2022-07-15 Meeting notes- BFS-HR Incident Reporting

Date

24 Jun 2022

Attendees

Marielle G Vizcarra
Jasmine Montilla
Kelli
Adrianne Calibuso (Deactivated)
Alma Mendoza
Kacy Marume
Shawn Fisher
Iliana De Dios
Davyda Johnson

Goals

Run through of incident reporting in place
Establish incident report if not

Discussion items

Time	Item	07/15/2022	07/08/22	07/01/22 Notes
30 min	Survey		Timeline: send out the survey by September We need to notify Davyda that we will be sharing departmental data with other dept.	Incentives Raffling = how do we keep it anonymous? opt in to raffle for gift card pizza party Survey Data/Results Angela asks that we share the data / results to see what they can incorporate We need to notify Davyda that we will be sharing departmental data with other dept.
5 min	Celebrations & Goodbyes		Former user (Deleted) has accepted a full time position with Health Science, Psychiatry, Yey!! IPPS EDI Welcome message Expectations Set pronouns Give preferred name Level 1 Meeting invite Collab access Teams channel URLs to committee work EDI Summary Brief Level 2 Access to EDI mailbox Lead Fellows/CLT Meeting invite URLs to committee work EDI Summary Brief
	Incident Report Drafting	Is there an incident report in place? BFS does not have a formal incident report employees are encouraged to reach out to HR directly HR held to standard of confidentiality Can report on trends, themes, core units, but names are on a case by case basis Who would be involved? EEOC Union Bargaining Contracts PPSM policy through OP for non represented HR would need to report to CLT before reporting to Central HR or Union responsibility to report specific info to Central HR or Union HR Fact Finding who, what, where, when? Looks at any parties involved Iliana would interview those involved HR come together as a team and brainstorm together to find solution Reporting in BFS-One Stop Send incident there Request for consultation without too many details to protect Anonymity "I have a sensitive matter, I would like to talk to you about" BFS-HR will call to get details Consultation option to track engagement Timeline No such thing as a timeline bc fact finding is per case Utilize a cycle thought process Increase flexibility to note there will be follow ups, continuous change, and missed steps Leader's Responsibilities in Reporting Whenever an issue is addressed within the team, the supervisors need to loop BFS-HR in to start the fact finding process This will help tie in any documentation / later incidents in the future HR will reference > does not mean that anything will be reported to Central HR, yet Only HR has access to these documentations? Need to follow "Hierarchy of Corrective Discipline / Performance Management Provided by BFS-HR Supervisors need to loop HR in before it escalates further Employee Chain of Communications for Incidents provided to new employees, but never brought up again BFS-HR's action item is to create one and share moving forward Protocol in place to follow for transparency Student safety training for hiring managers New Managers, XYZ courses, established protocol by BFS HR Accountability BFS-HR encourages employees to go straight to Central HR or Union if they don't feel comfortable going to them EDI specific person is being hired to move these initiatives forward campus wide Q: how can an the individuals involved in the incident feel like everyone involved is being held accountable? Checks and Balances Q: What happens when an incident involves a CLT member/supervisor? go directly to BFS HR first to offer resources > but can def go to employee relations if you want to skip HR the employee's right to go to HR instead of supervisor employee does NOT need to go to supervisor supervisors should not be offended and say, "why did you not come to me first?" Students BFS-HR needs to report to STARK/SARK? and Student Labor Office As mandated reporters need to report to police and STARK /SARK? Class on how to help a student survivor > hiring managers EDIAC Responsibilities in Incident Reporting Q: If someone comes to our committee with an incident what do we do? Create a OneStop case depending on the individual level, we will be the proxy or encourage the indv to submit one BFS-HR will need to reach out to them eventually, but we may need to be the champions LEAD Fellows should not be involved to ensure trust DO NOT CREATE A LINK SAYING TO REACH OUT TO US When in receiving end of information> receive with full confidentiality If someone comes to one of us directly, should not share with rest of committee before sharing with BFS-HR This will avoid any additionally responsibility or law breaking Do not document anything as this may break confidentiality Encourage reaching out to BFS-HR Alignment with Everything We are aligning with our strategic goals, within the sphere of influence Leading with an inclusive decision making lens Noting respect from a unit level, IPPS wide, BFS wide, CFO wide, UCSD wide, and finally UCOP Collaborative approach Healthy conversations from boots on the ground employees Removing Frustrations from the Process Managing up Advising supervisor they are not the first step Actively noting supervisory expectations and responsibilities Distinctions when moving to a supervisory role Less peer to peer and more peer to leader	Meeting with BFS-HR on July 15th to discuss / establish incident report process Potential Agenda Purpose of the incident report, harassment/bullying Establish process for incident reporting Accountability Who holds/can access the reports Direct supervisor? CLT? Checks and balances Who should be involved? Timeline after submitting a report Anonymity When should an IR get escalated? Chain of command What items should go on the incident report When What Who Where Report back to CLT and IPPS leaders for new changes	Meeting with BFS-HR on July 15th to discuss / establish incident report process When What Who Where Report back to CLT and IPPS leaders for new changes Accessibility Issues Gender Neutral Bathrooms and Lactation Rooms in all IPPS buildings
	LEAD Fellows		IPPS LEAD Fellows are moving forward separately to determine their impact and will let us know some of their thoughts and ideas. 5/10 minute agenda for lead fellow report Accessibility Issues Gender Neutral Bathrooms and Lactation Rooms in all IPPS buildings Extended CLT (include assistant directors) discussed topics: AB1887 (restrict travel to certain states that would use state funding) https://oag.ca.gov/ab1887 adding states > AZ which is popular for conferences > will affect IPPS ex NAP conference Will travel be allowable based on need? What would be considered an exception? UCSD Budget Office > translates any out of state travel to non-state funding Bathroom designations - how does this connect with making policy or applying it to IPPS? Main campus > what is current state? TPCS has ONE gender neutral bathroom near the HIVE > we should be sure to include this in onboarding material / debrief for guests that visit HQ Lactation rooms Do not exist currently in TPCS ONE exists in TPCN Include in HQ guide / guest / visitor information BKM to accommodate this?	Participation in EDI Accountability Committee> All work towards the same goals IPPS LEAD Fellows are moving forward separately to determine their impact and will let us know some of their thoughts and ideas. When do we send them the IPPS EDI Committee invite?
	EDI Closing Sessions		Structure Many personal questions that written words cannot really explain, elaborate, convey the message Due to the amount of departures we can't accommodate all virtual sessions	What are we doing with this? Opened up to students Voluntary basis Huddle Re-introduction how do we make it accessible, participate without fully committing? include "HOW CAN I CONTRIBUTE" section on EDI page Ideas/Experiences to share: "How can IPPS better uplift EDI values?" suggestion box do not wait until someone is leaving IPPS
	EDI Meeting Date Change		Combining EDI & Trust meetings to biweekly. Hoping LF will allow the first 20 minutes to remain with the EDI team Bi-Weekly EDI Meeting New structure First 20 minutes are working sessions for the EDI Committee 20 Minutes for agenda 5 Minute Lead Fellow Report Action items overview before goodbye	Re-evaluate the day of the week for more accessible Look into August starting change
	Walk-On Items		Huddle Re-Introduction how do we make it accessible, participate without fully committing? include "HOW CAN I CONTRIBUTE" section on EDI page Ideas/Experiences to share: "How can IPPS better uplift EDI values?" suggestion box do not wait until someone is leaving IPPS Open Forum Recap Travelling to avoidant states Equitable and inclusive, gender neutral bathrooms, feeding stations Ensuring the work isn't on the people of color, women, non managers The Culture EDI work is appearing as only BIPOC Setting boundaries EDI Committee can provide recommendations The EDI committee does not need to give input on all items Execution of actions are not the expectation Positions of power should utilize their positions to create change on known issues Equity in IPPS Processes/Systems What is the expectation, preferred or required? Is it fair to hold someone to a standard we cannot enforce? Scoring impact RFP Questions Hiring Interview Questions	Extended CLT (include assistant directors) discussed topics: AB1887 (restrict travel to certain states that would use state funding) https://oag.ca.gov/ab1887 adding states > AZ which is popular for conferences > will affect IPPS ex NAP conference Will travel be allowable based on need? What would be considered an exception? UCSD Budget Office > translates any out of state travel to non-state funding Bathroom designations - how does this connect with making policy or applying it to IPPS? Main campus > what is current state? TPCS has ONE gender neutral bathroom near the HIVE > we should be sure to include this in onboarding material / debrief for guests that visit HQ Lactation rooms Do not exist currently in TPCS ONE exists in TPCN Include in HQ guide / guest / visitor information BKM to accommodate this?

Action items

Kelli to follow-up with Angela regarding training for S@W survey
Jasmine Montilla reach out to former IPPS employees and retirees
Patrick Etienne to reach out to UC Learning to make implicit bias training as "Assigned Training"?
Jasmine Montilla follow up with Fnann
Jasmine Montilla send BFS HR upcoming agenda
Kelli Qualtrics survey for Before You Leave