(November meeting was cancelled)

We discussed the following topics:

Annual Plans – I am currently putting together a summary on all of the annual plans and will present specific commonalities at the next Officer’s meeting. Signature pages on the plans were signed and distributed out to those in attendance. Those individuals who weren’t in attendance will be getting their signature page either at the next meeting or by mail.

Quarterly reports – There was a question as to whether or not these still had to be done by agencies due to new NIS functionality. The answer is “yes,” these reports still need to be done by agencies. NIS will handle some, but not all of the data collection. I said that I would get back to you by December 12 regarding what information is needed. The due date for the next quarterly report is January 15. (I did not get this information out to people by the agreed-upon time. I will discuss this at the next AA Officers meeting)

Federal Statistics – The last word I have on these is that they will not be ready until May. As I learn more, I will keep you posted.

Exit Interviews – NIS team is working on exit interview functionality and I am asking for input from all of you as to what would work best. Some issues/information we discussed included:

• Reluctance to share with SPO? Value to state government

• Some agencies make the employee meet with Director

• Outdated info re: supervisor and not about job, department, etc.

• Must change free form text to drop downs

• Maybe employees could fill out on NIS

• Respond with supervisor training when see patterns

• Could lead to lots of training on many levels: complaint process, AA plan

Would like to have suggestions on changes/additions/deletions to exit interview draft ASAP – language and drop downs.

Training – I want to develop training across agencies

Brainstormed needs:

• in AA plans, training didn’t speak to AA goals or diversity issues

• harassment – what is it? Subtle stuff. Where’s the line? What is acceptable and what is not? If you need to ask, don’t do it. What is offensive and what isn’t? people tend not to speak out against it.

• Computer use policies – some agencies have consequences – hard to enforce when higher-ups not following the policy
  Military has software that scans computer use occasionally (employees warned in advance, no trouble, first time = warning)
  Military also uses “quota time” on internet use – pop up with time limit warning

• EEO / AA / prevention of sexual harassment

• Videos and trainer’s guides – they get the job done with their messages. John Reagan @ Military has some good ones

• Share agency resources and experiences, agencies to pitch in to pay for resources and then check out of a common library?

• EAP training very good

Next Steps: for next meeting, please have a list of training topics you would like to see offered:

• what our agency does in training field, let’s share ideas

• training outlets / methods – EAP, in-house developed, videos

• later subcommittee to follow-through

December IIF - I’m giving a presentation on Affirmative Action/Diversity and would like some feedback from the group on what things to discuss. Some things mentioned:

What can Charles do for us? Helper’s Role with training, info, facilitate info sharing, recruitment, Resource Bank resuscitation?

• What is AA and diversity? Dispel common myths – not quotas, unqualified not getting hired / promoted

• AA plans – what is it? what’s included?

• Community demographics – census site data

World Day – I briefly touched on World Day and mentioned that there are plans to expand it. Will discuss more on the topic as plans develop. During this discussion, John Regan (and others) brought up the fact that Emily used to send out e-mail information on events and celebrations. Some things mentioned:

• Military – by Federally designated month, does celebrations of different groups, luncheon, speaker

• Emily used to send emails re: monthly info and diversity calendar info

John Reagan will send website info with Federally designated months to me and I will share that and other information regarding upcoming events with the group.

Next meeting: Wednesday, January 21, 2004, 1:30 pm, State Personnel Large Conference Room.

Charles would still like to sit with agencies to discuss processes and will call to set up times to do this.