormed goals for the coming year. Once each group finished on its goals, the groups were rotated to the next committee's flip chart paper to read the goals listed and to add three or four more goals. The groups were rotated until each group had been to each flipchart. Then, each participant was given stickers to place on the goals he/she thought were most important for each group. The goals that received the most stickers were then reported to the group. There were several apparent trends that each committee recognized would be helpful in the coming year: Creating guidelines for each committee that would define the scope of the committees' responsibilities Increase awareness of all SAC activities by increased marketing Increasing membership by including information on SAC membership at each event, regardless of the type of event The following will summarize the accomplishments, improvement areas and goals (noting the goals that received the most interest) so that the SAC executive committee can prepare an annual report for the University administration and have the basic information to create a strategic plan.
Activities Committee Accomplishments: Bake Sales (2) Halloween Party Farmers' Market/Craft KUAT Volunteering Diamondbacks Game Community Food Bank Drive UA Cares/Food Bank Areas to Improve: Advertise events better Reconsider dates and location of bake sale Have more activities on the bus trip to Phoenix for the Diamondbacks game More reminders More enthusiasm Work closely with Marketing Committee Key Goals: Have membership applications at all events - with a SAC representative to talk to them Marketing to local businesses for sponsorship for SAC activities Goal: Look into "Adopt a family" Refer to master calendar to: Coordinate and identify dates/activities to piggyback Advertise in master calendar Attend marketing committee first meeting to give them list of needs List activities on "SAC Announcements" and newsletter (as reminders) 3D and Lo Que Pasa announcements Plan activities and giveaways for bus ride to Diamondbacks game Get more donations/people to help (e.g. pick up bake goods from members not able to attend/campus perimeters) Create individual budgets for each event Delegate one activity to a specific member (committee will help) Have SAC business cards at each event Offer carpooling opportunities to off campus events Create and use guidelines for setting up events Have SAC members wear SAC shirts and nametags at all SAC related events Evaluate Halloween party, is the cost too much? How can we change? Move to mall? Create fundraisers so some events/activities could be free for some participants (Conference) Marketing Committee Accomplishments: New committee created On Our Own Time Areas to Improve: Recruit staff members to participate Expose more people to activities Conference was marketed mostly by word of mouth Not much coordination with college level SACs Key Goals: Advertise SAC accomplishments Participate at Open Enrollment Fair to get the word out about SAC Goals: Write letter to President Shelton to help gain supervisor support of staff in/joining SAC Work with Dr. Shelton to ask him to publicly support SAC at the September town hall Create a list of SAC accomplishments Make SAC business cards Work with UA marketing to get ideas Market the importance of SAC to the Deans' Council Make SAC posters to display on campus Update SAC advertising board Be proactive Create SAC marketing plan: SAC events SAC mission SAC membership benefits Market to supervisors to gain support
Employee Recognition Committee Accomplishments: More Vol. Faster set up of event Gave out $17,000 in awards President Shelton was impressed! Areas to Improve: More awards, smaller amounts? Easier application Promote event Key Goals: Secure more funding from alumni or private funds Recognize "one staff" departments Get together with Marketing Committee Goals: Set up guidelines Evaluate criteria for nominations Evaluate application process Wider promotion of event across campus Involve the President's Office in the process Increase the number of volunteers Educate others on how to successfully complete the application Increase the variety of awards Lower the dollar amount of awards and increase the number of awards Collaborate with other departments that give awards Allow other departments (not just the home department) to nominate for awards Have fun! Create "how to" employee recognition instructions Hold workshops on how to write letters Work to include employees who may not have access to internet information Find energetic and dynamic Emcee Redo the application
Membership Committee Accomplishments: Passing on to the next committee guidelines and activities Obtained contacts for other colleges Recruited four new members Supervisors' breakfast was successful - President Shelton attended Areas to Improve: More recruiting Increase the number of committee members Need more focus Increase visibility of SAC Need updated recruiting/registration materials List accomplishments Work with Human Resources for more awareness of SAC Business cards Key Goals: Recruit one new member each month - equals 12 new members Contact HR to include SAC in each new employee orientation Goals: Create guidelines using the experience of past members Meet with other SAC (from college SACs) members and invite to SAC meetings Obtain materials and create new recruiting pamphlet Update on-line application process Have SAC business cards at all events - on front contact info and on back SAC accomplishments Set up table at open enrollment Hold a membership drive on the mall Invite Dean's and past president of SAC to the supervisors' breakfast Get a representative from the President's office and other non-college areas Increase attendance Work with marketing to increase membership Have SAC applications at all events Visit colleges with SAC information Put up posters on campus about SAC Convince supervisors that employees gain useful knowledge working with SAC that will increase their effectiveness Get information out on what it means to be a SAC member and how you become one
Emily Krauz Committee Accomplishments: Fall 2006 awards equaled $1,665 Spring 2007 awards equaled $1,041 New chairperson took the lead for this committee Improved on-line application for awards Planned Fall 2007 awards Areas to Improve: Marketing - target employees that could qualify for an award Evaluate judging standards Partner with college SACs Key Goals: Increase marketing; include information on previous year's awards Follow-up with award recipients and see how this EK award helped their career development Goals: Set up guidelines Increase the number of applicants Educate staff on who Emily Krauz was Reassess judging standards Increase awareness of UA Cares Partner with other SACs to increase funding sources Publicize how this award helped the previous recipients Create and example application to help individuals apply List winners in newsletter Recognize winners and annual employee recognition event Do not limit committee membership
Human Resources Committee Accomplishments: Continued to disseminate information to staff Cooperated with Human Resources and UA Life & Work Connections to advertise their programs Fielded, researched and addressed questions regarding revised policies, model for pay increases distribution and UA information on the information security policy proposal Reviewed/revised staff excellence award nomination form (to clarify criteria) Areas to Improve: Increase attendance Gain commitment from HR Liaison Clarify committee role in SAC and UA community Better communicate HR Committee activities Key Goals: Work with Human Resources to give out more information regarding UA councils, committees and programs so that people know what resources are out there (SAC, EAP, College SACs) Work with Human Resources to improve annual performance review process Goals: Work with Human Resources to reformat New Employee Orientation to maximize orientation time and disseminate information in a way that is meaningful and helpful to deciding on benefits in allotted time Increase awareness of retirement benefits/requirements - what is your plan? How do you augment it? When/how can you retire? Set up guidelines for committee Brainstorm to create a clear concise description of committee's purpose Recruit more members Increase attendance at committee meetings Establish/firm up relations with UARA and Human Resources Work to update classification system Communicate goals to other committees Have all supervisors attend annual training - guidance for making evaluation experience a positive Have SAC sponsor Human Resources Workshops
Communications Committee Accomplishments: Updated staff with weekly bulletins Newsletter four times per year Promoted SAC accomplishments and activities through website Promoted SAC at University functions - board advertisements Areas to Improve: Increase SAC visibility Get representation on SAC from the President's Office Key Goals: Have newsletter released in a more timely manner (sometimes information is out of date) Get SAC link in a more visible spot on the UA website (maybe employee link too) Goals: Update regularly all materials on website so that they are all current Have fun activities for staff to do on their free time Reach out to lower grade employees Create guidelines for committee Identify potential SAC members in the President's Office and communicate the need for his/her participation in SAC Get activity reports from other committees so that they may be reported in the newsletter Work with other committees on their goals to help market SAC Create and incentive for reading the newsletter - prize drawing? Allow a place for feedback in the newsletter Increase the circulation of newsletter to increase awareness of SAC (who gets the SAC newsletter?) Create an online newsletter (explore other alternative technology i.e. wiki, forums, etc.)
Conference Committee Accomplishments: Successful Conference - 150 attendees, 12 presenters, 20+ vendors, lots of prizes! 13 on the committee We had our own Audio/Visual person Successful online registration President Shelton said he would provide start-up funds Areas to Improve: Advertising of event Add P-card payment option Increase registration fee, but offer more scholarships/discounts to increase registration numbers Key Goals: Chose an uplifting theme Survey staff for topic they would like to see at the conference Goals: Hold first meeting in August Increase number vendors at next conference Have an "early bird" discount for early registrations Add chocolate chip cookies to dessert menu Create scholarship/discount program for individuals who would like to attend, but can't because of individual financial reasons Increase awareness of conference, even some departments with SAC members were not aware of the conference Hold an essay contest for free conference registration Advertise! Increase attendance by advertising, working with Marketing Committee, announce in New Employee Orientation, send announcements to department heads Encourage Greater participation form SAC members Find great Keynote speaker and great presenters Have good topics Emphasize the support of the UA President Find a good location for the conference Form subcommittees Establish meeting times for planning committee
Legislative Committee Accomplishments: Attended Wildcat Pride Night in Phoenix and represented staff to state legislatures Attended Legislative Advocacy workshop to learn how to communicate with state legislators and Governor Communicated legislative updates to staff community Areas to Improve: We need more SAC participation More different activities needed, speakers, candidate forums, engage friends and family Engage Maricopa County Key Goals: Ask one of the legislative representatives to speak at a SAC meeting Give SAC more visibility to state legislate Goals: Provide a list of representatives to SAC members Educate our legislatures Host voting @ UA - less time away from workplace, convenient (must be clear how and where) After advocate meeting give an update to SAC membership - present the meeting information Encourage participation of SAC members to attend Wildcat Pride night Coordinate a register to vote campaign Ask Classified Staff to volunteer to drive people to vote Host a candidate forum SAC members could host candidates at their homes Coordinate field trip to state capitol
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