January 2017 Minutes

Council of Academic Professionals

Thursday, January 5, 2017, 314A Illini Union

Meeting Minutes submitted by Elizabeth Rockman

 

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

 

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

 

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

 

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

 

  1. Public comments – None.

 

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

 

  1. Announcements – None.

 

  1. Committee Reports:

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

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

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

Senate, Campus, and University Committees – None.

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

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

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

 

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

 

  1. Unfinished Business – None.

 

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

 

  1. Closed Session – No closed session.

 

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

February 2017 Meeting Agenda

Agenda for February 2017 Monthly CAP Meeting
Date: Thursday, November 2
Time: 1:15 PM
Location: 314A Illini Union

  1. Call to Order
  2. Review and Approval Previous Month’s Minutes
  3. Public Comment
  4. Chair’s Remarks
  5. Announcements
  6. Committee Reports
    • CAPE Awards Committee
    • University Professional Personnel Advisory Committee
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
  7. Employee Expo Update
  8. Academic Human Resources Report Associate Provost for Human Resources
  9. Unfinished Business
  10. New Business
  11. CLOSED SESSION – Privileged Information/Grievances
  12. Adjournment

November 2016 Minutes

Council of Academic Professionals

Thursday, November 3, 2016, 314A Illini Union

Meeting Minutes submitted by Elizabeth Rockman

 

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

 

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

 

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

 

  1. Public Comment – None.

 

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

 

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

 

  1. Announcements – None.

 

  1. Committee Reports:

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

  1. Unfinished Business – Redistricting is still underway.

 

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

 

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

 

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

 

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

October 2016 Minutes

Council of Academic Professionals
Thursday, October 5, 2016, 314A Illini Union
Meeting Minutes submitted by Elizabeth Rockman

Attendees: Kristina Miller (1), Jenny Ehrnthaller (2), Amy Hovious (2), Todd Spinner (3), Elizabeth Wahle (6), Betoel Escobar (7), Tanisha King-Taylor (7), Tracy Parish (8), Mindy Spencer (8), Rebecca Ferrell (9), Richard Stokes (9), Ravi Ramrattan (10), Elizabeth Rockman (10), Elyne Cole (ex-officio)

  1. Call to Order – Vice Chair Tracy Parish called the meeting to order at 1:20 p.m.
  2. Michelle Wahl, Director of Campus Parking: Brian Farber, also of OVCSA, joined Michelle Wahl, and they discussed the following:
    • Parking Master Plan as proposed by Walker Parking Consultants, related to additional structures and renovation.
    • Generally parking structures only last 15-20 years, and maintenance is more as they age.
    • Disability access was addressed with regard to having to pay more.
    • It is hoped to keep costs level as health care costs grow with no raises; it has been discussed to move everyone to the periphery of campus.
    • Charging by percentage of salary is unique, and is a bargaining issue.
    • Technology will be upgraded soon.
    • Ultimate goal to replace cash key, which is no longer supported.
  3. Review and Approval Previous Month’s Minutes – Elizabeth Wahle made a motion to approve, and Rich Gegg seconded; motion passed.
  4. Public Comment – None.
  5. Chair’s Comments – Vice Chair Tracy Parish noted that he had no comments from Chair Jeff Stein.
  6. Announcements – None.
  7. Committee Reports:

    • CAPE Awards Committee – Kristina Miller said the Selection Committee to be notified, after which confirmation that individuals can participate, non-selected individuals will be notified. There will be a poster at the Expo.
    • University Professional Personnel Advisory Committee – No report.
    • Academic Professional Senators – No report.
    • Senate, Campus, and University Committees – Senate Committee for Public Engagement has still not met.
    • Procedures and Elections Committee – There will be elections for District 3 for an AP Senator and for a CAP representative in District 4.
    • Communications Committee – Amy Hovious reported they had met a few weeks ago, with several great ideas resulting (e-mails lists for each district, updating the website). Kristina mentioned e-mail lists need updating, and Mindy Spence has been working with Doug Lamb on that.
    • Grievance Officer – Tanisha King-Taylor has met with an individual in District 10, and Tracy has had a call from someone in his district.
  8. Employee Expo Update – Amy noted that the Planning Committee was going well, and that exhibitions and tables are ready. Basic CAP info will be provided, post-it note communications will be invited, and Kristina is helping to set-up and bringing the CAP poster.
  9. Academic Human Resources Report – Elyne Cole noted that there is no new news about budget, though she gets calls about reductions; nothing is happening in a formal way. There is no update on the health care premiums issue; Chancellor and Provost are concerned, but there are currently no specifics. The changes to the Fair Labor Standards Act are a hot topic. There have been many meetings with departments. Elizabeth Rockman noted that Rick Atterberry had summarized one of those meetings, and will report on that the following month. Elyne said that departments are reacting differently, and that it’s a very expensive law but the impacts are not known yet. The next steps for HR are to work with supervisors on the specifics of who will be impacted and how to communicate with those individuals.
  10. Unfinished Business – The small group related to notice rights will meet soon.
  11. New Business – Jessica Beaudoin was elected as CAP representative for District 4, Kimberly Brown was elected as CAP Senator for District 3, and Wenzhong Jiang and Gina Manola were elected to be sent forward for the one position on the Joint Advisory Committee on Socially Responsible Licensing and Investment.

    Ginger Velasquez may be invited to a future CAP meeting to address UA budget transparency.

  12. Closed Session – Closed session was held for discussion of the above-noted elections.
  13. Adjournment – Betoel Escobar made the motion to adjourn, and Tanisha seconded; motion passed. Meeting was adjourned at 3:15 p.m.

November 2016 Meeting Agenda

Agenda for November 2016 Monthly CAP Meeting
Date: Thursday, November 3
Time: 1:15 PM
Location: 314A Illini Union

  1. Call to Order
  2. Review and Approval Previous Month’s Minutes
  3. Public Comment
  4. Chair’s Remarks
  5. Announcements
  6. Committee Reports
    • CAPE Awards Committee
    • University Professional Personnel Advisory Committee
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
  7. Employee Expo Update
  8. Academic Human Resources Report Associate Provost for Human Resources
  9. Unfinished Business
  10. New Business
  11. CLOSED SESSION – Privileged Information/Grievances
  12. Adjournment