distribution of responsibilities between academic … · 1 distribution of responsibilities between...

1

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #1: Engaging with the NAIT community to inform, influence, and

provide leadership on NAIT-wide initiatives. January 19, 2016 – 9:15 a.m.-11:15 a.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Stacey Graham Guest: Laurie Smith, Director Student Advising and Information Services Attendees: Jim Cameron Laurie Pisesky Brett Fleming Colin Polanski Peter Friesen Bruce Reinders Leon Laderoute Carrie Vos Kevin McGhan John Sumner John Melo Ellen Wilson Iktyar Omar ACADEMIC CHAIR:

Input/consultation on strategic planning sessions Input/consultation update program on Business continuity Plan Apply department, school, and institute academic policies Additional meetings as required with HR, MAN, MAR leadership team (operational

meetings) Coordinate and facilitate culinary communication meetings (operational meetings) Attending program organizational meetings Active participant in the SSBEM Chair Network Other program committees that relate to students Attend operational/leadership meetings on behalf of program Program team/clinical team meetings – create agenda (operational meetings) Participate in NAIT Academic committees and other NAIT endeavors Chair marking/appeal committee Participate in program committees Submit program change reports Arrange course wrap-up meetings Prepare annual program report Report on program activities Input – do Q1, 2, 3, 4 sector reports at a program level Build agendas for meetings and follow up on issues identified Arrange and plan staff meetings with follow-up action items Consult with program to coordinate potential donations from industry Initiate sessions with LTC and faculty Participate in interviews for other programs

Question – when you see these cards, what do they tell you?

Focus on what we really need/want to do Do what you do best

2

Program leadership Consultation SME Improve student success Preparation Available for the program running Passionate about program

DEPARTMENT HEAD:

Update program Business Continuity Plan Develop and implement strategies to achieve NAIT 2021 Responsible for strategic planning sessions (planning) School Operations Committee NAIT Advisor Best Practices Committee CAT/IT Committee Participate in NAIT-wide committees Sit on various school committees/participate in school wide committees Attending restructuring meetings Participate in Leadership Consultations with NAIT executive Attend Conversation with the Provost Build agendas for meetings and follow-up on issues identified Chair Marketing Committee (advertise, web) Participate in NAIT requests, including leadership meetings NAIT Admissions Committee NAIT-wide Retention Committee Arrange and plan staff meetings with follow-up action items/staff meetings, 1 day per

intake (4 intakes per year) NAIT/CF Committee (Canadian Forces) Meet, organize, coordinate with department of advancement for potential donations from

industry Liaise with other service areas/programs/departments Quarterly sector reports Coordinate sessions initiated by LTC Liaising with the RO to verify policies/procedures Liaise with Advancement


Go between – communication from both above and below Representative of the program Umbrella Protecting Academic Chairs to do the best within their programs Interpreting/linking policies and procedures to the Academic Chair

OTHER:

Member of Applied Research Committee Send out agenda and finalize minutes for staff meetings

3

NAIT New Student Initiatives Committee Maintaining relationships across all schools for sharing Represent faculty on the EFAP Committee Attend working groups and committee meetings (Academic Council and subcommittees,

International working groups, PMQA, etc.) School-wide HOS and JRSSB meeting Coordinate BIC-related meetings and activities/weekly BIC meetings to communicate

and discuss relevant BIC issues Review institutional resources, policies and procedures Initiating new policies and updating existing policies/business processes based on

institutional/school changes related to students Advancement proposal, bid reviews SHCA bi-annual staff meetings school wide Champion NAIT initiatives (clustering exercise, OBE, instructional excellent, copy NAIT

2021, move to CAT) Organize Applied Research Committee

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #2: Effectively plan, manage, and monitor financial resources January 19, 2016 – 1:15 a.m.-3:15 a.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Lindsey Hofer Guest: Steve Bruns, Manager, Financial Advisory Services Attendees: Rob Dawson John Somner Peter Friesen Les McKenna Keven McGhan Kevin Harrison Laurie Pisesky Larry Webster Tim Arychuk Rodger Dechamplain Colin Polanski Irene Kirby-Firth ACADEMIC CHAIR:

Recommend, justify and verify funding requests Capstone Projects allow students/ to apply for purchase of equipment Identify program level capital requirements Creating efficiencies for the budget Identifying changes for program budget Consulted on budgets Determine Identify research the needs of tools and materials Plan research rationalize develop and review capital needs (furniture, equipment, IT)

purchases for program Researching new program equipment purchases Complete program fees for the program so the website can be updated. This can be a

huge process if you want then to be accurate Cost estimate for new course outline props and equipment updates

4

Question – when you see these cards, what do they tell you? Liaise Consult identify Support for academic staff and students Detailed program specific needs advocate

DEPARTMENT HEAD:

Expensing for required travel on NAIT business Liaise with chairs and leaders to look for optimizations in my program area Develop renovation requests Collaborating with services areas (dept.) to populate budget (apprenticeship) Processing and coordination of special order requests Reviewing accounts payable statements for submission Creating efficiencies for the budget Non-staff cost management in budget Manage the budgets (staff and operating dollars) Manage capital requests Program level budget projections (consultation with Academic Chair) Effective and efficient tracking of revenue/expenses and percentage profit Creation and submission of rationale (since capital equipment request have changed

recently) for purchasing capital equipment Sign off on the required forms for travel and expenses Oversee appropriate use of program funds & equipment Equipment infrastructure and capital planning Pay any registration fees that may be associated with promotional activities Investigate and fill in forms for capital items the department requires Complete 5 year capital plan Develop five year plans for capital purchases Perform monthly projections looking at staff and operating dollars Approve requisitions Check budgets to make sure they are correct with the correct manpower for each budget Plan and review annual budgets at the department level Writing requisitions for materials and tools Budget preparation )page 8 review/revisions; non-staffing costs; non-

instructional/instructional Hyperion – enter data) Consult with academic chairs and associate chairs on program budget needs for the

upcoming year Submit annual budget to Dean’s office Monitor operating Costs


Support for academic chair Manage Budget Administrate Responsibility

5

Operational OTHER:

Oversee capital renovations in our program areas Get quotes for equipment Writing RFQ emails to vendors for tools and material Lab equipment procurement Weekly reconciliation of purchase orders Update school business plan (Finance) Be familiar with and understand the processes for accessing training funding and travel

requests & tracking it Purchase chemicals consumables, tools and instruments at appropriate level Visa reconciliation Annual reorders of materials that are donated (relationship based) Issue requisitions Track safety boot purchases (staff) Receiving quotes from vendors for tools and materials Receiving tools and material orders and submitting to PeopleSoft system Converse with trade suppliers Coordinate with Department of Capital Project

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #3: Provide Program-Specific Guidance to Support and Recognize

Student Success January 20, 2016 – 9:15 a.m.-11:15 a.m. Facilitators: Dayle Pett, HRC: Sylvia Bawden Guest: Laurie Smith, Director, Student Advising and Information Services Attendees: Peter Friesen Steve Chattargoon Debbie Hanzen Jim Cameron Linda Glasier Michael Leggio Jodi Howick Randy Dreger Keven McGhan Bonnie Elaschuk Colin Polanski Tom Marcoux Shelley Schlesiger Laurel Schmidt ACADEMIC CHAIR:

Interview and select students for scholarships Delegate SSD student/staff responsibilities Coordinate with SSD Intermediary for ensuring all staff get info for SSD students Negotiate with student/SSD/instructor regarding accommodations

6

Services for students with disabilities (SSD) – intermediary for ensuring all staff get the info for SSD students and ensure the student needs are met and inform students when and where they are writing provincial exams. Sending out notification regarding students who need tutoring

Student at risk of failing courses so brought in to discuss how we can help Manage student specials for instructors when dealing with attendance and behavior

issues Meet with instructors to assist with strategies for struggling students Student advising with regards to career prospects Academic program advising/mapping Advise on enrollment issues Advising students (program specific) Advise students on career choices Advise students on program completion requirements Provide in-depth career related advice, especially related to 2nd year diplomas, 3rd and

4th level degrees as well as related professional designations Meet with and advise students at risk Student mentoring, discipline, counselling Student issues as they arrive Dealing with student issues like copying, plagiarism Meeting with students to discuss permissions/withdrawals from courses Investigate student issues and concerns Helping students plan out which courses to take (complex problem) Hear, provide input, gather information for any level of a student appeal Responsible for distant site issues Returning students – review expired courses, etc Coordinating students for registry examination process Administer student discipline related to academic integrity Contact AIT with specific student issues that require their involvement Calm agitated students and diffuse situation while waiting for security to arrive Helping students who are being bullied as part of misconduct Best practices for student learning (program level) Developing program specific strategies for student success (program specific) Coordinating informal info sessions among business programs for students progressing

to areas of emphasis in years 2 & 4 Student disciplinary issues Organize program specific student orientation Plan, organize meet and greets for new admissions Support international students transitioning into programs Participate in new student orientation and international student orientation Prepare students for student networking mixers if not imbedded in class


Time consuming Advising needs to stay within programs Multidimensional thinking Many timeframes Depending on size – can 1 person do this job?

7

Planning Discipline Communication with student Academic success Alignment with program requirements Supporting staff and students Advisory Mapping Coordinating

DEPARTMENT HEAD:

Nothing identified for Department Head from this Key Responsibility category Question – when you see these cards, what do they tell you?

Possible discipline Resource requirements: physical, financial Link between programs Awareness of what is happening in each program Liaising directives from Dean’s, etc to Academic Chair; Academic Chair to program

specific info to Department Head Liaise with academic advising Student discipline – what’s the discipline structure?

OTHER:

Assist students in shoots with underwater system including booking the pool, preparing the system and assisting in the pool (instructor)

Assisting students in printing issues (instructor or tech) Communication with students that have small e issues Safety talk before shops (instructor) Help students transfer among different institutions Assisting students in software problems (instructor) Liaise with students regarding marks and homework/assignments (instructor) Assisting students in setting up the studios including lighting and staging (instructor) Supplemental learning session coordination Work with SSD to have exam converted to audio (instructor) Crisis intervention – walking students down to counselor Second line of appeal for student issues (formal appeal) Refer students to NAIT student services Reviewing updated resumes

8

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #4: Promote NAIT programs with a view to enhancing recruitment,

industry relationships, and NAIT’s image within the global community

January 20, 2016 – 1:15 p.m.-3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Stacey Graham Guest: Terri Flanagan, Director, NAIT International Attendees: Darren Demchuk Larry Webster Randy Dreger Golrooz Taef Brett Fleming Len Sperling Peter Friesen Laurie Semotiuk Kevin Harrison Colin Polanski Michael Leggio Norm Peterson John Melo ACADEMIC CHAIR:

Management of program specific social media production (corporate communications) Teach special interest groups ISES (Special Event Society), MPI (Meeting Planners International) Graduation/student program celebration – stakeholders participate/awards – liaison with

groups/partners – write scripts for presenters Input on program specific needs/promotions Oversee webpage online content Approve/manage/review program webpage so that they reflect current and accurate

information Providing facility tours related to internal and external enquiries (program specific) Skills Alberta & Skills Canada – managing recruitment of competitors, assigning staff for

participating, coaching, set-up and tear down etc. Coordinate staff and materials for Skills competitions Coordinate high school challenge events (applying knowledge) Promoting WWW program by working with Student Recruitment in High Schools in

Southern Alberta Facilitate career days with high schools Promote the program by giving talks in high schools/meet with high school automotive

teachers/promote program by attending high school career fairs multiple times throughout the year/involvement with community activities – e.g. Pathfinders, High school open houses, etc.

Participate in provincial association of conferences and seminars (program specific) Participate in student recruitment via Info Week & Open House/participate in culinary

information week sessions/plan, organize, attend open houses, info week and other NAIT sponsored events/ensuring open house coordination and set-up/judge the NWT baking competition in Yellowknife

Coordinate coaches’ demonstration CCFCC National Conference Coordinate judges Coordinate the planning and set-up for the competition at Expo Center for Skills

9

Facilitate contact with industry through relationships, contacts and conversations with regards to donations and training

Build external relationships with vendors/suppliers Encourage staff to actively pursue industry connections, bringing them to their

classroom, program, school and institution Question – when you see these cards, what do they tell you?

Doing Relationship building – program specific knowledge

DEPARTMENT HEAD:

Coordinate and plan gingerbread cookie donations (NAIT’s Children Christmas Party) Coordinate and serve hot lunch to inner city Coordinate external tours Coordinate special interest groups Assist with coordination of Avenue Magazine event Coordinate high school career fairs/presentations Promote Skills Canada Coordinate and bake fruit cake (Festival of Trees) Coordinate participation in NAIT it Forward kick-off breakfast (making of sausages) Fabrication of sheet metal projects to support other programs, 2-3 days per year Coordinate and participate in all school special events/functions/promotions Coordinate participation in the United Way campaign efforts Manage the “brand” of our programs CIT/CED marketing and planning Coordinate the planning and set-up for the competition at NAIT Host regional external competitions Oversee the regional competition (Skills) Work with marketing people for promotion, ie. Photo shoots, videos, tours Communicate with marketing and media relations to establish an annual advertising plan

to solicit patients for the dental clinic Work with AIT field representatives and Trades managers to increase enrolment in the

various apprenticeship classes Working with Advancement office inquiries and requests Management of advertising display screen in retail outlet Coordination and development of materials for various career fairs Advertising of program, program’s retail outlet, and student produced products Update and order new promotional displays


Communication between Dept Head & Academic Chair Coordinate Oversee Relationship building – generic Maintaining Responsible for administrative program promotion Needs of program Partnership

10

OTHER:

Create blog posts for the department Order the electrical and carpet for the trade show we attend Get Christmas cards ready to send out to clinical placement, Advisory Contact industry stakeholders and solicit donations for training aids Solicit donations for Scholarships and Bursaries Red Dot – make changes to program web page updates as necessary CMS (Red Dot) for Oct 1 publication Annual food bank volunteer as part of SHCA team Program webpage administration Prepare marketing material (brochures, FAQ, PowerPoints, presentation screens, label

display materials) Attend annual convention to obtain donations (Dean) Building community outreach (relations) Coordinate high school career fairs/presentations (Don Stewart) Mentor students in planning and organizing artisan bread sale Assist with execution of Thanksgiving dinner

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #5: Managing Physical Resources and Infrastructure January 21, 2016 – 9:15 a.m.-11:15 a.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Jessica Egleston Attendees: John Melo Peter Friesen Jim Cameron Simon Walker Colin Polanski Bruce Reinders Golrooz Taef Les McKenna ACADEMIC CHAIR:

Determine project work outside of regular working hours Provide adequate instructional resources Develop equipment maintenance schedules Perform informal and formal inspections per HSS Compliance with CPSA/X-ray equipment Lab inspections/sanitations/OH&S Monitor monthly and annual workplace inspections Ordering of 4th year shop supplies for special projects that are different for every class.

These are specific materials that are different for most students as most projects are not the same. Note these are time sensitive required materials in order to complete the projects in time. 2-3 days per intake (4 intakes per year).

11

Quality control manager of quality system for ABSA Liaison with Edmonton staff to coordinate shared ordering of equipment and supplies. Coordinate food purchases and requisitions Coordinate food stations requirements Coordinate the sharing of training aids with other programs Continue with QA auditing and ensure the process improvement continues and the Diag.

Labs stay clean and organized. The initial 5S project took place last year and we discarded 5 garbage bins of miscellaneous equipment we no longer use.

Manage new equipment for the welding program, facilitate training on the new process Organize in house training with vendors/equipment suppliers Ensure supplies are present for shop practical Work Order Priority List (WOPL) Shop Work Order requests are put into a spreadsheet

and up dated weekly for Instructors to view in the lunch room. Determining material and tool requests Design and update the shops and labs based on the changing curriculum HHS – health and safety training (OHS Toolkit), Spencer Beach presentations, HHS

updates. Shop and Lab Hazard assessments. Identify air quality issues and OHS issues Coordinate with OH&S (program specific) Coordinate small wares requests and prioritize list (classroom non-capital) To maintain industry relevance, laboratory equipment must be occasionally upgraded Responsible for risk assessment in program area Any shop/lab related issues regarding machinery, instructors, technicians, etc. Organizing the shop/lab technicians time concerning shop maintenance (program) –

learning environment Make sure programs are in compliance with safety protocols Safety document management *Booking or repairing equipment (program specific) *Make sure tools and equipment are repaired in a timely manner *Scheduling maintenance of shop machinery *Computer problems within classrooms shop and staff, coordinating repairs with ISD *Coordination of pickup and or delivery of donated equipment *Equipment and supplies for classrooms, labs and shops – supporting instructor’s

requests for new equipment. Reviewing and disposing of equipment no longer needed in shops and labs.

*Manage VCK system for items being stored in the distribution centre Question – when you see these cards, what do they tell you?

Coordinate program level requirements to support education Implementation and coordination for compliance with OH&S

DEPARTMENT HEAD:

Coordinate with facilities maintenance Issue work request for maintenance/repair related items for facilities dept Submit maintenance work requests Follow-up on maintenance request and work orders Approve project work outside of regular working hours Coordinate with department of capital projects

12

Ensuring compliance with OH&S requirements for department Question – when you see these cards, what do they tell you?

Supporting at a department level Providing the resources Ensuring compliance of high level OH&S policies and procedures

OTHER:

Many large laboratory items require transport Classroom prep including AV and streaming video setup testing Ensuring entrance doors and classrooms are opened and secured as appropriate Build construction projects Programming door codes Schedule NAIT vehicles for staff to use when doing shop visits Overseeing the shop consumable lists on a weekly schedule and making sure items are

re-ordered when they are used up Replacing burnt out lights bulbs in the studios Changing paper on seamless paper holders in the studios In office photocopier issues Coordinate used solvent/oils to be picked up Printing of shop work orders Pick up and transport lab samples and supplies Troubleshooting lab equipment Physically working on shop and lab maintenance Maintain lab/equipment/iPads Maintain instruments to work properly Connect faculty to the appropriate IT support Immediate minor maintenance issue that effects the learning space Coordinate with housekeeping Cleaning and janitorial duties in the lab Set up of labs and repair of lab equipment Arrange rabies vaccines through Alberta Health Services Perform printer maintenance – head cleaning, replace ink, paper, and storage tanks

Other Points of Discussion

Ed Lab Techs and their reporting structure. How can an Academic Chair organize their time without supervisory authority?

Some of the responsibilities captured in “Other” are only indicated as other because we are assuming there are other support staff (techs). If not, falls to Academic Chair to coordinate.

* The tasks indicated with a star could potentially be completed by “shop, lab or tech” support depending on the support within the new cluster. This work could also be deemed operational and transferred to the department head.

13

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #6: Promote and support applied research at NAIT. January 21, 2016 – 1:15 p.m.-3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes Guest: Anna Foshay, Registrar, Registrar Operations Attendees: Randy Dreger Jim Sandercock Peter Friesen Alexander Ondrus Colin Polanski ACADEMIC CHAIR:

Project Management of Applied Research – SME Knowledge Provide/identify experts to ensure applied projects are resourced Support, mentor, promote and grow applied research at the program level with faculty Program specific contact with industry for applied research projects Viability of research project (technical and human)


Promotion of applied research Applied research requires a SME – program involved Identifying program opportunities for research Identifying industry needs that we can help with

DEPARTMENT HEAD: No tasks distributed OTHER:

Actively pursuing an Applied Research project with an industry partner Research work to test our new products Research at Red River College Culinary Garden project Conducting research (Safety – WCB Manitoba) Charcuterie project work Develop new skills, innovate new products, formula development Present applied research results (researcher) Assist U of A on their research program at SOUCH campus Stage-gate (Gate 1 and 2 Reviewer) Meet with industry partners when a research proposal or project affects/involves one or

more of our programs Apply applied research funding from government and industries (researcher) Participating in applied research at the program level

14

General Conversation and Recommendations: A process will need to be developed to ensure we utilize all the resources available at

NAIT; example the Math Department can support another area in their research Applied Research needs to be promoted internally as well as externally Would there be a need for a position to be created as a specialist or principle

investigator like a research chair? Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #7: Conduct program specific administration to assess, track, and

document the student life cycle. January 25, 2016 – 9:15 a.m.-11:15 a.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Lindsey Hofer Guest: Laurie Smith, Director, Student Advising and Information Services Anna Foshay, Registrar, Registrar Operations Attendees: Roy Sharplin Neil Schlosser Peter Friesen Jeff Gordon Joseph Clifford Ikhtyar Omar John Melo Kristen Walker Golrooz Taef Leanne Telford ACADEMIC CHAIR:

Provide presentations for every intake (orientation days) Maintain historical student records Deal with problems that may restrict students’ ability to register for class Early Alert Report Identify, Issue and meet with students on probation (learning contracts) Provide documentation for students in terms of funding Coordinate supplemental assessments Investigate student issues and concerns Coordination of program tutorial/study hall sessions Ensuring students with disabilities receive accommodation in the program Approval and sign off for students seeking post-graduation work permit (form initiated in

Internal Student Centre) Coordinate Exam accommodations with SSD Relationships with graduates )ie contract info) Approve remittance of students Create learner success guide Review and update academic advisement modules in SA Monitor admission numbers in collaboration with the RO Oversee exam security protocols (ensure instructors are aware) Review transcripts and determine graduates of program – notify RO

15

Evaluate student credit requests Complete student transfer between programs (paperwork) Returning students – review expired courses etc… Deal with abnormalities in self-enrollments Approve PeopleSoft overrides Attend student convocation Coordinate with Scholarships and Bursaries for student presentations Determine EMDA top lass winners Approve Mark corrections/revisions Complete course/program withdrawal forms Issue ad follow-up 5-day letters Providing information for special student exam requests directly with AIT Coordinate Practical Portion of AIT exams Review/maintenance of AIT exam schedule for the academic year Ensure NAIT protocols are followed for field trip experiences Report and Administrate all student special reports and student withdrawals to AIT

ATOMS Issue and Provide comment on apprentice special reports (50+ per year) Student interviews hen special reports are run – special reports (trades) Review and approve student marks in SA Approving course withdrawals and advising students of implications Complete graduation report Review reasons students withdraw from a program Mange collection of mid-semester and final course grades Coordinate program marks meeting track course success rates Oversee student progress Provide logistics, concerning awards, including picking winners, student thank you

letters, and pictures are provided to industry Nominate for student awards Small e. enrollment management


Coordination Approving Reviewing Signing off Student/academic Student success Help students move forward

DEPARTMENT HEAD:

Provide resources Trust with AC Best practice coordination (associate Dean)

16

OTHER:

Maintenance of graduate contract information Advertise student job opportunities Ensuring exam security protocols Provide student references Run student probation reports Reviewing student progress on moodle and flagging students encountering issues Putting their NAIT marks into ATOMS when students complete their courses Assist with gradebook assistance Registration day attendance and check off student attendance Phone students that don’t come to registration day Track student withdrawals from a program (RO) Review and maintain course sections in PS Help accepted students be email with enrollment issues Coordinate collection of mid-semester and final course grades Tracking student progress AIT exam days including Saturdays, setting up rooms, cutting materials for shop projects

for current students and students doing re-writes and challenges. 2 days per intake ( 4 intakes per year)

Scheduling of student AIT exams within Alberta Complete mark Corrections/revisions Mange class lists Monitor course enrolments and contact students as needed Audit the enrollment of students in classes to ensure they are on the right path to

graduate in 2 years After admission, overseeing enrolments management activities Report issues in classroom.


Do – Collecting data Program Admin Preparing info for AC to make decisions Maintaining data record Routine Communication

17

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #8: Leading Curriculum Management to Ensure Relevancy and

Quality January 25, 2016 – 1:15 p.m.- 3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Jessica Egleston Attendees: Alexander Ondrus Denise Forwick- Whalley

Roy Sharplin Larry Webster Laurie Pisesky Bernie Budinski

Randy Dreger Simon Walker Peter Friesen

ACADEMIC CHAIR:

Completion of mandatory checklist for Moodle master The quality of Moodle must be monitored and maintained Review and approve Moodle master sites Approve course outlines Audit course material for instructional excellence – quality curriculum Oversee all program specific student time management sheets for student progress Oversee the arranging and organizing field trips and learning opportunities for students

in program Approve changes to course outlines Check and confirm that all course outlines meet the design requirements Meeting with LTC to create course outlines Planning and organizing full-time programs to meet apprenticeship curriculum Coordinate/maintenance of continuing education materials (labs, wires) for general

interest courses Participation in Alberta Health initiatives regarding SOP in the production of fermented

meat items Standardizing program quality Plans for upgrades and changes to curriculum in apprenticeship programs Oversee the production of DLOs for program Managing and coordinating curriculum online distance learning program Coordination of curriculum themes; standards; boundaries; and interrelationships of

curriculum across classes Making sure students have access to curriculum and supplies in order to be successful Maintain contact with other schools for curriculum stability Support flexible learning pathways and look towards improving them Look at more flexible pathways for the program Project oversight on external curriculum development, if required Manage and approve course packs Work with bookstore on course books Review and approve syllabuses for program Map the curriculum

18

Plan for and participate in program mapping and curriculum reviews Curriculum oversight and management Attend curriculum review and renewal meetings (program wide) Support curriculum development process for OHS and service courses Curriculum review and development, advise instructors on resource materials and

curriculum Plans for upgrades and changes to curriculum in full-time programs Coordinate exam reviews with instructors Perform and/or assign program exam upgrades and revisions to others Ensure Rubric Assistance (training, creation, review) Liaise with other departments on shared courses and team teaching Organize, manage and participate in comprehensive program review process Representing the program at AIT exam reviews Work with AIT on specific curriculum and code changes Manage the implementation of academic changes at the program level Meetings with other programs for curriculum that are providing service courses for our

students, or programs for which we provide courses (e.g. welding, crane and hoist, materials engineering)

Program surveys (formal/informal), analysis, actions for correction (strengths/weaknesses)


Leading Managing Ensuring

Additional comments – A new quality assurance process for curriculum review and renewal has been recently introduced DEPARTMENT HEAD:

Purchase of ILMs and other supplies Order ILMs for evening intake from AIT Complete paperwork for development activities like ADF


Paying for it Supporting Ensuring resources are available Submitting/completing forms

OTHER:

Moodle master refresh process Create instances for next term in Moodle (part of refresh process) Coordinate completion of Moodle course page self-evaluation Prepare for and participate in capstone presentations Produce and maintain video learning resources for program use Update all program specific time mgmt. sheets for student progress

19

Monitor and adjust shop practical requirements Last minute exam changes Design customized curriculum for outside agencies Coordination and development of materials for Alberta’s Agriculture Safe Food Arranging and organizing field trips and learning enrichment opportunities for students Formalizing a program for student exchange Case study development Monitor copyright compliance Maintaining literature related to the industry through periodicals, news print, and

electronic social media Ensuring all necessary learning material is on site for each intake of students Ensure completion of required documentation regarding copyright of learning materials Coordination and development of materials for workshops/seminars and guest

presenters Question – when you see these cards, what do they tell you?

Instructor responsibilities Business systems

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #9: Engage with industry and external stakeholders to ensure

program excellence January 26, 2016 – 9:15 a.m.- 11:15 a.m. Facilitators: Dayle Pett and Sheryl Hansen HRC: Jessica Egleston Attendees: Cliff Chapman Peter Friesen Darcy Corcoran Les McKenna Dorothy Lawrence Joe MacPherson Keven McGhan Larry Webster Laurie Pisesky Bernie Budinski Colin Polanski John Melo Jim Sandercock Carrie Vos Ikhtyar Omar Len Sperling ACADEMIC CHAIR:

Evaluating potential donations of equipment from various industry stakeholders Consult with industry on latest equipment and techniques – program specific Program Advisory Committees (PAC) Plan/host pre-employment advisory meetings Sits on the program advisory council Review advisory committee meeting minutes Continually meet with industry partners to stay current in industry Sit on government regulatory committees that directly affect students and grads

20

Liaise with AHS for DI program initiatives Write/edit/consult Occupation Codes (NOCs) for government Leadership must maintain contact with ASET Collaboration with the Leduc Food Processing Plant Advise industry members Plan, develop, prepare presentations for the advisory council Prepare reports for PAC Advisory Presentations and product demonstrations for CULA apprenticeship program (program

specific) Representing programs on educational committee comprised of regulating bodies plus

representatives from other educational institutions. 5-6 hour meetings 4x per year Correspond occasionally with other colleges like SAIT and Red Deer regarding their

program delivery, training aids and student evaluation. We have had school visits which have given us ideas to implement here at NAIT, plus engraved relationships with individuals from these schools.

Liaise with SAIT and GPRC Sheet Metal departments Expand and maintain relationships with external certification bodies Email and converse with City of Edmonton or private inspection agencies regarding code

changes, updates and standata’s Liaise with PPEP to ensure we meet government standards Ensure participation with industry committees Recruiting and assessing potential candidates for PAC Work with AIT on initiatives Answering AIT program questions Member of food processing HR council of Canada Approve industry speaks Employer recruitment sessions – program specific Encourage staff to actively pursue industry connections, bringing them to their

classroom, program, school and institution Grow employer tours contact list Communicate with partners from industries, government research institutes, academic

organizations Question – when you see these cards, what do they tell you?

Program specific Expertise- direct industry contacts Support academic staff to engage Comfort/history Meeting need/validating curriculum with industry Foster engagement

DEPARTMENT HEAD: Question – when you see these cards, what do they tell you?

Help academic chair Sounding board Help with linkages (i.e. Dean’s office, Advancement, etc) Support program area Bridging industry connections across programs

21

Reloads/financial/resourcing

OTHER:

Industry partner contact including ACCC, EHS, Unive4risty of Alberta and WDDC – Associate Dean or Department Head?

Contact industry stakeholders to solicit donations – AD or DH? Contact industry stakeholders and solicit donations for training aids - AD or DH? Meetings with people that want to ask for donations from industry (planning our ask) –

AD or DH? Meet with other community stakeholders such as municipal officials, departments – AD

or DH? Develop new credentials (i.e. PPEP) Collaboration with institutions offering similar or like programming AWS volunteer for the Welding department Procure industry sponsored awards and bursaries for students (anyone with relationship) Contact industry stakeholders for training aids (anyone with relationship) Coordinate prizing presentation Top student award sponsors relationships Attend lectures, conferences (ACIFA) Attend the Western Canadian Student Symposium annually (anyone) Reading on new industry trends and teaching methods Continually meet with industry partners to stay current (anyone) MECCA Provincial Committee Liaise with industry at the NAIT career day Invigilate external invigil exams (like the Canadian Securities Course) Reach out to Alumni

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #10: Manage WIL activities and partnerships January 26, 2016 – 1:15 p.m. - 3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Lindsey Hofer Attendees: Darren Demchuk Colin Polanski Peter Friesen Joe MacPherson Laurentia Luca Les McKenna Keven McGhan ACADEMIC CHAIR:

Assessing transfer credits for WIL opportunities Work with potential WIL employers

22

Meet with potential employers who hire our students for practicum or permanent employment

Liaise with WIL Coordinator as a support for co-op coordination (program specific) Ensure that work experience placement facilities meet the program requirements


Ensure that program specific WIL activities are being done/met Ensure WIL outcomes are met Employer relationships Building and maintaining partnerships

DEPARTMENT HEAD:

Resourcing financial/staffing negotiations

OTHER:

Communicate with external interview facilitator organization Advertise student job opportunities Practicum coordinator and site visitor for 61 students per year Ensure fit testing occurs for MLT’s point to clinical placement in January Manage Clinical sites for student placements WIL Coordination (pre-course work) Co-op coordination Promote Symplicity to students and Industry members Sign WIL agreements Administer Co-op preparation course Meeting with students and employers during work experience, for feedback and

evaluation of student performance Ensure all clinical placement binders are updated and ready to be handed back to the

clinical placement sites Review and ensure validation of WIL agreements each year for three programs Preceptor training and support Facilitate new clinical sites recruitment Contact industry partners for mock interviews (program specific) Site visits for Co-op students Establish & circulate WIL agreements


Coordination Program specific WIL academic coordinator (NASA) Scholl wide coordinator? Administrative Administration Site/employer evaluation

23

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #11: Establish and maintain program accreditation January 26, 2016 – 1:15 p.m. - 3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Lindsey Hofer Attendees: Darren Demchuk Colin Polanski Peter Friesen Joe MacPherson Laurentia Luca Les McKenna Keven McGhan ACADEMIC CHAIR:

Participate and lead in accreditation preparation Complete program accreditation report Develop documentation required for accreditation documents CMA accreditation (program specific) Initiate new accreditations Complete annual accreditation submission requirements


Participate & lead in accreditation reporting

DEPARTMENT HEAD: Question – when you see these cards, what do they tell you?

Resourcing financial/staffing Downloads Multi program initiatives/contact Liaise with accreditation body Standardize business process

OTHER:

Coordinate program accreditation visits Prepare for on-site visit of accreditation body Assist accreditation for CVMA and CCAC Assume responsibility for CMA accreditation Phase I and Phase II for 3 programs Assist in compilation of accreditation materials


Administrative Coordination

24

Compilation of data Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #12: Assessing transfer credits and prior learning; articulate transfer

agreements. January 21, 2016 – 1:15 p.m.-3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes Guest: Anna Foshay, Registrar Attendees: Randy Dreger Alexander Ondrus Jim Sandercock Colin Polanski Peter Friesen ACADEMIC CHAIR:

Identify and evaluate overlap for the comparison of curriculum for articulation agreements both internal and external

Deal by e-mail with transfer credit requests and PLAR applications Evaluate applications for advanced credit Liaise with international students office to support study abroad initiatives, evaluate

potential for transfer credits Meet with students regarding advanced credit/PLAR Communicate decisions for advanced credit/PLAR to students Reply to student inquiries regarding RPL Review student requests for PLAR Coordinate resources for PLAR evaluations (eg. Challenge exams, lab practical)


Evaluating and overseeing the viability of curriculum from institute to institute Meeting, advising, extracting information with student for alignment with curriculum Assessment of PLAR – development and delivery Internal/external conversations about articulation agreements

DEPARTMENT HEAD: No tasks assigned OTHER:

Evaluate international students for equivalencies into their program (Registrars) Post advanced credit/PLAR in People Soft Manage articulation agreements with other institutes

General Comments

Anna Foshay shared articulation agreements will grow as part of a ministry initiative Transfer credit work will increase/PLAR work will increase PLAR is a very time consuming process that is only going to increase as time goes on

25

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #13: Scheduling January 27, 2016 – 9:15 a.m. – 11:15 a.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Cyndi Hoekstra Guest: Jenny Croft, Scheduling Technician, Scheduling Attendees: Darren Demchuk Diane Poseluzny

Laurentia Lucan Peter Friesen Keven McGhan Les McKenna Colin Polanski Melody Heise Brian Nelson Mary Lou Ng Andy van der Veen Jim Otteson Roger Dechamplain Tom Marcoux Laurel Schmidt Golrooz Taef Larry Webster Ellen Wilson Neil Schlosser Rob Dawson Keven McGhan

ACADEMIC CHAIR:

Identify facilities based on program requirements Classroom and shop assignment Cover instructor classes in case of absence Coordinate instructor substitution Consultation on scheduling for student ease of stress Work with scheduling office on scheduling issues – academic Responsible to ensure audit of DCU input Change staff timetables when reassignments are required Scheduling emergencies – last minute coverage Proof schedules for academic reasons Manage academic scheduling issues that affect teaching assignments Assign subject responsibilities Assign based on knowledge outside of instructor core knowledge Assign courses based on skills and knowledge Coordinate fair and equal workloads b Between instructors Review schedule and submit corrections Develop instructor workload assignments within thresholds Solicit and compile instructor preferences


Recommend instructor course assignment

26

Looking at deployment of faculty consistent with student and staff and program/NAIT success

Maximizing resources for student/staff success Ensure academic quality

DEPARTMENT HEAD:

Book at 98% instructor maximum Plan schedule for next year in consultation with Chair Proof as generated by Timetabling. Report errors and omissions Develop class schedules based on AIT request Prepare future AIT flowsheet Prepare IWAS sheets End of term IWAS reconciliation Balance staff PS hours and submit to administrative staff for entry at the end of every

intake. 5-8 week intakes. Including substitution hours. Coordinate lab scheduling Lab sharing management Schedule exams Schedule based on instructor knowledge Monitor IWAS sheets for possible overload Develop reasonable schedules for student success Work with scheduling office on scheduling issues Student lecture schedules Track instructor ccp hours Verify ccp charts with PSSA audit reports

(budget) Monitor use of shared space with ConEd and assess costs related with the delivery of

ConEd course from within program Coordinate external classes using our space Coordinating classroom changes Collect room info from infosilem Workout complicated staff schedules i.e. restrictions


Scheduling IWAS Monitor overload Makes it happen Submitting schedules Resourcing for ccp Coordinate lab/lecture schedules logistics

OTHER:

enter classroom requests into infosilum work directly in the DCU to input scheduling data audit DCU data

27


Administrative support Data entry auditing

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #14: Provide program specific pre-enrollment advising and admissions

management January 27, 2016 – 1:15 p.m.- 3:15 p.m. Facilitators: Dayle Pett and Glenna Hayes HRC: Jessica Egleston Guest: Anna Foshay, Registrar, Registrar Operations Laurie Smith, Director Student Advising and Information Services Attendees: John Melo Colin Polanski Golrooz Taef Jodi Howick Cindy Rothwell Joseph Clifford Kiersten Walker Laurie Pisesky Steve Chattargoon Shelley Kolodzinski Laurie Semotiuk ACADEMIC CHAIR:

Responsible for pre-admission interviews (non-academic) Organize online interview process for new applicants: develop and revise

communication with applicants as required; develop and revise interview assessment rubric as re1uired; assign instructors

Prepare and perform student selection process. Video interview and career assessment Coordinate buddy student program Make admission decision based on program need ensure optimal use of resources Enrollment of students in restricted courses Ensure continuing professional learner students meet course prerequisites Overseeing the Pending Program Decision (PPD) list and make appropriate approvals Work with the Registrar’s Office to create application requirements that best fit the needs

of our program Tracking students for success/failure entry requirements need editing Setting entrance requirements with PAC and RO (once per year per program)


Qualified student coming into the area

28

Ensure program specific processes are in place for qualified student Educate other departments about our programs – what are we looking for? What are

our needs? Supply program specific info to prospective students

DEPARTMENT HEAD:

Management of government “ask” through enrollment numbers Managing and monitoring program applications Monitor admission numbers Explore and pursue opportunities to back vacant seats in program Ensure full quota is met for all intakes Audit and review all applications to ensure that the program is full and assist the RO in

staying full Communicate with Registrar’s Office re: management of admissions lists


Numbers Managing numbers in the program Coordinate with RO Operational level to manage admissions numbers

OTHER:

Application evaluation and acceptances Receive student applications, portfolios, and career investigations and perform an

evaluation and rank all the potential students. Student on waitlist for course or program and wants to know options Call students and assist with self-enrollments issues when ensuring quotas are met Communicate with all levels of NAIT and DHS associate chairs to adjust quotas and

FLE’s (Associate Dean?) Update admission processes Answer potential applicant questions about our program – questions will be escalated as

appropriate Meet with prospective4 students looking for program-specific information – escalated as

appropriate Giving tours and talking with buddy students Verifying ELP requirements and advising students requiring ELP (RO) Advise through meetings, email and phone, prospective student applications

29

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #15: Lead, manage and support staff January 28, 2016 – 9:15 a.m. – 11:15 a.m. Facilitators: Dayle Pett, Glenna Hayes, Sheryl Hansen HRC: Cyndi Hoekstra Guest: Steve Bruns, Manager, Financial Advisory Services Attendees: Jim Bacon Linda Glasier Alex Ondrus Rob Dawson Jodi Howick Leon Laderoute Keven McGhan Jim Otteson Laurie Pisesky Colin Polanski Shelley Schlesiger Laurel Schmidt Tim Arychuk Golrooz Taef Peter Friesen ACADEMIC CHAIR:

Participate in interviews Support strategic plan initiatives Screen resumes Verify and send timesheets to DH Attend leadership meetings Approve/deny conference relevance Communicate changes to staff, prepping for and chairing staff meetings, following

through on decisions made at staff meeting Handle initial state complaints from staff and students Meeting with instructors about issues relating to receiving program or teaching concerns Counsel staff when there is student and staff conflict Mediator for issues between staff and students Program panning, that is, instructor progression and succession planning Program conflict resolution Investigate concerns from staff and students Monitor probationary and complete associated documentation Extension of sessional instructors SFI – for some staff as necessary Coordinate with IR for student surveys Support faculty as they perform core responsibilities Keep track of days in lieu for afterhours activities Audit instructors that are having difficulty in class Guide and supervise instructors Audit and supervise instructors Plan and participate in team building events at the program level Mentor new technical staff

30

Set up mentors with follow up for new instructors Audit new staff members in theory and lab Support instructor excellence nominations and celebrate with them Implement a plan for new staff orientation Arrange lunch and learns for staff Approval of vacation, sick time and LOA (initial notification) Vacation schedules Coordinate times when PD can be done Plan and prepare for PD Encourage and support staff to engage in activities that promote pedagogical excellence Mentoring instructors Instructional excellence – audit minimum one course per instructor as per the standards

set by the school Cross training across instructors (program specific) Duty disposition for back to work Implement / ensure skills and knowledge development with OHS Manage concerns that affect the program Facilitate the goals of instructor Teaching excellence plans Prepare FDPE documents for instructional staff Participate in PMR process with instructors


Substitution Mentoring academics Program level resolution PD develop/support/advocate Teaching excellence plans Coverage Identify staffing needs Initiating and consulting regarding FDPE Implement OH and S

DEPARTMENT HEAD:

Ensure new staff are first aid trained Complete forms for new hires Staff discipline Participate in interviews Support strategic initiatives Sign contracts, sign/approve hours worked by sessional, sign/approve invoices

submitted by medical director and many other special speakers and courses offered within the program staff regarding OHS

Attend NASA/AUPE meetings Attending leadership meetings Plan and participate in team building events at department level Meet with staff regarding grievances Manage collective agreement issues/questions

31

Organize staff functions, meetings, celebrations, communications from the Dean‘s level Staff recruitment paperwork (posting, interview questions, appt. auth) Hiring of students for open lab Arrange and plan staff meetings with follow up action items Complete termination forms and e it interviews Generate requisitions. Steam, gas, plumbing, hire staff with right ticket Cross training across instructors (dept. specific) Approve FDPE plans/provide mentorship to ed lab techs Supervise laboratory staff Supervising the tech shop and staff 1-2 hours per day Conduct performance reviews with AUPE staff Communicate with program assistants to troubleshoot issues Sign off for key requests Duty disposition reports for return to work plans complete requests for staff fees waived and other forms Oversee knowledge and skill development with OHS


Hiring Discipline Strategic staff development Support staff Employee relations Staffing resources Oversee OHS Recruitment Strategic workforce planning

OTHER:

Promote EFAP to others (all) Submit key requests for staff Take training on NAIT systems (PS, Infosilum etc.) Leadership training Injury report notification Reading supplementary material Write technical articles (baker’s journal) Complete termination forms and e it interview (associate dean?) Promote staff development Celebrate with staff at lunches and extracurricular activities

32

Distribution of Responsibilities between Academic Chairs and Department Heads Key Responsibility #16: Champion program expansion and revenue generating initiatives January 28, 2016 – 1:15 p.m. – 3:15 p.m. Facilitators: Dayle Pett, Sheryl Hansen HRC: Cyndi Hoekstra Guest: Steve Bruns, Manager, Financial Advisory Services Attendees: Darcy Corcoran Keven McGhan Colin Polanski Bernie Budinski Bruce Reinders Peter Friesen Steve Chattargoon ACADEMIC CHAIR:

Evaluate the potential of credit revenue opportunities and implement Plan, organize and execute program expansions Consult with CIT on initiatives Liaison with CIT CIT project in Cuba and any other international initiatives, delivery of project in Cuba Coordinate program growth Plan revenue generating activities for the program (post contract) Organize custom course from industry members with the help of Advancement CED / evening courses (deliver and develop) Develop courses with Con Ed Curriculum development for ConEd courses


Instructor development Support Curriculum development Delivery Evaluate academic value

DEPARTMENT HEAD:

Work with AIT field reps and trades managers to increase enrollment in the various apprenticeship classes

Evaluate the potential of credit revenue opportunities within OHS program Advocate revenue opportunities Support program growth Submit paperwork for new programming Support CIT, tours, plans, contract bids Look at current programming and determine areas that will support an enrollment

increase

33

Determine feasibility of program expansion Question – when you see these cards, what do they tell you?

Chief administrator Resourcing Oversee Managing financial view Coordinate with CIT, ConEd

OTHER:

Identify opportunities for credit revenue generation Look for new program initiatives Develop new academic pathways within NAIT and with other institutions Explore future expansions opportunities including baccalaureate programs – new

credentials Research and report on the competitive position of the program relative to the similar

programs in other institutions Industry partner contact including ACCC, EHS, Unive4risty of Alberta and WDDC Develop new credentials (i.e. PPEP) Collaboration with institutions offering similar or like programming Meet with other community stakeholders such as municipal officials, departments AWS volunteer for the Welding department Contact industry stakeholders to solicit donations Procure industry sponsored awards and bursaries for students (anyone with relationship) Contact industry stakeholders for training aids (anyone with relationship) Contact industry stakeholders and solicit donations for training aids Coordinate prizing presentation Top student award sponsors relationships Attend lectures, conferences (ACIFA) Attend the Western Canadian Student Symposium annually (anyone) Meetings with people that want to ask for donations from industry (planning our ask) Reading on new industry trends and teaching methods Continually meet with industry partners to stay current (anyone) MECCA Provincial Committee Liaise with industry at the NAIT career day Invigilate external exams (like the Canadian Securities Course) Reach out to Alumni

distribution of responsibilities between academic … · 1 distribution of responsibilities between...

Documents