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MARCH 2024
In this edition:
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Giving feedback with courage
Who to call for help solving workplace disputes
Shining the Spotlight on someone behind the cameras!
When will that reclassification study be done?
Protect your privacy
And what can go wrong in building a peanut butter and jelly sandwich??
You'd be surprised!
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From the VC
The Connection Between Psychological Safety and Courageous Conversations
Riverbat Faculty and Staff,
Conflicts at work, whether they're active, like a peer's rude comment, or passive, like a manager's unexplained shift in attitude, can stir up intense emotions like anger or fear. While it would be great if there were ways we could prevent conflict, it’s the nature of a workplace that conflict will arise. It’s up to us to have the courage to face it with courage and compassion.
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Often, when someone approaches HR with an issue, we ask, "Have you discussed this directly with the person involved?" Surprisingly, most times, the answer is "No." Or if there was a discussion, it may not have been ideal – maybe it was emotional, vague, or in the wrong setting.
Before diving into how courage can benefit Riverbats, let's clarify roles. Understanding whether you're a people-leader or an individual contributor is crucial to addressing conflicts effectively. This helps avoid misconceptions about condoning bullying behaviors.
In cases of peer conflicts or bullying, it's best to try resolving it directly while involving supervisors if needed. However, if supervisors engage in bullying behaviors, it's escalated as a performance or ethical concern. Similarly, if employees bully supervisors, it requires leaders to address the behavior and take disciplinary action if necessary.
Regardless of your role, professional judgment is key. While we may handle conflicts differently outside of work, our commitment to students and community demands professionalism. As people-managers, we must uphold this expectation for ourselves and our teams.
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Clarity is kindness when helping each other improve. Avoiding conflicts or demonstrating unprofessional behaviors compromises our values. As Riverbats, we lead with love, but that doesn't mean avoiding tough conversations. Instead, let's embrace courage, cultivate psychological safety, and uphold our values together.
Check out my tips for navigating courageous conversations later in this newsletter.
Mucho amor,
Kelly Torrico
Vice Chancellor of Human Resources
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New HR Business Partners Changing the Way HR Connects with the College
As ACC's Human Resources department continues to grow, we're excited to announce a significant evolution in how we serve our community. With a team of 32 dedicated professionals, we've been diligently supporting 6,000 or so staff and faculty members from our office at HLC. However, recognizing the importance of direct engagement, we're introducing a transformative approach to HR connectivity.
To ensure a more personalized and responsive service, we've appointed three accomplished HR experts to serve as ACC's new Business Partners. These individuals will be tasked with regularly visiting designated campuses, fostering direct interactions, and addressing your HR inquiries effectively. By enhancing our understanding of the employee journey, we aim to elevate the overall experience for everyone at ACC.
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In addition to directly assisting staff and faculty, our business partners will serve as strategic advisors to executive vice chancellors and vice chancellors. Their responsibilities will encompass a range of crucial HR functions, including:
- Supporting the college's Theory of Change through effective change management strategies
- Developing and implementing talent acquisition strategies to secure the right skill sets
- Establishing robust succession planning initiatives to nurture future ACC leaders
- Providing guidance on employee relations matters and fostering a positive work environment
We're thrilled to welcome Donald Jackson, Aly Wang, and Erica Breedlove as ACC's inaugural HR Business Partners. Currently, they are working on refining their operational plans and collaborating with ACC leadership to ensure seamless integration. In the coming weeks, we'll provide more details about their backgrounds, campus assignments, and how you can connect with them.
Stay tuned for an upcoming virtual session where you can get to know Donald, Aly, and Erica better. In the meantime, don't hesitate to reach out to them via hrsupport@austincc.edu. Together, let's embark on this journey of enhanced HR support and engagement at ACC!
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YES!
ACC provides numerous opportunities for employees to expand their skills and knowledge. Enrichment offerings include webinars, workshops, non-credit courses, and more. Each hour you spend in professional development (that's been approved by your supervisor) counts as an hour toward our goal of 12 hours per year for full-time staff and faculty and 4 hours for adjunct faculty.
There's no argument that yesterday's Data Summit was an exceptional learning opportunity for everyone at ACC, so it's only right that we award professional development credit to those who attended the event.
Talk to your supervisor first, and if it's approved, follow these instructions to get the credit you deserve!
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Introducing Victor Sibaja, one of Austin Community College's brightest beacons of support, compassion, and leadership.
Victor manages the Instructional Media Productions (IMP) team within the Office of Academic Technology and the Teaching & Learning Excellence Division. With a profound commitment to his team's growth and the delivery of high-quality instructional resources, Victor embodies ACC's core values: courage, compassion, joy, and yes.
Victor's work is twofold: to serve as a source of support and guidance for his team's professional and creative development, and to ensure that the products and services crafted by his team align seamlessly with the college's mission of fostering student success.
Victor's boss, Academic Technology Director Matthew Evins, says Victor's courage to foster open conversation, allowing for both agreement and dissent in a safe and welcoming environment, makes employees feel valued. "Through empathy and selflessness, Victor listens to every perspective, and provides guidance and support to reach a compromise that ensures the best possible outcome for all."
When asked about his favorite aspect of working at ACC, Victor spoke passionately about the college's
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inclusive environment, where individuals from all walks of life find the resources and support needed to excel personally and professionally.
Of Chancellor Russell Lowery-Hart's new values, the one promoting compassion resonates most deeply. He believes in the power of empathy and understanding, especially when faced with challenging or delicate situations.
Victor's leadership has made him a beloved figure among his team members.
"He always encourages us to innovate, learn new skills, and challenge ourselves. Victor has always been supportive of our creative ideas and endeavors, and he goes above and beyond to make sure we have all the tools we need to succeed." -- Rich Brown
"Victor is an incredibly supportive boss and teammate. Over the past few months, my parents have had some health issues, and Victor has always reassured me that he and ACC would be there for me in whatever way I needed. Thank you, Victor!” -- Corey Kline
In celebrating Victor's contributions, we recognize his embodiment of ACC's values and his unwavering dedication to fostering a culture of compassion and support within our community. Let's applaud Victor for his outstanding leadership and commitment to excellence!
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Who are the rock star supervisors in your orbit?
Click on the button below to tell us about them!
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How long will the freeze on reclassifications continue? | |
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We are committed to rectifying longstanding issues within our employment and compensation structure. We acknowledge the frustration and hardship this freeze may present. Over time, broken processes have led to an unwarranted expansion of our employment rolls, evidenced by the creation of hundreds of new positions in the last two years alone. This figure far exceeds what is realistically necessary for our operations.
To address these concerns comprehensively, we have initiated a partnership with an external firm to conduct a thorough Compensation and Reclassification Study. We aim to develop this effort chaired by VC Kelly Torrico and comprised of a committee including employee association leadership. While we cannot provide a definitive timeline for the completion of this study, we prioritize transparency and fairness in our processes.
Until we have a solid plan in place, it would be irresponsible to exacerbate existing challenges by continuing to reclassify positions without an urgent business need. In alignment with our Chancellor's request to focus on cohesion, we appreciate your patience and understanding as we work toward creating a stronger, fairer, and more competitive workplace environment that can attract and retain the finest talent in central Texas. Together, we are committed to building a brighter future for ACC.
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What else do you want to know about HR?
We'll answer your questions in every newsletter.
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Caryn Christopher | HR Data Coordinator
Introducing Caryn Christoper, one of our esteemed colleagues in the Human Resources department at Austin Community College. With 15 years of dedicated service, she has held five positions at ACC, evolving from an hourly Clerk to her current role as an HR Data Coordinator.
Throughout her tenure, Caryn has demonstrated unparalleled commitment and expertise in various facets of HR operations. From handling State and Federal reporting to serving as a trusted resource for HR data and technical support, her contributions have been invaluable. Her meticulous attention to detail is evident in tasks such as managing the annual roll of employee salaries and coordinating complex processes like faculty credentialing.
Beyond her professional achievements, Caryn embodies the spirit of lifelong learning and personal growth, earning a Bachelor of Arts in Human Resource Management from Concordia University and an MBA with a Data Analytics concentration from Louisiana State University - Shreveport.
Outside the workplace, Caryn is actively engaged in community service as a Sunday school teacher and proudly serves as a member of Alpha Kappa Alpha Sorority, Inc. Her commitment to fostering inclusive environments and nurturing relationships underscores her profound impact on ACC's culture. At home, she cherishes time with with family, including her son Josiah and her faithful furry companion Apollo.
Caryn says she is grateful for the meaningful connections she has forged at ACC and the unwavering support of her colleagues.
In celebrating 15 years of excellence, we extend our heartfelt appreciation for Caryn's outstanding contributions to ACC!
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WHAT IF?
Every day brings new challenges.
Here are some tools and advice for handling them!
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SCENARIO: You have two excellent employees, but they're like oil and water. The constant arguing is disrupting the office and hurting morale. What can you do? | |
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A) Have a serious conversation with them, both one-on-one and together
B) Send them to the ACC Ombuds Office
C) Take the case to the Employee Relations Office
D) All of the above
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The correct answer is D
Settling disputes at the lowest level with the direct supervisor is usually the simplest and fastest option to resolve a concern. Those two employees may not realize they've been disruptive and will leave your office with a promise to keep their differences in check. But sometimes, there are underlying issues you can't uncover. That's where the Ombuds can make a difference. Ombuds are specially trained to provide informal assistance in surfacing and resolving issues. But if the issue is not resolved there, you may need to escalate the concern to the Employee Relations Officer. ERO is a neutral and unbiased thought partner prepared to investigate issues and deploy appropriate resolutions to workplace disputes.
This graphic further delineates the differences between the two offices.
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3-Minute Reads
HR Insights
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Keeping Feedback Constructive | |
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So, next time you’re frustrated, here’s my three-segment statement template for cooling down a heated moment:
But FIRST! Plant the seed. Let the person know you want to offer feedback or have a sensitive conversation and ask them when the best time to do that would be.
- Validate: A simple statement that reflects that you hear the other person.
- Give Your Side: This part of the statement should contain your “want” or “need.”
- Get a Verbal Contract: Agree on a positive action, even if it’s taking no action for a bit. A yes or no question is most clear.
Here are some examples:
“I understand you disagree with me and I want to make sure this conversation remains productive. Should we come back to the topic when we meet next week?”
“I can see that you really believe this is the best approach for our team, but I want to make you aware of some potential pitfalls that come to mind. What’s the best way to share that with you?”
“I appreciate that you have a great sense of humor. However, I want to share that this comment came across as less than compassionate. Are you willing to refrain from saying things like that in the future?”
“Thanks for sharing this feedback with me. I need some time to reflect before I respond. Can I get back to you during our next one-on-one?”
“It takes courage to give voice to these issues. However, I need the opportunity to learn more about them in a more appropriate setting than the department meeting. Are you willing to give me the chance to hear your concerns in a more direct way going forward?”
Courageous conversations between managers and employees play a pivotal role in promoting personal and professional growth. Research by Heen and Stone (2015) in their book "Thanks for the Feedback" highlights the significance of constructive feedback in facilitating learning and development. When managers provide timely, specific feedback, it empowers employees to understand their strengths and areas for improvement, ultimately driving individual and organizational success.
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Similarly, research by Brown and Treviño (2006) underscores the importance of ethical leadership and open communication in building trust and fostering a positive work environment. When employees feel comfortable raising concerns directly with their managers or leadership, it strengthens relationships, enhances trust, and promotes a culture of transparency and accountability.
To facilitate effective courageous conversations, it's essential to establish a few best practices:
Create a Safe and Supportive Environment: Encourage an open-door policy where employees feel comfortable expressing their thoughts and concerns without fear of retaliation or judgment.
Be Specific and Objective: When providing feedback, be specific about the behavior or performance in question and focus on facts rather than assumptions or judgments.
Listen Actively and Empathetically: Practice active listening by giving your full attention to the speaker and seeking to understand their perspective with empathy.
Seek Solutions Together: Approach conversations collaboratively, aiming to find constructive solutions that benefit both parties and the organization as a whole.
Follow Up and Follow Through: After the conversation, follow up with clear action steps and support to ensure that any issues are effectively addressed and progress is made.
By empowering managers and employees to engage in courageous conversations, we create a workplace where feedback is seen as an opportunity for growth, concerns are addressed promptly, and relationships are strengthened.
Let's commit to embracing these conversations with courage, compassion, and a shared commitment to continuous improvement.
Thank you for your dedication to fostering a culture of openness and empowerment.
Warm regards,
Kelly
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Why Clarity Matters
In the picture on the right, HR Workday Process Analyst Josh Williamson is awkwardly trying to make simple peanut butter and jelly sandwich. It's not going well, because he's following the instructions provided by colleagues at a recent HR off-site meeting. Unfortunately, the instructions failed to tell Josh to put down the peanut butter and jelly jars BEFORE constructing the sandwich.
The activity was a clear demonstration of what goes into writing job aids and how important it is to get it right. Our Business Processes Improvement team has been doing this kind of detailed work every day since ACC adopted Workday. The human capital management system can do a lot for us, but first we have to build every process from the ground up and then test it thoroughly before releasing it. Next time you see someone from the BPI team, tell them thanks!
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ON THE ROAD...at Cypress Creek and Northridge | | | |
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TOP LEFT: Jonathan Buckstead, Government Professor and Reference Librarian at ACC's Cypress Creak campus, gave HR team members a tour of the library during an all-day off-site team meeting in February that included professional development and an opportunity to meet with Cypress Creek staff members to answer questions or concerns they may have involving Human Resources. Thank you Campus Manager Matt Wenke and Student Affairs Dean Jonathan Tyner for the great hospitality!
BOTTOM LEFT: ACC HR Operations Director Elma Benevides gets her point across loud and clear during an HR visit to the Northridge campus in March. While the vibrant mural will soon undergo a transformation to reflect ACC's new values, the inspirational message remains the same. Interim Dean of Continuing Education Donald Tracy and Bel Smith took us on a tour of "the house that Bel built," acknowledging the campus manager's long tenure at Northridge. We saw their state-of-the-art gym for kinesiology students (and everyone else), ACC's Asian American and Pacific Islander Cultural Center, and meticulously maintained grounds. Our Q-and-A session with staff and faculty gave us lots to think about!
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On the Road takes us to the Elgin Campus on April 3 and the Hays Campus May 15.
We look forward to seeing you!
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Build a better you! These FREE webinars and workshops will arm you with tips and resources to improve your health and wellness.
NEW Virtual Group Chat Sessions
When life gets tough, sometimes it helps to just talk about it. Once a month, join other ACC employees virtually for a casual conversation led by an outside licensed professional. You'll come away with tips for managing change in the workplace and other life stressors. Come to talk, or just to listen! Online.
Friday, April 12 - 1:00 p.m. Register HERE
Friday, May 31 - 1:00 p.m. Register HERE
NEW Drug & Alcohol Awareness and Prevention (DAAPP)
Substance abuse that spills over into the workplace can impact everyone on the team. In this session, we’ll learn how to recognize and deal with it and understand a supervisor’s responsibilities in situations like this. This in-person and virtual presentation will be held in HLC 1550 (Presentation Hall, Bldg 2000, 1st floor).
Wednesday, April 10 - 1:00 p.m.
Register HERE
NEW Calming the Anxious Mind
Anxiety is one of the most common mental health conditions in our societhy. It comes in many shapes; and symptoms and triggers vary from person to person. This session offers practical strategies and self-care tools to calm the anxious mind. Online.
Wednesday, April 24 - 1:00 p.m.
Register HERE
Learn more about all of these webinars here!
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Past happyhr newsletters can be viewed on our website here! | |
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ACC HR is here for you!
Contact us: HRsupport@austincc.edu
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