October 11, 2011 Strategy Meeting Minutes (.pdf)

Human Resource ServicesHR Liaison Strategy Working Meeting MinutesOctober 11, 2011, 10:00 a.mCone Ballroom AA strategy session for the HRS Liaisons to more closely define the HRS Liaison role and to enhance methods ofcommunication from HRS to the Liaisons was held on October 11, 2011. The meeting was attended by 75 HRSLiaisons. Dr. Edna Chun and the HRS staff welcomed the liaisons and a background PowerPoint slideshowshared feedback from the recent HRS survey relating to the HRS Liaison network.The meeting opened with an interactive ice breaker activity designed to obtain feedback on the question “Howcan the HRS Liaison Network be improved?” The results and point scoring based on the ice breaker activity arerecorded below:Ice BreakerHow can the HRS Liaison Network be improved?24-28 points1. More info on policy changes not just policies21-24 points2. E-mail meeting minutes3. Communication improvements4. Blackboard ORG setup for liaisons group to share information17-20 points5. HR needs to be easily accessible and easier to understand6. Add other HR offices (EPA and Graduate) as representatives to share information7. Better communication on the website8. Educate staff members on Liaison group, purpose, members, roles, etc…9. Everyone in HR needs to give the same answer10. Weekly updates11. Real time info to avoid fear and rumors12. Departments should be able identify HR contacts123 Mossman Bldg, UNCG, PO Box 26170, Greensboro, NC 27402-6170334-5009 ● Fax 334-5585Internet Home Page: http://web.uncg.edu/hrsUNCG is an Equal Opportunity/Affirmative Action Employer

The second part of the meeting was devoted to discussion of 5 key questions. Each table selected their 2 topresponses to each question and posted these on flip charts. Group A responses represent the priority responsesfrom each of the 10 tables and Group B responses represent the second most important recommendations fromeach table. The entire HRS Liaison group then discussed the responses.The questions and responses to the table exercise are listed below with a synopsis of the key points.Table Questions Exercise1. What is the charge of the HRS Liaison group?A. Priority Response B. Secondary ResponseCommunicate pertinent HR info to DepartmentFeedback ideas to HRCome together to be informedInformation carrierYou tell us?Pass along critical information to staff membersEstablish a stronger presence at universityVehicle for 2 way communication on HR issuesIs there a group charge?Disseminate information to staffForward meeting minutes to staffTo meet other liaisonsBring questions and issues to HR groupAttend meetingsTo hear issues from other people understandperspectivesCommunicate HR policies/procedures withDepartments And officesPass along issues of staff faculty back to HRTo share ideas and info to other HR liaisonsGiving staff a voice in HR issuesQUESTION 1 SUMMARY:The charge for the HR Liaison group is to communicate pertinent, critical HR information to the department/schooland its staff members, to provide feedback to HR, and to give staff a voice in HR issues.2. What is the role/responsibility of the individual HR Liaison?A. Priority Response B. Secondary ResponseBring questions and concerns to group andbring backRelay relevant information to and fromDisseminate informationUnclear on role and importanceStay up to date on changes to convey accurateinfoAttend meetings, gather information, bringforthLet department know you are liaison and yourroleBe a departmental resourcePrimary source of contact in officeRole/responsibility of individual need to beexplained, don’t knowTimesheet deadlinesBring generic staff concerns to HR123 Mossman Bldg, UNCG, PO Box 26170, Greensboro, NC 27402-6170334-5009 ● Fax 334-5585Internet Home Page: http://web.uncg.edu/hrsUNCG is an Equal Opportunity/Affirmative Action Employer

Interpret and bring back to Department. schoolGather HR info by attending meetingDisseminate from HR to area, bring questionsDisseminate correct info in timely mannerKnow who to askAttend meetingsClarifying information to staff faculty, bridgecommunication linesQUESTION 2 SUMMARY:The responsibilities of the individual liaison involve a commitment to attend meetings, stay up-to-date on changes inpolicies and procedures, and disseminate information from HR to the area. Liaisons also need to make adetermination as to when questions should be forwarded to HRS for clarification or official interpretation.3. How can HR strengthen communication with the HR Liaisons?A. Priority Response B. Secondary ResponseBlackboardMeet monthly (every other month?)Consistency in communicationGet real-time informationMore meetings like this, team buildingListserv on Blackboard to exchange, facilitateBlackboardUnderstanding who to callHR roles better communicationProcess changesNo need to strengthenIdentify liaisonsCommunicate re: role changesMinutesGet correct and informed answer from everyone inHRUse BlackboardBetter information, less meetingsTimely updates to policy changes, alerts, emailblastsBlackboard directory of contacts/liaisonsQUESTION 3 SUMMARY:Efforts should be made to strengthen communication via more interactive, team-building meetings; investigatingthe use of Blackboard (or other web based system) as an on-line communication portal; and identifying HRSLiaisons on HRS and departmental websites.4. How should the HR Liaison group be structured?A. Priority Response B. Secondary ResponseTimekeeper in DepartmentBy EPAF person in DepartmentBetter ratioAlternate liaison123 Mossman Bldg, UNCG, PO Box 26170, Greensboro, NC 27402-6170334-5009 ● Fax 334-5585Internet Home Page: http://web.uncg.edu/hrsUNCG is an Equal Opportunity/Affirmative Action Employer

Additional Notes Formalize by Department head? Via letter Send letter to dean/unit head/etc. explaining liaison and role Agency representation within Department? 4 departments in some suites, schools have many Departments Fluid structure due to school/Department numbers? Contact unit directors (dean, vice chancellor, etc..) for structure? Most liaisons are also HR person (timekeepers, etc..) Base on population numbers of each division/Department? Unsure of role of liaison, clarification of role Necessary to have backup Clarify difference in staff senate vs liaison Liaison not interpreter of policy Liaisons should know limitation? When to refer to hr Clear knowledge of HR employees’ roles, website role directory well publicized liaison role on webo Training, certification, toolkit Liaison duties spelled out in job description/vacancy? Liaison just a communicator? Or evolution of role? Expand? No? Department’s expectations of person in liaison role have increased over years Call for topics prior to meeting? Link to liaison site on web in every email to liaisonsOverall SummaryThe consensus of the HRS Liaison group was that bi-monthly meetings would be appropriate, ratherthan monthly meetings. Facilitating a more interactive relationship with liaisons via more structuredmeetings and on-line discussion boards/communities was also a popular idea. Representation from theEPA and the Graduate offices is also recommended. Liaisons would like to see the HR Liaison websiteenhanced with a clear mission/charge, membership rosters, up-to-date documentation, and links to onlinetoolkits. Though the structure of the current group was generally agreed to be satisfactory, it wasrecommended that a letter be sent to department heads and/or deans and vice chancellors noting theresponsibilities of the HRS liaison and indicating the names of those currently serving in this role.123 Mossman Bldg, UNCG, PO Box 26170, Greensboro, NC 27402-6170334-5009 ● Fax 334-5585Internet Home Page: http://web.uncg.edu/hrsUNCG is an Equal Opportunity/Affirmative Action Employer