September 2016 Agenda

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

  1. Call to Order
  2. Paul N. Ellinger, Vice Provost for Budget and Resource Planning
  3. Review and Approval Previous Month’s Minutes
  4. Public Comment
  5. Chair’s Remarks
  6. Announcements
  7. 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
  8. Academic Human Resources Report Associate Provost for Human Resources
  9. Unfinished Business
  10. New Business
  11. CLOSED SESSION – Privileged Information/Grievances
  12. Webtools Demonstration/Training Mindy Spencer
  13. Adjournment

July 2016 Minutes

Council of Academic Professionals
Thursday, July 7, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Kristina Miller (1), Mike Garvey (2), Amy Hovious (2), Shawna Naidu (3), Todd Spinner (3), Andrew Reynolds (4), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Richard Stokes (9), Elizabeth Rockman (10), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

  1. Call to Order – Chair Jeffrey called the meeting to order at 1:18 p.m.
  1. Review and Approval Previous Month’s Minutes – Kristina Miller made a motion to approve, and Tanisha King-Taylor seconded; motion passed. Elizabeth Rockman asked for a volunteer for August minutes, and Andrew Reynolds volunteered.
  1. Public Comment – None.
  1. Chair’s Remarks – Jeffrey Stein reiterated thanks to Mike Bohlmann for his service as Chair, as well as all departing District representatives. He provided budget news about the April and June 2016 stopgap bills providing $530 million for FY16 and a portion of FY17.  There is a vacancy in CAP District 9 due to Melissa Madsen’s resignation and a Senate Vacancy in District 6.  He will attend the July 25 SEC meeting.  Parking will not attend this month, and Jeffrey asked for ideas for future meetings.  Executive Committee agreed no representatives to the APDF fund while it’s suspended.
  1. Announcements:

                 Chancellor’s Search updates – Darcy Sementi served as the AP/CAP representative to the Chancellor Search, and she thanked CAP for the privilege of serving in this capacity.  There were two recent articles in the News-Gazette that are public information, related to the President providing the Board of Trustees the name by their 7/21/16 meeting.  The Search Committee worked with Greenwood Asher search firm, which ensures the confidentiality of the search.  Over 200 nominations were generated.  Jeffrey asked if Darcy felt the AP voice was valued, and she noted that she felt she had an equal voice.

Officers and Committee Members for 2016 – 2017 – There will be a 1 page reference sheet for who’s who on committees and AP Senators.

Bylaws revisions update – The new bylaws have been completed and approved by the Chancellor, including a note about attendance.

Meeting Dates and CAPE Awards Reception – All CAP meetings take place on the first Thursday of the month through next August.  April 6 is set for the CAPE Reception (CAP meeting precedes that program).

  1. Committee Reports:

CAPE Awards – Kristina Miller met in June about planning, and an e-mail will go out soon to recruit (with an application deadline of 8/26); all districts should have at least a couple volunteers, as then diversity and other factors determine who is selected for the CAPE Selection Committee.

University Professional Personnel Advisory Committee (UPPAC) – This group is comprised of 3 campuses, and meets quarterly, with one recent annual meeting at the President’s House; Elizabeth Rockman and Tracy Parish attended, as did outgoing members               Mike Bohlmann and Melissa Madsen.  It was announced there that Maureen Parks would be leaving UI, with Jami Painter serving in that role.  UIS had questions about the UIUC grievance process; they have an Ombuds Officer, and UIC has a grievance process that does not work through the AP group.  Hiring freezes, moving APs to Civil Service status, and FSLA changes were discussed.  Maureen Parks and President Killeen both touched on the possibility of reducing the amount of time for AP’s being notified of a T-contract; to change this would require a change in statutes, which would take some time.  However, NOA’s will not be changed this August for furlough language.

Academic Professionals Senators (Faculty Senate – No update.

Senate, Campus, and University Committees – No update.

Procedures and Elections Committee – Tracy Parish will work on the District 9 vacancy, for which self-nominations are voted on by CAP, and the individual serves one year.  He needs to access the list to send to the district members.  This is the same process for the AP Senator vacancy in District 6, for which Rick Atterberry and Teresa Steckler will discuss possibilities.  One or two more members are needed for PEC and Communications Committee; Amy Hovious volunteered for Communications.

Communications Committee – No update.

Grievance Officer – No update except for one contact made (no details at this time).

  1. Academic Human Resources Report by the Associate Provost for Human Resources:

Final APDF Update The fund was suspended earlier, but Elyne noted that at the end of June, there were 103 requests, for a total of $53,019.50.  Five were declined, and a total of $50,669.50 was awarded out of $75,000.  There is no way to know when this fund will be reinstated.

Budget Update – Elyne reported about the stop-gap funding, but is concerned that the 2nd amount is for FY17 rather than filling out FY16 to 82% from 32%, as per the legislation.  Jeffrey noted that it was said to be allowed to pay for FY16 bills even though the 50% was designated as FY17.  Kristina noted that funding seems to be pulling from reserves that aren’t there.  Elyne suggested CAP have Vickie Gress come in to speak about budget.

Employee Group Benefits Task Force – Robbie Witt and Deb Stone have served on the UA-appointed taskforce.  Katie Ross and Walter Knorr hosted the Benefits Town Hall Meeting.  Insurance may be increased by double, and employees would have that deducted from pay.  AFSCME negotiates the contract, and they and the Governor seem to be at a stalemate.

FLSA Updates – Sandy Jones discussed the University/campus working groups’ efforts on behalf of all employment categories for the new ruling changing the annual salary limit by nearly double to $47,743, in addition to duties and responsibilities.  Elyne noted that AHR and SHR are looking at 828 APs, 13 RAs, 380 Postdocs, and 153 Civil Service employees.  Robbie noted that many changes need to happen:  system changes (codes in Banner), policies and practices, and how to educate departments/supervisors, employees.  Each unit is being contacted to find out if it’s in the best interest to increase salaries, depending on how much each employee goes over 40/37.5 hour work week.  Beth Hall asked for more clarification about why half-time (rather than 1.5 time) was paid, which was explained, and has to do with a week-long total (versus non-exempt, which is on a daily total).  Elyne noted that some exemptions are designated (for those who teach, instruct, and/or some professional groups).

  1. Orientation for new CAP members and AP Senators – Jeffrey provided this orientation.
  1. Unfinished Business – None.
  1. New Business – Shawna Naidu brought up the new Governor-initiated ethical guidelines sent out a week earlier, and Elyne will seek additional feedback.
  1. Closed Session for Privileged Information/Grievances – No closed session was held.
  1. Adjournment – Tanisha King-Taylor made the motion to adjourn, and Betoel Escobar seconded; motion passed.  Meeting was adjourned at 3:45 p.m.

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.