Lean, Lunch & Learn Workshops

Academic Affairs AI Brainstorming

April 2, 2024

Facilitation by Ahren Crickard (COE) & Guest Presenter, Tony Nava (OSI)

The Academic Affairs Center for Operational Excellence (COE) will host a special session to explore ideas in AI. All faculty and staff in Academic Affairs are invited to join this brainstorming session on potential ideas for leveraging Artificial Intelligence in our work in Academic Affairs. You may also submit ideas for AI in this form (form available until further notice).

Presentation recording (video) and slides (pdf)

Links and Resources: 

• Idea Board in Lucidspark - Continue to add your ideas here on sticky notes! (SSO required)
• Submit ideas online in this easy Qualtrics form
• TritonGPT Training & Resources

Organizing Interviews - Process Strategies

March 21, 2024

Join us with our special HR leadership guests from VC Academic Affairs and VC Student Affairs to hear about some helpful process strategies for organizing interviews to reduce timelines, prepare interviewees, design purposeful questions, and more! You’ll have the opportunity to share your unit’s best practice for interview organizing and why it’s been an improvement for your team. All are welcome, especially if you are involved in the employment interview process.

Guest Panel:

Rexanne Bonilla-Dayes, Academic Personnel Manager, Physical Sciences Dean’s Office

Renaudo Robinson, Senior Human Resources Analyst, Office of VC Student Affairs & Campus Life

Gilda Smith, Human Resources Manager, Academic Affairs Business Office 

Sally Morgan, Principal Human Resources Analyst, AA Finance & Administration and AA HR Advocacy Group

Presentation recording (video) and slides (pdf)

Links and Resources from L3 Workshop: 

• Phone Screens (pdf, Physical Sciences)
• Search Committee Charge (pdf, Student Affairs)
• KSAs and Interview Questions (pdf, AA Business Office)
• Zoom Preparation Template for Interviewees (doc, AA Finance & Administration)
• DOs and DON'Ts of Participating in an Interview Panel (pdf, JSOE)
• Interview Question Library

UC San Diego Brand 101

September 7, 2023

Discover a few best practices from our UC San Diego University Communications team. In addition to providing an overview of the campus brand, they'll highlight some of the available tools and resources, such as Canva and PowerPoint templates. All are welcome!

Presentation recording* (video) and slides (pdf)

Links from L3 Workshop: 

• Brand Guidelines
• Photo Shelter Image Galleries 
• Canva for UC San Diego 
• UC San Diego brand anthem video: Chase your curiosity forward

* does not work well on Microsoft Edge browser. Firefox and Chrome work well.

Documentation for High-Risk Transactions

June 20, 2023

The High-Risk Ledger Review provides a mechanism for departments to select transactions for periodic review. This is an acceptable alternative to reviewing 100% of transactions, but how should you be documenting your review? Join us for this workshop where we will be discussing what your review documentation should include for the various types of high-risk transactions. This workshop is open to all.

Presentation recording* (video) and slides (pdf)

Links from L3 Workshop: 

• Transaction Details Report
• How to Do High-Risk Ledger Reviews (workshop)  

* does not work well on Microsoft Edge browser; Firefox and Chrome are good.

Exit Interview Process & Data

May 23, 2023

Join us for this workshop to discuss improvements to the staff exit survey, a standardized process for feedback, and protocol for the data collected. This workshop is applicable to HR Contacts and staff employees - all are welcome!

If your unit has an established process or checklist on this topic, contact COE to share it or chat about your process.

Presentation recording* (video) and slides (pdf)

Blink: Request an Exit Survey (HR)

* does not work well on Microsoft Edge browser

Gearing Up for Fiscal Close

Tuesday, March 21, 2023  

Join us for a collaborative workshop that will share insight into what guides the requirements leading up to fiscal close, tips and tricks to successfully plan for close, and help identify areas where you still may need help. Although the focus of the material will be for fiscal contacts and similar roles, everyone is encouraged to participate for a variety of input from all perspectives.

If your unit has an established process or checklist on this topic, contact COE to share it or chat about your process.

Presentation recording* (video), workshop links (doc), and slides (pdf)

* does not work well on Microsoft Edge browser

Preparing for Staff Performance Appraisal (SPA) Season

Monday, February 27, 2023  

A collaborative workshop to build a timeline of milestones for a well-prepared and well-informed SPA season. Although the focus is for HR contacts and similar roles, everyone is encouraged to participate for a variety of input from all perspectives.

Presentation recording (video, avoid Microsoft Edge) and slides (pdf)

SPA Timeline (checklist)

Performance Evaluations Tracking Template (sheet)

Collecting New Hire Personal Data

January 24, 2023

Join us to share and discuss your AA Business Office foundational best practice for gathering the ‘key personal data’ early in the student employment* hiring process: Personal Email, Phone, Mailing Address, Concurrent Hire.

*Although the discussion will focus on student employment, the staff employment process may also benefit from this workshop.

Presentation recording (video) and slides (pdf).

Foundational Practices in Academic Affairs IT Groups

December 8, 2022

This workshop will discuss foundational best practices for Academic Affairs IT groups to include topics of organizational unit (OU), active directory (AD), ittools, mailupd, and followup communication.

Presentation recording (video) and slides (coming soon).  

Campus Documentation

October 14, 2022

Various changes have brought about the need to produce and locate instructions FAQs KBAs tips and policies. Session provided the latest guidance from Campus Platform Technologies and shared best practices in deciding when to use Blink Collab ServiceNow KBAs or other sources. What goes where?

Presentation + Q&A recording (video) and slides (pdf).  

Staff Team Building

September 15, 2022

During the EVCRA-hosted Listening Sessions in May 2022 one of the frequently mentioned topics was staff retention and morale. Many units have come forward with requests for information about team building activities and how to boost morale. This was a discussion on your team building list - What are you doing in your areas?

View the session recording or PDF of slides.

Also, view the 'Academic Affairs Staff Team Building Resourses" list.

Instructions to edit your Calendar Default Meeting settings here.

Fiscal Reporting - Overview & Updates

August 30, 2022

An overview of fiscal reporting strategy for fund managers and fiscal managers – what is in production now and what is coming. View the session recording or PDF of slides.

Resources to Train HR Contacts

July 28, 2022  

The Academic Affairs Center for Operational Excellence (COE) will host this Lean, Lunch and Learn (L3) Workshop: “HR Contact Training Resources” with special panelists from the VCAA HR Advocates Group. Although this session is designed for those supervisors and units who hire and onboard ‘HR Contacts’ or similar positions, all are welcome!

The resource list is intended for supervisors/HR colleagues to help train new HR Contacts on the most important and commonly visited topics within HR Contact responsibilities.

See the list on the EVC Human Resources page.