stewmin april09 ucr · vehicle and equipment safety (hot topics can include driver safety,...
TRANSCRIPT
University of California
Systemwide Training and Education Workgroup (STEW)
Minutes Wednesday, April 29, 2009
University of California Riverside
Hinderaker 4127
Present:
Julie Koppel (UCSB), Ed Baylosis (UCOP), Jessica Drew de Paz (UCI), Karin Wasler (UCLA), Dale Thrasher (UCSC), Susan Waters (UCD), Tim Bean (UCB), Janette De La Rosa Ducut (UCR), (Brooke Vaughn (LBNL), Henkin Mar (UCSF) via webconference, Kevin Creed (UCM) via webconference
Ross Grayson (UCR), Manjeet Ranhawa (UCI), Nancy Terry (UCR), Jennifer Julian (UCR), Cassandra Greenawalt (UCR), Jeramiah Reed (UCR)
Absent:
Rich Belmontez (UCSD), Thor Benzing (ANR)
[Call to order at 9:00 am]
Welcome and Introductions (9:00 am)
Facilitated by Julie Koppel
Ross Grayson, Director of EH&S (UCR), welcomed the group
Janette De La Rosa Ducut welcomed the group and went over housekeeping (including the UCR giveaways)
Icebreaker (9:15 am)
Facilitated by Janette De La Rosa Ducut
Janette initiated the “Candy Game”
Candy was passed out to everyone
She went around the room asking everyone to share something they can do
Those who were able to do the same thing as the speaker, did nothing (kept their candy)
Those who were not able to do the same thing as the speaker were required to pass one piece of candy to that person
EH&S Academy (9:40 am)
Facilitated by Tim Bean
Logistics
To be held October 2008
Location is Sheraton Universal (large enough for 60 participants)
Hosted by UCLA co‐sponsored with UCOP
Schedule
Currently a 4 day event. People will arrive Sunday. Meeting will begin 8:00 am each day,
and ending Thursday afternoon.
Academy was initially planned for 60 participants during a 4 ½ day format. Due to the
financial crunch and travel restrictions, we renegotiated with the hotel so that we could
move it from March 2009 to October 2009. Now we will be able to meet hotel
obligations with 40 participants. We had to move mountains to get that move approved,
but the consensus was that this is a very important event that provides critical training.
We are at a point now where we must host the event to meet costs. One of the fears
was that if we cancel this year, we may not be able to get the Academy back. Campuses
are being encouraged to send participants. There are no more reservations and there is
buy‐in from the Directors.
Registration
Not all campuses will be live on the LMS, so that probably won’t be a good way of
conducting registrations
We’ll continue to do it in the same manner. Sharon Culpepper will release a flyer and
take registrations via email, fax, mail, etc.
Janette suggested that registration could be managed online
Pros: information is managed well and can be directed to any person
Cons: website will not be a secure way to accept payments
Janette will develop a pilot version to test and will look into other ways to
accept payments.
Ed mentioned that the CSU system would like to view the registration information so
they could start committing people
Structure
History of EH&S Academy. Intended to provide an orientation to EH&S to new
employees. For people who don’t have access to other programs, but would still be
required to be competent in EH&S issues, it provides a good basic overview. It’s based
on the University of California Texas Health Sciences Campus (UTHSC), of which the
keynote speaker Bob Emery is the creator. There used to be over 30 presenters present
at the academy. Evaluations suggested that the back‐to‐back presentations needed
improvement. Thus, we have committed to encouraging more interactivity this year.
Now, there will be about 10 presenters conducting 30 minute presentations
Agenda (sample) for each day
Broad topic overview (3 presented each day)
Hot topic
Train the Trainer component: a facilitated activity consisting of group problem
solving and/or production of recommendations (or some type of deliverable)
similar to a Think Tank
Hot topics. Identified by survey to systemwide EH&S SMEs, workgroups, and directors.
Brooke suggested gathering contact information during the survey for possible
presenters (or SMEs) in that topic area. Dale mentioned that the person presenting the
broad topic should be different than the person facilitating the hot topics. Skilled
facilitators will be present (hopefully from the STEW group) to manage this activity.
[Break from 10:30 am – 10:50 am]
Objectives
Learners will be able to:
Participate in discussions related to EH&S general concepts
Create a plan for communicating Academy learnings to colleagues
Communicate at least 8 “hot topics” to take back to their workplace for
discussion (one per each broad topic)
[Tabled further discussion]
Broad topics. There will be 3 topics presented each day, presented by Program Managers at
different campuses. The topics identified during the last STEW meeting were based on the
subject areas in the Learning Management System (LMS), and are listed below.
EH&S Management (hot topics can include budget, communication, staff issues, Bob
Emery discussions)
Laboratory/Research Safety (hot topics can include UCLA lab fire)
Emergency Preparedness and Response (hot topics can include fire & life safety,
NIMS/SEMS, pandemic flu planning; optional topics include business continuity)
Environmental Protection and Sustainability (hot topics can include EPA regulatory
compliance, air/water waste and sustainability)
Hazardous materials (hot topics can include radiation, chemicals, waste, biosafety,
shipping/transport)
Vehicle and equipment safety (hot topics can include driver safety, forklifts, cranes)
General workplace safety (hot topics can include non‐lab & non‐vehicle, Ergonomics,
IH, Occupational Safety, Public/Environmental Health). Sample presenters include
Brandon at UCB who manages all of these areas.
Training (hot topics can include training methods, eLearning, ADDIE or administration,
content development, LMS)
Jessica Drew de Paz mentioned that communication needs to be released informing people
that the format has been changed. Previous presenters may have the expectation that they
will continue the same routine. Ed mentioned that the Directors were told that presenters
would be required at higher levels.
Marketing
o Past attendees could be given discounts
Surveys
o Past attendees will be asked feedback on the new format
o SMEs, Program Leaders, workgroups, and directors will be asked to identify hot topics in
each broad topic area
[Lunch from 12:00 pm – 12:45 pm]
[Ed Baylosis was summoned back to UCOP to attend to the Emergency Operations Center opened to
address the Swine Flu]
Learning Management System (LMS) (12:55 pm)
Facilitated by Nancy Terry
Nancy presented an overview of the LMS implementation challenges, learning activities, Self Assessment
tool, and what’s being worked on in the system right now.
She provided a demo of the Self‐assessment tool. Nancy will be meeting with UCOP to discuss hosting
the self‐assessment tool for other campuses (who may not have the resources to build their own).
Nancy also showed us how to register and view training records as a user on the stage site of the LMS,
and launched a sample online training course from PureSafety.
Several STEW members requested that Nancy send a screen shot of Riverside’s LMS home page for
learner and administrator so they can ask their IT people to create similar user‐friendly icons.
Jessica Drew de Paz asked if there is a way to see who actually completed the self‐assessment (did the
employee complete it or did the supervisor complete it for the employee?).
Janette provided a demo of the STEW forum available at http://ucstew.ning.com. The group voted on
using it as a tool moving forward for managing discussions related to the LMS, EH&S Academy, and
other activities.
EH&S Academy (continued) (2:00 pm)
Facilitated by Tim Bean
Broad topics (continued)
o Training (continued)
(hot topics can include eLearning, LMS, training methods)
Karin Wasler mentioned that she would like to see more introduction of training for
those who aren’t familiar with what training means. This includes four basic
components of training administration, facilitation, content development,
outreach/marketing.
Speaker profile
o Would have to be an expert in the field, with appropriate credentials, similar to Bob
Emery. Would also have to be someone with great presentation skills
o Possible speakers
EH&S Management
Bob Emery (UTHSC)
Ed Baylosis (UCOP)
Grace Crickett (UCOP)
Laboratory/Research Safety
Russell Vernon (UCR)
Collin Dimock (UCLA) optional
Emergency Preparedness and Response
Linda Bogue (UCI) for emergency
Dale Saunders (UCI) for fire
Rocky Saunders (LBNL) optional
Valerie Lucas (UCD) optional
Environmental Protection and Sustainability
Tim Pine (UCB)
General Workplace Safety
Brandon DeFrancisci (UCB) for general
Cindy Burt (UCLA) for ergonomics
Hazardous Materials:
Russell Vernon (UCR) for chemical, hazardous, basic radiation, and basic
shipping
Jeff Bramble (LBNL) for radiation
Tom Pugh (UCSD) for shipping optional
Charles Borromeo (UCB) for shipping optional
Training
Karen Wasler (UCLA)
Vehicle and Equipment Safety
Jon Seaman (UCSB)
Conference call schedule
o Tim suggested we meet weekly
o Brooke suggested sending out a survey to identify people’s availability
Project Updates (3:15 pm)
Project Management Institute (PMI) newsletter
Facilitated by Henkin Mar
The last issue was May 2008. They are no longer printing a newsletter, and it’s no longer online.
Henk mentioned that not much has been happening. Rich was thinking about putting out his
own letter at UCSD. We have article topics, but no work has been done. Nancy suggested we
focus efforts in other areas. The group unanimously agreed that the project should officially be
closed.
Standardization of Courses
Facilitated by Dale Thrasher
We tried a conference call, but no update since then. Dale sent out a spreadsheet identifying
courses by tier.
Shared Resources
Facilitated by Julie Koppel
Julie demonstrated the Shared Resources available on the STEW website
http://stew.ucdavis.edu. The group discussed several authoring tools such as Adobe and
Articulate. There is a wealth of online web‐based training that we could share, so if everyone
posts their shared resources, we will be able to collaborate more.
Ongoing projects (3:55 pm)
Driver and Vehicle Safety
(Kevin Creed was not available)
Dale discussed the Driver Safety Training Matrix and our comments as a group. It contained too
much information for a program structure, and not enough detail for a training lesson plan. The
group that developed it did not have a training person involved when they developed the
training program. Janette mentioned that the program was developed in response to the high
level of accidents that the UC system has to pay into.
Multilingual/Multilevel training
Facilitated by Julie Koppel
The group discussed the legal ramifications of developing training in other languages. The group
agreed that they needed Ed Baylosis to provide guidance on this topic. Susan indicated that it’s
important to make a business case before going down the path of providing multilingual
training. Janette suggested that we also look into ADA compliant issues (i.e., the risk of not
providing training materials available to individuals with different disabilities). Julie has
developed a great web standards guide which she will be sharing with the group.
UCI eLearning creation training
Facilitated by Jessica Drew de Paz
Jessica discussed Manjeet Randhawa’s role in developing an eLearning creation course to help
the campus create online courses. UCI has recently hired a consultant to revamp the course.
They are making changes to the storyboard and rebuilding.
3rd Party Content Vendor
(Ed Baylosis was not available)
Nancy said that Ed mentioned his plans for the vendor. She discussed the history of UCOP
selecting a vendor so that they could provide online training courses for the campuses. They are
looking at writing the RFP in a way where they could get multiple vendors (for classes such as
security, soft/business skills). They are not yet sure of the scope, and are forming a committee.
They are expecting to have something out within about 9 months from now. Kevin mentioned
his email interchange with Puresafety courses that UCR purchased using BSAS funds.
Director’s update (4:35 pm)
Facilitated by Kevin Creed
No update specific for the STEW group
He mentioned that Ed spoke quite passionately and strongly on behalf of the EHS Academy
during the last Director’s meeting, and that that the Director’s needed to support and send
participants
Adjournment (4:45 pm)
Facilitated by Janette De La Rosa Ducut
Janette thanked everyone who was able to make it to today’s meeting
Because many people may not be here in person on the second day, she presented them with a souvenir photo of the STEW group 2008‐2009
University of California
Systemwide Training and Education Workgroup (STEW)
Minutes Thursday, April 30, 2009
University of California Riverside
Hinderaker 3127
Present:
Julie Koppel (UCSB), Jessica Drew de Paz (UCI) via webconference, Karin Wasler (UCLA) via webconference, Dale Thrasher (UCSC), Susan Waters (UCD), Tim Bean (UCB), Janette De La Rosa Ducut (UCR), Brooke Vaughn (LBNL), Henkin Mar (UCSF) via webconference, Manjeet Ranhawa (UCI) via webconference, Cassandra Greenawalt (UCR)
Absent:
Ed Baylosis (UCOP), Rich Belmontez (UCSD), Thor Benzing (ANR), Kevin Creed (UCM)
Welcome (9:15 am)
Tim welcomes the group. He thanks Julie for facilitating yesterday’s meeting and for doing such a great job as STEW chair. Julie distributes a STEW chair responsibilities handout to group members.
Icebreaker (9:20 am)
Facilitated by Janette De La Rosa Ducut
Janette went around the room (and phone) and instructed everyone to share something “good” or
“positive” about someone else in STEW. Most everyone said something about either Julie or Brooke.
Tim said that Brooke, despite being distant, maintains a great connection through LBN; She
seems like a very real person who is able to have a pleasant time wherever she is. It was also
nice to meet her husband.
Dale mentioned that Julie is a unique person with a great calmness. He loves to hear her stories
about birds.
Julie mentioned that it was great knowing everyone. She said that Brooke has a sense of calm
and consistency. She’s been a real help as Co‐Chair taking minutes and turning them around in
record time. She loves Brooke’s sense of humor and unique laugh.
Susan wanted to thank everyone in the group because she felt very welcomed. She appreciates
the leadership from Julie. Wanted to thank Tim for providing her with training tools; she said
that Brooke was awesome in loaning her materials. She appreciates the group’s leadership and
the new training tools and resources she has already received.
Brooke mentioned that Julie did a really great job motivating the group and being positive about
people’s comments. She uses encouraging words to motivate people. She does a great job
keeping people on task and on track during the meetings. Also, she appreciates her stories
about and love for the outdoors.
Henk appreciates Julie for being a steady leader for the group and operating in a calm manner.
She helps us stay on track with everything. She always keeps him on top of everything
happening with the wildflowers blooming and birds. He also wanted to say thanks to Rich for
being steady, and always having a good story to share.
Jessica wanted to say something good about everyone. She appreciates Janette’s kindness and
enthusiasm. She commented on Janette’s great knowledge of computers and with
communicating electronically. She thanked Janette for bringing new, innovative, web tools to
the group and for being so willing to share and help.
Karin wanted to say something good about everyone for all the help she’s received. She wanted
to especially thank Brooke. She was really impressed with Brooke’s ideas about the EHS
Academy, especially the training piece. Brooke helped focus the team when planning.
Janette shared Kevin Creed’s email, “I want to commend Brooke on her willingness to “jump in
with both feet” even though she was a new to the group. It is easy in those circumstances to
just remain in the background getting a feel for the group and then contribute more actively
after a year or so. But Brooke, much to her credit, moved right in. It is greatly appreciated and
further validates the depth of strong contribution by all STEW members and the strength of the
group as a whole.”
Janette commended Julie and Brooke. She said she feels a sense of comfortability with Julie,
who is open to new ideas and provides friendship. She described Brooke’s down to earth
personality and positivity as well as her occupational skills.
Janette presented the Chair and Co‐Chair with awards on behalf of Ed Baylosis, EH&S Director at
UCOP, and Kevin Creed, EH&S Director at UCM and STEW Liaison. They are recognized for their
training contributions as STEW chairpersons.
EHS Academy (9:35 am)
Facilitated by Tim Bean
Brooke suggested we develop a list of action items next time we meet, and assign tasks to each
person.
Tim mentioned that we had a really good, solid meeting yesterday. He’s very confident about
the Academy.
Catch Up time (9:40 am)
PMI Newsletter. Tim wanted to reiterate the dissolution of the PMI newsletter. He will email
Kevin to forward this information to the Directors
Multilingual/Multilevel training materials. Julie commented that the multilingual/multilevel
discussion yesterday is likely to become a project. She’ll send an email to Ed with the
information and spreadsheet so that we could pursue this work. Other people were asked to
develop supplemental training materials, so it’s an important issue for training across all the
campuses. Julie mentioned that their emergency materials have been translated into Spanish by
a student. Tim mentioned that there’s a difference in the different Spanish dialects (i.e., Mexico,
Portugal, Spain, etc.). Brooke mentioned you could purchase translation software. Dale
mentioned that they obtained BSAS funding to put together training that goes to custodial
supervisors for translation. They run both the English and Spanish version of their training at the
same time (dual projectors). UCSC has also gone to community colleges to get work translated.
The group brainstormed different ways of translating materials.
STEW Forum http://ucstew.ning.com. The group agreed that we begin using the ning tool to
being housing our documents and emails. We talked about the limitations of the current listserv
through UC Davis. Steve Barton, who is our administrator of the listserv and STEW webpage, is
being pulled in another direction; and may serve a smaller role in hosting our information. With
the STEW Forum we could pass control to the Chair or Co‐Chair every year. It is better to rely on
a position, rather than a person. Janette will be sending out instructions on signing up, a guide
to get you started, and a link to a webinar that can help train you on how to use the ning
features.
(1005) Communications team. Jessica shared the EH&S Communications Team documents she
developed at UCI. At her campus, she pulled together people with common communications
interests together to develop the “Environmental Health and Safety Communications Proposal.”
She reviewed their “CommBusters”proposal‐what their mission is, why now, and what would
and should be done. The mission: to effectively convey programs and ways to makage risk while
imporving services through dialogue within the department.
Jessica shared:
1. List of department resources (including items and their locations/source)
2. “Commbuster” flyer, brag sheet, awards list, and peer‐review training evaluation. Peer
review training evaluation sheet reviews instructor preparation, training, presentation,
materials and handouts, and administrative reponsibilities after trainings. She finds this
peer review system a useful way to give feedback and share the most effective training
practices.
3. HowUCI constantly looks out for award (i.e. Brase award application) and that they
apply for any of those that are eligible. Brooke asks where such award applications can
be found and Jessica answers: through training organizations. She suggests that data to
supplement fiscal information is collected. She says that she makes time to seek
organizations and eligibility online. In conclusion, she suggests that lists of such
organizations with link could be something to put on the STEW forum.
Materials from Jessica’s presentation will be put on NING website online.
(10:25 am) Learning Management System (LMS). Tim shared some experiences he’s had with
rolling out online training on the LMS. UCB has used it exclusively for scheduling in‐person
classes. There are primary issues that he’s had so far:
1. Lack of student/affiliate data
2. Lack of online training tracking
He is struggling with the lack of student and affiliate data in the system. He manually adds email
registrations to the rosters (for all students and affiliates). He then updates the LMS roster so
that the seats are maxed out to balance the number of email registrations. There’s another
workaround for online training. He creates a non‐tracked version (i.e., the Radiation Safety
Refresher). People have to complete a form that comes up at the end of the training, which gets
emailed to Tim. Tim then forwards the completion information to the Radiation Safety
Committee to approve Radiation Use Authorizations (RUAs). The online training developed using
Adobe Breeze doesn’t show on a Mac OS. He’s had a problem with making online training work
with a Mac (newer than Safari) including Mac OS 10.4 and Netscape 7.2. There is no security
with the workarounds. There is the lack of creating a certificate after each online training class.
The group talked about other limitations of the LMS that they’ve had so far. The central
message was that the LMS is not user‐friendly and that we should expect workarounds (with as
little resistance possible). There is a lot of customer service that is being spent in getting users to
access the system. There is also a lot of staff time that needs to be put into maintaining it.
(10:45 am) Web standards group. Julie shared the web standards guide she helped develop at
UCSB. The group provides a checklist for the creation of web documents and materials so that
they are uniform across campus. It’s available at http://www.ucsb.edu/webguide,
Campus for Fall 2009 STEW meeting (10:55 am)
This group has been tasked with meeting only once a year. Julie (who has been in the group longest)
began in 2004 and has been to every campus except for UCSF and UCSC. Dale is limited with planning
staff but would like to host the meeting next year. He will ask about holding next year’s meeting at Santa
Cruz’s campus.
Previous years
UCLA
UCSF
UCI
UCSD
UCSB
LBNL
UCB
2007 UCD (October)
2008 UCLA (April) and UCM (October)
2009 UCR (April)
2010 UCSC (April)
Agenda Completion (11:00 am)
Farewells; there is a brief campus tour and lunch provided for members who have not yet departed.