Celebration of Learning (COL)

Operational Standard/Purpose

The ICC Celebration of Learning (COL) is an event that is held twice per year in person, virtually, or both to welcome the ICC community to a new academic year or semester, communicate updates and strategic initiatives, provide professional development opportunities, create space and time for department and committee meetings, welcome new employees to ICC.  

The purpose of this standard operating procedure is to create a standard protocol for planning and executing the college’s Celebration of Learning (COL) events.

Scope/Applicability

This standard operating procedure applies to individuals and departments involved in the planning of Celebration of Learning (COL), including but not limited to the Associate Vice President of Institutional Effectiveness and Innovation, members of Executive Cabinet, Academic Affairs Department, Human Resources Department, Marketing Department, and the Employee Experience and Growth Committee.  

Procedures

1. The AVPIEI will add COL opening session agenda items to the Cabinet agenda for discussion and approval. The deadline for determining the opening session outline (ideas, themes, and topics) is:
   1. August COL: Second week of April
   2. January COL: First week of November
2. AVPIEI confirms and shares decisions regarding the opening session agenda to the Executive Cabinet and the Employee Experience and Growth Committee.
3. The EEGC requests an all-employee email notice, via the Marketing Request Form, 1) “save the date,” which includes opening session agenda items and 2) calendar invitation, by the dates below:
   1. August COL: Second week of May
   2. January COL: First week of December

NOTES: 1). If the opening session will be held via Zoom, the Zoom meeting invitation will be sent in the calendar invitation. 2). If the opening session will be held in person, the event will be live streamed via YouTube.

4. Internal Website:
   1. Internal information will go on the ICC Hub and in the Employee Notice; final schedule will be published at least two weeks prior to the event.
   2. Program content that needs to be shared in advance (slides, handouts, learning materials) should be supplied for the Hub no less than two weeks prior to COL.
   3. If you need printed material, please complete the Marketing Project Request.
5. Opening Session:
   1. August COL:
      1. Marketing works with the President on script and slideshow content at least two weeks prior to COL opening session.
      2. All presenters provide slides to Marketing Director no less than seven business days prior to COL opening session.
      3. Combined and edited version of the Opening Session PowerPoint is provided to Marketing Director within five business days prior to the COL opening session.
      4. August rehearsal for opening and closing session to be held in the PAC or virtually 1-2 working days prior to the event. AVPIEI will send the calendar invites.
   2. January COL:
      1. Marketing works with the President on script and slideshow content at least two weeks prior to COL opening session.
      2. All presenters provide slides to Marketing Director no less than seven business days prior to COL opening session.
      3. A combined and edited version of the Opening Session PowerPoint is provided to the Marketing Director within five business days prior to the COL opening session.
      4. January rehearsal for opening session to be held in the PAC or virtually 1-2 working days prior to the event. The AVPIEI will send the calendar invites.
   3. Opening Session Breakfast: Event Coordinator orders breakfast by the deadlines below:
      1. August COL: Last week of July
      2. January COL: Second week of December
6. Academic Meeting (day after the Opening Session meeting)
   1. August COL: The EVPAA will reserve space and confirm technology and food needs with the Events Coordinator by last week in July.
   2. January COL: The EVPAA will reserve space and confirm technology and food needs with the Events Coordinator by second week of December.
7.  Employee Engagement Activities (August COL Only):
   1. August Picnic: Events Coordinator will order food based on input from the Executive Director of Human Resources. The Events Coordinator will send email recruiting volunteers for serving lunch.
8. Professional Development and Engagement Activities: The Employee Experience and Growth Committee will plan and execute professional development and employee engagement activities throughout the week. The committee will be responsible for building the week’s calendar of events, securing presenters, making necessary room reservations and food requests.
9. Academic Year Calendars: The Marketing Department will order the promotional academic calendars by end of June. Calendars will be available at the opening session and at the East Peoria and Peoria Campus Informational Desks following the event.
10. Debriefing Meeting:
    1. The AVPIEI will schedule a debriefing meeting within three weeks after the COL to include the Events Coordinator, Director of Marketing, EEGC co-chairs, and those designated by the President.
    2. The AVPIEI documents the meeting and recommendations for future events.

Additional Provisions/Information

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