Minutes January 19, 2017

 

Meeting Notes

AACII Meeting

Thursday, January 19, 2017 2:00 to 4:00 PM

Room 1-214 

 

Your Next Star

Susan Shansky, Sr. Associate Director of Finance and Operations Bill Fitzgerald, Executive Director, Finance and Operations & RD Systems

 

“Finding your Next Star” program:

  • Seeking for this to be a conversation among colleagues
  • Get our opinion about this program and if it should go forward
  • MDSC (Mass Downs Syndrome Congress)
    • Gone from small  “mom and pop” operation to significant 501c3 organization
    • Provides support to families with DS children (prenatal to school)
    • Now looking to extend support through the individual’s life span…including helping to find meaningful integrated employment within community
    • McKinsey Report found that people with DS have positive impact on organization in number of dimensions
    • Partnering with employment collaboratives facilitates helping find jobs with organizations for individuals

Video:

  • Testimonies of DS individuals who are working in various organizations (e.g., Market Basket, State House)
    • Importance to diversity of the workforce
    • Positivity of the experience demonstrated in video for both worker and employer

 

  • Bruins Foundation—Exec Director, Bob Sweeney
    • Profile of John Dunleavy, Boston Bruins Office Assistant – 5 years on job, passion, committed, conscientious, and has other volunteer responsibilities.

 

Employment Collaboratives Model

  • Core mission is identifying opportunities, discovery, hiring, and recruitment, for part time needs.
  • Service is no cost to the Institute, and often individuals don’t need benefits due to other benefits already being provided (e.g., Social Security)
    • E.g., Endicott House ---17 years ago brought in someone for back of house operation. Also has 2 others on staff through “Riverside Collaborative”

 

  • Would be treated with same protections for any part time employees at MIT

 

  • Bill Fitzgerald mentioned they brought this idea to Israel for implementation, and are now working to prove the concept.

 

  • Cited some interest for potential work needs in DAPER, CAC, and other areas.  Still in the early stages.

 

  • In the process of putting job descriptions together to put forth a proposal for what types of jobs we might be able to fill [working with Dan Martin (DAPER), Mike Foley (CAC), John Di Fava (Facilities)] and to develop a budget proposal for the program.

 

  • Questions to AACII members:

 

  • Is there a way to bring this to departments to make them aware of the idea?

 

  • What do we think this could bring to our departments and the Institute?

 

  • Can you think about jobs in your areas that could benefit from these type of positions for targeted individuals?

 

  • Questions from AACII members:

 

  • Q: Do the collaboratives provide coaching?
  • A: Yes…e.g., around transportation coaching or new activity or responsibility, then collaborative will bring in a life coach.
  • Q: How does insurance work? 
  • A: If there was an accident for example, then they’d be protected by Institute’s policy
  • Q: Outside of clerical jobs is there thought of bringing into lab?
  • A: Wouldn’t want to limit it but it depends on person’s ability to deal with situations—would need to handle on a case by case basis.
  • Q: Union implications?
  • A: Not anticipated to be a potential conflict with union because of part time job status, based on conversations so far with union representatives.
  • Q: How are performance issues handled?
  • A: By the collaborative if something doesn’t work out.
  • Q: What about access, discipline?
  • A: Individual grows through learning about changes that come up, and there are certain accommodations
  • Q: Can we get copies of the JD’s to help in assessing the potential opportunities?

A: Yes, when they are available

 

 

 

 

Atlas Service Center - New Hire Application

Kathleen Flynn, Manager, Atlas Service Center

 

 

New Hire Application  

 

  • Atlas model for New Hire Activities where employee/employer enter information directly into the application:

 

  • Personal information, Sexual Misconduct Prevention and awareness, I-9, Benefits, IPIA, orientation, commuter connections, MIT Alert

 

  • IPIA Form*
    • Invention and Proprietary Information Agreements
      • Prefilled form (e.g., name, MIT ID, etc.)
      • Form has agreement and new hire assumed to have read it
      • Sign electronically by entering last 4 digits of SSN
        • TLO gets notified
        • New hire is notified by e-mail

 

*Note: The form is differnet for researchers and does not follow this process for New Hires

 

 

 

Inventions and Proprietary Information Agreements (IPIA)

Siri Nilsson, Technology Licensing Officer, Technology Licensing Office

 

Inventions and Proprietary Information Agreements (IPIA)

 

  • TLO gets IPIA and has to enter it manually so there is a backlog because there are many more IPIAs now coming in.

 

  • Automated IPIA form is great, but for TLO there are some issues:
    • MIT employee is straightforward.
    • Federal funded project requirements have strict compliance needs.
    • Important for students to sign (e.g., startups) but are pushing back that it’s more of a “control” issue and not necessary.
    • In situations where it may not be necessary then there needs to be more clarity on the form (e.g., have been some issues in this regard with Anthropology students).
    • TLO has not automated entry of the IAPIA on their system which is a bottleneck.
    • Automation for IAPIA on TLO system would be helpful.

 

  • Ideas for addressing issues:
    • Looking to provide tools to make it easier to navigate the form and build into the New Hire Application.
    • A guidelines sheet from TLO might be helpful for departments.
    • Look into the test for need for IAPIA to make it more clear who needs to complete it and get it in.
    • Waiver process is possible for exceptions/TLO can help with clarifying something in writing if there are issues.
    • Policy is being revised by TLO and OGC to identify categories of exemption.
    • Siri suggested:
      • Contacting her if there are questions on completing the IAPIA.
      • The TLO IPIA tool be sent to AACII members to review and provide direct feedback to her on what might help.
      • TLO is open to offering outreach to departments to provide some insight in the TLO and the IPIA requirements.

 

Other Quick Updates

 

 

Pia updated the group on status of AO breakfast (scheduled for Thursday April 27th):

 

  • Working on event details, including event description and title, with next steps being send to marketing and logistics to work on promoting the event
  • More to discuss at our next  AACII meeting

 

 

 Robin provided a brief update on Atlas Service Center:

 

  • The Atlas Sever Center will open on March 13th, with an opening celebration on April 4th
  • The IS&T Walk in service center / Help Desk moved out temporarily while the space was being renovated and  have  moved back into the space as of last Friday (January 20th) ahead of the official opening.
  • Plans are also underway to schedule other moves to the Atlas Service Center

 

 

 

Next Meeting: Thursday, February 23rd from 2:00 to 4:00 PM in 1-214