September 2017 Minutes

Council of Academic Professionals

Thursday, September 7, 2017, Illini Union 314A

Meeting Minutes submitted by Jenny Ehrnthaller, Secretary


Attendees: Richard Gegg (1), Kristina Miller (1), Jenny Ehrnthaller (2), Amy Hovious (2), Maggie Jarvis (3), Andrew Reynolds (4), Rick Atterberry (5), Mindy Spencer (5), Carl Baker (6), Elizabeth Wahle (6), Betal Escobar (7), Tanisha King-Taylor (7), Brian Brauer (8), Becky Ferrell (9), Richard Stokes (9), Nancy Walsh (10), Beth Hall (11), Jeff Stein (11), Elyne Cole (Ex Officio)


Excused Absences: Todd Spinner (3), Chantelle Thompson (8), Elizabeth Rockman (10)


  1. Call to Order – Chair Jeff Stein called the meeting order at 1:17 p.m.


  1. Public Comment – 2 visitors; no comments.


  1. Review and Approval Previous Month’s Minutes – One correction name misspelled (Richard Gegg), passed by consensus.


  1. Chair’s Remarks (Jeff Stein) – Dates and locations for upcoming meetings are listed on the agenda. Speakers (provost, chancellor, and president – would like a set of questions prepared 1 week ahead of time and the communications team will help coordinate this). There are a few slots for other guest speakers if members would like to recommend. UPAC observer for the BOT meeting this morning – issue in public comment period regarding Native American imagery, which is generating more attention recently. The chancellor and president announced significant investment in faculty hires due to budget – one for one match for all three campus (3 years, $60M towards high profile faculty hires).  Walter Knorr comptroller retired beginning of this month – new interim position approved at board meeting.


  1. Announcements – Comment requesting minutes to be sent a day before the meeting for review (Carle Baker).


  1. Committee Reports:
    1. CAPE Awards Committee (Kristina Miller) – In the process of assigning the selection committee from nominations. It is not advertised who is on the committee (let district reps know if requested). In addition, the CAPE nominee process in underway – from now until mid-October, so activity with the CAPE process should be stagnate until then.  Reminder CAPE Awards Celebration will be held on April 5, 2018.
    2. University Professional Personnel Advisory Committee (UPPAC; Jeff Stein) – No report since the last meeting.
    3. AP Senators – First meeting is September 18th.
    4. Senate, Campus, and University Committees
      1. Senate Executive Committee – Chancellor announced candidates for the open Vice Chancellor for Academic Affairs and Provost position. Our Vice Chancellor for Research, Peter Schiffer, will be returning to Yale, and updates on filling this position will be shared in the near future. Diversity initiatives will continue on campus.
    5. Procedures and Elections (Becky Ferrell)
      1. Faculty Senate Committee Elections – All open positions were appointed and ratified by a vote of 18 members. Faculty/Academic Staff Benefits – Ellen J. de Waard, General University Policy – Tina Rolfe, Campus Operations – Jenny Ehrnthaller, Public Engagement and Institutional Advancement – Chantelle Thompson.
      2. Special Election – Replacement for District 4 representative, Jessica Beaudoin
    6. Communications (Richard Stokes) – In process of updating the website (Chantelle and Andrew are working very hard on this), Mindy has volunteers to update the brand to conform to the new Illinois “Block I” branding moving forward. Richard received a request from an AP to opt out of our email listserv – this cannot be done, as these listservs are from HR directly. Richard is also in the process of updating stakeholders to make sure all lists are up to date. Additionally, for the CAP booth at the All Employee Expo, either Mindy or Andrew will attend represent CAP. Other CAP reps are welcome and encouraged to volunteer.
    7. Grievance (Tanisha King-Taylor) – Lots of traction but no formal reports, so no closed session today.
    8. Ad Hoc Committee on Senate Representation (Jeff Stein)
      1. Ongoing discussions on the redistricting of CAP to include districts not being represented are continuing with Senate representatives. Jeff is suspecting a year-long process before a recommendation gets submitted to CAP.


  1. AHR Report (Elyne Cole):
    1. Budget – nothing new to report, has been sent to departments for planning. This is great news, but campus is still recuperating from not having a budget for the past two years.
      1. No updates on the back-log of medical payments, law that states they are supposed to be moving forward. In Nessie, there is a link to the CMS page, dedicated to the claims page. This process is about 2 years behind.
    2. Salary Program – has been allocated to about 1% across the board on average.
    3. AP Professional Development Fund – a request was sent to the Provost Office for any consideration for a revisit of funding (opening for a discussion), but there were no responses to date. To restore on a partial basis was taken into consideration.
    4. 2FA (two-factor authentication) for Banner and HR-front end and Paris (required whether you are on campus or not), if these are required as part of jobs, the unit is required to purchase the equipment to not promote use of personal phones. Employees can register a number of devices with a signed disclaimer if use on other devices (outside of work-related computers). Supply might be minimal through the web store, but they are working to accommodate all request. Not sure if UIC or Springfield is providing the same advice to their employees. This is being rolled-out in September. Question – about FOIA on devices if an employee decides to use cell phones. If purchased from the web store, the device will be registered. If purchased outside the web store, the device will not be registered, so it will not work. Can CAP help to proactively educate staff about this new initiative – will work with Deb’s office (AHR) to send a draft email to the units. Cap will also add information to our website and in Eweek to direct employees to our website.
    5. CAPE Award Program
      1. Comment – UIC recognized about 30 APs – not opposed to continue to pursue increased efforts on the UIUC campus after speaking with UPAC and getting some additional background. Is this just salary adjustments or APD (AP development)? We need to be careful with strategy and timing. Comment about the $60M that went towards faculty recruiting, can $75K be allocated for staff? Our communications team will solicit questions about this to all members. Elyne will research numbers of what was spent for UIUC CAP Award Program in the last 5 years.


  1. Unfinished Business – Judy Van Cleeff elected as new representative for district 4.


  1. New Business – Question: It was brought up that APs are feeling targeted by their Dean in one of the districts due to reduction of APs and shifting of responsibilities. The recommendation was to contact Sharon or Deb in AHR. If employees are not comfortable talking to colleagues in their own departments they can certainly meet with our APs representatives from CAP in the capacity – just need to make sure CAP reps are familiar with grievance process.


  1. Closed Session (called if required) –


  1. Adjourned – 2:26 p.m. Approved (Kristina Miller), Second (Jenny Ehrnthaller)