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.