October 1, 2015, Meeting Minutes

Thursday, October 1, 2015, ACES Library
Meeting Minutes submitted by Elizabeth Rockman

Attendees:  Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Ramachandran Radhakrishnan (2), Todd Spinner (3), Maeve Reilly (4), Rick Atterberry (5), Wendy White (5), Teresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Melissa Madsen (9), Mike Bohlmann (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 1:21 p.m.

2.    Public Comment – Kostas Yfantis, former CAP member and Chair/Vice Chair, talked about ongoing collaboration with CITL (the Center for Innovation in Teaching and Learning).

3.    Chair’s Remarks – Mike Bohlmann served as an official observer of the BOT meeting, in addition to his affiliation with UPPAC and SEC, and he noted the following:

  • UI made payroll for August and September.
  • President discussed the issue of the lack of budget, and that it was being considered to turn off power to the Capitol.
  • BOT passed the background check policy, to be implemented soon.
  • Senate restored CAP Chair vote (unanimous to give vote on SEC), which had been assumed in the recent past.
  • On SEC radar:  Chancellor Search and background check policy.
  • President Killeen set up a taskforce for strategic planning, including high-level representation and varied roles.

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

5.    Announcements:

Report from Academic Professional Senators – Outgoing AP Senator Kostas Yfantis discussed the Senate meeting, Chancellor Search, and shared governance issues.  Rich Gegg also noted that the President discussed that he is not wedded to a search firm, and that finalists might be known ahead of time.

Senate, Campus and University Committee Reports – None

6.    Communications Committee – Maeve Reilly had no report.

7.    Procedures and Elections Committee – Details were discussed related to special elections for Districts 2 and 9 (incumbents changed districts).

8.    CAPE Awards – Kristina said the Selection Committee for the selection of CAPE members had sent invitations to finalists.  Additionally, all publicity languages has been vetted, edited, and approved.

9.    Grievance Officer Update – Jeffrey Stein noted Beth Hall provided a written grievance report to Mike Bohlmann in absentia, reported that the Chancellor accepted the decision on the recent grievance, and that the Ad Hoc Committee to review Provost Communication #22 is working on their effort.

10.    Academic Human Resources Report by the Associate Provost for Human Resources
Budget and Academic Professional Development Fund – Elyne Cole noted that APDF has had 37 requests this FY to date, totaling $18,154 have been received, with all approved (none outstanding).  Nothing to report about budget other than that as the time gets longer with a budget, everyone becomes more worried.  UA does not have a freeze (yet), but are not filling positions without specific approval.  There is also no official elimination of positions.  Deans are being more frugal, but not being specifically told what to do with their budgets, as there is no formal budget plan in place.

SUCSS – On September 18, 2015 the SUCSS Merit Board appointed Jeff Brownfield as Executive Director from pool of three finalists.  He is internal to SUCSS, and had previously tried to work well with campuses; it is expected that he will be a strong leader but/and work well with our campus.  Brownfield has already reached out to Darla Hill of UI Auditing regarding concerns about audit procedures.

11.    Ad Hoc Committee on By-laws update – Mike Bohlmann noted that this committee has been working on a draft proposal, and plan to provide for review before the next meeting.

12.    Ad Hoc Committee for AP to serve on Chancellor’s Search – Mike said that there had been a dozen self-nominations for that, and that this committee, comprised of himself, Tracy Parish, Ravi Ramrattan, Elizabeth Rockman would meet to choose two people on the ballot for the AP Senators to vote on (in the same way that faculty senators vote on their representative/s, and student senators on theirs).  The President wants this search to conclude by the Spring 2016 Semester.

13.    Background Check Policy – General discussion:  The timing was meant to start the next week, but Urbana campus was given a delay, which many are confused about whether that means a delay in hiring.  Questions to be addressed:  what is the process in terms of when it happens, what is a delay and what is not?  Elyne Cole notes that the policy was to take place October 5, 2015, and the BOT was allowing a delay for Urbana until November 1, 2015.  She does not anticipate that the process will change with regards to the Senate discussions, but that everything will have to be explained thoroughly.  Officially, the President is not giving direction to the campuses on how to implement the policy; the campuses put forward their own procedures, and the University-wide group does not impact the campuses’ procedures.  There has been a campus-wide committee addressing this for several months.  The three campuses and UA are working with external counsel.  Several training sessions for HR individuals are ongoing.  Deb Stone noted that this policy is for all new employees or returning employees, or for individuals whose positions move to security sensitive or work with children; this includes some Extra Help, Hourly, Academic Hourly, and Grad Hourly positions.  Mike Bohlmann asked about the timing of the offer as these decisions go to campus HR, and then onto the committee that reviews convictions.  Deb noted that the offeree is given the opportunity to contact the vendor regarding accuracy or to provide additional information to the review committee.  Mike noted that it’s also important to know if there are specific risks within a job; can individuals do their job, ie., what are the duties/responsibilities of each job.  Kathleen Booth also pointed out that if something doesn’t impact the initial job, it’s important to parse out if it would impact a second job; is the information saved in a file or eliminated?  Deb noted that this information is not kept in a personnel file, and that it is also not put into HireTouch.  Elizabeth Rockman asked about the general timing of the process, and if hold-ups in that timing would alert the hiring unit.  Deb said that the process does not start until the candidate gives consent, which will change timing for everyone.  Ravi asked if all the places a candidate lives would have to be checked; Elyne confirmed that was the case, but that education would not be checked (that is for search committees to verify).  Rich Gegg asked if there were anything so egregious as to not be considered by the review committee, and Elyne responded there is no automatic trigger, that all individuals have the right to be considered.  It was noted that higher education rates of conviction were generally lower than the national average.  Rick Atterberry discussed situations in which there can be errors, such as a class action lawsuit citing records weren’t expunged, case of mistaken identities, etc.  Deb reiterated that the candidate would be allowed to provide additional context; if a decision is made to withdraw the offer, AHR/SHR sends the letter.  Elyne said that campus went with the best vendor, though not the cheapest.  Kathleen asked about offer language.

14.    Unfinished Business – Mike Bohlmann asked for extra coverage during All Employee Expo, as he would be teaching a class; Wendy White offered to help after checking her schedule.

15.    New Business – None.

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

17.    Adjournment – Ravi made a motion to adjourn, and Tanisha King-Taylor seconded; meeting was adjourned at 3:15 p.m.

Agenda for November 2015 Monthly Meeting

Date: Thursday, November 5
Time: 1:15 PM
Location: 407 Illini Union

  1.  Call to Order
  2. Public Comment
  3. Chair’s Remarks
  4. Review and Approval Previous Month’s Minutes
  5. Announcements
    • Report from Academic Professional Senators
    • Senate, Campus and University Committee Reports
  6. Communications Committee
  7. Procedures and Elections Committee
  8. CAPE Awards
  9. Grievance Officer update
  10. Academic Human Resources Report Associate Provost for Human Resources
    • Budget Update
    • Academic Professional Development Fund
    • Background check policy updates
    • Other
  11. Ad hoc committee on by-laws updates
  12. Ad hoc committee on Provost Communications 22
  13. Unfinished Business
  14. New Business
  15. CLOSED SESSION – Privileged Information/Grievances (if applicable)
  16. Adjournment

September 2015 Minutes

Council of Academic Professionals
Thursday, September 3, 2015, 407 Illini Union

Meeting Minutes submitted by Elizabeth Rockman

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

I. Call to Order – Chair Bohlmann called the meeting to order at 1:22 p.m.

II. Public Comment: None

III. President Killeen’s Visit
President Killeen discussed the following:

  • Development efforts
  • Financial and budget issues
  • More students than ever before, graduates three times more likely to pay off student debt, lots of loyal alumni
  •     Need state budget, wants all to advocate for that
  • Public education’s impact on the economy
  • Desire to not raise tuition: committed to accessibility, diversity (both in workforce and student population)
  • Lots of great leadership in place, a need to keep transparency and integrity
  • Understanding that change can be demoralizing
  • Important priorities of excellence, safety, and professional development: wants UI to be a great place to work and learn

President Killeen addressed questions:

  • Furloughs are not being considered to balance budget: attrition is an important consideration, salaries are being paid
  • Tuition and FY 2015 state payments have been received, budget cuts have been analyzed, though consistency is the goal
  • Trying to take high road with budget: higher education is too important to leave behind (economy and public policy)
  • Extension impact goes beyond agrarian concerns, participates in economic fabric of state
  • Processes (doing more with less) must be looked at to deal with regulatory burden: shared services must be used
  • 50% tuition waiver considered key to recruitment
  • Plans to visit various locations on and off campus
  • Capital projects are not in progress: unfinished buildings sitting unused
  • Efforts to support inclusion of races and backgrounds: students and staff through recruitment, retention
  • Issues with Urbana-Champaign campus leadership: efforts to embody integrity and commitment to highest standards

IV. Chair’s Remarks – Mike Bohlmann has been attending emergency meetings of the Senate Executive Committee related to the Chancellor search process. He discussed issues related to recent leadership changes and controversy, and that AP’s have a role in doing our part to restore public trust.

V. Review and Approval Previous Month’s Minutes – Rich Gegg made the motion to approve with a few changes, and Jeffrey Stein seconded; motion passed.

VI. Announcements:

Report from Academic Professional Senators – AP Senator John Epifanio of District #11 reported on last Senate meeting’s non-action item/1st reading of Provost Communication #3, which is being redrafted (and page 8 of the item has a relationship to Academic Professionals with some form of faculty status). John wanted to be sure that CAP was being consulted, and will forward on the information; Mike will check the Senate Agenda on this item.

 Senate, Campus and University Committee Reports – None

VII. Communications Committee – Maeve Reilly asked for edits to the new CAP website. Access has been given to CAP district e-mails.

VIII. Procedures and Elections Committee: There will be special elections for Districts 2 and 9 (incumbents changed districts).

IX. CAPE Awards: Nominees should be in touch to each district (hopefully 2 per district) to be considered for the CAPE Awards Committee.

 X. Grievance Officer Update: There have been 4 inquiries, with 1 being filed officially (rest will likely be resolved unofficially).

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

Budget and Academic Professional Development Fund – Nothing on budget other than what the President covered. APDF re-started at 7/1/15 for FY with $75,000; 27 requests totaling $13,154 have been received, with all approved.

SUCSS 2015 Audit – Audit still not finalized. Search for new SUCSS Director underway; 3 finalists have been interviewed, and they now meet Merit Board. Interim Director is from UI Civil Service system, and has been good to work with: has met with HR Directors to identify issues, and there is good dialogue.

Background Check Policy – New policy related to hiring in to all positions (remains same for those in security sensitive positions and protection of minors) has gone to the BOT, and will be effective October 5. HR is in charge of all procedures. Visiting is related if individual is an employee. It was suggest that there be an FAQ for this policy.

XII. Employee Expo Volunteers – October 20, need people for 9-12 set-up, 10-1 influx, and 12-3 cleanup; Teresa Steckler, Shawna Naidu, and Mike Bohlmann respectively volunteered.

XIII. Provost Communication #22 – Jeffrey Stein will summarize and send the document; the background is to investigate language related to potential violation of providing annual reviews; it would be good to have input and perspective to make proposals. Jeff expects the timeline to be to work to deliver recommendations to CAP by the beginning of November. Other volunteers are Betoel Escobar, Mara Freeman, Richard Gegg, and Tanisha King-Taylor.

XIV. Bylaws Review Ad Hoc Committee – Mike Bohlmann, Kathleen Booth, and Kostas Yfantis will draft next step language by November or December; there are multiple layers of Chancellor approval to seek as well.

XV. Chancellor Search – The process is being determined by the Committee on Committees. The Senate Executive Committee will put forward the nominations of the AP, Civil Service, and Faculty representatives; Senate will vote on the full slate.

XVI. Unfinished Business – It was decided not to do Fall Open Enrollment for Long-Term Disability.

XVII. New Business – None.

XVIII. Closed Session for Privileged Information/Grievances – Closed session was held.

XIX. Adjournment – Meeting was adjourned at 3:45 p.m.

August 2015 Minutes

Monthly CAP Meeting Minutes
Thursday, August 6, 2015, 407 Illini Union

Attendees: Kristina R. Miller (1), Todd Spencer (3), Shawna Naidu (3), Mike Bohlmann, Richard Gregg, Dustin L. Yocum (4), Maeve Reilly (4), Rick Atterberry (5), Elizabeth A. Walker (6), Betoel Escobar (7), Tanisha King-Taylor (7), Mindy Spencer (8), Ravi Ramrattan (10), Jeffrey Stein (11), Beth Hall (11), Deb Stone (ex-officio)

I. Call to Order – Chair Bohlmann called meeting to order at 1:16p.m.

II.    Public Comment – None

III.    Chair’s Remarks
Mike Bohlmann attended UPPAC advisory committee for CAP for all universities that was hosted at the President’s house. UIC version of CAP has been doing professional development workshops, we may want to consider doing the same. Job reclassification of AP’s into Civil Service discussed and the process evaluation at UIC is not transparent. Chancellor had town hall with all chancellor’s we may want to pass to Wise once the state budget is approved.

UIS has flex scheduling during the summers, we may want to consider this. President Killeen spoke and putting together a small group of people, maybe 15 including faculty and AP’s and asked how we as CAP would like that to happen.

Strategic planning, discussing affordability and access: idea of growing university student body to 100,000 from 78,000. Wants advice on how to do this, is it possible etc. Trying to bridge things like SUNY: build relationship around that dynamic by engaging with community colleges to strengthen reach across the state and increase pipeline of students coming in as well as access and affordability. Discussed issues with 3 universities and 1 system such as medical center and competing for resources.  Trying to negotiate with the state to negotiate a 5 year budget instead of a year-to-year budget.  President will come to CAP meeting September 3rd. Maeve will help create a list of questions prepared to ask. Terry will confirm room for September meeting.

IV.    Review and Approval Previous Month’s Minutes
June & July minutes approved, with a few spelling corrections.

V.    Announcements
Employee Expo October 20th  

  • Save the date sent out and invites to follow 10am-2pm
  • CAP typically has a table  with a representatives and in the past headshots were paid for by CAP
  • Need to get approved budget in advanced form Provost office

Report from Academic Professional Senators
Next meeting will report on issues of women’s basketball team.

Senate, Campus and University Committee Reports – None

VI.    Communications Committee

  • Scheduled to meet next week
  • Website update needs to finish transitioning

VII.    Procedures and Elections Committee
Need to layout timeline for the year.  Have one volunteer so far – Tanisha King-Taylor

VIII.    Academic Human Resources Report  by Associate Provost for Human Resources
Budget and Academic Professional Development Fund: AP development fund for FY16, 21 requests and all requests have been funded, none declined and none pending. Total funded to date is $10,154.
SUCSS updates: The executive director has retired, there is an Interim Executive Director with innovating perspectives with purpose of agency in mind. There is a current search for a permanent Executive Director, the job posting closed with upward of 30 applicants, committee narrowed down the pool to 8 applicants to be interviewed.

CMS-Dependent verification process (samples of state employee letter distributed at meeting), hired an external firm to conduct an audit of dependents on all plans. Decided to do all retirees first and currently reviewing all state employees except university employees. University employees are to follow. Letters in this regard to University Employees should be received by September 15th, with October 30th as a deadline to respond. If a university employee does not respond and/or provide the information requested, the dependent will be dropped. There is no information regarding adding a dependent back on if they are dropped.

Will have to provide a copy of your front page of your federal tax return, as well as a document in last 60 days that there is a financial obligation and link between spouse and civil partner that has both names on it. Suggestion was made to include this information in introductory email to members with a copy of the sample letter.

Proposed changes to FLSA
Proposed changes to the Fair Labor Standards Act (FLSA), determines whether an employee’s position is eligible for overtime or not. There is a white collar exemption with a 2 factor test to determine whether the position is exempt from overtime in duties and salary level. In 2004 the salary level was increased to $544/week and was language was removed for employers to pro rate it if it was a part-time position.

  • They have now recommended changes that would raise the weekly salary amount to $960/week which would be a significant change for many employers. The teachers and practicing law positions are exempt from these changes. AP’s meet the duties test of the exemption piece, fewer than 10 part-time AP’s didn’t meet the salary part but they are considered salary non-exempt since they are part-time no issue with exceeding 40 hours a week. What will the impact be to the university if the rules go into effect? Post docs would be vulnerable. Could be as soon as Jan 1st. Weekly figure would be adjusted annually. Comments as an institution will be submitted regarding these proposed changes.

    IX.    Provost Communications 22 clarity

  • Annual reviews are required for AP’s. A supervisor’s failure to perform review does not give entitlement to said AP. Does not give AP’s protection if they do not get an annual review.
  • Chair requested that CAP form a committee to review Provost Communications 22 to look at it in relation to the grievance process for CAP in relation to the ambiguous language regarding reviews. The committee will determine what the next step is and present to CAP.  Jeffrey Stein volunteered to chair committee and Tanisha King-Taylor will serve on the committee.

X.    Unfinished Business: None

XI.    New Business: None

XII.    CLOSED SESSION – Privileged Information/Grievances (if applicable): None – Closed

XIII.    Adjournment – 2:25p.m.