The University of Oklahoma Health Sciences Center

University of Oklahoma Health Sciences Center College of Pharmacy

Executive Council Meeting Wednesday, April 10, 2019

Room 339

Minutes

Members Present: Hibah Awwad, Susan Conway, Vince Dennis, JoLaine Draugalis, Eric Johnson, Melissa Medina, Chris Rathbun, Jill Shadid, Nathan Shankar, Michael Smith, Rex Urice, Jane Wilson

Guests: Joel Fowler, Melissa Marshall

Members Excused: Kevin Farmer, Jonathan Little, Anne Pereira, Kelly Standifer

Dean Draugalis called the meeting to order at 9:03a.

1. Approval of minutes from March 13, 2019 A motion was made and seconded to approve the minutes. All were in favor and none were opposed. The minutes were approved.

2. Announcements Eric Johnson: Presented samples of the comingled prescription drug packets that are being tested the last two weeks on campus. A printout will be provided in the box along with the packets. Not every prescription will be eligible to be packaged this way. We are working on securing a vitamin line that can be packaged along with the prescription drugs. We also have a quality control machine that checks the prescriptions for accuracy. If something is inaccurate, it will flag it so the pharmacist can review it. Dean Draugalis: Received a survey with four questions to gauge interest and willingness to use campus medical facilities and pharmacies. Parking can be an issue. Jane Wilson: Family Medicine Pharmacy does have visitor parking for 15 minutes. Use the Leave Alone feature on the parking website. Hibah Awwad: Is the packaging similar to the standard bottles in regards to shelf life? Eric Johnson: They are similar; these packages will display expiration after one year.

Dean Draugalis: Joel Fowler has now become an official member of the Executive Council; he will no longer be a guest. He won the student council election.

3. New Business Strategic Plan Update ? Infrastructure and Advancement (Rex Urice) Rex Urice provided an update via verbal report. IV. Infrastructure and Development 2. Development and Philanthropy: a) There is an ongoing search for appropriate individuals to sit on the national advisory board. Some bids have been extended; if anyone has any recommendations on someone to serve, please let Rex know. There are several others in mind that are on other national boards, so we have to be attractive to them. We are down to between 10 and 15 board members, as several have retired from their positions. Sixteen to 20 may be too high for the board. 1

b) This is monitored continually with the Dean and Eric Johnson. There has been a change recently with the postal lockbox, with the intention of speeding up the receipt process; however it appears to be even slower at this time. c) Acknowledging donors in a timely manner goes hand-in-hand with item b above. Every single donor receives a letter from the Dean. d) This campaign continues until we reach our goals, however the 125th anniversary celebration event is certainly over. e) We have tracked and contacted each 125th anniversary celebration event attendee to ask them for contributions. f) This is ongoing and will continue as well. g) We are excited about the renovations and whatever goal we reach. With a new president, there are new processes and goals to keep in mind. We are in the 7 figures, and will continue until we reach the $5-10 million strategic plan goal. Eric Johnson: We have initiated some renovations with technology and furniture in the classrooms. Rex Urice: We have some very strong potential donors in the pipeline that are extremely excited and tied into the college, and we will continue to work there. Planned gifts would put us at the goal, but certainly do not build brick and mortar today. Hibah Awwad: Do we have any communication with the pharmaceutical companies? Rex Urice: We continue to ask them for financial help. Today's companies do not have the same budgets they did 15-20 years ago. There is one potential individual that sits on the board of one of the national chains. We go after them as hard as we can, but so do other colleges. Michael Smith: There are limitations and restrictions placed on pharmaceutical companies today as to how much and to whom they can donate. Rex Urice: If their national headquarters are not in Oklahoma, why would they donate to us? Our leadership track is very attractive to them, our students work for them, and that is really our strongest pull. We have some nice scholarships, but are always looking for more opportunities.

Strategic Plan Update ? Infrastructure and Advancement (Michael Smith) Michael Smith provided an update via verbal report. IV. Infrastructure and Development 1. Administration and Infrastructure:

a) Eric Johnson maintains these documents annually from across the institution. b) We have an organization structure that meets the needs of the college, as well as what is outlined in the ACPE accreditation standards. c) The policies and procedures manual is on the website, as well as our organization chart, under private login. d) Eric Johnson ensures we are financially sound and have the appropriate operating budget to support existing and developing programs. 3. Communication: a) Spoke with Paula Meder about these communication items. She does a great job of keeping all our venues up-to-date, i.e., our website, Facebook page, electronic bulletin boards. Paula asked that if you have any news about the college, faculty, staff, etc., please let Paula know so she can publicize the information for the college. In terms of monitoring of how people are using our various communication methods, Facebook has the highest engagement, which is not surprising. b) Cassidy Roberts manages our alumni affairs communication. 4. Office of Alumni Affairs: a) Eric Johnson has been tracking Alumni Association Board annual outcomes. b) We provide C.E. through the Alumni Affairs office. c) Cassidy Roberts has recently updated the Alumni mission statement. d) Students do not really join the Alumni Association. When they graduate, they are automatically a part of the association. The real matter may be getting them more

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engaged; we possibly need to revise this strategic plan item. Suggestion: Increase the number of engaged alums, increase number of contributions? e) Each Adrenaline Run seems to attract more attendees every year, has become a large and successful social event for the college.

Question from Hibah Awwad: On the College of Pharmacy website, under News and Events, only the most recent items display ? what happens to the previous news? This could be a good opportunity to have a compilation of archived news items so students can search for opportunities. Eric Johnson: We still have the old website information; will look into this.

Strategic Plan Update ? Faculty and Staff Development (Chris Rathbun and Eric Johnson) Chris Rathbun provided an update via verbal report. V.A. Faculty and Staff Development 1. Faculty Success:

a) New introductions occur at quarterly faculty meetings as opportunity arises; email notice within one week needs to be tightened further, may require more coordination between the department chairs and Megan Westbrook. b) The challenge that Kelly Standifer identified last meeting was that as the department chairs we are not always aware of which orientations are being offered and are required. The six-month timeline may be more challenging based on the schedule. A list of those programs needs to be compiled for tracking purposes, and going forward we can follow more closely and provide documentation. c) Research mentors have been identified for each new faculty member within the last year. d) This is currently underway with annual evaluations. e) Each faculty member completes a faculty development plan and sets outlined goals for the coming year, which includes research and scholarship goals. These are reviewed with the department chairs at annual evaluations. There is a discussion whether those goals fit within the required responsibilities, whether adjustments need to be made to other responsibilities in order to accommodate those activities. Depending on the faculty member's academic role within the department, funding may or may not be an expectation for their position, but for those that have unique opportunities, we explore which funding goals would be appropriate for them at that time. f) The challenge in the past has been some variance with how entries occur into Activity Insight, so in January, prior to evaluations, some entry guidelines were reviewed to make sure things were consistent across faculty. This has been improved, and as reports with issues come in those are managed on a case-by-case basis. It may take a year or two to tighten the process completely. g) A checklist has been drafted and needs to be reviewed, and once finalized we will follow up with faculty to get the information collated and have on file. Dean Draugalis: We also have documentation from the general faculty meetings about the in-services that Melissa Medina does. Chris Rathbun: The checklist will have quarterly faculty meetings, grand rounds, etc. as examples of development options to enter. Melissa Medina: Once the checklist is finalized, send to her and she will ask Activity Insight to create a field for development. h) Melissa Medina does ongoing review of faculty, meets with them to review their progress and provides a copy to the department chairs. This is working well. i) This is reviewed and discussed at annual evaluations. j) This is reviewed each year. In 2018 there were four campus and university nominations submitted. We have done well in this area.

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Eric Johnson provided an update via verbal report. V.B. Staff Development 1. Staff Success:

a) We have done a good job of sending notices of new employees within one week. We have been asking the supervisors to send those notices, rather than routing them through HR. b) Annual reviews have just wrapped up; we need to do a better job of setting specific developmental goals for staff members. c) In many cases, there is just one staff member; we do try to cross-train for certain aspects of others' jobs. Tasks may need to be split among more than one other staff member in another's absence. d) This has been done in certain pockets; for example, in the business office, we look at different operations such as PMC and the pharmacies, we can do a better job of identifying opportunities there. e) We have sign in sheets at staff development trainings to track participation. f) The staff evaluation forms come from HR, and the box is small for this area, so there may be a better way to document attendance at staff meetings. Melissa Medina: Could we use Activity Insight for staff evaluations to accommodate this and other such fields?

ACPE Accreditation Self-Study Update (Melissa Medina) Melissa Medina provided an update via verbal report. The process is moving along well. If teams have meetings, please feel free to invite Melissa to attend.

Book Club Discussion Chapters 10-14 (Melissa Medina) Melissa Medina presented a summary on Chapter 10 (College Setting), Chapter 11 (Volunteers), Chapter 12 (Can Your Language Change?), Chapter 13 (Overcoming Your Challenges), and Chapter 14 (What if You Don't Appreciate Your Colleagues?); and provided a handout with details. This discussion brings this year's book club reading to an end.

4. Adjournment There being no further business, a motion was made and seconded to adjourn at 10:01a.

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