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May 5, 2004 ERC Minutes

1. Will meet again around May 19th or so. Depken will schedule next meeting
2. ERC annual report written (may need to be updated in August), committee members will give any changes/suggestions to Depken by May 12th
3. Barker will serve as chair once Depken goes on maternity leave.
4. Barker will bring catalog to next meeting to pick out pins for new awards. She will also let us know the status of what pins we have and a count of them.
5. Looked at Task Force Recommendations -- Changes to be implemented for Sept 1, 2004
   1. Statement of Purpose
      1. Pica will draft a statement of purpose and bring to next meeting
   2. Ex Officio
      1. Depken will make change to policy to take off ex officio role
   3. On-Going Advertisement
      1. Suggestions for 2004/2005 ERC Committee to look into:
      2. Use newsletter to advertise awards and nomination process and use to showcase award recipients
      3. Email monthly reminders about awards and nomination process
      4. Use Bulletin Board in staff lounge and in branches
      5. Announce winners in UTA Today or Messenger
      6. FAQ section on ERC website
   4. ERC Website -- Jones will look at design in June
   5. Depken will create Q:mis/Employee Recognition Folder. Discuss at next meeting what should go in folder.
   6. At August 04 Staff Meeting, advertise new nomination process and how it works, how easy it is and also new awards. -- Not discussed who will present.
   7. Interaction between ERC, Entertainment, and Career Status
      1. Let 2004/2004 ERC committee look into this suggestion
   8. Revise Nomination Forms
      1. In June, Jones will update the nomination forms on the ERC web site in accordance with the sample nomination form given in the recommendation.
   9. Revise Award Eligibility
      1. Depken will update the eligibility section to include ERC members (except for STAR) and will update routing of nomination process
      2. In August, Jones will update the nomination routing process online to go to LET members
   10. Add clarification of ERC elections to policy
       1. Depken will add elections section to policy
   11. Celebrating You
       1. In June, Jones will design coupon/form
       2. Barker will design certificate
       3. Suggestions to include Celebrating You recipients in newsletter.
   12. Change Existing Awards Program
       1. Depken will update policy
       2. Delete TEAMS award
       3. Add criteria, eligibility, etc for new awards and update for old awards from policy changes given in recommendations
6. Meeting ended abruptly with evacuation of building. Need to finish discussing #9 at the next meeting and discuss STAR Award (which was not changed in recommendation). ** (not discussed at meeting -- Suggestion to Depken from Staff member: At spring reception, recognize all STAR nominees with small STAR statue. STAR Winner receives big STAR statue which is passed around.)
7. Include in policy Award lines: Public announcement of the award at a library staff meeting, in the library staff newsletter, on the ERC web site, and any other appropriate forum. Depken will make changes to policy.
8. Discussion about the Display of photo and description on 1st floor -- suggestion using digital signage and/or photo gallery on ERC website instead. Jones is checking with Dugdale about possibility of using the digital signage on 1st floor -- Revisit idea at next meeting
9. ** (Not discussed at meeting -- Depken Agenda Item for next meeting: Discussion of Outstanding Student and STAR Award nomination and support documentation -- For outstanding student -- nomination must include student supervisor letter and a supportive statement by the Program Coordinator. For STAR Award -- nomination must include nomination letter and the supervisor and department head supporting letters)