WORKING TOGETHER MEETING
Thursday October 25, 2012
2:00pm-4:00pm
Minutes
Chair:
Helen Huang
Attendance:
Vesna Bajic
Joanne Bedasie
Elizabeth Broccoli
Lara Cartmale
Diane Cosentino
Gina Dangoy
Penny Deligiannis
Joey De Pax
Diane Giang
Dominic Goveas
Tamara Jones
Joanne Lawson
Pierre Lee
Nelly Leizerovich
Mary Lovatsis
Wendy Mauzeroll
Debbie Mparoutoglou
Cheryl Rhind
Morgan Selvanathan
Rouben Tchakmakhtchian
Ann Trakosas
Douglas Ulrich
Maggie Xu
Jun Cheng
Wing Ng
Note taker:
Pierre Lee
1) Welcome & CAO Update – Helen Huang
Helen welcomed everyone to the Working Together (WT) meeting.
Members were encouraged to submit to Pierre any training topics they would like to see offered at WT as well as
any Agenda items for discussion to make the meeting more relevant for everyone.
OISE Strategic Communication Strategy: OISE will be engaging with JWT Communications to develop a
comprehensive communications strategy for OISE. JWT is the preferred vendor selected by the University and is
the same company responsible for the University’s Boundless campaign. It is estimated that this work will begin
soon. Once a communication strategy has been developed, a revamp of OISE’s website will commence.
AD I&O Business Review: KPMG has been hired to conduct a business review of the Associate Dean,
Innovations & Opportunity portfolio so that we can match OISE’s strength with market needs to bring in alternative
revenue to support OISE’s academic priorities.
Education Common’s Review: KPMG has been hired to conduct a review of OISE’s Education Commons. The
main purpose of this review is to assess if OISE’s IT needs are being met. The review is focused on EC’s
organizational structure. It is not a review of the groups’ or any individual’s performances. Thank you to the
many faculty and staff who participated in this process.
Staff Awards: Nominations for Staff awards are underway. In addition to the Dr. Claire Alleyne Award, 2 new
awards have been created, Innovation and Leadership Award. The Innovation award is designed to recognize
staff for exploring and developing ways of doings things better, to maximize output using the current resources
October 25, 2012
Page 1
available at OISE. The Innovations award does not require staff to be at OISE for a minimum length of time.
Deadline for nominations is November 2, 2012.
CAO Website: The CAO’s website is tentatively scheduled to launch on Nov 19th, 2012. Thank you to all the staff
that attended the preview and provided their feedback re the site. Also, special thanks to Cheryl Rhind who has
devoted much of her personal time towards this project.
A question was raised regarding “the Bucket”. The bucket is meant to celebrate what we have done right at
OISE. Often, people look to the negatives and seldom forget to acknowledge the positives. Therefore, the bucket
is meant to focus on the positive accomplishments made here at OISE.
4 Prizes will be handed out once the site is live. 2 prizes will be awarded to the first 2 contestants to successfully
complete a matching game. 1 prize will be awarded to the first person to enter a comment to the bucket and
another prize will go the person who has filled the bucket.
United Way Campaign: In order to develop and enhance our community, OISE is looking for ideas for a United
Way campaign. The ideas should be very simple and easy to execute such that it won’t demand too much of our
staff’s time. Please submit any ideas to Pierre Lee.
2) Operations – Elizabeth Broccoli
Fire Drill: OISE’s recent fire drill has hailed as a success. It took OISE 9 minutes to completely evacuate the
building. Two minor issues were identified during the process:


A garbage bin was found directly in front of a fire exit. This has caused a barrier for people exiting the
building. This bin has since been moved elsewhere.
A student on crutches was seen making his/her way down the stairs. This resulted in a backlog in the
when exiting the stairwell. The proper procedure would have been for the Student to contact campus
police, using a cell phone or the lobby courtesy phone and wait for instructions. The CAOs office will be
engaging with all academic programs to better communicate this process to all instructors and students
during orientation week.
Elevators: Repair of the OISE elevators has been an on-going issue since the beginning of the academic term.
People have found themselves trapped inside the elevators twice since before the start of the term. Technicians
have arrived several times but cannot seem to find the root cause of the problem. An engineer has been
requested to look into the problem. In the meantime, all faculty, staff, & students are being requested to use the
stairs in as much as possible.
3) EC Updates – Rouben Tchakmakhtchian
Xerox Copiers: The print drivers for all Xerox machines have been fully deployed to all departments.
Deployments were done centrally at EC but require faculty and staff to leave their computers on for the software
to be pushed into the machines during off hours. If the deployment of the print drivers was not successful, please
contact EC for assistance. AMS printing has also been successfully installed at all Xerox devices
The move to Papercut MF will be in place soon. Papercut MF is the document management solution that will be
in place to assist departments in tracking their print use, enable secure printing, etc. In the meantime, the Xerox
devices do have a secure printing feature that staff can avail of.
October 25, 2012
Page 2
Classroom Technology Project (aka AV Equipment): OISE’s project to install AV equipment to the smaller
classrooms, not covered by OSM, has been completed. With regards to the OSM equipment, EC has been
successful in negotiating with OSM to unlock the machine thereby, making it easier for faculty & instructors to turn
on the machine. For further assistance, faculty and staff may call on EC for assistance.
4) Finance – Wing Ng
Ancillary Fees: OISE has met the University’s deadline for the submission of OSIE ancillary fee schedule of
September 30th, 2012. OISE has received questions regarding its schedule for which it will submit a response to
Planning and Budget by October 26, 2012.
Budget Forecast: Budget Forecast is due November 19th, 2012. An email announcement shall be made to all
unit heads and all business officers will be cc-ed.
Back-up Documents: This is a reminder that when requesting for budget transfers and supplements to please
include all support documentation. The support documents should have the amounts shown on the budget form
so that approval is not delayed and to avoid questions from auditors. This will enable your request to be
processed faster.
Standard Operating Procedures (SOPs): OISE SOPs for the handling of Petty Cash and Purchasing have been
developed. Hard copies were made available during this meeting. It will also be uploaded to the CAO Website.
Per Diem on Expense Reimbursements: Financial Services has recently raised an issue re per diem expense
reimbursements with several units within OISE. This is a reminder that per diem expense reimbursement are not
allowed on any operating accounts. Since the university considers self-funded accounts to be operating, per
diems are not allowed on these accounts as well. Per diems are only allowed on non-provincially funded
research funds accounts such as SHHRC grants. The Office of the C.A.O. has recommended asking for all
receipts regardless of funding source. This is consistent with the practices of the majority of Ontario universities
according to Financial Services.
5) Presentation – Conflict Resolution - Cate Hammond-Walker
Presentation materials are attached
October 25, 2012
Page 3