2005 Board of Examiners Application

2005 Board of Examiners Application Selection of Examiners Members of the Kansas Award for Excellence Board of Examiners are selected on the basis of their personal qualifications and are not considered representatives of their employers or any other organization. Efforts are made to ensure broad participation. Sector coverage and balance are also important selection considerations. Examiner Qualifications Applicants are selected based on their: • expertise in business, education, or health care management; • knowledge of quality practices and improvement strategies; • length, breadth and types of experience; • written and verbal communication skills; • leadership and interpersonal skills, and • education and training While experience with the Baldrige Criteria, ISO 9000, JCAHO, or other quality standards is helpful, it is not a requirement. Applicants who have been successful in their business and professional careers have a good chance of being selected as examiners. Examiner Application Process Each year the Kansas Award for Excellence Foundation solicits applications from individuals in industry, education and health care organizations, government agencies, professional and trade organizations, and other non-profit groups to serve as examiners for the current year. Members of the 2004 Board of Examiners are encouraged to reapply. Those who are reapplying need only update their application and select training dates. Members of the 2005 Board of Examiners who served in the spring or Summer Rounds do not have to complete a new application for the Winter Round – just inform the KAE office of your availability for the Winter Round. The schedule for the examiner application process is: Milestones Examiner Applications Due Notice of Appointment Examiner Training (3 days) Team Process (13 weeks) Site Visits (3 days) End of Round Winter Round 12/9/05 12/16/05 January 4 - 13 1/16/06 to 4/15/06 4/17/06 to 4/28/06 April 28, 2006 Appointments Appointments are subject to the Conditions of Involvement and the Code of Ethical Standards described in this application. CONDITIONS OF INVOLVEMENT Expectations of Examiners Examiners review, comment upon, and score written applications and prepare written feedback reports to applicants. They also participate in a consensus review process and, where applicable, site visits. In addition to their application review responsibilities, examiners contribute to the objectives of the Kansas Award for Excellence by serving as spokespersons for the 1 program. Members of the Board of Examiners receive training on the Baldrige Criteria for Performance Excellence and the use of the Criteria to evaluate an organization. This training is provided at no charge to the examiner or to their employer as long as they actively participate on an examiner team. TERMS AND CONDITIONS OF APPOINTMENT Completion of Application Examiners are required to reapply each year. Prospective members of the Board Examiners must submit a 2005 Examiner Application no later than January 3 for the Winter round, April 11 for the Spring Round, or June 20 for the Summer Round of examiner team appointments. Applicants will be notified of their status in the program within a week of the application deadline. If a candidate finds after submitting an application, that he/she is unable to accept an appointment, he/she should immediately notify the KAE Office in Topeka at 234-6351 (800743-6767 for people outside Topeka), or Fax 785-2348777, or e-mail “KAE@Qof.com”. Applications may be submitted by mail, fax, e-mail or on-line (kae.bluestep.net). Those who submit their examiner applications without signatures should bring a copy of the page of the application with them to Examiner training with original signatures of the applicant and the applicant’s supervisor. The purpose of the signatures is for both the examiner and his/her supervisor to attest to understanding the time commitment and adherence to ethical guidelines required of members of the KAE Board of Examiners. Disclosure of Conflict of Interest Those individuals selected to serve as examiners must provide information regarding conflicts of interest. Disclosure includes, but is not limited to, employment, financial interests, and client relationships. Such information will be used only for purposes of examiner assignments and will otherwise be kept confidential. Term of Appointment Examiners serve for one application round that begins with the completion of examiner training and ends with the completion of the work assigned to the examiner team where the examiner is assigned. This is an eleven-week commitment for most teams. Time Commitment Applicants for the Board of Examiners should give careful consideration to the time commitment required to meet the award review schedule. The time required to complete an evaluation depends on the level of the application. A Certificate of Commitment application or a Self-Assessment submitted for feedback is typically 25 to 30 hours in addition to the time spent in training. A Certificate of Progress application is about 30 to 50 hours and a Kansas Excellence Award application is 80 to 100 hours – in addition to the time committed to examiner training. Teams that review a Kansas Excellence Award application may also qualify for a site visit as about half of the applicants for this highest-level award qualify for a site visit. Kansas Excellence Award site visits take three days. A few experienced examiners are selected each year to serve as team leaders. This additional responsibility adds significantly to the amount of time commitment expected of these examiners – both for additional training and for establishing and managing the project work plan to complete the work of the team. There are three opportunities for members of the Board of Examiners to serve on an assessment team in 2005. The first opportunity (called a round) is from January through April, the second round is from May through July, and the third is from July through September. Although we seek to accommodate varying schedules, examiners must be able to accommodate the KAE's critical training and review periods. Adherence to Award Processes Examiners are expected to meet all requirements associated with a fair and competent evaluation, including use of the award Criteria and scoring system, meeting site visit requirements, and avoiding conflicts of interest. Good documentation and written communication are essential parts of the overall review process. Examiner Training Course Content KAE will use the 2004 Baldrige Criteria for the Winter Round and the 2005 Baldrige Criteria for the spring and Summer Rounds. KAE uses the Examiner Training materials developed by the Malcolm Baldrige National Quality Award Program. The course includes the Criteria as well as exercises and discussion to improve the evaluation process, consensus development, and the KAE feedback report. Examiners will receive their team assignment and the applications assigned to their team at the completion of the course. Team Leader Training The Team Leader provides the leadership for the 2 examiner team. Experienced examiners who are willing to establish and manage a work plan that assures that the team completes its work with a quality outcome serve this important role. Team Leader Training will be offered both prior to and following Examiner Training. This is a one-day session that focuses on developing a work plan for the examiner team and on consensus-building and team leadership skills. Estimated Time Commitments for KAE Examiners Training Case Study:  Review the “Improving Comments” Guidelines.  Review the entire 2005 Case Study  Complete the Key Factor Worksheet homework assignment.  3 full days required of all Examiners, Associate Judges and Judges  The purpose of this training is skill development in the areas of comment writing and developing the feedback report content.  Time required will vary based on the level of application being evaluated and the experience level of the examiner.  Self Assessment – 25 – 30 Hours  Certificate of Commitment –25 – 30 Hours  Certificate of Progress – 30 to 50 Hours  Kansas Excellence Award – 80 to 100 Hours  All examiners reviewing a Certificate of Progress or a Kansas Excellence Award application will be expected to attend a face-to-face consensus meeting. The team Judge or Associate Judge will participate in these meetings.  Limited to applicants who both apply for the Kansas Excellence Award and that are also recommended for a site visit by the team.  All site visits are scheduled for 3 full days including: 1. Team meeting the evening before the visit 2. Evenings during site visit 3. Completion of the Feedback Report  Examiners prepare Scorebook based on type of application assigned.  Consensus Report generated at Team Consensus Meeting based on scorebooks of team members  Site Visit Issues generated at Team Consensus Meeting  Feedback report generated at Site Visit based on Consensus Scorebook and resolution of site visit issues 6 to 8 hours (Self-study) 24 hours plus travel (3 consecutive days, presented in Kansas City & Wichita areas.) Examiner Training: Score/Evaluat e Applications: 30 - 100 hours Team Consensus Meetings: Site Visits: 6 to 8 hours plus travel 36 hours plus travel Reports and Examiner Materials: 16 hours for Team Leader and/or Associate Judge Total Estimated Time Evaluation of Award applications and consensus review may be conducted at the Examiner’s work location or home. Business is conducted by e-mail. Travel is necessary only for training, consensus meetings, and site visits. 82 to 192 hours Examiner Training Required Examiner training participation is critical to the success of the KAE program because the course includes a detailed review of the Criteria for Performance Excellence, the evaluation process, the scoring system, consensus development, site visit 3 requirements and the Code of Ethical Standards. All members of the Board of Examiners and the Panel of Judges must attend one of the three-day preparation classes and must prepare the required pre-work assignment prior to attending the class. Selectees who cannot attend one of the scheduled classes will not be assigned to a team. Adherence to Award Process Continuing Education/Certification Credits KAE will provide upon request evidence of completion of KAE Examiner Training for examiners who request such documentation for continuing education or credentialing. The examiner should provide the necessary documentation requirements. ASQ Recertification The Certification Board of the American Society for Quality has approved KAE activities for recertification credits (RU credits). Examiners are expected to meet all requirements associated with a fair and competent evaluation. This includes using the Criteria for Performance Excellence and corresponding scoring system, adhering to the evaluation processes, meeting site visit requirements, and avoiding conflicts of interest. Thorough documentation and written communication are essential parts of the overall review process. No additional RU credits will be granted to the auditing functions/site visits performed on the local, state, or national quality award committees, as this will fall under the “committees” portion for RU credits. Assignments of Board of Examiner Members The award program seeks to provide the fairest, most competent evaluation of each award application. Accordingly, examiners are assigned to applications on the basis of their knowledge and experience, consistent with the requirements to avoid conflicts of interest, to apportion the application load equitably, and to adhere to agreed-upon schedules. Teams are assigned that are geographically proximal to one another whenever possible to encourage face-to-face meetings. RU credits will be granted, at .1 RU credits per hour of training, under the “student” portion of the Recertification Journal when the applicant completes any pre-examiner training prior to being accepted, or not, to either a local, state, or national quality award examining committee. At this rate, KAE examiner training is worth 2.4 RU credits. KAE will provide Compensation and Reimbursement evidence of training completion to examiners who Since the award application review process receives complete the training, and meet the expectations of no state or federal funding and application fees are Four Ways to Submit members of the KAE Board of Examiners. Individuals Applications to the 2005 able to compensate kept to a minimum, we are not who serve on other KAE boards or committees Excellence BoardExaminers are, however, reimbursed for examiners. of Examiners Kansas Award for receive, in addition to the pre-examiner training, 1.5 the expenses incurred in the conduct of site visits. RU credits per year/per committee of active By Mail involvement, under the “committees” portion of the Kansas Journal. RecertificationAward for Excellence 112 SW 6th Avenue, Suite 509 Topeka, KS 66603-3811 By Fax Kansas Award for Excellence 785-234-8777 By e-mail Download the application from the KAE website (www.kae.bluestep.net) and e-mail the completed form to kae@Qof.com. The application is in Microsoft Word and is saved as a form. Only the fields where information may be entered are activated. On-Line Applications Complete the application form on the KAE website and forward the completed the document as instructed on the site. If you prefer, contact the KAE office and we will send you an application form by e-mail. 4 APPLICATION FORM All new applicants must complete the entire application. Incomplete applications will be returned. Returning examiners are only required to complete Sections 1a, 1b, and 2. Return completed applications to the Kansas Award for Excellence Foundation as described below. Section 1a: (All applicants must sign this section along with their supervisor, where applicable.) CODE OF ETHICAL STANDARDS Declaration of Principles Members of the Kansas Award for Excellence Board of Examiners pledge to uphold their professional principles in the fulfillment of their responsibilities. In promoting high standards of public service and ethical conduct, board members: • Shall conduct themselves professionally, with truth, accuracy, fairness, and responsibility to the public; • Shall not represent conflicting or competing interests nor place themselves in such a position where the examiner's interest may be in conflict, or appear to be in conflict, with the purposes and administration of the Award; • Shall safeguard the confidences of all parties involved in the judging or examination of present or former applicants; • Shall not offer confidential information or disclosures, which may in any way influence the award integrity or process, currently or in the future; • Shall not serve any private or special interest in fulfillment of the duties of judge or examiner, therefore excluding, by definition, the examination of any company, division or business unit of which he/she is employed or of which a consulting arrangement is in effect or anticipated; • Shall not serve as examiner of a primary competitor, customer, or supplier of any organization, company, division, or business unit of which he/she is an employee, has a financial interest or is involved in, or anticipates a consulting arrangement; • Shall not intentionally communicate false or misleading information which may compromise the integrity of the award process or decisions therein; and • Shall not for a period of five years invest in or develop a business relationship with any company, division, or business unit based on confidential information that is received in the review process. Furthermore, it is pledged that as a member in good standing of the Kansas Award for Excellence Board of Examiners, each examiner shall endeavor to aid the professional development and advancement of the Kansas Award for Excellence, as it serves to stimulate companies and organizations to improve quality, productivity, and overall performance. Members of the Kansas Award for Excellence Board of Examiners shall voluntarily disclose to the administrators of the award the identity of employer and clients, past, present, or potential, whose interest might be favorably or unfavorably affected by the actions they will undertake while acting as a member of the Board of Examiners. Any material/misstatement of fact in this application or incomplete disclosure of conflict of interest shall be grounds for disqualification from the application process or dismissal from the Board of Examiners. In applying for a position on the Kansas Award for Excellence Board of Examiners, I attest to the accuracy of this information in this application and agree to abide by the Code of Ethical Standards. 5 Examiner Signature: Date: __________________ Supervisor Signature: Date: __________________ 6 2005 Board of Examiner Application Section 1b (All applicants must complete this section.) Contact Information Last Name Employer Position Work Address Street City Phone (W) Fax Winter Round (Jan. – April) New examiner Returning examiner Team Leader Judge/Associate Judge Application Deadline 12/9/05 Notification of Appointment by 12/16/05 Examiner Training Dates and Locations: Examiner Training Date Selected January 4, 5, & 6 Kansas City Area (Location to be announced) January 9, 10 & 11, Friends University, Wichita Team Leader Training Date January 12, KAE Office, Topeka Preferred name for training certificate Preferred name for name tag Will you be available for site visits between during the round when you have agreed to serve as an examiner? See the chart on Page 1 to identify the dates when Site Visits will be scheduled Do you want ASQ or other certification credits for the training? State Phone (H) E-mail KS Zip Code First Social Security No. (Required for Site Visit) MI Yes No Not Sure Yes No 7 Section 2 (All Applicants must complete this section) Please rank from 1 to 10 your ability to evaluate applications in the following areas: (1=best, and use no number more than once) Manufacturing Business Service Business Small Business – Manufacturing (not more than 500 employees) Small Business – Service (not more than 500 employees) Large Health Care Organization Small Health Care Organization Early Childhood Through Secondary Education Post-Secondary Education Government Non-Profit Please rank from 1 to 6 your ability to evaluate applications in the following areas: (1=best, and use no number more than once) Leadership Strategic Planning Customer/Student/Patient & Market Focus Management, Analysis, and Knowledge Management Human Resource/ Faculty/Staff Focus Process Management Name of supervisor Company Position Address City, State & Zip Phone E-mail 8 Section 3 (Required of new applicants, only.) Education and Training: Include name and location of institutions) along with dates and degree(s) received. Include any quality- related training. Name of Institution Location Dates Degrees Received Certifications Received: Please list the professional organizations with which you are affiliated and indicate the nature of the affiliation (member, officer position, etc.). It is beneficial for Examiners to possess some or all of the following skills. Please describe your skill level for each of these important skills? ANLYTICAL SKILLS: Describe the experience you have with the analysis of information or data. COMMUNICATION SKILLS: Describe recent written/oral communication experience that you feel will contribute to successful performance as an examiner and as a representative of KAE. TEAM MEMBER SKILLS: Describe your experience working in a team setting and what skills and strengths you will bring to an examiner team. LEADERSHIP SKILLS: Describe the accomplishments you have achieved in leading or working with teams that is different from what was previously described. 9