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.

July 2015 Minutes

Council of Academic Professionals
Wednesday, July 8, 2015, 407 Illini Union
Meeting Minutes submitted by Elizabeth Rockman

 Attendees: Richard Gegg (1), Kristina Miller (1), Kathleen Booth (2), Ramachandran Radhakrishnan (2), Dustin Yocum (4), Rick Atterberry (5), Theresa Steckler (6), Elizabeth Wahle (6), Betoel Escobar (7), Tracy Parish (8), Mindy Spencer (8), Melissa Madsen (9), Mike Bohlmann (9), 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 1:18 p.m.

II. Public Comment – None

III. Chair’s Remarks – Mike Bohlmann noted that he would be working to improve some processes, and that the Executive Team (Chair, Vice Chair, Communications Chair, and Secretary) would be meeting a week or two prior to each meeting in order to review issues/agenda items. He will be serving as UPPAC Chair.

IV. Review and Approval Previous Month’s Minutes – The previous month’s minutes will be sent to CAP members for review prior to the August 2015 meeting along with the July 2015 minutes, and approval will take place at the August 2015 meeting.

V. Announcements:

 Report from Academic Professional Senators – Rick Atterberry noted Senate is not in session. Melissa Madsen detailed the SEC meeting; items covered were the new medical school name, the Chancellor’s Annual Evaluation, and the President spoke and indicated support for Academic Professionals.

 Senate, Campus and University Committee Reports – None

VI. Council of Academic Professionals Orientation – Presentation given by Mike Bohlmann.

VII. Communications Committee – Mike Bohlmann will be working with Maeve Reilly to transition leadership; CAP members will receive e-mail lists of constituents, and the CAP Stakeholders list will be updated. The new CAP website will be up soon, with the goal that more individuals can update items.

VIII. Procedures and Elections Committee

 Assistant Grievance Officer – Kathleen Booth made the motion and Kristina Miller seconded for Jeffrey Stein as Vice Chair; motion passed.

CAPE Awards Committee – Jeffrey Stein made the motion and Rich Gegg seconded for Tim Flanagin as Chair, Kristina Miller as Vice Chair; motion passed.

APDF Committee – Rich Gegg made the motion and Tracy Parish seconded for Elizabeth Wahle to serve as the replacement member for the APDF Committee; motion passed.

Communications Committee – Jeffrey Stein made the motion and Kathleen Booth seconded for Mindy Spencer to join the Communications Committee; motion passed.

Procedures and Elections Committee – No volunteers at this time; this will be revisited.

Senate committees – Jeffrey Stein made the motion and Elizabeth Wahle seconded the motion to fill seven vacancies in a slate as follows; motion passed:

  • Faculty Staff Benefits – Zheng (Helen) Zhang
  • Budget – Harry Clore
  • Campus Operations – Aaron Thomas
  • Public Engagement – Tracy Parish
  • General University Policy – Richard Gegg
  • University Student Life – Kerri Green
  • Admissions – Jeffrey Stein

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

Budget and Academic Professional Development Fund – There is no new budget news; it is expected that payments to staff should be able to be made into the near future with funds still coming in. Cuts discussed range 8.6 – 31.5%; University contacts continue to meet with Governor’s office. University Administration is reporting a hiring freeze, this campus is not; all options are on the table, and departments make their own decisions regarding retention and recruitment and outside offers. It was also clarified that if there is no salary package, grant-funded units still fall under the UI umbrella. Deb Stone noted that a communication went out asking HR contacts to reappoint all non-budgeted employees with no increases.

APDF re-started at 7/1/15 for FY with $75,000, with the amount remaining $500; 17 requests totaling $8,654 have been received, with 3 awaiting review. Elyne Cole will bring last year’s report to the August 2015 CAP meeting.

SUCSS 2015 Audit – Auditors finished on-site in June 2015, exit audit meeting was generally positive; auditors had indicated that exemptions and AP Hourly were primary concerns. Former SUCSS Director left 6/30/15, and an interim is in place. A Search Committee has been named that includes 2 UI, 1 WIU, and 2 EIU representatives, with a closing date of mid-July. Visible changes to the audit process include a set list of questions during AP interviews, with AHR representatives in the interview.

X. By-laws review ad hoc committee – Kostas Yfantis and Mike Bohlmann will be heading this effort to clarify and streamline old by-laws, and Kathleen Booth volunteered to help as well.

XI. Preparation for President’s visit – Mike Bohlmann will work to get a larger room for the September 2015 meeting.

XII. Grievance procedures training – Presentation done; flowchart will be updated.

XIII. Unfinished Business – Elizabeth Wahle will follow up with APDF-related Extension issue.

XIV. New Business – None

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

XVI.  Adjournment – Jeffrey Stein made the motion and Kathleen second

June 2015 Minutes

June 4, 2015

Attendees: Rich Gegg (1), Kristina Miller (1), Kathleen Booth (2), Ramachandran Radhakrishnan (2), Dustin Yocum (4), Rick Atterberry (5), Wendy White (5), Theresa 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), Beth Hall (11), Jeffrey Stein (11), Elyne Cole (ex-officio)

I. Call to Order – Chair Madsen called meeting to order at 1:15pm.

II. Guest Presenters
Provost Ilesanmi Adesida was invited to address the Council. Dr. Adesida expressed his admiration and appreciation for the important role APs play on our campus, and invited questions from CAP members and the audience. Topics included formation of a Budgetary Task Force, employee background checks, AAUP censure, procurement rules, budget cuts and land grant mission, potential for VSIP, departmental scholarships, and public private partnerships.

III. Public Comments – None

IV. Chair’s Remarks – None

 V. CAP Officer’s Elections (Nominating Committee)
The Nominating Committee set forth a slate of officers and all were elected by voice vote:

  • Chair – Mike Bohlmann
  • Vice-Chair – Richard Gegg
  • Sec – Elizabeth Rockman
  • Communications Officer – Maeve Reilly
  • Grievance Officer – Beth Hall
  • Assistant Grievance Officer – NONE

 VI. Minutes – May minutes approved.

 VII. Announcements

A. Report from Academic Professional Senators – Faculty are concerned with new policies being developed to conduct background checks, but this concern is in part due to lack of information about the issue (some of which was addressed by Provost). No specific recommendations have been offered.

B. Senate, Campus and University Committee Reports – None.

 VIII. Communications Committee

A. Newsletter

B. Website – The last bits of content for the new CAPS website is being migrated, at which point CAP members will be asked to review and sign off on new site. Working on a shared calendar of events to plan out a year in advance for CAP meetings and activities.

C. Other ­ (ad hoc committee on CS audit/AP reclassification)

 IX. Procedures and Elections Committee

A. Elections Results Update – District 8 Special Election is completed and Tracy Parish has been elected. A letter from the Provost is forthcoming. Officer elections were completed earlier in the meeting, but the election process would benefit from improvements. All CAP members (old and new) were introduced, and Chair Bohman thanked outgoing members for their service.

 X. CAPE Awards Committee
Six awards are given annually, and the committee works through the nomination, evaluation and recommendation process. Vice chair will be elected at the next meeting, and the process starts in August. The CAP Chair (Bohman) serves as the Awards Chair.

 XI. NESSIE Redesign
Wayne Stahl provided an overview of the NESSIE redesign process that is being initiated (attachment provided). NESSIE is old and needs to be revamped. User surveys in 2010 and again in 2015 show the system is hard to navigate, difficult to find things. Revision is focused on content and navigation, not integrated systems (yet). CAP members asked to volunteer services to gather information to inform redesign – a wide diverse audience is needed and a sign up sheet was passed around. Effort is being absorbed by AHR, so it is a low priority and could be a long timeline (12-18 months?).

 XII. Academic Human Resources (AHR) Report

A. Budget and Academic Professional Development Fund – Comments about the budget mirror those made by the Provost. The Academic Professional Development Fund received 119 requests totaling $63,841.32 this fiscal year (largest amount ever) and has obligated $57,084.32 in awards. There have been a large number of denials this year in part due to confusion about what types of activities are eligible for this funding. There is uncertainty and to the process for Extension applications to the fund, whether the applicant should submit to ACES HR or to AHR, and the CAP website lacks clarity in this issue.

ACTION: Atterberry and Wahle will investigate and report back.

B. Other – Nothing else to report.

C. SUCSS 2015 Audit – Onsite audits start mid-June. Employees have been notified if their position is being reviewed, and departments know which job descriptions will be reviewed, but not all requests for in-person interviews have been executed. Purpose of the audit is to determine if position is correctly classified as AP (v. Civil Service), and is NOT a conversion review. When a position is created, AHR completes a rigorous review to correctly classify in the first place, and typically stands behind its classification decisions. Campus administration stands in support of the need for AP classifications. It is acceptable practice for employees to discuss classification reviews with their departments prior to the review.

Information technology sectors are once again being targeted for review, as well as development, advancement, purchasing, grants and contracts, some writing/editing positions, academic hourlies and extra help. AHR is experiencing a similar number of audits requests as in past years.

Coyle fielded several questions, and there was some general discussion regarding SUCSS audits.

XIII. AP Senate Committee Vacancies Update
Email notices are out, but if response rates are not adequate, Madsen will re-announce if necessary.

 XIV. Unfinished Business

Future meeting dates – Motion made by Stein, seconded by Ramrattan, to change the July meeting to July 8, and to schedule remaining monthly meetings on the First Thursday of the month thereafter. Passed by voice vote.

Call-in Option – Motion made by Gegg and seconded by Madsen to offer a call-in option for CAP Members located off-campus for times when traveling to Champaign to participate in CAP Meetings would create undue burden or hardship. It was clarified through discussion that in-person attendance is expected of all Members located anywhere on campus, and that the call-in option for CAP Members would only be for those reps with offices off campus and only for times when travel to Champaign to attend CAP meetings was burdensome. Call-in feature would only be available to CAP members, not general attendees. Passed by voice vote.

Personal information on Public Directory (Booth) – Following up from last months action item, Booth reported that Public Affairs indicates CITES is responsible for the Public Directory, so more ciphering of how to deal with this in progress.

Open Grievance Officer Position – There is currently an open slot for Grievance Officer. Agreed by consensus that there is precedent to proceed with Grievance Committee activities with an open slot.

 XV. New Business – None.

 XVI. Closed Session – Privileged Information/Grievances (if applicable)
There were no new grievances and no other privileged business to conduct.

 XVII. Adjournment – Meeting adjourned at approximately 4:00pm.