University of South Florida



AAC Meeting MinutesNovember 8, 2016The meeting was called to order at 2:02 p.m.Approval of Minutes (SeptemberOctober) – The minutes from the OctoberSeptember meeting were approved.Guest SpeakersKristin Steffen, Assistant Director Health Law, Policy & Safety – USF HealthMs. Steffen spoke to the council about training – what types of training would be beneficial to USF and serve employees better. She spoke about Title IX – what it is and why USF is subject to Title IX regulations. She noted that because we receive federal money (student loans are one example) we are required to adhere to these guidelines. Most people think about Title IX covering sexual discrimination. Her role is to conduct training and investigate complaints for USF Health. She explained the role of Responsible Employees (RE) to the members. They are mandatory reporters. Examples of individuals who are Responsible Employees are supervisors, advisors, and receptionists. This is not a confidential role (those in positions of confidentiality include those in the Counseling Center and Ombudsmen). If an individual presents to you and begins to report an instance that would fall under the Title IX regulations, you should inform the individual that you are required to report the incident. You should provide the individual with informational flyers and also give the person a ‘warm handoff’ (i.e. calling someone on behalf of the person and initiating a connection on their behalf). If you supervise employees you are required to attend Title IX training. If you are a Responsible Employee, you should be aware of this. If you become a supervisor, you should be advised that in this capacity, you are a Responsible Employee and if you’ve not previously attended training, you should do so immediately. You can sign up for training in GEMS Self Service. There will be a training class at USF Health on 12/1/16. It was noted that the information about Title IX - what it is and who is a mandatory reporter – is often confusing or unclear. If you’re not sure if you are a mandatory reporter, attending the training will not hurt, and it’ll provide you with additional information. The reality is that even if your role does not require you report a violation, if you become aware of one, you should report it to the appropriate office. Some employees are Campus Security Authorities (CSA’s), which is different from Responsible Employees. CSA’s are individuals required to report instances related to the Violence Against Women Act (VAWA), which is separate from Title IX. Public Safety disseminated a list of CSA’s last year and there was a recent Title IX Conference where additional information was disseminated. Normally, this annual conference is held in the fall. Ms. Steffen asked members if they thought the conference should continue, and if so, was the fall an appropriate time of the year for the conference. Members present stated that they believed the annual conference should continue and they added that the breakout sessions were particularly well done. The marketing of the conference could probably be improved so a broader audience would be reached. Some employees were not sure if they could or should attend the conference. Several members noted that onsite training is helpful. One member stated that Crystal Coombes (she oversees Title IX for USF) held a training session for their department, which has approximately 300 individuals. It helped a great deal and those present were grateful for the additional information. New USF students are required to be trained on Title IX, although transfer students are not required to attend this training. An online course would be helpful and could perhaps be part of Canvas. Members discussed how online training could be monitored – as it would also be helpful for employees. Several members stated that they believed there is a tracking mechanism in place, as students are tracked by their logon credentials and certificates are generated. At the School of Pharmacy, the students are informed that they have a month to complete the training and generate the certificate of completion. At the Sarasota/Manatee campus, supervisors are not discouraging employee from attending the training, but they could encourage more to take the class. On-site training is an option for the regional campuses. Members also discussed that Ethics Point is an option for employees who are not RE’s, but witness what they consider to be violations of the act. Bobbie Roberta (Bobby) Collins, Assistant Director, USF Health, Office of Research, Innovation, & Scholarly Endeavors (RISE)Ms. Collins spoke about programs for the medical students at USF Health, Morsani College of Medicine. At present, there are approximately 700 medical students. There are two programs that medical students can choose from – the “CORE” program, and the “SELECT” program. At present, there are approximately 700 medical students. There are two programs they can choose from – the “CORE” program, and the “SELECT” program. Those that choose the “SELECT” program (stands for Scholarly Excellence, Leadership Experiences, Collaborative Training) spend the their pre-clerkship years (basic science years) here at the USF Tampa Campus and their clinical last twotwo years of medical schoolare spent at the USF Lehigh Valley Campus iin Lehigh Valley, Pennsylvania. It is a relatively new program with the The first cohort of the “SELECTelect” program having graduated in 2015. The SELECT program offers additional training in the domains of Leadership, Health Systems, and Value-Centered Patient Care. The CORE program is based on an integrated professional experience curriculum with small group and engaged learning emphasis. The SELECT program offers additional training in Leadership, Health Systems, and Value-Centered Patient Care. A capstone Program in the senior year is required, as well as 180 hours of work. There are currently 126 students enrolled in the 2020 class. CORE students are offered the opportunity to participate in the Scholarly Concentrations Program (SCP) which is an academic elective program for students wishing to focus on interests beyond the medical school curriculum. The Scholarly Concentrations Program provides a forum where diversity of ideas and perspectives are valued. Each concentration includes elements of course work, practical application, scholarly presentations and projects allowing for a 4-year scholarly experience. It is a unique program and they do follow-up with the students post-graduation to see how successful they are. Approximately 65% of those contacted complete the survey.Ms. Collins’ office acts as a centralized resource to promote and support students and provides an array of resources opportunities for to the students. to help them become more attractive to residency programs. Success is often measured in terms of publications and presentations completed – which make the students more attractive to residency programs. This work is completed in addition to medical school. It is a unique program and they do follow-up with the students post-graduation to see how successful they are. Approximately 65% of those contacted complete the survey. For example, research experience makes them more attractive.Medical students do basic, clinical and social science research, develop business endeavors/innovations as well as creative arts and humanities. Some of their students do research, create devices, etc. She noted that one recent graduatestudent developed a urinary catheter in which he secured a patent, and another created a grocery store designed to help these families receiving WIC. The store packaged groceries to maximize the benefits. The BRIDGEThe Bridge Clinic which serves serves a unique population and the Tampa Bay Street Medicine initiative that provides care, education, and treatment to the homeless are other . These are examples of initiatives begun by medical students. This is and this is what her office does – they help facilitate these sorts of opportunities and services to the medical students. A Bulls on the RISE poster wall showcases is a list of students showcasing what they’ve student accomplishmentsed through the program. The Sscholarly Cconcentrations Program generates an annual book, which is like a year book, and it includes information on their accomplishments. Information about her office’s resources and student successes can be found on the HYPERLINK "mailto:" RISE.HEALTH.usf.edu website.Success is often measured in terms of publications and presentations completed – which make the students more attractive to residency programs. This work is completed in addition to medical school. It is a unique program and they do follow-up with the students post-graduation to see how successful they are. Approximately 65% of those contacted complete the survey. Team Reports/LeadershipWeb &Portal - They are working on creating a Facebook page for the Council. This may become part of our ‘Public’ presence. Progress is being made and they are excited by the prospects for social media. The conversion to the Content Management System (CMS) is continuing. Chris Akin stated he’ll speak with the group about the conversion. The main page could be difficult to find (per one member), but Chris noted that there should be a link to members via My USF. When the Facebook site is active, a message will be sent so we can ‘like’ the page and generate traffic to the site. Speakers – The group has not mbet yet. Dr. MacManus is interested in speaking to the committee and they will reach out to her to schedule a date. Jennifer Fleishman volunteered to speak at an upcoming meeting. Community Breakfast – They are looking for a new speaker for the event. The first choice (the Chief of the Tampa Police Department) could not commit to the date. They are waiting for a response from the proposed speaker. Week of Welcome – The group is in a holding pattern until the spring semester. Elections – The group is on hold until next year. President Lunches – These are on hold until the spring. Special Projects – There was no report. BudgetsFairfax Vickers notes that some of the balances on the accounts reflect encumbrances and others do not. In E&G - $553; Carry Forward - $153; Auxiliary - $2,412.04; Concession - $400; Foundation Account - $543.23; Aramark in-kind - $1,050 (all has been encumbered). The carry forward allocation was recently posted (generally, it’s posted in August or September of each year) and it can be used for the breakfast event. It might not roll-over to the next fiscal year. Issues from the FloorThere was a discussion about the differences between Responsible Employees (RE’s) and Campus Security Authorities (CSA’s). Winston Jones provided a broad explanation of the policies to members. Specific groups have been advised by USF. Also, the police department has a list of CSA’s. Members did not realize that Receptionists were considered RE’s. There could be some overlap in roles – an individual might be a RE and CSA depending on their function. The group would like to hold a meeting at the regional campus in St. Pete next year. There was some discussion about the upcoming FMLA changes which will be effective January 3, 2017. Beverly Daly stated that for faculty who change collective bargaining unit status (i.e. the faculty member may accept a role that temporarily takes them out of the collective bargaining unit) the tracking (i.e. whether on a fiscal year or rolling basis) will likely determined by the date the request was approved. All employees, with the exception of faculty covered by the UFF (i.e. in-unit), will be tracked for FMLA on a rolling 12-month basis beginning in January. The meeting was adjourned at 3:15 p.m. ................
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