May 2019 Meeting Minutes

May 2019 Monthly CAP Meeting
Date: Thursday, May 2, 2019
Time: 1:15 PM
Location: Illini Union – Illini Room C

Attendees: Brent West (1), Amy Hovious (2), Randy Sandone (2), Randy Sandone (2), Maggie Jarvis (3), Micah Kenfield (4), Amy Adams (4), Ann Jones (5), Charlie Mitsdarfer (5), Lisa Merrifield (6), Betoel Escobar (7), Chantelle Thompson (7), Brian Brauer (8), Victoria Huart (8), George Gottschalk (9), William Schlaack (9), Lisa Bievenue (10), Nancy Walsh (10), John Scott (11) , Jeff Stein (11)

Excused Absences: Richard Gegg (1), Mindy Spencer (3), Carl Baker (6),

 

  1. Call to Order
    • Meeting was called to order at 1:15 PM
  2. Public Comment
    • No public comments.
  3. Review and Approval Previous Month’s Minutes
    • Correction for April Minutes: Move John Scott from attending to excused absence.
    • George Gottschalk (9) moved to approve; Brian Bauer (8) seconded. Approved with no dissent.
  4. Chair’s Remarks
    • Thanks Chancellor Jones
    • President Killeen will attend in June. Questions will be collected in advance. Location will be verified.
    • AP Development fund – formed an ad hoc committee. Report out below. Thanks to Maggie for updating website.
    • Thanks to the CAPE award committee.
    • Will be drafting and annual report for review at the next meeting.
    • Grievance training at the June meeting. Chantelle will do it.
    • Micah will be working with new members and those who joined mid-term on new member orientation.
    • Welcome new CAP reps and those reelected. Amy Adams and George will be cycling off. Amy’s seat is up. Seat is vacant and an election will be held in district 2 to fill the seat.
    • Elections next month – Filling several CAP positions. Reach out to Amy to get more information. Will also form committees. Procedures and elections is an important committee that will have a lot of turn over. We will appoint an officer committee. George will be part of that committee head that committee.
  5. Announcements
    • AP leadership program opened and accepting registrations. Nominations are due Friday, May 3.
    • Benefits choice period has begun. May 1-May 31.
  6. Committee Reports
    • Academic Professional Senators
      1. Amy will email update.
    • Senate, Campus, and University Committees

Rule change: CAP nominations will go through Committee on Committees

  1. Senate Committee on Public Engagement
    1. Had a meeting. Asked for 2 AP seats. Was approved on Senate floor.
  2. USSP
    1. Wrapping up. Putting together annual report. Come out first thing in the fall. Will be meeting over the summer to get prepared for next fall.
    2. Nothing else that are heavy on AP issues.
  • Senate Executive Committee
    1. Naming of Granger College of Engineering.
    2. Faculty and staff emergency fund donations open now. An email went out in April. Micah where?

 

  • University Professional Personnel Advisory Committee
    1. No update. Meeting in July at the President’s house. Outgoing and incoming chairs will attend.
  • HR – Training and Employee Development Advisory Committee (TEDAC)
    1. Working on new training portal for finance officers. Hoping for launch this fall or spring.
    2. More resources for supervisors.
  • CAPE Awards Committee
    1. No update
  • Procedures and Elections Committee
    1. New members have been elected. Will need to rerun District 2 in May.
  • Communications Committee
    1. Scheduling meeting. Will start working on next promotional email.
    2. Mostly done with new website. Can launch that. HR will review.
  • Grievance Officer
    1. Will have a closed session today.
  • Ad Hoc Committee on Harassment
    1. No update
  • Ad Hoc Committee for AP Development Fund distribution
    1. Handout distributed
      1. Since fund exhausted early, committee discussed how to ensure equitable access throughout the year.
      2. The committee recommended collecting data for another year before making major procedural changes.
      3. Two options for process proposed.
        1. Have two application deadlines: fall and spring and divide the fund in half.
        2. Status quo, but let APs know. That would give us another year to look at data.
      4. Lisa Bievenue moved to continue as in previous years, with the addition of a few questions on the application. The ad hoc committee will work through details. John Scott seconded. All approved.
    2. Academic Human Resources Report Deb Stone provided update
      • In August the new system wide program called Know Your U will allow employees up to 8 hours/year to attend lectures or tours outside of the area. HR will create repository of activities APs can attend. Still figuring out how they will collect data, especially for salaried employees who would not normally report this kind of thing.
      • Benefits choice started May 1. No changes in plans, carriers, or premiums for full time. Part time employees’ cost will go up because the University’s costs have increased. MCAP flexible spending account maximum contribution has been increased to $2700. If don’t want to make a change, no need to do anything. But have to enroll in MCAP or DCAP annually.

 

  1. Unfinished Business
    • No unfinished business
  2. New Business
    • No new business
  3. Closed Session (if necessary)
    • Close session was held to discuss grievance.
    • Suggestions of grievance committee approved by CAP.
    • For future grievances, the grievance chair will provide CAP grievance materials via a secure box folder at least seven days in advance of the meeting to allow time for full consideration.
  4. Adjournment
    • Maggie Jarvis moved to adjourn. Lisa Bievenue Adjourned at 3:15 PM.

Dates and Locations of CAP Monthly Meetings and CAP-Sponsored Events

Date Location Notes and Other Events
May 2, 2019 TBD  
June 6, 2019 TBD President Visit
     
     

 

April 2019 Minutes

April 2019 Monthly CAP Meeting
Date: Wednesday, April 10, 2019
Time: 1:15 PM
Location: Illini Union – Illini Room C

Attendees: Richard Gegg (1), Brent West (1), Amy Hovious (2), Mindy Spencer (3), Micah Kenfield (4), Ann Jones (5), Charlie Mitsdarfer (5), Lisa Merrifield (6), Carl Baker (6), Betoel Escobar (7), Chantelle Thompson (7), Brian Brauer (8), William Schlaack (9), George Gottschalk (9), Nancy Walsh (10) , Jeff Stein (11)

Excused Absences: Randy Sandone (2), Maggie Jarvis (3), Victoria Huart (8), John Scott (11)

 

  1. Call to Order
    • Meeting was called to order at 1:15 PM
  2. Guest Speaker – Chancellor Robert Jones
    • Chancellor Jones graciously provided remarks and answers to pre-submitted questions to the Council of Academic Professionals
    • In his opening remarks, Chancellor Jones addressed the following points:
      1. The Council of Academic Professionals represents a truly vital constituency in our shared governance structure. Academic Professionals are integral to the success of the University as a whole.
      2. Our staff, and our university as a whole, weathered the recent budget crisis well and were able to preserve operations through a difficult time. Students still received financial aid, employees still received paychecks, and the campus remained open.
  • Since then, we have taken strides to recover lost ground and return both our budget and our international reputation to the upper echelon it deserves.
  1. We are a university with amazing momentum. We have good relations with all areas of state government, the largest total student population, and one of the most diverse incoming classes in university history.
  2. Through the Illinois Commitment, we are seeking out the best students statewide and telling them to focus on their studies without worrying about their finances.
  3. 91% of our graduating class of 2018 has “found their first destination” – be it graduate school, a job, or something else – within six months of graduation.
  • Campus is already almost 60% of the way to its goal of raising $2.5 billion, providing us more positive momentum.
  • Even though there may be some inconveniences, the amount of construction and new buildings is a clear indicator of how we’re succeeding.
  • Chancellor Jones shifted the conversation to discuss some of the changes coming from a Human Resources perspective
    1. The Human Resources team have done their best to reduce the impact of the Civil Service reclassification over the last several years, and are continuing to do their best to work in our best interest in the best possible way.
    2. Regardless of whether someone is classified as Civil Service or an Academic Professional, they are all Illinois Professionals and equally valued by campus.
  • Chancellor Jones then concluded by reviewing and responding to questions
    1. “Where is campus standing from a public engagement perspective?”

      We have outstanding faculty and staff doing public engagement work, but there is no institutional strategy at this time to build public engagement. We are working on a new model for engagement to make sure we’re reaching out to communities and helping them solve the problems they think are important. While the structure is not yet finalized, it is critical to what we do and a new and effective model will be implemented as soon as possible.

    2. “What is the current status of the overhaul of the sexual harassment policies on campus and the relevant task forces?”

      The Provost and the System are both examining best practices through task forces and will have more work coming out soon. Additionally, Chancellor Jones is involved with a number of major national organizations. We are now one of thirty inaugural signatories to a commitment to fight sexual harassment at an institutional level.

      Chancellor Jones also recently met with several other university presidents and Hank Paulsen, former Secretary of the Treasury, to engage with this critically important issue from a top-level perspective.

  • “There are major efforts to improve our faculty-to-student ratio. Are there similar efforts underway to improve the staff-to-student ratio as well?”

    As part of our strategic plan, we’re working to hire some of the best and brightest faculty in the world. In order to attract them and retain them, we need the best and brightest staff in the world to allow them to carry out the work taking us to the next level of excellence. While there’s no specific number in mind yet, we are focused on ensuring that our staff are included in our future efforts.

  1. “How else are we making up ground from the reputational hit from past budget challenges?”

    Faculty salaries have slipped in comparison to our peers. In other areas we have also slipped. While we are working hard to work with the state, we are not allowing state funding to become a bottleneck. We are moving aggressively toward bringing in new funds from numerous other sources to let us keep momentum.

    One of our biggest challenges is that more people aren’t aware enough of who we are and what we’re doing. We have the great pleasure of being a part of one of the most impactful institutions in the world, and an insufficient number of people know about us. We are just as good, if not better than, our Big 10 peers, and we’re focusing on receiving the same kind of attention. We’re working to build an intentional, strategic plan to tell our story more broadly.

  1. Public Comment
    • “With the conversion from APs to Civil Service Professionals, there seem to be some significant changes such as losing notice rights and non-carryover paid leave as well as changes to the work schedule?”
      1. HR has been aware of the changes and are very concerned. We are currently in the process of trying to equalize the opportunities for all classes of staff. Many decisions need to be made on a systemwide level, not just on a campus level. As such, some changes take longer to coordinate.
      2. The biggest difficulty is that there is no delay in the implementation of this process to shift benefits, so there may be an initial disparity.
  1. Review and Approval Previous Month’s Minutes
    • Chantelle Thompson moved to approve; George Gottschalk seconded. Approved with no dissent.
  2. Chair’s Remarks
    • Chair Hovious welcomed our newest member, William Schlaack
    • Chantelle Thompson will be stepping down as Grievance Officer and members are encouraged to consider the role.
  3. Announcements
    • No announcements.
  4. Committee Reports
    • Academic Professional Senators
    • Senate, Campus, and University Committees
      1. Senate Committee on Public Engagement
        1. The committee is winding down its efforts, and have created a new set of bylaws that will help lay the groundwork for strong efforts moving forward next year.
      2. USSP
        1. Jeff Stein noted that they’re working on the review of the bylaws for SCPE. There are also some minor tweaks to the rules for public comment and floor privileges at Senate meetings. No other update.
  • University Professional Personnel Advisory Committee
    1. No update
  • HR – Training and Employee Development Advisory Committee (TEDAC)
    1. No update
  • CAPE Awards Committee
    1. The awards ceremony is today. All are encouraged to attend.
  • Procedures and Elections Committee
    1. Micah Kenfield noted that elections are winding down, and there will be several new faces at the next meeting.
  • Communications Committee
    1. No report
  • Grievance Officer
    1. Chantelle Thompson is stepping down, and highly encourages people to consider serving in this role. While the policies and procedures can seem intimidating, HR is a great resource to help on this front.
  • Ad Hoc Committee on Harassment
    1. There will be a group meeting in the next few weeks.
    2. The Provost’s Office has arranged an exploratory group to coordinate with the different groups on campus working with #MeToo and bullying/harassment.
  • There is momentum and more updates at the next meeting.
  1. Academic Human Resources Report Senior Associate Chancellor for Human Resources
    • No budget update at this time.
    • There were some communication challenges with relaying that the AP Development Fund still exists, but applications cannot be accepted at this time due to reaching the maximum amount of funds available, but that the program will continue next fiscal year.
      1. We have currently spent $68,000 with more expenses pending toward a $70,000 cap.
      2. Moving into next year, we may want to consider some options for restructuring the program at future meetings, as well as historically which districts are using the funds most.
  • Mindy Spencer suggested that an ad hoc committee could be a good idea. Lisa Bievenue, George Gottschalk, Nancy Walsh, and Brian Brauer will serve on this committee.
  1. Unfinished Business
    • No unfinished business
  2. New Business
    • No new business
  3. Closed Session (if necessary)
  4. Adjournment
    • Jeff Stein moved to adjourn, Nancy Walsh seconded. Adjourned at 3:08 PM.

 

Dates and Locations of CAP Monthly Meetings and CAP-Sponsored Events

Date Location Notes and Other Events
April 10, 2019  Illini Room C Chancellor Visit
April 10, 2019 iHotel CAPE Awards
May 2, 2019 TBD  
June 6, 2019 TBD President Visit

 

June Meeting Agenda

June 2019 Monthly CAP Meeting
Date: Thursday, June 6, 2019
Time: 1:15 PM
Location: Illini Union – 314A

  1. Call to Order
  2. Guest Speaker – President Tim Killeen
  3. Public Comment
  4. Chair’s Remarks
  5. CAP Officer Election
  6. Review and Approval Previous Month’s Minutes
  7. Announcements
  8. Committee Reports
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • University Professional Personnel Advisory Committee
    • HR – Training and Employee Development Advisory Committee (TEDAC)
    • CAPE Awards Committee
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
    • Ad Hoc Committee on Harassment
    • Ad-Hoc Committee for APDF Distribution
  9. Academic Human Resources Report Senior Associate Chancellor for Human Resources
  10. Unfinished Business
  11. New Business
  12. Closed Session (Nothing scheduled)
  13. Grievance Training
  14. New Member Orientation
  15. Adjournment

 

 

May 2019 Agenda

May 2019 Monthly CAP Meeting
Date: Thursday, May 2, 2019
Time: 1:15 PM
Location: Illini Union – 314A

  1. Call to Order
  2. Public Comment
  3. Review and Approval Previous Month’s Minutes
  4. Chair’s Remarks
  5. Announcements
  6. Committee Reports
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • University Professional Personnel Advisory Committee
    • HR – Training and Employee Development Advisory Committee (TEDAC)
    • CAPE Awards Committee
    • Procedures and Elections Committee
    • Communications Committee
    • Grievance Officer
    • Ad Hoc Committee on Harassment
    • Ad-Hoc Committee for APDF Distribution
  7. Academic Human Resources Report Senior Associate Chancellor for Human Resources
  8. Unfinished Business
  9. New Business
  10. Closed Session (Grievance Discussion)
  11. Adjournment

Dates and Locations of CAP Monthly Meetings and CAP-Sponsored Events

Date Location Notes and Other Events
May 2, 2019 Illini Union 314A
June 6, 2019 TBD President Visit

 

March 2019 Minutes

Minutes for March 2019 Monthly CAP Meeting
Thursday, March 7, 2019, 1:15 PM | 314A Illini Union

Attendees: Brent West (1), Amy Hovious (2), Randy Sandone (2), Mindy Spencer (3), Micah Kenfield (4), Ann Jones (5), Carl Baker (6), Victoria Huart (8), Brian Brauer (8), George Gottschalk (9), Nancy Walsh (10) , John Scott (11) ), Jeff Stein (11)

Excused Absences: Richard Gegg (1), Maggie Jarvis (3), Charlie Mitsdarfer (5), Lisa Merrifield (6), Betoel Escobar (7), Chantelle Thompson (7)

  1. Call to Order
    • Chair Hovious called to order at 1:15 PM
  2. Public Comment
    • No public comment.
  3. Review and Approval Previous Month’s Minutes
    • Jeff Stein moved to approve with edits. George Gottschalk seconded. Approved with no dissent.
  4. Chair’s Remarks
    • As a reminder, the Chancellor will attend our meeting in April and then rejoin us at the CAPE awards that afternoon. We will need to gather questions for the Chancellor and submit them in advance. Chair Hovious will work with Maggie Jarvis to work on this.
    • The Communications Team sent out several high-quality newsletters recently, and Chair Hovious offers them her kudos.
    • There are two agenda items for closed session.
    • Mandatory sexual misconduct training is now live, and should be completed no later than April 3rd.
  5. Announcements
    • Becky Ferrell, our previous vice-chair and District 9 representative, has her going away happy hour at 5:00 PM on March 11.
  6. Committee Reports
    • Academic Professional Senators
      1. Jenny Garner sent in a report from the March 3, 2019 meeting that was reviewed by CAP.
    • Senate, Campus, and University Committees
      1. USSP
        1. Jeff Stein provided an update on several upcoming proposals.
        2. SP1913 is a bylaws change. This will change the makeup of the committee on Public Engagement and Institutional Advancement to add an additional Academic Professional, add an ex officio member from Extension, and remove the Vice Chancellor for Institutional Advancement. This is still in committee.
        3. SP1712 is a statutes change. This is related to the faculty role in governance and academic freedom. There are two changes proposed. One is to explicitly note that the Academic Freedom protections apply to all academic speech, including APs. The other is to specifically clarify the nature of protected academic speech. One key item is to note that “any time the academic staff member is speaking in public on a matter of public interest, the understanding is that they are speaking on behalf of themselves and not the university as a whole.”
        4. SP1903 is a change to the bylaws of the Senate regarding who is and is not allowed to speak. The committee is working on language to more directly define this. This includes establishing rules and limits on public comment, modeled after the Board of Trustees parameters, to bring things in keeping more with the requirements of the Open Meetings Act. There is also a provision to create a process for non-senators to speak on matters of relevance with the consent of the chair with 12 hours of notice.
      2. Faculty/Staff Benefits Committee
        1. Micah Kenfield provided an update that the committee met. Primary items discussed were the upcoming SURS Buyout opportunity, legislative updates, and the nature of budgetary challenges facing the state.
        2. Information about the SURS buyout is available on the SURS website.
        3. There are a number of legislative bills with potential to impact the University of Illinois but nothing at present that has gone beyond initial discussions.
  • Senate Executive Committee
    1. Chair Hovious noted the main issues discussed were already covered through the AP Senator Report and Jeff Stein’s report.
  1. Senate Committee on Public Engagement
    1. No report at this time due to Chantelle Thompson’s absence.
  • University Professional Personnel Advisory Committee
    1. No update.
  • HR – Training and Employee Development Advisory Committee (TEDAC)
    1. One of the committees created a list of core competencies to be referenced as we develop professional development opportunities.
    2. This is a recently formed HR committee.
  • CAPE Awards Committee
    1. Carl Baker reported that the Chancellor has accepted the nominations and letters have been distributed to the winners.
  • Procedures and Elections Committee
    1. AP Rosters have been verified and will be prepared for the elections.
    2. There will be a vote to confirm a new District 9 representative during closed session today.
  • Communications Committee
    1. A refresh of the website will be available for preview at the next CAP meeting.
  • Grievance Officer
    1. A brief update on this will be discussed during closed session.
  • Ad Hoc Committee on Harassment
    1. There have been no updates from Rusty Barcelo’s office related to the role of the committee and the University at large.
  1. Academic Human Resources Report Senior Associate Chancellor for Human Resources
    • There is no update on the budget at this time.
    • Exemption Update
      1. Since October, there have been 788 job descriptions reviewed. Of those 788, 477 were determined to be overtime exempt. Of the remaining 477, 298 were classified as Academic Professional.
      2. 18 positions currently occupied by employees have been reclassified to Civil Service.
  • HR has had a conversation with the director of the Civil Service System. So far, our campus is the only unit in the state that has shown to be taking the new rules seriously and implementing them correctly.
  1. Elyne Cole requested feedback from CAP to see if there were any issues that came up.
    1. Brian Brauer reported that HR has been very helpful in understanding the reclassification policy and implementing it during the process of promoting employees.
    2. Elyne Cole noted that HR has hired new staff to support this process.
  2. Upcoming Audits
    1. The system doesn’t dictate how the large-scale triennial audit will occur. This audit will be used to determine which positions are classified as AP.
    2. Our approach is intended to be done via functional area to ensure consistency in titles, duties, responsibilities, and pay. Human Resources will be the first functional area to go through this process since HR has staff across campus.
  3. Nancy Walsh asked if employees can request an audit to be considered for Civil Service positions. HR has noted that due to the plan to do reviews by functional area, doing reviews on demand is not feasible.
  • Mindy Spencer asked if there will be consistency across, for example, which positions are classified as assistant directors versus which are classified as associate directors. HR noted that the goal is to eventually address this through the process.
  • The System Office has dictated that any changes to Civil Service sick leave to bring parity with AP sick leave is a system-level issue and must be resolved for all three campuses in lockstep.
  1. HR reported that supervisors, in general, have not had significant and extraordinary complaints regarding the process.
  • AP Development Fund
    1. Since the last meeting, there have been 95 new applicants. This is so successful that there now may be concerns with how this is addressed.
    2. Last month, we approved a total of $30,000 for the development fund. This month, altogether, we will have approved over $63,000.
  • This is very good news, and HR is pleased to report this.
  • The “I’m A Professional” campaign is successful and has received positive buzz.
  1. Unfinished Business
    • No unfinished business
  2. New Business
    • Please remember to apply for the AP Leadership Program in the next few weeks.
  3. Closed Session (if necessary)
    • An update on grievances and the selection of a new District 9 representative occurred during closed session.
  4. Adjournment

 

Dates and Locations of CAP Monthly Meetings and CAP-Sponsored Events

Date Location Notes and Other Events
March 7, 2019 314A Illini Union
April 10, 2019 TBD Chancellor Visit
April 10, 2019 iHotel CAPE Awards
May 2, 2019 TBD
June 6, 2019 TBD President Visit