EX:2008 02-13 Leaders committee meeting

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Contents

Agenda

  1. Spring Newsletter - What are your Spring/Summer highlights? (Deborah Tepley, for Alison Roncin, Publications Team Leader)
  2. Reminder - For the Collaboratory Viewbook...
    • Are your Group's wiki project pages are updated?
    • Have you uploaded all photos to Cumulus?
    • Do you have a bullet list of 5-7 deliverables for donors to see?
  3. Reminder - Humanities Symposium
    • February 27, 4-5:30pm
    • Boyer Atrium
    • Only 1 representative is necessary
    • Wear your Collaboratory wearables!
    • Bring props (Important!) and be prepared to pitch your projects
    • Collaboratory banner, brochures, and newsletters will be provided
  4. Reminder - Deadline for J09 Site Team proposals is Spring Break
  5. Reminder - Where do you meet and when?? Please add this information to your Wiki pages. Staff needs to know where to find you!
  6. New Communications Group Proposal
  7. Continue discussion on our culture of excellence and discipleship
    1. Must be an online solution, so teams can access this solution from anywhere on and off campus
    2. HR needs
      • Generates HR reports and statistics automatically
      • Tracks attendance online for Monday nights and other events
    3. Project Management needs
      • Adjustable, printable timelines that include weekly tasks which can be assigned to people
      • Records task completion in a public manner, where team members can see the progress of others in the team
      • Teams have the option of not integrating tasks into a larger timeline (for Staff projects which may be short-term)
  8. Continue discussion on student wage policy.
    1. General ECM comments are listed below. How should these, if at all, alter our recommended policy?
      • Be sure to consider quality of product to our clients as priority over our ethos of volunteerism. Social entrepreneurship (compensation) can produce very high quality, and timely, work.
      • If students were to be paid, for whatever purpose, should tenure and experience play a role?
      • What should be done with Professor Nejmeh's LEAP project? (Closely tied to course work, where the top students are paid through the project's grant) Should we press for this project to conform, or grandfather it as an exception?
      • Should it be stated that compensation via academic credit is preferred over monetary compensation? (i.e., faculty advisors are capable of offering 1-credit practicums to students for project work)
      • What about a great need related to up-coming deadlines? Should we make it easier for "timely" needs to be processed or exempted?
  9. Policy Draft - Probation within the Collaboratory: Disciplinary, Academic and Chapel
    • Should Collaboratory leaders be allowed to be on probation and remain in positions of leadership?
    • If not, at what level should this be enforced (Group Leaders/Project Leaders/Team Leaders)?
  10. Project Reporting
    • How shall we ensure that outgoing seniors and project leaders properly document their work so we, as an organization, can retail their knowledge?
    • We decided last year to complete a portion of the project planning article before the summer, so outgoing leaders and incoming leaders can collaborate over the summer before the Leaders Workshop. When shall we set aside time to begin this? The last prayer breakfast?

Minutes

People Present

Discussion

Summer 2008 Highlights In addition to what Deborah mentioned:

  • LSA completion and first flight
  • Biodiesel grant

Cumulus

  • upload photos

Humanities Symposium on Feb 27th

  • Group leaders were asked to ensure that one member of each group is present at all times with collaboratory wearables
  • Props are critical

New Proposal from Dr. Underwood discussion initiated.

  • Note: This project is listed as an Exploratory Project
  • Project approval status listed below in the Action section

Discipleship and Culture

  • Andy talked with Michelle Carrier, and the idea of an Access Database was decided to be inadequate as a modular, collaboratory wide solution to all of the needs including HR resource and personnel tracking and as a project management tool
  • Concern about internally developed software was countered with the argument that several Professors and classes in the Comp Sci Dept are very interested in helping out.
  • Helpful aspects of some yet to be discovered software solution
    • Attendance
      • Needs to be as little work as possible for Group Leaders
      • online instead of paper sheet
    • Project work
      • hours logged
      • Useful for trip team selection and leadership position selection
      • Reporting to donors
      • Grant matching funding/hours

Andy Derr proposed that some fancy online solution that does a lot of different things could often be overlooked and seldom used when people get busy. Andrew Betteridge and Luke Witmer verbally supported his statements.

The idea that attendance was unrelated to project deadlines was brought up. Using a database purely for attendance was suggested

  • searchable
    • individual
    • entire group
    • monday night vs group meeting
    • special events like prayer breakfast and recruitment fairs
  • easy user interface
    • functions like graphical attendance displays
      • this is more of a want than a need
    • simple
    • the ability to print out a list to fill out during the meeting
    • modular
      • easy to add fields for new members

Project task tracking

  • Andrew and Luke both expressed that they do not feel it is necessary for their groups
    • In light of the new biodiesel grant, Luke does see such a tool's usefulness, if designed properly
  • Some groups could benefit from such a tool
    • could be useful to look back on progress
    • could be used to encourage members
      • inevitably, however, someone will be on the bottom of the list.
  • rewarding different teams that have amazing project outcomes
    • you always hear that a soccer team won the national championship, but you never hear how many hours they practiced.
  • Luke mentioned that it would be difficult to trust such a large, collaboratory wide, software solution. Something internal to the group, can be completely controlled by the group leader. If a system were developed and available for use, group leaders must be able to taylor the program to their specific needs.
    • Potentially starting a program in one group until it meets that group's needs, then adding a second group to the program and modifying aspects for their purposes while leaving the current aspects intact would be a gradual way to begin such a software tool

Student Wage Discussion

  • Practicums might be a very useful way to "pay" students; it would be nice to know more about how they work before using them.
  • There is a difference between using individual's donations and government grants to pay student wages
  • There may be adjustments necessary to the current policy
  • Students in any paid positions would need to go through a thorough application process
  • LEAP project: it would be nice to know better how they do things, so that we can see how it fits into a modified student wage policy.


Action

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