Meetings

Date: January 5, 2007

To: ALL CAW STAFF

From: CAW Policy and Training Program

RE: Certification Staff Meeting Structure and Guidelines

Staff meetings purpose:

To have a forum where management staff and employees meet on a regular basis to exchange ideas, discuss, and train on upcoming changes on the education code. As well as, addressing issues of concerns that may need immediate attention for the purpose of processing and/or analyzing applications, Information Services Automated Phone System, Siebel Technology Training, Special Projects, and other duties as required.

Structure:

To establish standards, guides, or regulations for conducting an effective staff meeting that delivers pertinent information to staff in an orderly manner.

Agenda:

The agenda is a predetermined sequence of items to be covered at a specific staff meeting that has been set by management staff based on business needs and parking lot topics requested by staff. A management staff will e-mail the agenda to all staff approximately 3 to 5 days prior to the staff meeting. The agenda will include the following information:

Specific topic to be covered and name of person to provide information

Date and time of staff meeting

Location of where staff meeting to be held

Name of the facilitator

Name of the Recorder of minutes

Facilitator:

All staff meetings will have a designated facilitator by management staff in order to maintain momentum and reach a successful closure of staff meetings. The facilitator will be responsible for the following:

Reminding the staff of the objectives for the staff meeting.

Manage staff meeting by keeping the employees on track to achieve its goals in the time allotted.

Staff meeting minutes:

Management will designate a staff member to take minutes during meetings. The minutes will generally be available for review to all employees three days after the assigned staff meeting date. The minutes will be placed on the Certification shared drive and/or e-mailed to all staff upon approval from management. Staff that is unable to attend a staff meeting must adhere to the following procedure:

Read the staff meeting minutes by accessing the current staff meeting minutes from the Certification shared drive or review e-mail regarding staff meetings that may be sent by a management staff member.

Send e-mail to supervisor stating that you have read staff meeting minutes and list date of staff meeting.

Format:

In order to establish a well structured staff meeting and to ensure information equally heard by all staff, the following format will be required:

Employees will be required to congregate in a auditorium setting. Therefore, staff are not allowed to sit in round tables setting unless in smaller meeting groups and other instruction giving by management. All management staff will align at the very front of employees.

Presenters will prepare copies of training materials to be distributed to all staff if necessary.

Management staff may set time limits in order to cover all issues scheduled for staff meeting.

Employees will not be allowed to interrupt and ask questions during a staff meeting training session; instead the employee must following the parking lot procedure unless otherwise noted by management.

All staff meetings will have a designated facilitator by management in order to maintain momentum.

Parking Lot Procedure:

Parking