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Committee Member Training | October 2, 2014

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Christopher Woolett

on 22 October 2015

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Transcript of Committee Member Training | October 2, 2014

Committee Member Training
October 2, 2014
Mission Statement
The mission of the University Student Union is to foster the achievement of students' educational goals by facilitating a strong connection between students and their campus community.

We are an engaging and energetic campus program that develops students through inclusive activities, meaningful employment opportunities, leadership experiences and innovative technologies, facilities and services.
Values
Accountability | Collaboration | Communication | Creativity
Fun | Integrity | Learning | Respect | Service
Governance
Governance
Non-profit 501(c)(3) corporation
Maintain buildings & facilities
Facilitate programs
Adopt policies
Oversee financial matters
Conduct strategic planning
The Board of Directors
BOD Chair
Jesus Martinez-Ramirez
BOD Vice Chair
Shahtaj Khan

Finance Committee Chair
BOD Director | Student
Perlita Varela
Facilities & Commercial Services Chair
BOD Director | Student
Karina Winkler
Personnel Committee Chair
BOD Director | Student
Amber Bynum
BOD Director | Student
Jorge Guzman
BOD Director | Student
Josue Najera
BOD Director | Student
David O'Neill
BOD Director | Student
Demontae Thompson
BOD Director | Student
Asia Wheaton
BOD Director | Alumni
Tonee Sherrill
BOD Director | USU Executive Director
Debra L. Hammond
BOD Director | Faculty
Barbara Gross
BOD Director | Staff
Jaclyn Kietzman
10 Students
1 Faculty
1 Staff
1 President's Designee
1 VP SA Designee
1 Alumni Designee
1 USU Executive Director
*1 A.S. Designee
Committees
Standing Committees
& Student Members
Audit Committee
Facilities & Commercial
Services Committee
Finance Committee
Retirement Committee
Personnel Committee
Student Fee Advisory Committee
Food Service Advisory Committee
Student Wellness Committee
Ad Hoc Committees
Policies vs. Procedures
Policies
Policies
Characteristics of a "Good" Policy
Procedures
Characteristics of a "Good" Procedure
Tells the organization
WHAT
is to be done
Are set by a Board of Directors &
recommended by committee(s)
Characteristics of a
"Good" Policy
Philosophical based and reflects the organization's values and beliefs
Constitutes a clear basis for the development/implementation of regulations and procedures
May also describe what is NOT acceptable
Procedures
Tells the organization
HOW
a policy is to be carried out
Are
defined and carried out by the administrators/staff
Characteristics of a
"Good" Procedure
Written in sequential steps
A flow chart or task map of the process
Must be clear, concise and easy to follow
Vice President for Student Affairs
Dr. William Watkins
Associate Vice President for Student Life
Dr. Shelley Ruelas-Bischoff
University Student Union
Board of Directors
USU Executive Director
Debra L. Hammond
Associate Director
Operations & Services
Associate Director
Finance & Business Services
Associate Director
Marketing & Programs
Associate Director
Student Recreation Center
Jack Raab
Joe Illuminate
Shannon Krajewski
Jimmy Francis
Reservations & Event Services

Operations

Computer Labs

Maintenance & Facilities

Construction/Renovation Projects

Technology Support Services
Accounting

Business Services

Risk Management
& Insurance
Marketing

USU Events

Games Room

Sunny Days Summer Camp

Board of Directors

Veterans Resource Center

Pride Center

Commercial Services
Student Recreation Center

Membership

Aquatics

Fitness & Wellness

Artificial Turf Field

Intramurals
USU
USU
Events & Programs
Services
Facilities
TV Lounge
Affiliated Campus Entities
Associated Students (AS)
Matador Involvement Center (MIC)
International & Exchange Student Center (IESC)
Student Involvement & Development (OSID)
Student Health Center's Living Well Lounge (SHC)
Meeting/Conference Spaces
Plaza del Sol Performance Hall
(operated by VPAC/CAMC)
Study Spaces
University Student Union
University Student Union
Budget 2014/2015
Revenue
Expenses
Movies
Music
Crafts
Special Events
Cultural Events
USU Reservations & Event Services
Sunny Days Summer Camp
Games Room
Information Services
Wireless Access
ATMs
Email/Printing Kiosks
Computer Labs
Student Recreation Center
Prayer, Reflection, & Meditation Room
Retail Services:
Wells Fargo
Food Services (operated by the TUC):
Freudian Sip
Subway
The Pub Sports Grill
Mercantile Exchange (Convenience Store)
SMART Goal Setting
SMART Goal Setting
Next Steps
BOD Chair
Jesus Martinez-Ramirez
BOD Vice Chair
Shahtaj Khan

Finance Committee Chair
BOD Director | Student
Perlita Varela
Facilities & Commercial Services Chair
BOD Director | Student
Karina Winkler
Personnel Committee Chair
BOD Director | Student
Amber Bynum
BOD Director | Student
Jorge Guzman
BOD Director | Student
Josue Najera
BOD Director | Student
David O'Neill
BOD Director | Student
Demontae Thompson
BOD Director | Student
Asia Wheaton
BOD Director | President's Designee
Sharon Eichten
BOD Director | VP SA Designee
Shelley Ruelas
BOD Director | Alumni
Tonee Sherrill
BOD Director | USU Executive Director
Debra L. Hammond
BOD Director | Faculty
Barbara Gross
BOD Director | Staff
Jaclyn Kietzman
Formulate group goals to work towards within the committee structure
SMART - ER
Statistics
Of people who consciously decide to set a goal
S
M
A
R
T
pecific
easurable
ttainable
elevant
imely
S - Specific
Focus Efforts & Clearly Define
What | Why | How
"I will join the SRC (
what
) and work out three days (
how
) a week for the semester focusing on cardiovascular health (
why
)."
M - Measurable
Progress
Establish Concrete Criteria
How much? | How many? | How will I know when it is accomplished?
"If you cannot measure it, you cannot manage it."
A - Attainable
Be Realistic
Set bar high enough for a satisfying achievement.
R - Relevant
Create goals based on the priorities or vision of your committee
Do these goals matter?
T - Timely
Set a time frame
Putting an end point gives you a clear target to work towards.
Success in achievement = motivation
25%
achieve it
Of people who decide when they will achieve their goal
40%
do it.
Of people who plan how they will achieve a goal,
50%
do it.
Of people who commit to someone else their intention to achieve a goal,
65%
do it.
Formulate a personal goal on your own development and growth within your position as a committee member
Email Etiquette
Email Etiquette
Don't!
More about E-mail
Why is it Important?
The USU recognizes the importance of this skill set and has created this tool to help its student employees, leaders and volunteers learn the corporate standard for sending and responding to e-mail messages.
Benefits of Using E-mail
Fast, efficient, reliable, and cost-effective
Delay time responses
Efficient time management
Tracks messages
Communicates a message to many people at once
Makes collaboration easier
Professionalism
The e-mail you write reflects you as a person and a professional
Efficiency
E-mailing improves time management
Protection from Liability
E-mail sent from corporate computers does not belong to you; it belongs to the company.
Don't use e-mail to:

Rely confidential or private information
Discuss sensitive topics
Gossip
Send inappropriate messages (jokes, pictures, etc.)
Convey complex information
Don't use e-mail when:

You are angry
You have something difficult to say
It appears there is a misunderstanding
Personal Use
vs.
Professional Use
There is a fine line between using work e-mail for personal use and professional use.
E-mail is not confidential and can be accessed at any time by systems administrators or your organization's management.
Initiating an E-mail
Communicate clearly
Cover one topic at a time
Use spell-check
Re-read the entire e-mail before you send it
"cc:" and "bcc:"
cc: stands for "carbon copy"
Do not expect a reply from those who are "cc'd" on a message.
bcc: stands for "blind carbon copy"
The rule of thumb is to avoid using the bcc: feature
Responding to E-mails
Timeliness
Necessity
Detail
Focus
Emotions
Decision Making
Decision Making
Step 4
BOD Chair
Jesus Martinez-Ramirez
BOD Vice Chair
Shahtaj Khan

Finance Committee Chair
BOD Director | Student
Perlita Varela
Facilities & Commercial Services Chair
BOD Director | Student
Karina Winkler
Personnel Committee Chair
BOD Director | Student
Amber Bynum
BOD Director | Student
Jorge Guzman
BOD Director | Student
Josue Najera
BOD Director | Student
David O'Neill
BOD Director | Student
Demontae Thompson
BOD Director | Student
Asia Wheaton
BOD Director | President's Designee
Sharon Eichten
BOD Director | VP SA Designee
Shelley Ruelas
BOD Director | Alumni
Tonee Sherrill
BOD Director | USU Executive Director
Debra L. Hammond
BOD Director | Faculty
Barbara Gross
BOD Director | Staff
Jaclyn Kietzman
Step 3
Step 2
Effective Teamwork
Effective Teamwork
What is descision making?
The passing of judgment on an issue
The act of reaching a conclusion or making up one's mind
A conclusion or judgment reached or pronounced
4 - Steps to Effective Decision Making
1. What is the problem
2. What are some possible solutions?
3. Make a decisn
4. Did it work?
Step 1
What is the Problem?
Frame the
right
problem
State the end goal
What are some possible solutions?
Brainstorm solutions
Consider the best solution
Effective? Efficient? External Factors? Stakeholders?
Select alternatives
Final decision makers
Rationale
Assess the risk
Pros/cons, win-win
Make a decision
Select the best solution
Effective? Efficient? External Factors? Stakeholders?
Communicate decision
Consider consequences
To self?
To others?
Did it work?
Evaluate results
Did the outcome meet the goal?
360 Evaluation
Take corrective actions
Long-term effects
"In any moment of decision, the best thing you can do is the right thing, the next best thing is the wrong thing, and the worst thing you can do is nothing."
-Theodore Roosevelt
What does it mean to be a team player?
What defines strong team players?
#10
Demonstrates reliability
Consistent | Follows through on assignments | Does their fair share
#9
Communicates constructively
Expresses their thoughts clearly, directly, honestly, and with respect

Shares their ideas and concerns with the group
#8
Listens actively
Absorbs and considers other points of view

Receives criticism withought reacting defensively

Listens first, speaks second to encourage meaningful dialogue
#7
Functions as an active participant
Comes prepared for meetings | Is fully engaged | Takes initiative to make things happen, volunteers for extra
#6
Shares openly and willingly
Is willing to share information, knowledge, and experience

Keeps other team members in the loop, in and outside of formal meetings
#5
Cooperates & pitches in to help
Responds to other team members' different work styles and perspectives

Figures out ways to solve problems together

Responds to requests for assistance and takes initiative to offer help

Can see the strengths and value of members and attempts to highlight them
#4
Exhibits flexibility
Rolls with the punches | Sees change as an opportunity | Considers differing points of view and compromise
#3
Shows commitment to the team
Cares about their work and the team | Expects effort from all members| Motivation towards success
#2
Works as a problem-solver
Deals with problems in a solutions-oriented manner

Problem-solver, not problem-dweller, problem-avoider, or problem-blamer

collaborates to find an action plan
#1
Treats others in a respectful manner
Treats other team members with courtesy and consideration - consistently

Supports other team members to help get the job done

Has a sense of humor and knows how to have fun

Exhibits professionalism
Matador Nights
Carnaval
Matafest
Noontime Concerts
Lectures
It's Crunch Time
Red Rallies
BOD Director | President's Designee
Sharon Eichten
BOD Director | VP SA Designee
Shelley Ruelas -
Bischoff
Taylor Cubas
Eduard Martirosov
Alisa Zelyonaya

Karina Winkler - Chair
Daisy Alas
Kristina Coleman
Marianne Fischer
Jorge Guzman
Josue Najera*
Victor Solano


Perlita Varela - Chair
Francisco Contreras
Brenda Flores
Pierre Jackson
Truitt Leth
Arianna Mesbahi
Asia Wheaton




Amber Bynum - Chair
Matthew Chung
Daniel Ibarria
David O’Neill*
Stephanie Le
Isaac Simon
Demontea Thompson

Shahtaj Khan - Chair
Jorge Guzman
Jesus Martinez-Ramirez
WELCOME!
ICE BREAKER
Tour of the USU
With Jack Raab
Break
&
Dinner

Check-Out & Debrief
Evaluations
Question
WHY?
HOW?
WHAT?
Why is it not good practice or fun to be in an unorganized meeting environment?
How do we fix a meeting, in order to have a more productive and enjoyable experience?
What rules do many organizations use to achieve their meeting goals?
Attendance
&Quorum



Quorum is the minimum number of members needed present to conduct the business of a group.
Quorum is half + one
I. Call to Order

II. Roll Call

III. Approval of the Agenda

IV. Approval of the Minutes from Last Meeting

V. Chair’s Report

VI. Action Items

VII. Discussion

VIII. Announcements

IX. Adjournment

Order of
the Meeting
Motions
Main Motion

Second

Amendment

Amendment to the amendment
Full transcript