Category Archives: Meeting Minutes

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.

March 2016 Minutes

Council of Academic Professionals
Thursday, March 3, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

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

  1. Call to Order – Chair Mike Bohlmann called the meeting to order at 1:20 p.m.
  2. Public Comment – None.
  3. Chair’s Remarks – Mike Bohlmann noted there is still no state budget, and that the general consensus among the President, Chancellor, and Provost is that there may not be one until after the November 2016 elections.  UI does not seem to be in the same straits as Chicago State University, EIU, or WIU.President is still moving forward on UI Strategic Planning, and Mike reminded all to go to the March 14 session.  For the SURS Advisory Committee, there were 8-10 volunteers.
  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 Atterberry noted the last Senate meeting was very short.Senate, Campus and University Committee Reports – Darcy Sementi, who is serving on the Chancellor Search Committee, discussed the Town Hall Meeting on March 11.  CAP members discussed various ways to engage APs in this discussion, including official statements, brown bag meetings, and other venues.  Darcy clarified the anticipated timeline.
  6. Communications Committee – Mindy Spencer updated on the CAP brown bag info session on South Campus, which Rick Atterberry organized and Mike, Elizabeth, Rich, Rick and Mindy helped facilitate approximately 15 individuals.  Also planned was a north campus brown bag info session, and other districts have held them as well.  Ideas promoted were “bring a friend” and to encourage feedback on the Chancellor position at meetings.
  7. Procedures and Elections Committee – Rich Gegg noted there were two candidates each for the three Senate district, and those elections would kick-off the following Monday (for a week), and that CAP elections would be held (there had been special elections for Districts 8 and 9 previously).
  8. CAPE Awards – The April CAP meeting was suggested to be moved to April 12 to accommodate the changed date for the CAPE Awards.  Jeff Stein made the motion to approve, and Elizabeth Wahle seconded; motion passed.
  9. Grievance Officer Update – Jeffrey Stein and Beth Hall had been informed of urgent matters to be discussed in closed session.
  10. Academic Human Resources Report by the Associate Provost for Human Resources
    Budget Update – None.Academic Professional Development Fund – The APDF has had 89 applications (3 denied for time submitted) for a total of $44,669.50; 3 were declined and $43,819.50 have been funded.Discussion followed on proactive measures APs could work out with departments in the case of extreme budget cuts, such as: offer to leave earlier with a cash payment, offer to reduce appointment from 100%, and reduce from 12 month employment.  Elyne noted there could be possible personal consequences.  At this time there cannot be more than 25% lump sum except in extenuating circumstances and in the case of a separation agreement.  Individuals and departments could have difficulty with the full amount of T-contract.  Sandy Jones and Deb Stone noted various issues related to creative suggestions, such as 9 month employees retaining notice but not health care costs over months not worked.  In cases where employees change percentages or months, there is no promise of returning once/if budget improves.  Furloughs are not on the table.
  11. SURS MAC AP Representative Appointment – A vote was taken for two candidates, and Tracy Parish will serve in this role.
  12. APDF and District 1 discussion – District 1 still has interest in having funds be administered under the APDF protocols.
  13. Senate proposal to change Senate electorate and representation – Mike asked all CAP members to encourage AP Senators to go to the vote on this, in case the proposal could lead to less AP representation.
  14. Ad hoc committee on CAP role in budget crisis – No update.
  15. Ad hoc committee on by-laws update – The committee has not met with AHR yet.
  16. Unfinished Business – None.
  17. New Business – Discussions were held regarding budget hearings and state insurance issues, and how CAP members’ roles intersect.  Mike, Tracy, and Kristina volunteered to organize personal stories regarding impact of late/no health payments to disseminate to public officials.
  18. Closed Session for Privileged Information/Grievances – Closed Session was held.
  19. Adjournment – Meeting was adjourned at 3:45 p.m.

February 2016 Minutes

Council of Academic Professionals
Thursday, February 4, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees: Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Todd Spinner (3), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Shawna Naidu (3), Tracy Parish (8), Mindy Spencer (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 1:15 p.m.
  1. Interim Chancellor Barbara Wilson – Chancellor Barbara Wilson noted that she is not involved in the Search for the new Chancellor, but updated on her top priorities:
  • Athletics, as the front porch of the University, is taking a good deal of time, specifically relating to the new Athletic Director Search, which has garnered a lot of attention around the state (even more than the Chancellor Search).
  • Budget is clearly a crucial issue, with the UI in the middle of a conflict between two political parties and an ongoing struggle related to unions; UI administrators are in Springfield quite a bit, with the President working along bipartisan lines, and trying to get a bi-yearly budget. UI is not in the same situation as EIU or Chicago State. The predominant argument is that UI graduates students and has an important impact on the state’s economy.
  • Diversity remains a national issue, with the Provost calculating diversity support (including the TOP, scholarship, programming, etc.) at $40 million. There will be a new Associate Vice Chancellor for Diversity (to replace Menah Pratt-Clarke’s former position), and will be drawn internally from UI faculty. There is mandatory training on implicit bias for all involved in Search Committees.
  • Communications are crucial, and we all need to do a better job with letting everyone know what we’re doing. Chancellor Wilson has “Chats with the Chancellor” with students (most of whom do not read e-mails).

    Thoughts and suggestions from CAP attendees and members were as follows:

  • Mike Bohlmann noted that he thinks it would be good to have an “elevator pitch” ready to help with the communication issue. Chancellor Wilson noted that we should communicate our graduation rates and work to create citizens of the future, and to talk about how 1 in every $17 in the state is generated by UI.
  • Rick Atterberry asked how the UI is engaging local businesses and politicians to advocate for us, and the Chancellor replied that there would be talking points system-wide on the UI website.
  • Teresa Steckler asked about rationale for the Associate Vice Chancellor for Diversity being internal, and Chancellor Wilson cited a need for the individual to be knowledgeable about the UI as soon as undertaking the position, as well as have already built relationships and be ready and able to impact change.
  • Elizabeth Wahle asked about the UI’s need to reduce administrative overhead, and Chancellor Wilson responded that there are already a number of exercise being implemented to reduce administrative cost; she referred to past efforts such as Stewarding Excellence, and past years’ cuts and collapsing offices. One example cited was that of 37 LAS departments, there are 26 shared services; otherwise, many support systems, such as IT and student services, contribute to our campus’s first year retention rate being 93%.
  • Jeff Stein commented that most of that support comes from Academic Professionals, but when there are difficult budget times, APs are the easiest to cut; Chancellor Wilson noted that APS are the backbone to the institution, and everyone plays a role. Mike Bohlmann said that CAP would like to be proactive, and help to be creative about alternate revenue streams and strategic planning about resources, and the Chancellor noted that all suggestions are welcome. Mike also offered that CAP can be a conduit to help with strategies for creative repurposing, rather than elimination of AP positions.
  1. Public Comment – None.
  1. Chair’s Remarks – Mike Bohlmann discussed the UI Strategic Planning process, with the draft version being shared with the entire UI community; he noted that the town hall meeting was productive. Elizabeth Rockman asked if APs could be included in the Strategic Planning process (since they were not included in the focus groups that UIC and UIS were), and Mike responded that they could comment on the plan. Jeff Stein asked if CAP should comment as a body, and Mike thought that individual responses were helpful. Kristina Smith asked about the timeline, and Mike said that that would be 2-4 weeks rather than months, and that there was another Steering Committee meeting in 2 weeks.

    The President made his annual visit to SEC, and discussed what happens if a budget is not passed; thankfully we do have some cash reserves so are not in the EIU situation, but the situation grows worse.

  1. Review and Approval Previous Month’s Minutes – Once change was made; that Teresa Steckler was at the meeting remotely. Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed. Elizabeth Rockman reiterated that everyone should sign-in at the meeting, particularly in light of a new attendance policy being introduced into CAP Bylaws (for those who call in, they’ll need to let Elizabeth know they are on the line).
  1. Announcements:
    Report from Academic Professional Senators – Rick Atterberry noted there was some additional discussion on background checks.

    Senate, Campus and University Committee Reports – None.

  1. Communications Committee – Mindy Spencer updated information related to the Chancellor visit. Discussion was centered around communications about CAP. Others discussed doing brown bag lunches, tweeting info about CAP, and other social media. It was agreed to have two brown bag lunches, one north campus and the other south campus, in order to help provide a forum to discuss opportunities to get involved in CAP, as an AP Senator, with CAPE, and/or with campus/senate committees.
  1. Procedures and Elections Committee – Districts 2 and 9 need an extension for the self-nomination process for Senate, since there were some issues with lists; there will be an extension to all to be consistent. For CAP elections, self-nominations must be done by mid-March. Otherwise, for the brown bag lunches, Mindy volunteered to organize the one for south campus, and Kathleen Booth and Dana Tempel volunteered to help with the north campus program.
  1. CAPE Awards – Kristina Miller said that finalists would be selected by the committee by the following Monday.
  1. Grievance Officer Update – Jeffrey Stein and Beth Hall received one contact, and they met with AHR.
  1. Academic Human Resources Report by the Associate Provost for Human Resources
    Budget Update – Elyne Cole said she had no further budget update than what Chancellor Wilson provided.

    Academic Professional Development Fund – The APDF has had 73 applications (3 denied for time submitted) for a total of $36,867.50; 3 were declined and $36,017.50 have been funded.

    Elyne followed up on the question asked last CAP meeting about terminal contract numbers, and noted that so far there are 34 this year for programmatic or budgetary reasons, with older numbers as follows: 120 for AY15, 64 for AY14, and 75 for AY13. The question was asked how many are currently on notice, as the three possibilities are that the contract ends when employment ends, that the contract may end early if the employee takes another job, and there can be an extension of the notice of non-reappointment. Elyne said we may be entering a period where there may be more issuing the notices, and that CAP may help advocate for employees. Jeff Stein said that it would be helpful to add to the question: ie., how many people are currently on a notice of non-reappointment; Elyne asked what would the information be used for, and he responded that a sense of what’s going on would help with awareness of how CAP can help. Rick acknowledged this may be a different conversation since there is not yet an indication that more are being laid off, and asked if there were more retirements at this point; Elyne responded that the numbers do not show that. Mike noted that there was a concern that CAP be part of the conversation while people are being impacted. Elizabeth Wahle referenced when all Extension employees got a terminal contract notice. Mindy Spencer noted it was a morale issue, since APs are easiest to cut; Kathleen Booth clarified that APs are also the easier group to get to do much more work. Elyne asked for more clarification of information needs, and Sandy Jones also asked if CAP wanted info on how many are still on a terminal contract and if they’d been extended or not. Kathleen asked if there could be more information on how many programs were being cut completely, and Elyne noted that information was not available. Theresa Steckler said it would be useful to know how many APs there are on a yearly basis, and Elyne and others referred to DMI campus profile data. Jeff Stein said it would help to get numbers of APs and #’s of notice of non-reappointment per month, so as to ease tensions by being aware and available. Mindy said that the concerns were based around those terminal contracts issued for programmatic and budget, not performance. Elyne reiterated that HR doesn’t know about entire units being eliminated in advance. Tracy Parish said that Campus HR finds out about the notice within 7 days of its being issued, and that it would be helpful to get ahead of the curve if possible. Deb Stone said that it might be helpful to have a fuller discussion of the policies with the Ad hoc Committee on CAP Role in Budget Crisis, and to find a balance of information without going directly to unit heads with questions/concerns.

  1. Ad Hoc Committee on CAP Role in Budget Crisis – This committee will meet with Sandy Jones in order to clarify what the actual process is before re-submitting a draft report.
  2. Ad Hoc Committee on Bylaws update – None. Mike indicated this might be ready by the March 2016 meeting.
  1. Unfinished Business – None.
  2. New Business – None.
  3. Closed Session for Privileged Information/Grievances – None.
  4. Adjournment – Ravi Ramrattan made a motion to adjourn, and Dustin Yocum seconded; meeting was adjourned at 3:35 p.m.

January 2016 Minutes

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

Attendees: Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Todd Spinner (3), Maeve Reilly (4), Dustin Yocum (4), Wendy White (5), Theresa Steckler (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mindy Spencer (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 1:15 p.m.
  1. Public Comment – Hank Kaczmarski of the Illinois Simulator Lab noted that his entire unit (which is comprised of 5 APs with more than 20 years of experience each) is being eliminated,; he discussed that his unit, which directly does research, should not be the only place to make cuts and touched on the number of administrator salaries at higher levels. He asked that there be more consideration of attrition rather than overt elimination of contributing units. Mike Bohlmann re-requested that CAP be informed of when a full unit or department were being eliminated and what the numbers are as time goes on, in order to be more aware of what is happening so CAP can advocate for APs.
  1. Chair’s Remarks – Mike Bohlmann said the strategic planning consultants plan to submit a final draft in April for feedback; faculty had asked for more time to review.
  1. Review and Approval Previous Month’s Minutes – Jeff Stein made the motion to approve, and Ravi Ramrattan seconded; motion passed. Elizabeth Rockman reiterated that everyone should sign-in at the meeting, particularly in light of a new attendance policy being introduced into CAP Bylaws.
  1. Announcements:
    Report from Academic Professional Senators – None.

    Senate, Campus and University Committee Reports – None.

  1. Communications Committee – Publicity will be done to promote visits by the Chancellor in February and the Provost in June.
  1. Procedures and Elections Committee – All CAP members were asked to initial their own name by their election cycles; CAP members must self-nominate to be considered for reelection if their term is up. For districts who are Senate-eligible, that eligibility will be determined.

    The election for the rest of the term for the vacant seat for District 2 was taken to a vote (Jeff Stein made the motion and Ravi Ramrattan seconded): Neel Davis won to serve through this spring.

    The Senate Review Committee is working on implementation of recommendations, which includes a motion to cover 3 districts not covered by Senate eligibility. Special elections can be held once that is approved, rather than waiting another year.

  1. CAPE Awards – Kristina Miller noted that the 12 finalists’ 3 letters of recommendation all came in before the deadline; these will be evaluated by the committee the first Friday in February.
  1. Grievance Officer Update – Jeffrey Stein and Beth Hall had no report, though Beth noted she had been contacted, and had held 3 one-on-one meetings.
  1. Academic Human Resources Report by the Associate Provost for Human Resources
    Academic Professional Development Fund – The APDF has had 59 applications (2 denied for time submitted) for a total of $29,567.50; 2 were declined and $28,171.50 have been funded.

    Budget Update – Elyne said President Killeen said the day before that while he’d expected a budget in January, now it was more likely to be March or April. Campus are making their own decisions; departments/units are trying to decide their own budgets.

    Civil Service Audit – New CS Director and HR are having discussions rather than disagreements.

    Background Checks – These are being done, with the committee reviewing several items, and no employment has been denied.

    Questions were raised related to if no budget is approved, and if there was any central campus effort to help provide leadership about strategy for how to handle. Elyne noted that grassroots education by staff would be imperative to help put pressure on state legislators, and that there are students working on efforts in Springfield.

    Elyne noted there is a hiring freeze in UA, but not at the campus level, and that nothing has been done for retirement incentives to date, but there is no stricture on the campuses doing so; furloughs have been ruled out. The President did encourage freezes/attrition for cuts, but that is not a mandate.   Beth asked if it could be clarified if Terminal Contracts were being issued for purely programmatic reasons, and Elyne said that HR is only part of the process. Jeff said that CAP could be more helpful if more aware of what was happening, but Elyne said that often the termination information comes too late, after all the decisions have been made. Elizabeth reiterated that CAP is not questioning the decisions, clarifying that CAP is seeking information to best support APs.   Elyne acknowledged there could be 30% cuts, and Mike asked that Vickie be brought to a future CAP meeting to talk about bigger implications. Rich noted that it would be good to get in front of Deans. Mike asked to form a small group to work on action items related to what CAP can do for APs; Maeve noted CAP is an advisory group, and volunteered to lead this small group, which will include Tanisha, Tracy, and Mindy. Elyne will work with HR to ensure CAP has information to be a part of this conversation.

  1. Ad Hoc Committee on Provost Communications 22 – Discussion centered around a Final Report on Provost Communication 22 (separate item provided to CAP members):
  • A short survey was proposed (relating to whether departments were following guidelines), but general consensus was that information would not be submitted (or incorrectly communicated).
  • Kathleen asked for clarification about how the AP Advocate would interact with the CAP Grievance officer, since there is no specific Ombudsperson.
  • Melissa noted that supervisors should be reviewed on if they do the reviews (ie., supervise).
  • Mike asked Elyne for context and history on compliance with regard to annual reviews, which Elyne noted was previously an annual reminder.
  1. Ad Hoc Committee on Bylaws update – A few items will be dealt with before the final recommendations will be sent for consideration of a vote.
  1. Webtools Mass E-mail Training – Maeve Reilly provided this presentation.
  1. Unfinished Business – None.
  2. New Business – None.
  3. Closed Session for Privileged Information/Grievances – None.
  4. Adjournment – Kristina Miller made a motion to adjourn, and Ravi Ramrattan seconded; meeting was adjourned at 3:40 p.m.

December 2015 Minutes

Council of Academic Professionals
Thursday, December 3, 2015, 407 Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees: Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Shawna Naidu (3), Maeve Reilly (4), Dustin Yocum (4), 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 1:18 p.m.
  1. Public Comment – none
  1. Chair’s Remarks – Mike Bohlmann discussed Senate agenda items, including the background check issue, the Chancellor sharing the White Student Union was started by an outside entity, and underrepresented student scholarships (recruitment has gone from 42% to 67% with the additional funding).Mike provided details about the UPPAC meeting, which includes officers of other CAP organizations at UIC and UIS; discussions focused on strategic planning and budget, and the fact that health care providers are not being paid (while employee contributions continue to be withheld) even though most still continue to provide services.

    Mike was pleased with the numbers of CAP and AP representation at the strategic planning forum the President and Chancellor hosted at Beckman with the consultants; there were many well-thought out responses from campus, community, and students. However, CAP representatives were not asked to focus groups (as UIC and UIS were); Elyne noted that she had provided lists of stakeholders, which included CAP. Mike continues to provide his feedback through the committee, which is discussing how to move forward; the President has been tasked by the BOT to finish this process this academic year.

  1. Review and Approval Previous Month’s Minutes – Richard Gegg made the motion to approve, and Ravi Ramrattan seconded; motion passed. Elizabeth Rockman noted that everyone should sign-in at the meeting, particularly in light of a new attendance policy being introduced into CAP Bylaws.
  1. Announcements:
    Report from Academic Professional Senators – None.Senate, Campus and University Committee Reports – Rich Gegg said that General University Policy was contentious, due to the discussion of the background check policy; there were untrue and misleading statements that were cleared up. The final position of GUP is that the policy is acceptable, but to keep an eye on how it’s implemented. Tracy Parish noted that Senate Committee for Public Engagement has not been active. Elizabeth Rockman said that the Faculty Staff Assistance Program is working on a new web tool to assist clients with issues on a 24-7 basis, and that she will check with them about when they might unveil a draft version to CAP.
  1. Communications Committee – Maeve Reilly offered to provide a session on web tools and how to use the mailer functions.
  1. Procedures and Elections Committee – Special elections were held for Districts 2 and 9 (incumbents changed districts); District 2 has been filled (there was one candidate), but District 9 was a tied vote (so there will be a special runoff election. Otherwise, some AP Senators and some CAP seats will be up for regular elections; continued thanks to AHR for all their help with all election cycles. There are multiple individuals on the PEC as per CAP Bylaws.
  1. CAPE Awards – Kristina Miller noted that the Steering Committee was meeting on December 4, and the full CAPE Committee is meeting on December 7 to determine finalists.
  1. Grievance Officer Update – Jeffrey Stein and Beth Hall had no report.
  1. Academic Human Resources Report by the Associate Provost for Human Resources
    Budget and Academic Professional Development Fund – Elyne Cole said there was no news on budget, and that many departments have their own guidelines even though no budget has been provided.The APDF have had 53 applications (2 denied for time submitted) for a total of $26,647.50 (with a bit under $50K remaining). There was discussion about presenting on the fund (whether that would lead to curtailing the funds and/or if underuse would lose the funding), and there has been no travel freeze.

    Civil Service AuditCivil Service Director is suspending audits, except for UIUC, as it’s already underway; there are concerns about decisions made prior to the previous Director’s retirement. He has also consulted University Audits about policies and procedures.

    Other – Elyne touched on weather-related policy, which led to a discussion of AP issues related to working while not on site.

  2. Ad Hoc Committee on Bylaws update – Mike Bohlmann, Kathleen Booth, Kostas Yfantis, and Rick Atterberry worked on the proposed revisions, which were sent to CAP prior to this meeting. Mike noted that what will continue as per CAP Bylaws (but haven’t been practice) are the annual report and the Elections Committee make-up (Vice Chair, Secretary, and AP on USSP), Changes proposed are an attendance policy (notification to the Chair or Secretary), and that the Communications Officer will not need to put out a monthly newsletter, and that if there are two vacancies in one district, the one with the most votes will take on the longer staggered term.

    Other details clarified were:

  • Mindy Spencer asked about Section 1 related to appointment with UIUC (some Veterinary, Foundation, Nursing are UIC with UA benefits).
  • Mike noted there is also an issue with someone who is split AP/Faculty appointment, but they cannot be both in Senate.
  • Elyne Cole noted to change Central Administration to University Administration.
  • Elizabeth felt that health should be one factor for attendance policy; Mike said it was based on Senate (if not notified, drop).
  • Jeff Stein said that in 1.1 Electorates, there is a duplicate sentence.
  • Tracy Parish brought up the annual report; it goes to the Chancellor via Elyne.
  • Mindy asked if 5.6 should state AP’s on committees, and Mike said it will be left as it is.
  • Mike noted the Bylaws will be cleaned up and re-sent to all for January vote, and Jeffrey asked to see it with track changes.
  1. Ad Hoc Committee on Provost Communications 22 – Jeffrey Stein noted this group is meeting next week and that the Committee has had helpful context from Sharon Reynolds, Bill Bernhardt, and Katherine Gallivan. He also pointed out that departmental compliance is unclear, and his committee had considered some kind of survey to determine compliance. Jeff also discussed the apocryphal nature of mediation that several CAP Grievance Officers have helped provide.
  1. Unfinished Business – None.
  1. New Business
    Elizabeth Rockman asked for a broader discussion of what CAP can do to support APs who are in units that are being fully absorbed or eliminated, particularly if they are receiving terminal contracts as a part of that group. Issues discussed:
  • Mike Bohlmann noted that CAP has multiple roles, including seeking feedback on if policies in place are being utilized, AP Senators having a voice, offering a sympathetic ear, and helping others find employment. He also noted if there are specific situations that CAP could be a voice for APs to media, and could offer a forum for APs to discuss various issues and/or have programs (such as relocation) clarified.
  • Elyne Cole discussed the process of what happens when an employee receives notice, and asked if the questions CAP was raising were about the validity of the decisions rather than the support that is there for the employee; it was agreed the units have the purview, but there was a concern when whole units that are primarily APs are eliminated. At one time, AHR was mobilizing to create a larger compendium of resources (such as resume review, etc.), and Elyne noted that CAP is welcome to help with such efforts. At another juncture, under a previous Provost, it was introduced (much like UIC did in a previous budget crunch) to have only internal searches.
  • Betoel Escobar emphasized internal searches would be of benefit, and Elyne noted that could work on a smaller scale, but there were issues with how to control that in a larger scale. Kathleen Booth said that internal searches hurt “have-not” departments as they lose expertise.
  • Beth Hall introduced an issue of a department with all grant-funded employees being put on “permanent” T-contract (which in effect can provide no notification rights, including the implications of the relocation plan. Elyne will look into this issue.
  • Kristin noted that elimination of Civil Service positions also impacts APs, as APs are expected to pick up the significant slack left in the wake of eliminated positions.
  • Jeff reiterated some points, including CAP helping with empowerment, advocacy, and functional support to impacted APs.
  • Kathleen Booth asked if CAP members could vote on-line for the three candidates for District 2 (information was not available to read at the meeting). Jeff Stein said that there would be no opportunity for feedback, and it was noted they would only be seated until June. A vote was taken, with the result to wait to vote in person until the January CAP meeting.
  1. Closed Session for Privileged Information/Grievances – None.
  1. Adjournment – Jeffrey Stein made a motion to adjourn, and Ravi Ramrattan seconded; meeting was adjourned at 3:40 p.m.