Steering Committee Meeting #1 Minutes Attendees: Joe Harrell, Todd Duncan, Erica Forrest, Jody Kaminski, Bill Frigee, Tonia Smith, Lauren Lantz, Cory Hough from Athletics, Jeff Bauer, M.B. Reilly, Amanda Lynch, Liz Aumann, Ashley Varol Please see ACTION ITEMS at the END of the minutes. Introductions and welcome Recap of Current Tobacco/Smoking Policy Status 1. Resolution 2. Academic Health Center Policy 3. Current UC Policy 4. Executive Committee Presentation Reviewed Steering Committee Structure and Groups Represented Steering Committee co-chair champion will likely attend all/many committee meetings, should be copied on emails, etc. Your role as a Steering Committee Member o Establish meeting frequency: next meeting in approximately 3 weeks will revisit future meeting schedule once more time spent reviewing the objectives, subcommittees, etc. WEBSITE ACTION ITEM: Share website (www.uc.edu/tobaccofree) & share application for subcommittee membership Everyone to confirm spelling of name and information (will hyperlink to emails) All committee members to review page for content/layout and provide feedback by April 20 Discussed why we are asking interested persons to apply to ensure equal opportunity to get interest and participation across campus so that committee is as diverse and representative as possible o Decided - change application to interest form o Will also update smoker terminology to tobacco user everywhere and clarify e-cigarette use Intent is to keep website up to date, and be transparent in the implementation process (following best practice model of peer institutions) 1
Interest form will be shared/forwarded with the Steering committee member we feel would be a good fit/key people and areas across campus as well as via communications to others interested WORKING COMMITTEE MEMBERSHIP Group discussion regarding other individuals/areas who should be asked to join working committees see units/departments/areas listed below. Please reach out to these areas/individuals as noted below (sample email text provided below). If someone agrees to join your working committee, please ask them to join the kick off meeting on May 17. If you need help with a contact, please let us know. ACTION ITEM Policy/Enforcement (Liz will contact) o Judicial Affairs o General counsel s office o Finance/Budgeting o Off campus buildings UC financial interest (policy and contracting application question) Addiction/support (Amanda or Jodi please contact) o University Health Services o Blue Ash faculty members interested in tobacco cessation o Benefits Administration (Liz or Anthem will provide this info) Student Life (Erica, please contact) o Resident Life Director UC International & Admissions (undergraduate international students) SALD/Student groups: College Against Cancer Students specifically o ELS center in Sander (international students) o Veteran s Affairs Events (Bill or Todd, please contact) o Athletics/Sports Administration research/implementation (CECH) o Conference and Event Services Director o CCM/Events Facilities and Grounds (Lauren, please contact) o P+D+C (signage, sustainability, term contracts for trades) o Clermont Operations Communications (MB please contact) o Student Government Blue Ash and Clermont (Marketing and Communications lead will make contact) 2
COMMUNICATION NEEDS/PLAN Want to be very open and transparent as we are forming the subcommittees M.B. does not recommend we launch website just yet instead, focus on initial communications with everything linking back to a means to provide feedback Need to get a generic email: tobaccofree@uc.edu How to get the word out about committee and opportunity to participate? o E-Currents o Ron Cushing/newsletter to international students o Erica Forrest/wellness o GSGA/Student Gov t/news Record o Faculty listserv o CS Showcase table o New employee orientations o New student orientations WORKING COMMITTEE OBJECTIVES - brainstormed proposed working committee objectives Noted that any food/hotel/etc. service operating contracts will already be required to follow any UC policy All committee members asked to review and submit ideas of additional objectives for the committee work to be done IMPLEMENTATION TIMELINE REVIEW OPEN DISCUSSION Will want to start cessation programming as soon as possible. Need to determine what is available for cessation: o Faculty/staff on health plan through Anthem (resources available at) o Faculty/staff Covered by Anthem/on our health plan: http://www.uc.edu/hr/bewelluc/feelwell/tobacco-cessation.html Not covered by Anthem/not on our healthplan: http://www.uc.edu/hr/bewelluc/feelwell/tobaccofree.html o Students via UHS (?) Research: need to reach out to VP of Research Investments: need to reach out regarding investments from tobacco companies Budgeting: o Can we come up with something that would be tentative and overarching? 3
o Use other examples from other schools (include this in our panel event) Jeff to share feedback from a focus group conducted at Clermont with smokers to help create FAQs Consider departments with higher potential for use for programming and signage CCM, Engineering, etc. Student Wellness (Brandy/Erica) have access to NCHA data 900+ surveys Discuss agenda for May Steering Committee + Working Committee meeting KICKOFF MEETING Save the date: May 17 from 11a-2p with 2-3p regroup with steering committee Panel Members to be invited from UK, BGSU, OSU, City of Cincinnati Health Department, Ohio Department of Health Outline of event: o Panel/Lunch (11a-1p) each provided with list of items to cover please provide feedback/additions: Timeline Budget Tobacco cessation programming Enforcement Policy inclusions, considering pushback: Marijuana (what if Ohio becomes legal, or just for medical use?) E-Cigarettes with or without nicotine Designated smoking areas pros and cons Residential spaces Messaging and communication campaigns, effective, how received What are your other recommendations? Wish you would have knowns? Should have started withs? o Breakout sessions (1-2p) with subcommittees to determine objectives and next steps and panelists helping to facilitate based on experience: Policy & enforcement with 1 communication Addiction & treatment with 1 communication Student life with 1 communication Facilities/grounds/events with 1 communication o Steering Committee Regroup (2-3p) Key Dates: Policy to Executive Committee with update to BoT. - TBD Policy Effective Date August 2017 to align with new school year Tobacco Cessation programming begins TBD (as soon as possible 4
Action Items WHO WHAT DATE Ashley Varol Website draft to Steering Com April 11 (complete) Liz Aumann OSU, Health Dept invite to Kick Off Complete Amanda Lynch BG, UK invite to Kick off Complete Liz/Ashley Confirm date, location, conferencing food for kick off Complete event Liz/Ashley 2 nd Steering committee date Complete Steering Comm Website content April 13 Steering Comm Interest form content April 13 Steering Comm Objectives review and consider additional in advance of Kick off meeting May 3 (kick off meeting) Steering Comm Reach out to those units/individuals notes to obtain April 20 interest; provide feedback/names to co-chairs Steering Comm Consider other individuals to join your working group; invite to kick off meeting; keep Co-chairs advised of those invited to join so working group size is manageable April 12 May 2 Ashley Secure TobaccoFree@uc.edu website April 20 Ashley Forward interest forms to applicable Steering As rec d Committee member 5
EMAIL TEXT (feel free to edit, but include important points) Hello! As you may know, UC will be Tobacco Free in the next 12 months or so! Attached is a copy of President Ono s announcement. I am on the Tobacco Free UC Steering Committee leading the initiative. I am writing to ask if you would consider joining the working committee. The objective of this committee is: Here are a couple of important things to know before you decide: Our implementation timeline (requested by President Ono) is 12 months! This is very aggressive and we have a lot of work to do. I anticipate meeting on a bi-weekly basis as we kick things off and then monthly after that. We ll be creating a timeline with due dates. We ll need everyone to take responsibility and assist with the work. The project will last at least 12 months so I m looking for folks who can commit to a long term project. The committee s work will be exciting we are changing the culture of UC and working towards a more health work environment, but some of the decisions we recommend and implement may not be popular! We ll have the help and guidance of other Ohio public universities as well as the Ohio Department of Health and the City of Cincinnati as do our work. Please let me know as soon as possible. A kick-off event is planned for May 17 from 11 2 pm (more details to follow) and we d like you to attend. 6