Executive Council Minutes
October 31, 2012
Present: Jeremy McMillen, Giles Brown, Lorie Lefevers, Jeanie Hardin,
Gary Paikowski, and Marc Payne
Absent: Roy Renfro
Guest: Andy MacPherson
Recorder: Shelle Cassell
Agenda Items
Emergency Management Communications Protocols
Members discussed a process for organizing a campus response to keep students safe and
the community informed in an emergency. Andy MacPherson gave a report on a recent
visit to Tarrant County College’s emergency management team and suggested that we
invite one or more of their team to our campus to assist us and review our process. Andy
recommended communication protocols for two types of situations: Fast Moving
(happens without warning, such as active shooter, fire, etc.) and Slow Moving (some
advanced warning, such as a weather event). Andy shared his recommendations for a
Notification Flow Chart for each type of event. Administrators agreed that additional
training in ICS 700, 800 and the newer ISC 100 HE (for Higher Education) would be
good.
Action/Motion: Andy MacPherson will arrange for members to participate in an online
training session(s).
GC Alert – New Messaging System for Emergencies
Andy MacPherson and Gary Paikowski reported on the implementation of the new webbased service that sends high-priority messages during urgent situations, called GC Alert.
Andy will conduct a training session for the campus “trainers” on how the system works
and how to help employees and students enroll/login on Thursday, Nov. 1. A gccpeople
message will be sent describing the new service and encouraging employees to sign up by
November 7. A test message will be sent through the new system at 10:30 a.m. on
Thursday, November 8. Members preferred sending the announcement at the end of a
class period to allow students and professors time to discuss the message.
After the emergency notification system is implemented, students will be able to
personalize their communication preferences regarding non-emergency messages.
Example: how to receive notifications - by email, text messaging or voice mail; the
option to receive grade-posting notices, etc. Additionally, the Outreach office will begin
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using this system, under a different name, to communicate with students/potential
students about important deadlines and announcements.
Action/Motion: Members voted to name the emergency notification GCAlert. Andy
MacPherson will notify employees about the implementation. Shelle Cassell will start an
awareness campaign to get students, employees, and interested community members
familiar with the system.
Supervisors and Employee Passwords
Gary Paikowski asked for input on a request from a campus supervisor who wanted a list
of passwords for the employees in that department. He stressed that the IT department
would be glad to help employees who need help with a password or who have a unique
situation.
Action/Motion: The Council voted unanimously to support the motion by Giles Brown,
second by Lorie Lefevers, that the Information Technology Dept. should not share
passwords.
Phone Bank Coordinator Position
Marc Payne requested approval to hire a permanent, full-time Phone Bank Coordinator.
He reported that complaints to the switchboard have decreased, that overall customer
service surveys have improved 2%, and that calls to individual departments have
decreased. Members discussed the philosophy and goal of the pilot program, and agreed
that more data would be needed. Specifically, members requested data on how the call
volume had changed over time; additional information on the number and type of
outgoing calls that are being made; and, the impact the phone bank has had on in-person
visits to student service offices. Additional information on the use of the phone bank
during peak and non-peak times was requested. Members also briefly discussed
incorporating technology that allows an automated menu to provide information to callers
on hold or after hours. The menu would provide information that is commonly requested.
Action/Motion: The topic was tabled until next week when Marc Payne can provide the
additional data requested.
Online Course Policies and Procedures
Jeanie Hardin distributed a draft Online Course Policy for members to review before the
next meeting.
Action/Motion: No action necessary at this time.
Announcements
•
Gary Paikowski shared an activity roster/request for work list for the Information
Technology Dept.
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•
Meeting schedule adjusted: The President’s Advisory Council will meet at 2:00
pm Wednesday, Nov. 7. The Executive Council will meet at 9:00 am Thursday,
Nov. 8, and 8:30 am Thursday, Nov. 15.
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