August 2016 Agenda

Agenda for August 2016 Monthly CAP Meeting
Date: Thursday, August 4
Time: 1:15 PM
Location: 314A Illini Union

  1. Call to Order
  2. Review and Approval Previous Month’s Minutes
  3. Public Comment
  4. Chair’s Remarks
  5. Announcements
  6. Committee Reports
    • CAPE Awards Committee
    • University Professional Personnel Advisory Committee
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
  7. Academic Human Resources Report Associate Provost for Human Resources
    • Budget update
    • Governor’s Ethics Guidelines (Tentative)
    • Other updates from Academic HR
  8. Grievance Procedures Orientation for CAP members
  9. Unfinished Business
    • AP Notice Rights Discussion
  10. New Business
  11. CLOSED SESSION – Privileged Information/Grievances
  12. Adjournment

June 2016 Minutes

Council of Academic Professionals
Thursday, June 2, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Kristina Miller (1), Mike Garvey (2), Amy Hovious (2), Andrew Reynolds (4), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Elizabeth Wahle (6), Teresa Steckler (6), Tanisha King-Taylor (7), Mindy Spencer (8), Mike Bohlmann (9), Melissa Madsen (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Deb Stone (ex-officio)

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:15 p.m.
  1. Public Comment – None.
  1. Chair’s Remarks – Mike Bohlmann noted there was still no state budget, and that the Senate Executive Committee was discussing the Governor’s appointment of John Bambenek (Adjunct Instructor at UIUC) as the faculty member to the Illinois Board of Higher Education, and other universities were also very upset.
  1. Review and Approval Previous Month’s Minutes – Jeff Stein made a motion to approve, and Wendy White seconded; motion passed.
  1. Procedures and Elections Committee – Annual CAP election: The nominations process was overseen by Melissa Madsen, Tracy Parish, and Elizabeth Rockman.  The following offices for ballot were uncontested, and the results were as follows:
  • Chair:  Jeffrey Stein
  • Vice Chair:  Tracy Parish
  • Secretary:  Elizabeth Rockman
  • Grievance Officer:  Tanisha King Taylor
  • Assistant Grievance Officer:  Wendy White
  • At-large Member:  Rick Atterberry

Elizabeth Wahle made a motion to accept these uncontested nominees, and Ravi Ramrattan seconded; motioned passed.

The following offices were put to a vote, and the results were as follows:

  • CAPE Awards Vice Chair:  Ravi Ramrattan
  • Communications Officer:  Mindy Spencer
  • Communications Committee:  Beth Hall (more members may be needed)
  • Procedures and Elections Committee:  Betoel Escobar and Richard Gegg (more members may be needed)
  1. Announcements:

Kristina Miller announced that next year’s CAPE Awards Reception is scheduled as Thursday, April 6, 2017, though in past years has been subject to change based on the Chancellor’s schedule.

  1. Communications Committee – Nothing to report beyond the fact that Melissa Madsen said she has many CAP brochures to hand off to the new Communications Officer.
  1. Grievance Officer Update – Beth Hall noted there were no new grievances this month; one was heard last month in closed session, for which a report will be amended for some factual corrections before sending to the Chancellor.
  1. Academic Human Resources Report by the Associate Provost for Human Resources

Budget Update – Deb Stone said another legislative session had passed with no state budget.

Other Updates – Deb gave more clarity on the new Fair Labor Standards Act changes effective January 2017 related to the exemption of overtime pay and reporting for individuals, as the salary threshold will be changing to $47,476.  There will be exclusions to the new ruling, which is being worked out now.  The regulations are clear what duties do and do not fall under this threshold for removing the exemption.  A detailed DDDH communication will go out when more is known, and there will be information sessions for Deans and Department Heads.  For this ruling, overtime funds would only be disbursed at half-time for these salaried employees.  The rules impact some Civil Service Exempt employees as well as Academic Professionals.  For AP’s this accounting would be based on a 40 hours week.

Beth Hall asked if comp time would be allowed.  Deb noted that comp time would likely not be allowable, and that the UI has pretty generous leave benefits.  Rich Atterberry noted that Business Managers would likely lobby for comp time to be applied.  Deb noted that if it were to impact a day in the week, that could constitute a change in work schedule, and also that this timeframe is a longer implementation window than the anticipated December 1 deadline.  Beth asked for more clarification about the difference in flex v. comp time.  Deb noted that HR Working Groups would be working on many issues, including communications and training.  Jeff asked who could provide expertise on this, and Deb said either herself or Jami Painter in University Administration.

  1. Report from Academic Professional Senators; and Senate, Campus, and University Committees

Melissa reported that the 7th Senate Review had met three weeks prior, and would meet again next week.  They have been working on this for three years, and seem receptive about three additional campus districts receiving representation.

Rick Atterberry note that the Senate is concerned about the number of open Dean positions.

Kristin asked about the Chancellor Search, and it was noted to have Tracy ask Darcy to attend a CAP meeting to update on the process.

  1. Orientation for New CAP Members and AP Senate Representatives – The PowerPoint presentation will be shown next month by Rich Gegg. Otherwise, information was provided related to expectations:
  • If CAP members cannot attend a CAP meeting, notify Jeff Stein and Elizabeth Rockman
  • CAP members are encouraged to join CAP Committees, Ad Hoc Committees, and other CAP efforts
  1. Unfinished Business – Kristina noted that CAP helps with the All Employee Expo, and Amy Hovious volunteered to help with that effort.
  1. Orientation planning for new CAP members and AP Senator representatives – Orientation is in June.
  1. Unfinished Business – Tracy Parish noted that he talked with Katie Ross of Benefits, and that she clarified the status of the in-network payments issue. Individuals are encouraged to call their benefits provider.
  1. New Business

Rick Atterberry pointed out that the pay by phone parking option can allow for 15 minute increments rather than two hours, but our campus does not yet allow for that.  Beth Hall said that Parking is thinking of changing companies.  Parking may be asked to provide updates at a future meeting.

Jeff Stein discussed the Open Source Policy, and how that may impact research roles, including for AP’s who are evaluated on publications.  Journals may all have different requirements for their work, and they have copyrights.

  1. Closed Session for Privileged Information/Grievances – No closed session was held.
  1. Adjournment – Ravi Ramrattan made the motion to adjourn, and Tanisha King-Taylor seconded; motion passed.  Meeting was adjourned at 3:05 p.m.

May 2016 Minutes

Council of Academic Professionals
Thursday, May 5, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Shawna Naidu (3), Todd Spinner (3), Maeve Reilly (4), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mike Bohlmann (9), Melissa Madsen (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:20 p.m.
  1. Public Comment – None.
  1. Chair’s Remarks – Mike Bohlmann welcomed new/incoming members Amy Hovious and Andrew Reynolds, and recognized Kathleen Booth and Maeve Reilly, who were leaving CAP. He thanked CAP members who served in leadership positions, including Rich Gegg as Vice Chair, Elizabeth Rockman as Secretary, and Melissa Madsen as At-Large Member; Beth Hall as Grievance Officer and Jeff Stein as Assistant Grievance Officer; Maeve Reilly as Communications Chair and Mindy Spencer as Communications Vice Chair; and Tim Flanagin as CAPE Chair and Kristina Miller as CAPE Vice Chair.

Mike noted that the CAPE reception was very successful.  He discussed the last Senate meeting of the 2015-2016 Academic Year, and that there was a heavy agenda.  He looked back at a productive year, with little time on the CS issue, good inroads on strategic planning, work on Provost Communications, and background checks.

  1. Review and Approval Previous Month’s Minutes – Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed.
  1. Announcements:

Report from Academic Professional Senators; and Senate, Campus, and University Committee Reports – Rich Gegg noted that General University Policy wrapped up and finished resolutions on licensing, IT accessibility; he also noted on the background check policy that 303 had been completed, and no one was denied employment, and that next year there would be a policy introduced on multi-year contracts.  Elizabeth Rockman discussed the drafting of the Faculty Staff Assistance Program’s UPLIFT effort.  Rick Atterberry talked about Diversity and Inclusion efforts, and that the Athletic Board needs to report.  Jeff Stein talked about the Admission Committee and President Killeen’s targeted admissions goal; Provost Feser has appointed an Enrollment Strategy Committee, and the Chair of the Admissions Committee will contact him to ensure there is broader representation.

  1. Communications Committee – Nothing to report beyond the fact many e-mails have been sent.
  1. Procedures and Elections Committee – Rich thanked Maeve Reilly and Amanda Tucker for their help with elections. There will be a special election for a 2-year spot in District 2 and an AP Senator seat in District 6.

For the CAP Elections Committee, Tracy Parish is the lead person, and Melissa Madsen and Elizabeth Rockman are helping as well.

  1. Grievance Officer Update – There will be a closed session at the end of the meeting.
  1. Academic Human Resources Report by the Associate Provost for Human Resources

Budget Update – Still no state budget, and clarification was given about the information request for Civil Service layoffs (there was inaccurate information in local and state newspapers); the announcement was not meant to inspire anxiety or tell departments to eliminate positions, but it was meant to reduce the numbers of individuals who would be bumped.  So far the numbers of AP’s receiving notice have been the same as in the past.  Mike asked about the stop-gap funding, and Elyne said there was no further update.

Academic Professional Development Fund – The program has been suspended, and to date the fund has paid for 103 requests, for a total of $53,019.50 (total declined 5, none pending).  Rick asked if the Business Managers Group was notified, and Elyne noted that they were on the list to tell.

Otherwise, Elyne also explained the role of benefits being determined by AFSCME negotiation happening at the state level, which is currently being mediated with the Labor Board.  Deb Stone added that there should be a decision from the Labor Board.  Elyne noted the rates could be much higher, and Deb clarified that would be according to which level individuals choose.  Kathleen Booth noted the difficulty of choosing plans for which costs are not finalized, and Rick touched on faculty retention.

Elyne reiterated that due to the SURS changes, individuals cannot commit to future employment after notice is given of retirement.

  1. Ad hoc committee on CAP role in budget crisis – No update.
  1. Ad hoc committee on by-laws update – Maeve made a motion for Mike to work with Elyne on language within the statute, and Kristina seconded; motion passed.
  1. Orientation planning for new CAP members and AP Senator representatives – Orientation is in June.
  1. Unfinished Business – Tracy Parish noted that he talked with Katie Ross of Benefits, and that she clarified the status of the in-network payments issue. Individuals are encouraged to call their benefits provider.
  1. New Business – A guest brought up the non-tenure track faculty issue relating to CAP.
  1. Closed Session for Privileged Information/Grievances – Closed Session was held to discuss a grievance.
  2. Adjournment – Kristina Miller made the motion to adjourn, and Ravi Ramrattan seconded; motion passed.

Meeting was adjourned at 3:35 p.m.

New Officers Elected

A new slate of officers was elected at the June 2, 2016 Council of Academic Professionals Meeting. The new officers are:

Chair:  Jeffrey Stein, District 11
Vice Chair:  Tracy Parish, District 8
Secretary:  Elizabeth Rockman, District 10
Grievance Officer:  Tanisha King Taylor, District 7
Assistant Grievance Officer:  Wendy White, District 5
Communications Officer:  Mindy Spencer, District 8
At-large Member:  Rick Atterberry, District 5

Thank you to the current and previous slate of officers for volunteering your time to represent the APs on campus!

April 2016 Minutes

Council of Academic Professionals
Tuesday, April 12, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Richard Gegg (1), Kristina Miller (1), Shawna Naidu (3), Todd Spinner (3), Maeve Reilly (4), Rick Atterberry (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mindy Spencer (8), Mike Bohlmann (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

1.    Call to Order – Chair Mike Bohlmann called the meeting to order at 2:05 p.m.

2.    Public Comment – None.

3.    Chair’s Remarks – Mike Bohlmann noted state budget is still in flux, and that there was a budget resolution at Senate.  Elections are winding down, and the June meeting will be when new members come in.  Mike didn’t run, but might volunteer for Senate Committees; he will remain Chair one more full meeting and the start of the following meeting.

4.    Review and Approval Previous Month’s Minutes – Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed.

5.    Announcements:

Report from Academic Professional Senators – Rick noted that in the last Senate meeting the motion was to divest from coal-related energy, which is minimal, which passed.  Senate also adopted a climate action plan, and the afore-mentioned budget resolution.  Senate Chair Gay Miller was supporting of continuing to find real-world examples of when health-care bills are not being paid/honored.  There is one Senate meeting (5/2/16) left in the Academic Year.

Senate, Campus and University Committee Reports – Jeff Stein noted that the Committee on Admissions was going to have their first of the year.  Rich Gegg discussed a 24 notice rule related to e-mail release, and that there will be a licensing committee (no one unit can determine that issue).

Senate asks for names for faculty positions for Senate Committees by May, and usually CAP submits in the summer, which is not as timely.  Mike will work with Tim Flanagin and Rich Gegg about which committees will have AP vacancies, and announce those to all APs.

6.    Communications Committee – Nothing to report.

7.    Procedures and Elections Committee – Rich Gegg discussed that elections just finished, that they were challenging, and that voter turnout was low.  The following seats were filled:  District 2 – Amy Hovious, District 3 – Todd Spinner, District 4 – Andrew Reynolds, District 5 – Rick Atterberry, District 9 – Richard Stokes.  Discussion followed about how to get more to run for CAP, and while participation is encouraged, it is not required for all supervisors to support individuals to be in CAP, and that higher-level administration can support CAP but not require that of units.  It was also noted that it’s CAP members’ responsibility to talk up what CAP does.

8.    CAPE Awards – CAPE Awards ceremony follows CAP meeting.

9.    Grievance Officer Update – Beth Hall had met with one individual, and Jeffrey Stein reported being in the middle of one report.

10.    Academic Human Resources Report by the Associate Provost for Human Resources

Budget Update – No official plans regarding eliminations have been released.  Mike clarified that while the Provost said payroll could be covered through FY17, that reassurance did not guarantee positions.  Elyne clarified that nothing has been imposed regarding Civil Service, but that HR is trying to minimize the impact (ie., of one elimination causing 8-10 bumps).  Duties cannot just be given to APs as whole jobs, and AHR may be contacted about when that balance becomes a tipping point.

Academic Professional Development Fund – The APDF has had 96 applications for a total of $50,019.50; 5 were declined and 1 was pending.  Unfortunately the program has been suspended (and applications received by the end of April 12 would be reviewed), and CAP would notify members.

Elyne also noted that there has been SURS communications about tax issues individuals and units not being allowed to agree on a future work plan once retirement plan is submitted, nor may an individual volunteer to help after the service date and before an agreement is made.  If this is violated, SURS may lose their tax exempt status.  This is particularly problematic for faculty, as they advise graduate students, supervise research, etc.  This does not mean individuals cannot come back to work after the transition, but that the agreement cannot be made ahead of time.  There will be retirement seminars to clarify this issue.

11.    Information from OBFS on employee reimbursements – Kristina noted there had been two articles in the News-Gazette about the communication regarding 30+ days before payments, and that there are 8 openings in UPAY and 18% of the employees are Civil Service; the manpower is lacking, and they have one-third of their positions vacant.  There is a process for individuals to apply to get their funds faster if they have dire circumstances, but few cases are accepted and that only reduces the time to 15 days.  It’s advised to use TEM/Pcard whenever possible to avoid going out-of-pocket on expenses.  Beth Hall noted that some units don’t allow that mode of payment, and Elizabeth Rockman added that not all charges are accepted.

12.    Ad hoc committee on health insurance issues for APs – There was discussion regarding whether CAP should make a resolution.  Tracy Parish said that directly state-funded plans are paying claims, but payment plans are out of pocket.  Dental payments are 9-10 months behind.  CMS will add interest to old payments.  Deb Stone noted that using in-network providers will ensure that individuals will not have to pay up-front.  Tracy plans to follow up with Candace Shimkus at CMS, and Deb Stone recommended contacting Katie Ross of UHR, as she works with CMS.  Mike continues to accept and pass along stories about these issues.  Related to the resolution, Jeff made the motion, and Rich seconded; it passed.

13.    Ad hoc committee on CAP role in budget crisis – Mindy and Maeve will meet with Amanda soon.

14.    Ad hoc committee on by-laws update – No update.

15.    Unfinished Business – Ravi discussed Eastern Illinois University situation.

16.    New Business – A guest brought up the non-tenure track faculty issue relating to CAP.

19.    Closed Session for Privileged Information/Grievances – None.

16.    Adjournment – Kristina Miller made the motion to adjourn, and Ravi Ramrattan seconded; motion passed.
Meeting was adjourned at 3:45 p.m.