Framework for Department Meetings

Protocol (P) 

Method & Process

Outcome (O)

Affective

Value (V)

Values Statement 

Tone: At start of meeting, chair or faculty member affirms our collective values to listen to one other, support each other, and reinforce the values that we share which energize our collegial work.

The values statement will be printed on the back of each department meeting agenda and periodically reviewed.

Values statement will be included in department meeting minutes emailed to all English faculty post-meeting.

Start with opening whip or short sharing activity. 

collaborative culture forged in community. Meetings are conducted within a circle; periodically we host “open mic” where faculty can share their academic and/or creative endeavors with the department. We will schedule at least one social event each year, in addition to an annual planning retreat during fall flex week for which faculty determine the agenda and focus/theme.

slow culture where we take time to make decisions. This process includes faculty presentation, a period of education and research, department discussion, individual reflection, review, determination of next steps, anonymous voting, and meeting to review outcomes and proceed. 

teaching culture in which to develop our teaching practices and innovative pedagogies. Some portion of each meeting is dedicated to faculty sharing teaching materials, methods, and activities. 

Time: Prior to each meeting establish a designated timekeeper who tracks minutes allotted each agenda item and notifies the community just before the closing of that agenda item.  

Include stretch and/or bathroom break or one movement activity per meeting.

Chair begins each meeting on time and ends each meeting on time. 

Cooperation & Conflict:  The chair, with the support of division dean, strives to sensitively, objectively, and tactfully manage conflict around Department policies and topics of discussion that arise in meetings in order to ensure the functionality and completion of meeting agenda items. 

The chair may conduct meetings using Robert’s Rules of Order (as one possible structure) to ensure the meeting functions properly, that there is equitable participation during meetings, that relevant matters are discussed, and that decisions are made and carried out. The chair provides leadership and ensures that decisions made at meetings are implemented. 

The department may elect to consult with internal or external partners in support of our communication work, if it so determines. 

diverse culture that respects differences of values and across experiences of culture, race, gender, economic situation, sexuality, religion, and documentation status, that embraces divergent viewpoints and experiences.

professional culture where we recognize and share individual (unique and distinct) faculty experience and expertise. In our department announcements/news we offer a monthly feature or spotlight on one faculty member to showcase his/her professional engagements, academic knowledge, and contribution to educational, artistic, academic, political, etc. communities. 

Feedback: At least once per semester, faculty respond to an anonymous survey to gauge how the department is collectively meeting its goals for communication and shared, supportive culture. 

Results are reviewed by the Communications Committee to plan accordingly activities, interactions, and protocols that help department achieve its communications goals and values. The department may craft survey questions collaboratively. Results published for review and further work together.

growth culture that encourages and provides opportunities for faculty professional development, a culture that acknowledges the, sometimes stressful, dynamic of rapid change (of social and institutional values and knowledge) with which we exist and work

Climate: To foster a climate of intentionality and active listening community members raise a hand to speak. Speakers share when they have been formally recognized to do so by the person managing the discussion or activity.  

Department uses Robert’s Rules of Order to conduct meetings in making a motion, attaining a second on the motion, and taking a community vote. 

respectful culture that allows us to embrace conflict and divergent viewpoints, encourage respectful and moderated debate, and where we can work with intention toward compromise, consensus, kindness, and inclusion.

supportive culture with an energy and atmosphere that encourages growth, success, and kindness.

Process & Progress: 

The final agenda item of each meeting will provide 10 minutes for faculty to create a “Parking Lot” space for follow-up items to be engaged at future meeting(s).  

At start of meetings, the chair provides ongoing progress reports, or makes room for faculty to provide reports, on previously assigned committee or individual tasks/research.  

On a rotational basis, one faculty will serve as process monitor at each department meeting. The monitor will commit to observe and note how our community interacts, the collective climate that we generated, where we are excelling, and areas for continued work and focus.  The monitor forwards to Communications Committee suggestions for continuing to build our collective culture and actualize stated values as a department. Communications Committee makes these suggestions available for department review, along with recommendations for follow-up.