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April 2017 Minutes

Council of Academic Professionals
Thursday, April 6, 2017, Illini Union Ballroom
Meeting Minutes submitted by Elizabeth Rockman

Attendees: Rich Gegg (1), Kristina Miller (1), Jenny Ehrnthaller (2), Amy Hovious (2), Shawna Naidu (3), Andrew Reynolds (4), Rick Atterberry (5), Elizabeth Wahle (6), Betoel Escobar (7), Tracy Parish (8), Rebecca Ferrell (9), Richard Stokes (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Beth Hall (11), Jeff Stein (11), Sharon Reynolds (ex-officio)

1. Call to Order – Chair Jeff Stein called the (recorded) meeting to order at 1:20 p.m.

2. Public comments – None.

3. Review and Approval Previous Month’s Minutes – Elizabeth Wahle made a motion to approve, and Ravi Ramrattan seconded; motion passed. Elizabeth Rockman noted that she has a work commitment and will not be able to take notes at next month’s meeting, and that a volunteer will be appreciated.

5. Chair’s Comments – Jeff Stein discussed the 3/15/17 BOT meeting related with IPAC activity, and that there was a vocal protest related to student demographics. The announcement of the Provost Search members will be made soon.

6. Announcements – None.

7. Committee Reports:
CAPE Awards Committee – Kristina Miller reminded of the CAPE Reception.
University Professional Personnel Advisory Committee – Jeff has had some follow-up conversations with a UIC representative about improving promotion lines and mentorship.
Academic Professional Senators – Rick Atterberry discussed the last Senate meeting, and discussion was held about the history of AP Senators and ensuring that three unrepresented districts gain representation (currently seven CAP districts are represented, three are not, and one is UA – and there are 50 student seats). Jeff will find out if Tracy, Kostas, and Melissa can help provide more context on this issue. Rick also discussed the athletic board’s need to report, and that there is a stalemate between the Governor and AFSCME related to health care.
Procedures and Elections Committee – Tracy gave thanks to AHR for their help with elections. Senate elections are over, except for a run-off, and CAP elections run through Tuesday. Next will be committee appointments and then CAP officers.
Communications Committee – Becky Ferrell provided updates and asked for response to videotaping related to 3 options: tape all but closed session, tape guest speakers, or tape all but AHR updates. After discussion, general agreement was to videotape special guest speakers (after securing their permission).
Grievance Officer – No report, but there will be an update at the next CAP meeting.

8. Academic Human Resources Report – Sharon Reynolds attended for Elyne Cole, and had no report. Jeff asked about visas, which will be much harder to procure for faculty, students, and staff (with the special exemption disappearing, it could take 6-8 months), and Sharon gave more details. He also asked about receiving a report (such as at Senate) on background checks.

9. Unfinished Business – None.

10. New Business – None.

11. Closed Session – None.

12. Adjournment – Meeting was adjourned at 2:45 p.m.

February 2017 Minutes

Council of Academic Professionals

Thursday, February 2, 2017, 314A Illini Union

Meeting Minutes submitted by Elizabeth Rockman

 

Attendees:  Kristina Miller (1), Jenny Ehrnthaller (2), Amy Hovious (2), Shawna Naidu (3), Todd Spinner (3), Jessica Beaudoin (4), Andrew Reynolds (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Chantelle Thompson (8), Richard Stokes (9), Elizabeth Rockman (10), Jeff Stein (11), Elyne Cole (ex-officio)

 

  1. Call to Order – Chair Jeff Stein called the meeting to order at 1:20 p.m. It was announced that the CAP meeting was being recorded during open session.

 

  1. Review and Approval Previous Month’s Minutes – Teresa Steckler made a motion to approve, and Kristina Miller seconded; motion passed.

 

  1. Public comments – A question was asked related to the previous month’s minutes with regard to the CAP supporting IPAC, the President’s initiative to procure multi-years of budget. Jeff noted that this support was for the principles behind the IPAC effort, and the info is available on the Faculty Senate website, and will be put on the CAP website.

 

  1. Chair’s Comments – Jeff touched on statements by the President and Chancellor related to immigration, and posited that CAP may choose to put forward a stance if decided those statements are not enough.

 

There are upcoming guest speakers:  President Killeen in March, for which a larger room will be procured, April is CAPE, and Katie Ross will speak on health benefits in May.

 

  1. Announcements – None.

 

  1. Committee Reports:

 

CAPE Awards Committee – Kristina Miller updated that the full committee meeting would be the following Monday, and that all but 1 scoring sheet had been submitted for the final review.  Names are not publicized until the Chancellor reviews and approves the slate.

 

University Professional Personnel Advisory Committee – None, UPPAC is meeting later in February.

 

Academic Professional Senators – None, there was no meeting over break.

 

Senate, Campus, and University Committees – Jeff said the Senate Executive Committee had meetings a week apart, once for a special annual visit of the President, and two significant long discussions of the SEC related to the Provost Search, which will be about a year-long process.  SEC drafted a procedure for ratification of up to 14 search committee members, to include faculty members, students, APs, and others.  Other issues covered were apparel related to Naïve American imagery.  The meeting went until after 7 p.m.  Jeff noted there would be a general call to members, APs to be considered for the Provost search, and that CAP would have a strong voice in making recommendations.  Mike Bohlmann noted that it was provided for in bylaws related to a Chancellor’s search.  Senate had provided for AP Senators to do their own nominations for the Provost search.  Jeff noted that he was not personally or philosophically saying CAP should not have a role, but that he didn’t want to presume to tell AP Senators what to do.  Richard Stokes noted that CAP should have a role to help AP Senators with this process.  It was agreed to put a call out for nominations by Monday.

 

Mike Bohlmann reported on the Senate IT Committee; the first semester was primarily focused on strategic planning, and the committee is focusing on more productive work.  Next meeting will focus on research IT resources.

 

Elizabeth Rockman reported on the Faculty Staff Assistance Program Advisory Committee; FSAP is looking for support for their on-line therapy resource, UPLIFT.

 

Procedures and Elections Committee – There will be AP Senator elections for Districts 3, 5, and 11.  District-specific e-mails will be sent for those.  CAP members are asked to have their lists verified by Deans or their designees by 2/15 for updating the electorates.  Then the process of self-nomination will begin.  The same process will follow the following month for CAP member vacancies.

 

Communications Committee – It was reannounced that the meeting was being recorded.  Becky reported that the Communications Committee is meeting 2 weeks before the CAP meeting.  Protocols will be developed about recording.  Rick Atterberry noted CAP is not subject to the Open Meetings Act.  Jeff said he would not like to impede information flow, and that it is understood some dynamics may change.  Kristina expressed that it was OK for the President specifically, but that HR transparency is appreciated.  Teresa noted that we would not want to be taken out of context.  Shawna asked if this discussion was taking place after the fact (of recording), and Jeff responded that trying out technology was agreed upon in a previous meeting.  Betoel felt free flow of conversation was valuable.  Elyne noted that recording would also support an expanded audience.  Andrew Reynolds posited that constituents could provide balance.  Shawna asked if all meetings needed to be recorded.  Elizabeth Rockman proposed going through Committee Reports for the meeting.  It was generally agreed to record the President’s message for the next meeting, and to review when and how the technology will be used.

 

Grievance Officer – There will be a closed session.

 

  1. Academic Human Resources Report – Elyne had no report on budget. Otherwise:
  • The 2% salary program is effective 2/16/17 for APs and 2/22/17 for Civil Service staff. Units make decisions, and this is merit-based.
  • APs are participating in the Sesquicentennial, and the Chancellor has asked for CAP members to represent at the Diversity External Review Team in the month of February (February 21). CAP members are to respond to Jeff by 2/6 at COB, and he will forward on a list to be included.
  • The Executive Order on immigration has caused challenges, and the UI leadership has indicated support of impacted individuals. There is a multidisciplinary taskforce on the issue, and ISSS has been proactive.  Several questions were asked about who to refer questions to, how to identify individuals dealing with the issues, and how to support students and others.
  • Proposed state injunction on paying state employees if budget resolution not reached does not have to be a problem for UI.
  • A question related to whether sick leave now applies to expanded relationships for APs as well as Civil Service was clarified; this is related to a new law, and should be applied across the board.

 

  1. Unfinished Business – None.

 

  1. New Business – None.

 

  1. Closed Session – Closed session was held.

 

  1. Adjournment – Kristina made the motion to adjourn, and Tanisha King-Taylor seconded; motion passed.  Meeting was adjourned at 4:10 p.m.

March 2017 Agenda

Agenda for March 2017 Monthly CAP Meeting

Date: Thursday, March 2

Time: 1:15 PM

Location: Illini Union Ballroom

  1. Call to Order
  2. Guest Speaker: President Tim Killeen
  3. Public Comment
  4. Review and Approval Previous Month’s Minutes
  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. Adjournment

January 2017 Minutes

Council of Academic Professionals

Thursday, January 5, 2017, 314A Illini Union

Meeting Minutes submitted by Elizabeth Rockman

 

Attendees:  Rich Gegg (1), Kristina Miller (1), Amy Hovious (2), Todd Spinner (3), Jessica Beaudoin (4), Andrew Reynolds (4), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Chantelle Thompson (8), Richard Stokes (9), Elizabeth Rockman (10), Beth Hall (11), Jeff Stein (11), Elyne Cole (ex-officio)

 

  1. Call to Order – Chair Jeff Stein called the meeting to order at 1:20 p.m.

 

  1. Review and Approval Previous Month’s Minutes – Amy Hovious made a motion to approve, and Richard Stokes seconded; motion passed.

 

  1. Guest Speaker Chancellor Robert Jones – Chancellor Jones noted that through his work in Minnesota and Albany, he has always worked hard to advance Academic Professionals’ roles in teaching, research, engagement, and outreach. He said the University will need to make some tough decisions, but the best days are ahead, and specifically cited the upcoming 150 year celebration.  UI needs to position itself to advance the University to the next level of excellence, and AP voices and opinions are critically important as we move forward in a transparent way.  He responded to questions and other issues that were posed prior to the meeting and by the audience:
  • Appreciation was expressed for recent gift days and the announced salary program in the midst of a $190 million deficit, and it was noted that creative measures would be applied with the understanding that the budget crisis will likely not improve soon.
  • Concern was raised about the potential loss of tuition benefit that has been a benefit many consider very important. Chancellor Jones said that it is a critically important program and valuable benefit that he hopes is not taken away, but if curtailed by legislature he is not sure how the UI would find a mechanism to continue.
  • A question was raised about how women will be afforded leadership opportunities, and Chancellor Jones responded that equity and diversity are crucial values that he is very committed to. One reason he has called an equity and diversity analysis is to see if UI is getting a maximum return on this investment.  An external assessment related to centrally managed diversity programs will help determine where gaps are in training and leadership, so that UI can ascertain what to fix and/or find out if we are doing enough.
  • An individual asked about how the University can best bring life to UI accomplishments and greatness. Chancellor Jones agreed our achievements should be out there, and Springfield legislators have recently asked him for the UI stories they need to help.  Robin Kaler is working on this issue and also coordinating a communications group for the sesquicentennial celebration effort.  He said this is an asset UI must invest in, ie., if the UI loses stature in 1-2 years, it could take 10 years to come back from such a loss.
  • Another person asked if, rather than simply following FMLA rules on parental leave, UI could become a leader in this area. Chancellor Jones said this is part of what he had oversight to at Minnesota, since they were autonomous in this regard, and that here there may be some autonomy here as well.  When there is not a climate for raises, it is essential to be creative in other ways to raise morale.    Elyne Cole clarified that while it can sometimes be possible to consider campus needs and do more, we are still a 3-University System, and some decisions need to consider all 3 Universities.
  • It was asked what vision there is for broadening public engagement, and Chancellor Jones averred engagement is crucial to establishing public trust; while UI has good elements, there needs to be a better synergy. A point was brought up about how to engage staff and students.  Chancellor Jones is looking for opportunities related to that after his first 150 days; he will continue to visit stakeholders across campus, and may provide an annual State of the University address.
  • Chair Jeffrey Stein asked how the Council of Academic Professionals should interact with the Chancellor moving forward, in addition to annually coming to a CAP meeting. Because CAP is meant to provide a voice for APs, CAP would like to be more proactive and serve as a conduit for the Chancellor on issues related to APs, whether it be with input to a new strategic plan or the sesquicentennial celebratory events.   Chancellor Jones feels the former strategic plan had a great deal of value and has some more ideas, and welcomes APs’ input; he hopes to attend a CAP meeting more than once a year.

 

  1. Public comments – None.

 

  1. Chair’s Comments – Jeff said there was a lot of positive response related to CAP’s support of President Killeen’s IPAC effort, and he asked for ideas for future meetings.

 

  1. Announcements – None.

 

  1. Committee Reports:

CAPE Awards Committee – Kristina Miller updated that there are 12 semi-finalists for which CAPE is still receiving letters of recommendation.  CAPE members will review the letters and score each candidate, and CAPE will meet in February to deliberate in person.  CAPE program will not change this year, but next year there will be changes (unless budget improves), as all awards programs are under review.

University Professional Personnel Advisory Committee – None, UPPAC is meeting in February.

Academic Professional Senators – Jeff was at Senate; IPAC was approved, and a resolution came to the floor related to DACA, as a petition was gathered by faculty and students to take a proactive stance to provide a welcoming culture.

Senate, Campus, and University Committees – None.

Procedures and Elections Committee – Tracy noted there no elections, and that Senate elections will take place in March, and CAP elections in April.  There will be a PEC handbook to back-up procedures.

Communications Committee – It was agreed that specific e-mails from districts add value, but they will not supplant the official CAP info e-mails from Communications.  There will be a survey to APs to determine what is needed.  Richard Stokes said that there is a library video kit, and that they will send someone the first time to get us started.

Grievance Officer – There will be no closed session; there are two potential grievances, but they need more follow-up.

 

  1. Academic Human Resources Report – Elyne had no report on budget beyond what the Chancellor shared. Otherwise:
  • Elyne noted that in an effort to engage APs, there will be CAP representation at the Sesquicentennial Kick-off lunch, which will additionally engage staff, faculty, and the community. Chancellor Jones was disappointed CAP was not represented on the planning committee, whose work has already begun.
  • All employees will receive a communication from SURS as to if they were furloughed in the past how to buy back those days; if employees fall into the category/dates, there is a small window to respond. (This may not include UI employees, as the dates may not go back as far as 2010 furloughs.)
  • CMS is changing vendors to sign up for health benefits, which will replace NESSIE (2FA Authorization does not extend to this software); information will not be provided about health care/benefits, but just how to use the system.
  • Departments decide how to apply the 2% salary merit program, which is not to be applied as an across the board increase. Clarification was sought as to which performance reviews to use, and the most recent is appropriate.  A great deal of research has been done related to mid-year increases, and the timeline is short.

 

  1. Unfinished Business – None.

 

  1. New Business – Some constituents were concerned about issues with healthcare. Healthcare will potentially be covered in future CAP meeting, and CAP will use technology to intake stories about impact.

 

  1. Closed Session – No closed session.

 

  1. Adjournment – Tanisha King-Taylor made the motion to adjourn, and Richard Stokes seconded; motion passed.  Meeting was adjourned at 3:45 p.m.

November 2016 Minutes

Council of Academic Professionals

Thursday, November 3, 2016, 314A Illini Union

Meeting Minutes submitted by Elizabeth Rockman

 

Attendees:  Richard Gegg (1), Kristina Miller (1), Jenny Ehrnthaller (2), Amy Hovious (2), Shawna Naidu (3), Andrew Reynolds (4), Rick Atterberry (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mindy Spencer (8), Rebecca Ferrell (9), Richard Stokes (9), Elizabeth Rockman (10), Beth Hall (11), Jeff Stein (11), Elyne Cole (ex-officio)

 

  1. Call to Order – Chair Jeff Stein called the meeting to order at 1:20 p.m.

 

  1. Review and Approval Previous Month’s Minutes – Amy Hovious made a motion to approve, and Elizabeth Wahle seconded; motion passed.

 

  1. Public Comment – None.

 

  1. Chair’s Comments – Jeff noted that Mindy Spencer was resigning the following week since she is changing jobs, and therefore districts. A new Communications Officer will need to be elected, and Mindy will still serve on the Communications Committee.

 

Jeff updated on a meeting with Jami Painter, Jeff, Rich Gegg, and Rick Atterberry related to comments made about notice rights by Maureen Park and President Killeen in July 2016.  Clarification was provided about notice rights being examined in terms of how the issue is handled by a variety of institutions.  A matrix of information was put together, with nothing happening on this front since February 2016.  Jeff noted that he feels that three things came of the meeting:  1) that no movement on this issue is being made by administrators, nor are there any plans to move on this issue, 2) the meeting opened up dialogue, and 3) a commitment to engage CAP has been expressed.  It was asked if CAP could view the matrix, which will be looking into.  Rick noted that it was noted in the meeting that this issue cannot be looked at in a vacuum, but as a part of an entire benefits package:  some institutions fund children’s tuition 100%, some provide multi-year contracts, some shut down over holiday breaks and do not charge leave time, and some pay all insurance costs.

 

  1. Announcements – None.

 

  1. Committee Reports:

 

CAPE Awards Committee – Kristina Miller said there will be a meeting the following Monday, with all 11 nominated committee member able to serve.  There were 50 nominations for the awards, and eligibility analysis will follow.  The committee members get a month to review and rate the (up to) 50 nominations, and then there will be a round 2 review of the determined 12 finalists, after 3 letters of recommendation are also reviewed.  The committee recommends 6 awardees to the Chancellor for approval.  CAP will need to get a meeting room close to the April event.

 

University Professional Personnel Advisory Committee –The next UPPAC meeting is 11/14/16.

 

Academic Professional Senators – Rick noted the previous Senate meeting was very short, with only an Enrollment Management presentation, which didn’t mention the latest admissions changes for this year.  Faculty who were not on campus for the health care updates have asked for a new Town Hall Meeting

 

Senate, Campus, and University Committees – Elizabeth Rockman updated that the Faculty Staff Assistance Program has provided more update to their upcoming on-line resources web service, and when that is closer to going live, CAP may host a presentation.

 

Procedures and Elections Committee – There will be elections for a CAP representative in District 8, and for an AP on the newly-formed Elections and Credentials Committee.

 

Communications Committee – Mindy noted that she, Amy Hovious, and Andrew Reynolds have been very busy updating web contacts and resources, and that a Chair letter is needed.  Discussion ensued about branding, surveying AP’s, and what sorts of things should be communicated (and how); also, brown-bags will be reinitiated, and live-streaming will be looked at.  For interim communications, it is being considered to bullet-point what has been covered in meetings (with minutes to be linked after approval).  Resources were mentioned related to ATLAS, CITL, Skype, SharePoint, and/or graduate students assisting with live-streaming meetings.

 

Grievance Officer – Tanisha King-Taylor has no report, but there are lots of communications coming from a couple districts; there will be more to follow at the December meeting.

 

  1. Employee Expo Update – Amy said that the Expo went really well, and that she has all the materials and giveaways. She will bring the sticky-noted questions to the next CAP meeting, and add applicable ones to the list for the Provost.

 

  1. Academic Human Resources Report – Elyne Cole said that the Chancellor and the Provost are looking at the sustainability the overall budget (award amount, reception costs) of all awards programs, including CAPE Awards (CAPE will go forward this year). (The APDF has been suspended indefinitely, but not eliminated.)  Possibly awards programs will continue, but at a reduced amount to the recipient and/or department.  Generally concern was expressed about the removal of recognition programs at a time that benefits are being reduced and work being added.  Elyne will check on the status of these conversations and give CAP the possibility of responding in a proactive formalized way.

 

Rick asked for more context on FLSA issues.  He noted a lots of concerns from individuals in his area, including communications, reporting, and morale.  Deb Stone provided clarifications related to the 2 factors related to the FLSA changes, which are the salary change to a $47,476 minimum and the issue of teaching.  It was asked if the published guidelines were changed in campus policies, and that is happening.  Individuals are still considered to be professional, just over-time eligible, and there are some differences related to over-time and leave reporting.  Issues related to on-call needs related to over-time were discussed, and that is still being addressed, and should be finalized by 11/28/16.  Cost issues were brought up, and Elyne noted that the federal contact on this admitted that there are unfunded costs due to these changes; she also noted that the Deans were given the purview of how to address the costs of salary changes versus the overtime.  Elizabeth expressed the concern that managers expectations may be difficult to navigate, particularly if they are unable to approve overtime but expect the same work output, keeping in mind that employees must be treated fairly because they are not allowed to do more work without additional recompense.  Rick noted there is also a much greater burden on those who are past the salary threshold, as those individuals will be expected to do the work that the others are not funded to do.  Elyne clarified that the intent is not to devalue workers, but to provide consistency.  Jeff expressed gratitude to AHR for implementing the federal rule consistently, even if individual units’ decisions may not be perceived to be consistent with each other.

 

  1. Unfinished Business – Redistricting is still underway.

 

  1. New Business – Elizabeth noted that the 2FA communications are not perceived as consistent in their messages, and that there is generalized confusion due to that.

 

Mary Barker was elected to the Senate Committee on Elections and Credentials, and Chantelle Thompson was elected to fill out the District 8 CAP term.

 

  1. Closed Session – Closed session was held for discussion of the above-noted elections.

 

  1. Adjournment – Tanisha made the motion to adjourn, and Rebecca Ferrell seconded; motion passed.  Meeting was adjourned at 4:00 p.m.