Information Session: Faculty of Arts 2008 Retreat

Culture Change: Our Roles in Our Future

Culture Change Our Objectives

Rethink our current processes and procedures

Design a better work environment for ourselves and our colleagues

Communicate more effectively and develop team approaches to our shared areas of responsibility

Transform our current workplace culture and meet our goals and objectives together

Culture change? To boldly go where no one has

gone before!

Strategic Planning Process

In conjunction with the Office of the Provost and the Dean:

Compact: Information from Chairs, Directors, professors, staff and students

The White Paper, Strengths and Aspirations Campaign Priorities: Campaign McGill and the

Future of Arts Education, Principal’s Task Force on Student Life and Learning:

Principal's Report on Student Life McGill Master Plan : Employs strategic plans, i.e.,

Guiding Principles

Planning and Budgets 2008-09

Faculty of Arts: $935,000 budget reduction $468,000 to a University reallocation

pool Criteria to be established by the Provost Determined by the Dean in consultation

with Chairs/Directors Aligned with University/Faculty priorities

Planning and Budgets 2008-09

$467,000 as a permanent cut to the Faculty

5% reduction in operating costs Reduced permanent funding for summer

session courses Reduced permanent funding for

supplementary teaching Administrative restructuring with the Faculty

of Arts Secretariat

Compact KeyAreas

Academic Renewal Tenure track expenditures for

recruitment, salaries, start-ups and related items

Form the drivers behind many resource allocations including

Hiring pool model, which considers academic salary dollars and targets complement numbers simultaneously

Compact Key Areas

Comprehensive financial review: global resource availability Emphasis on global expense-revenue

scenarios Examples include budget revenue and

expense planning from units/faculty/ departments

Compact Key Areas Strategic Planning, Benchmarking

and Accountability

Based on: The White Paper: Strengths and

Aspirations

The Principal’s Task Force

Compact Key Areas

Multi year allocations Allocations are planned on a three

year time frame Examples include capital

expenditures, capital equipment, sessional hiring, etc.

Capital Campaign Priorities

Capital Campaign Priorities

Support and Nurture our Superbly Talented Students Scholarships and Bursaries Undergraduate Research Experience

Campaign Priorities

Graduate Students Fellowships/In-course Awards Graduate Research Experience

Campaign Priorities Establish Strategic Excellence in

Teaching and Research Policy Studies

Health Policy (Institute for Health and Social Policy)

Social Policy (School of Social Work) Public Policy (McGill Institute for the

Study of Canada) Policy Analysis (Social Statistics and

Public Policy)

Campaign Priorities

Establish Strategic Excellence in Teaching and Research

Language, Literature and Culture Institute of Islamic Studies First Nations Creative Writing

Campaign Priorities

Establish Strategic Excellence in Teaching and Research International Development

Institute for International Development

Campaign Priorities

Interdisciplinary Initiatives Law and Society Gender and Sexuality

Campaign Priorities

Support Academic Innovation Visiting Professorships Dean’s Research and Teaching

Initiatives Fund

Campaign Priorities

Support our People and Programs with Improved Facilities Infrastructure/Physical Facilities

Dean’s Priorities

Capital Campaign priorities Graduate student funding Department undergraduate

student advising initiatives Faculty research initiatives Financial and administrative

infrastructure

Faculty of Arts 2008 Retreat

“McGill will offer opportunities for professional development and growth and create a work environment conducive to enhanced productivity and improved job satisfaction for all personnel – administrative, secretarial, technical and clerical.”

Faculty of Arts 2008 Retreat “McGill will work in a variety of ways to

improve the working conditions and professional development opportunities of the administrative and support staff whose work makes possible the achievements of our professors and the success of our students.”

Faculty of Arts 2008 Retreat “McGill will support its employees to

achieve new processes and outcomes in our renewed focus on service and communicate to them that their contributions are valued.” (White Paper, Section 8: Administrative and

Support Staff: Inclusion and Service)

Personal Objectives?

Meet and Greet Session May 14, 2007 Involvement Collaboration Innovation Communication

Faculty of Arts 2008 Retreat

Premise To meet the objectives identified in the

White Paper To ensure that all staff are aware of the

goals set out in the compact and planning documents

To include all staff members in the compact and planning process

Our Roles? How does this affect me?

More work for me? More training and courses? More responsibility? More accountability? More, more, more….

Fear Factor? What is the worst case scenario?

Take courses Learn new skills Be more knowledgeable Participate in Faculty/University

decisions Attend meetings Give advice, recommendations Be part of the changes, be part of the

team

What is the best case scenario?

Take courses Learn new skills Be more knowledgeable Participate in Faculty/University

decisions Attend meetings Give advice, recommendations Be part of the changes, be part of the

team!

Our biggest asset YOU - Our support staff who can

adapt and move with the changes YOU- Are the communicators, the

facilitators and the implementers of the policies and practices of the University

YOU- Are a key component of why McGill is ranked 1st in Canada and 12th in the world

Key Areas

Electronic Procedures Manual/Timetable Group together similar job functions Involve those that perform similar

areas of responsibility Rethink and redesign the process Post findings on intranet site

Key Areas

Electronic Procedures Manual/Timetable Components

Narrative: Areas of responsibility Process Mapping Timeline Resources

HUMAN RESOURCES- HIRING PROCESS FLOWCHART

No

Temp hiringprocess

Regular hire?

Determineclassification

Send personnelrequest form to HR

Define and write upjob description

Identify staffingneed

No

Resumequalified?

Gather resumes

Place ads

Develop recruitmentstrategy

No

Suitablecandidate?

Examine existingresumes on file

Suitablecandidate?

Post job internally

Yes

Arrange meetingwith candidate

ReferencesOK?

Conduct interview

Develop interviewquestions

Conduct preliminaryinterview

Yes

Yes

No

Candidateaccepts?

Make employmentoffer

Determine payrange

Select candidate

Yes

Yes Hire candidate

No

No

Yes

Key Areas

Identification of the required skills/abilities for each position Language skills Technical skills

Key Areas

Identification of the key back up areas and security Identify back up areas for each process Ensure surrogates have appropriate training

and security Schedule the work on a recurring basis

Key Areas

Identification of Staff Development Courses (soft skills) to complement each area Setting priorities Coping mechanisms Conflict resolution Career development

All Inclusive Organize groups around the work

processes Take responsibility for those areas and

challenge the process Invite those involved in the process Discuss areas of mutual concern and

recommend changes

Retreat Location/Dates

Hotel du Parc (New Residence Hall) 3625 Avenue du Parc, Montreal, QC H2X 3P8 Two Days: June 17th (Tuesday) and June 18th

(Wednesday) Commitment: 1 day All support staff to attend Priority of the Dean

Retreat Focus Group Team Focus Team Members:

Leila Al-Bassit: leila.albassit@mcgill.ca, 398-6658 Karin Bourgeois: karin.bourgeois@mcgill.ca, 398-

8567 (temporary 00783) Sharon Barqueiro: sharon.barqueiro@mcgill.ca,

398-3254 Kathleen Holden: kathleen.holden@mcgill.ca, 398-

6211 Kathy Lauer: kathy.lauer@mcgill.ca, 398-4217 Kim Reany: kim.reany@mcgill.ca, 398-4400 ext.

09137 (Peterson Hall -5802) Linda Tom: linda.tom@mcgill.ca, 398-2161

Get involved!

Volunteer to become team leaders and motivators

Assist with set up and management of the retreat

Contact any one of our Focus Group Team We need your support to ensure we all

succeed!

Retreat Outline 8:00 – 9:00 a.m. – Breakfast 9:00 – 9:20 a.m. – Welcome:

Associate Dean 9:20 – 1:00 p.m. – Guest Speakers

and Workshops 1:00 – 2:00 pm – Lunch 2:00 – 4:00 pm – Workshops 4:00 pm - Reception

End of Show! (Thank goodness!)

Ms. Kathy Lauer

Presentation by Kathy Lauer, Area Personnel Office, Faculty of Arts Secretariat

Wrap Up

Comments? Questions? Please complete our questionnaire Recycle your name tag for the

Retreat See you in June!