The second regular meeting regarding the actions resulting from the QMS WORKFLOW 2024 Administrative Staff Satisfaction Surveys was held face to face. The actions regarding the action plans resulting from the 2024 new satisfaction surveys were presented.
NEW ITEMS ADDED TO THE CURRENT IMPROVEMENT ACTION PLAN;
1. Proposal on the service route,
2. Submission of a proposal on the parking lot,
3. Proposal to place a pergola in the courtyard,
4. New academic year greeting dinner,
5. Proposal for the installation of a base station,
6. Strengthening the Eudrome,
7. Improvements in the canteen service...
Click here for meeting minutes.
Click here for the New Action Plan.
Within the scope of the evaluation and improvement studies of the QMS WORKFLOW 2024 Administrative Personnel Satisfaction Surveys, the implementation presentation meeting was held within the scope of the improvement action plans regarding the open aspects of the most current Personnel Satisfaction Survey. This meeting was held on July 30, 2024 at 14:00 FACE TO FACE in the Faculty of Communication Meeting Room. Registration Link: Photos were taken as evidence. The agenda was again addressed for the 3rd time within the framework of the new 2024 satisfaction surveys. It covers the survey results in the table below. The ranking starts from the lowest. It lists under 50 points as required by the quality monitoring and follow-up system.
I feel valued at my university. 40
I am satisfied with the social, cultural, sports and artistic activities of our university. 44
There are mechanisms in our unit that reward success and performance to increase staff satisfaction. 44
The unit manager treats employees equally and objectively. 48
I am satisfied with the IT services. 48
I am satisfied with the canteen services. 48
General Evaluation: This meeting was designed as an extended administrative staff meeting that includes all of our Faculty's administrative staff. The agenda item of the meeting, which started with the satisfaction surveys conducted by our University's Quality Unit and the explanations about the aspects open to development that emerged from these surveys, was to address the aspects open to development that emerged from the satisfaction surveys in the administrative category. In this context, the Problem, the Source of the Problem (ishikawa analysis) and solution suggestions detailed below were created with the statements of our academic staff during the meeting. An action plan has also been created regarding these solutions, and it is planned to complete these solution activities within a maximum of 3 months. There are 6 items below 50 points. The titles that received 1 40 points, 2 44 points, and 3 48 points were discussed in full detail in this meeting at the beginning of this month (01.07.2024). Now, exactly one month later, we have come together to make our presentation regarding the solutions created for these problems in July and the improvements that have been made and are being made.
Agenda items (Results of the latest Administrative Staff Satisfaction Survey)
Agenda Item 1 (Survey Item)
I feel valued at my University. (40)
Executive Presentation Face to face meeting, regular meeting within the framework of KYS WORKFLOW criteria, M. M. and Award Commission Positive Psychology Support Service
In other words, since our Faculty has a very busy activity program that subjects all our academic and administrative staff to an intense work tempo, we could not come together enough by holding regular monthly meetings, (for example, due to not being able to hold our monthly routine meeting in May when the symposium was held, we felt a sense of “forgottenness” and thought that there was a problem in feeling valuable, and a 40% mark was made in this regard. In this context, as a result of not holding a meeting, there is also a negligence in terms of disrupting the routine in terms of problems, requests and wishes. For this reason, we apologize to you separately. From now on, we will take care as the management to hold our qualified meetings at regular intervals, and of course in the criteria required by the KYS WORKFLOW system. We undertake this in advance. Our first action regarding the item “I do not feel valued at my university”, which has the lowest rating (40%) in the scope of the administrative staff satisfaction survey application related to the items presented by our quality coordinatorship, is to hold these meetings face to face as it is currently, as you requested. Indeed, although technologically it provides some advantages, face to face meetings are still the most common form of gathering. As it is known, online meetings can be recorded, they allow us to do our own office work in the background, etc. In terms of providing advantages, it is still a very useful method and a meeting format that we still implement with our quality coordinatorship as a large team.
Solution Actions and Promises
1a) Regular meetings will continue to be held with our administrative staff within the time intervals required by the QMS WORKFLOW system (every month). Within the scope of these meetings, all kinds of problems, requests and suggestions will be listened to, joint action plans will continue to be created for solutions, and the improvement and PUKÖ cycle will continue to be rotated in terms of satisfaction.
1b) In addition, regarding this agenda item, it was decided that the following administrative meetings will be held face-to-face based on the statement that online meetings give a sense of technological coldness and create a sense of worthlessness in this regard.
1c) As another solution suggestion, if there is a very high sense of worthlessness, our Morale, Motivation and Reward Committee will ensure that our academic and administrative staff, who are experiencing demoralization for various reasons and tend to decrease in work performance accordingly, feel better with therapy sessions, gain motivation and increase work performance. Positive psychology suggestion methods will be applied in this regard.
1d) Again, during the meeting, an administrative staff member who was using the public personnel shuttle made a criticism about the shuttle route. In his criticism, he stated that the shuttle first dropped off the staff at the medical school and then went up to the last point above the congress center without stopping, and that the staff had to walk a long distance to their places of duty. Instead, it was discussed that after dropping off the staff at the medical school, the shuttle should come from the dentistry department to the engineering and communication faculty and stop at these stops in order, so that our staff working in units such as the law school, library, rectorate, architecture, tourism, science and literature, education faculties, etc. could reach their places of duty more practically. Discussions will be held with my quality units regarding this agenda.
1e) During the meeting, another administrative staff member's complaints about the personnel parking lot on the left of our building having a barrier, the barrier control being in the 250-300 TL range, being expensive, and such a service being free of charge were put on our agenda. As a solution proposal, the establishment of a system defined for personnel ID cards used at building entrances and exits or the establishment of a license plate recognition system were discussed, with the proposal draft being presented. Likewise, the proposal that security personnel should have stickers called clover at vehicle entrances at the main gate, that the stickers are very expensive, and that a license plate recognition system should be established for the main gates instead, has been on our agenda. We will convey all of these to our quality coordinatorship with an official letter.
1f) Again, regarding the item “I feel valued at my university”, a request to build a pergola in the middle courtyard of our faculty building for sitting outdoors, drinking tea and taking breaks has been brought to the agenda. We will convey this issue to our General Secretariat, Quality Coordinatorship and the Ministry of Construction Affairs.
2. Agenda Item (Survey Item)
I am satisfied with the social, cultural, sports and artistic activities of our university. (44)
The second item, which received a slightly higher score than the lowest of 40 points, 44 points, was: I am satisfied with the social, cultural, sports and artistic activities of our university. 44% of the participants gave positive opinions.
Presentation of Performance: Initiatives for financial support and discounted opportunities have been initiated and will be continued.
Cultural activities are currently carried out intensively throughout our university. The relevant committees of our faculty also participate in these activities at a very high rate. Likewise, our faculty competes with our Faculty of Fine Arts in terms of artistic activities. However, we set out by saying that something can be done regarding this item in terms of social and sports activities and, for example, with the suggestion of Abdülkerim Bey, we initiated the negotiation traffic regarding the reduction of pool usage fees. We expressed that these high prices negatively affect all our academic and administrative staff. We even offered to make it free.
Solution Implementations and Promises
We will raise the bar even higher in terms of cultural and artistic activities. However, negotiations are ongoing to do something extra, especially in terms of social and sports activities that are seen as open to development. In this sense, our newly established commissions, Moral Motivation and Awards Commission, carried out its first event, the İLEF ACADEMIC 2024 AWARDS event. This event was found quite positive by the masses and took its place in the KYS as an important improvement action as a sustainable quality indicator in terms of academic and administrative aspects. We will raise our high performance even higher, especially in terms of Cultural and Arts activities, and raise the bar to the highest level in a way that will represent the peak in Turkey.
2a) In terms of sports activities, a meeting was held with our research assistant friends Rıfkı Ünal, who is currently interested in sports activities. According to Rıfkı Ünal's statement, a volleyball team, which is planned especially in terms of sports activities, will be established, and a uniform, ball, etc. specific to our faculty will be produced. It has been revealed that there is a need for financial support for these elements. Again, after a detailed study with our research assistant responsible for sports activities, it has been discussed that active studies have been carried out in the past years on this subject, and that by receiving financial support, successful studies will be carried out in the new academic years and that our visibility as a faculty will be increased. In relation to the studies carried out, written and visual data such as our faculty's basketball team, volleyball team, match schedules, posters, etc. are also presented.
2b) The Dean's Office has made the necessary discussions and initiatives regarding the pool being free for the personnel and their relatives. However, it does not seem possible for it to be completely free. However, the possibility of a discounted rate will still be presented to the senate and the board of directors.
2c) Şenol Özkan, our Private Secretary in Karaçayırda, is present in his office to assist you in terms of ensuring Academic and Administrative Participation from our Faculty in the Badminton Facilities within our institution, which our Private Secretary Şenol Özkan has participated in. In this context, it will be sufficient to write a name to our Private Secretary and contact him.
2d) In terms of social activities, our administrative staff stated that in previous years, an administrative staff bonding dinner with the concept of “Hello to the New Academic Year” was held in October before the academic year began. It was stated that these dinners, which were attended by administrative staff throughout our university, were held in various hotels, social facilities, etc. with large dining halls. It was stated that these dinners, which were organized as a mass and crowded meal, and that each staff member met their own means at a reasonable price range, had positive effects in terms of both institutional belonging and meeting, bonding, and socializing. Thereupon, it was decided to submit this new agenda item to my quality coordinatorship as a proposal.
3. Agenda Item (Survey Item)
There are mechanisms to reward success and performance in our unit to increase staff satisfaction. (44)
Thirdly, there were 44% positive opinions regarding the item “There are mechanisms to reward success and performance in our unit to increase staff satisfaction. (44)”, which received 44 points. In fact, a very important example of our application has come into play as if by chance regarding this issue.
Executive Presentation: BAİBÜGİLEF-İG, İLEFAKADEMİK 2024 AWARDS
There was really a deficiency at this point before the İLEF AKADEMİK 2024 AWARDS event, the first of which was held by our Moral Motivation and Award Commission. This application had not yet been implemented during the period when the Administrative Staff surveys were filled out. Therefore, we are actually claiming that there is an absolute improvement in terms of a very big breakthrough in this article.
Solution actions and promises:
This deficiency was remedied after the İLEF ACADEMIC 2024 AWARDS event, the first of which was held by our Moral Motivation and Award commission. These Awards are also presented to our administrative staff.
3a) However, perhaps an improvement can be made in the form of a presentation in the form of a certificate of appreciation by classifying them under different categories as in the awards given to our academic staff. By making these events traditional, an absolute quality indicator in this regard will be provided. Indeed, it has already become an internalized, systematic, sustainable and exemplary practice. Certificates of appreciation are presented to our administrative staff who have contributed both to the BAİBÜİLEF-İG 2024 organization and to other events, exhibitions, etc. processes, and the useful work done is immortalized with a memory by taking a group photo. These visual elements are uploaded to 1. Our website, 2. Social media, 3. KYS İŞ AKIŞ and ÖZAK platforms with their explanations and these works that have made a splash are archived as necessary and our activity inventory is enriched with complete evidence data.
4. Agenda Item (Survey Item)
The unit manager treats employees equally and objectively. (48)
Fourthly, this time, there were 48% positive opinions regarding the item “The unit manager treats employees equally and objectively. (48)”, which received 48 points, thankfully close to 50%. Regarding this issue, thank God, the best of the worst; in an environment where much worse results could have been; a faculty that was managed successfully for six (6) months from January 2024 to June 2024, without a Faculty Secretary and Vice Dean, and of course, with many additional activities and useful events, and managed with great success and devotion. Still, this is the best of the worst as a number.
Presentation of performance:
During the six (6) months from January to June 2024, there was no official unit manager (Faculty Secretary) in our Faculty. During this period, the duty was carried out on behalf of the Faculty Secretary, and an administrative gap occurred until Ayten Özcan temporarily took over the duty of the Acting Faculty Secretary. In addition, the Dean's Office, in a period close to this period, chaired very successful faculty organizations that won the appreciation of not only the senior management of our University but also the Council of Higher Education with a work tempo that strained people's capacities day and night without an assistant. Especially BAİBÜİLEF-İG 2024, which was organized by our Faculty with a mobilized team spirit and devoted teamwork, managed to become one of the most successful events in Turkey. This organization managed to represent the summit in its first appearance and left its mark on the news agenda as an event that successfully made a name for itself on the same track as its competitors. In this environment, our management has presided over a great and devoted teamwork.
Solution actions and promises
With the current Full Faculty Secretary Hayrettin Karataş taking office as the administrative head of our faculty, all administrative competencies of the faculty have started to be fulfilled in accordance with the laws and the strategic plans of the upper management, with an administrative management approach that will be carried out in accordance with the vision of our University Management and General Secretariat.
4a) In this context, our administrative staff are naturally treated equally and objectively. The Dean's Office management also provides the absolute guarantee that our administrative staff is treated equally and objectively. If there is a problem in treating employees equally and objectively, the Dean's Office will step in to solve this problem by using all its authority, with the support of the Adaptation Committee under its new name.
5. Agenda Item (Survey Item)
I am satisfied with the IT services. (48)
Fifthly, there were 48% positive opinions regarding the item “I am satisfied with the IT services. (48)”, which received 48 points.
Presentation of the performance:
Abdulkerim Çimen, who is responsible for IT services at our faculty, performs his duty with a quality close to perfection. However, we had seen that this problem was due to the short-term power outages or short-term internet outages that are generally experienced at our University (not always). In addition, we can obtain higher quality Far East-origin phone devices against the problem of our phones not receiving signal, and we can switch our operator to Turkcell without changing our number.
Solution actions and promises
Regarding our solution suggestions regarding these
5a) Necessary initiatives have been taken regarding the power and internet outages experienced in our University in general. Screenshots of our correspondence have been presented.
5b) In order not to experience the problem of no phone reception, it is necessary to switch to a higher quality device and a strong (receiving) operator such as Turkcell. Discussions have been held regarding the establishment of a new base station at our university. However, our rectorate, general secretariat and construction department have stated that it would be very difficult to create a realistic action plan on this issue within the scope of savings measures. However, our efforts will continue once again to strengthen the base station.
5c) In addition, with the support of the information processing department at our faculty, we will carry out our official efforts to strengthen the Wi-Fi system called eudrom.
6th Agenda Item (Survey Item)
We are not satisfied with the canteen services. (48)
(There is a 3 point increase as of the last survey score of 45)
The sixth and last item, “We are not satisfied with the canteen services. (48)”, which received 48 points, received 48% positive opinions. In fact, before the two meetings on 03.04.2024 regarding this problem; this item was discussed again in the previous satisfaction survey action plan creation meeting. This item received 45 points at that time. Since then, a 3-point improvement stands out as a positive development.
Presentation of the implementation:
The exorbitant price application has been prevented. Limited variety stock still continues.
Solution implementation and promises:
6a) Our initiatives for a more affordable pricing policy have yielded results. This has started to become sustainable. Our controls and price monitoring will continue in this regard.
6b) In the context of low profit-oriented, the proposal draft for the operation of the Canteen by the / as of 01.01.2025 will be presented to our General Secretariat and Quality Coordination.
Meeting Chair Prof. Dr. Emre Tandırlı
All Administrative Personnel Obliged to Attend the Meeting, Faculty Secretary, Dean's Secretary Prof. Dr. Emre Tandırlı, Hayrettin Karataş, Şenol Özkan, Özlem Kalkan, Abdülkerim Çimen Edanur Aktaş, Özer Bayram, Altuğ Karaaslan attended the meeting.
NEW ACTION PLAN (30.07.2024) We will meet again approximately on 30.08.2024 and make presentations on the progress of these new actions.
ACTIONS RELATED TO ARTICLE 1
I feel valued at my University. (40)
1d) Again, during the meeting, an administrative staff member who uses the public personnel shuttle made a criticism about the shuttle route. In his criticism, he stated that the shuttle first drops off the staff at the faculty of medicine and then goes up to the last point above the congress center without stopping, and that the staff had to walk a long distance to their places of duty. Instead, it was discussed that after dropping off the staff at the faculty of medicine, the shuttle should come from the faculty of dentistry to the faculty of engineering and communication and stop at these stops in order, so that our staff working in units such as the faculty of law, library, rectorate, architecture, tourism, science and literature, education faculties, etc. can reach their places of duty more practically. Discussions will be held with my quality units regarding this agenda.
1e) During the meeting, the complaints of another administrative staff regarding the personnel parking lot on the left of our building having a barrier, the barrier control being in the range of 250-300 TL, being expensive, and the fact that such a service should be free of charge were put on our agenda. As a solution proposal, the proposal draft was presented, and ideas such as establishing a system defined for personnel ID cards used at building entrances and exits or establishing a license plate recognition system were discussed. Likewise, it was also suggested that there should be stickers called clover at the vehicle entrances of security personnel at the main gate, that the stickers were very expensive, and that instead of this, a proposal was made to establish a license plate recognition system for the main gates. We will convey all of these to our quality coordinatorship with an official letter.
1f) Again, regarding the item “I feel valuable at my university”, a request was made to build a pergola in the middle courtyard of our faculty building for sitting outdoors, drinking tea and taking breaks. We will also be forwarding this issue to our General Secretariat, Quality Coordination Office and Ministry of Construction Affairs.
ACTIONS RELATED TO ARTICLE 2
I am pleased with the social, cultural, sports and artistic activities of our university. (44)
2d) In terms of social activities, our administrative staff stated that in previous years, an administrative staff bonding dinner with the concept of “Hello to the New Academic Year” was held in October before the academic year began. It was stated that these dinners, which were attended by administrative staff throughout our university, were held in various hotels, social facilities, etc. with large dining halls. It was stated that these meals, which were organized as a mass and crowded meal, and that each staff member met their own means at a reasonable price range, had positive effects in terms of both institutional belonging and meeting, bonding and socializing. Thereupon, it was decided to forward this new agenda item to my quality coordinatorship as a proposal.
ACTIONS RELATED TO ARTICLE 3
I am satisfied with the social, cultural, sports and artistic activities of our university. (44)
5b) In order not to experience the problem of no phone reception, it is necessary to switch to a higher quality device and a strong communication network operator such as Turkcell. Discussions have been held regarding the establishment of a new base station in our university. However, our rectorate, general secretariat and construction department have stated that it would be quite difficult to create a very realistic action plan in this regard within the scope of savings measures. However, our efforts will continue once again to strengthen the base station.
5c) In addition, we will carry out our official efforts to strengthen the Wi-Fi system called eudrom with the support of the information processing department in our faculty.
ACTIONS RELATED TO ARTICLE 4
We are not satisfied with the canteen services. (48)
6b) In the context of low profit, the operation of the Canteen by the / as of 01.01.2025 will be submitted as a draft proposal to our General Secretariat and Quality Coordination.
Unit Quality Coordinator Prof. Dr. Emre Tandırlı
