August 2018 Minutes

Minutes for August 2018 Monthly CAP Meeting

Thursday, August 2, 2018, 1:15 PM | 314A Illini Union


Attendees: Richard Gegg (1), Brent West (1), Amy Hovious (2), Randall Sandone (2), Leslie Vermillion (3), Andrew Reynolds (4), Micah Kenfield (4), Ann Jones (5), Mindy Spencer (5), Lisa Merrifield (6), Betoel Escobar (7), Victoria Huart (8), Brian Brauer (8), George Gottschalk (9), Sol Roberts-Lieb (10), Nancy Walsh (10), John Scott (11), Jeff Stein (11)


Excused Absences: Maggie Jarvis (3), Carl Baker (6), Chantelle Thompson (7), Rebecca Ferrell (9)

  1. Call to Order
    • Meeting called to order at 1:16 PM
  2. Public Comment
    • No public comments.
  3. Review and Approval Previous Month’s Minutes
    • Jeff Stein moved to approve. Sol seconds. Approved with no dissent.
  4. Chair’s Remarks
    • Began by extending appreciation to Rusty Barcelo for their dynamic presentation and Q&A at the previous meeting.
    • A new District Five rep has joined the council
      1. Ann Jones, assistant to the head in Curriculum and Instruction.
    • We need to sign a new confidentiality agreement, but they will be released after this meeting.
      1. CAP members will be able to sign electronically.
      2. There are some minor wording issues to be revised from the current version released in 2008.
  • Carl has volunteered to support All Employee Expo and table, thanks. October 18
  1. Announcements
    • No announcements.
  2. Committee Reports
    • CAPE Awards Committee
      1. No report; process has not yet begun for the following year.
    • University Professional Personnel Advisory Committee
      1. Amy met with Tracy, the exiting chair, and discussed transition items as Amy enters as the new chair. Nothing else to report.
    • Academic Professional Senators
      1. Senate is not in session so there’s no update
    • Senate, Campus, and University Committees
      1. No report.
    • Procedures and Elections Committee
      1. Becky is out, but all elections are completed and there’s nothing else to report.
    • Communications Committee
      1. Mindy brought a signup sheet to the Communication Committee last time. If you missed out on joining last year, signup sheet was brought again. Several initiatives pending getting full.
      2. In the past, we’ve asked that district reps send out emails to their district. While some districts have had success, others have had some challenges reaching people. Are there preferences toward a single mass email versus district-specific ones?
        1. Betoel – we’ve alternated back and forth but we tend to trend toward one giant email.
        2. Mindy – It sounds like in general people tend toward a single email.
        3. George – it also makes it more clear the difference between things sent out as an individual versus things sent out on behalf of CAP
        4. Mindy – if people are comfortable with a single newsletter, the Communications Committee will begin to discuss options and send out surveys to CAP at large to gauge ideas
        5. Sol – We can also always send things out as needed on a district by district level.
  • Grievance Officer
    1. No report at this time.
  • Ad Hoc Committee on Harassment
    1. Mindy – we’re still considering issues regarding grievances, and have a number of questions that have not yet been answered. The ad hoc committee will follow up again directly for responses and complete the report
    2. With grievances, is there anything that outlines if you’re being bullied/sexually harassed and the normal channels aren’t sufficient? What are the rules on what constitutes a grievance?
      1. Jeff – the grievable matter must be a violation of university policy (e.g. CAM, Code of Conduct, and so on) and procedure (e.g. potentially unit-specific rules and guidelines).
      2. Betoel – we discussed in the past on what we include in the list of what is and isn’t harassment/bullying.
      3. Mindy – We’ve been discussing both the University-level approach as well as how divisions and departments handle things.
  • We are close to having a final report ready to go.
  1. George – what can non-CAP employees serve on? Amy – any CAP committee, including this one.
  1. Academic Human Resources Report Deb Stone, Human Resources
    • Begin by introducing Nicole Hemming, the Assistant Director for Labor and Employee Relations. She’ll be the new liaison for the grievance process.
    • The Confidentiality Agreement for CAP is still in development and won’t be addressed at this time.
    • $750 has been funded for the AP Development Fund with 2-3 remaining requests remaining.
    • AP Exemption Change has taken significant time to operationalize these changes, which go in effect October 1. We’ve been meeting with deans and major administrators to work on specifics, and in the next few weeks we’ll begin to have specific meetings with unit HR regarding the way process works for them. September and early October information sessions for employees at large are also on deck.
    • Civil Service System staff may push for the biennial audit of positions to move out until the beginning of 2019. We know definitively that it will be after January 2019.
    • Questions about compensable sick leave – what will change when APs change to Civil Service?
      1. For people who earned this while it was an option, people will retain it.
      2. There is a difference for the non-compensable sick leave, and we are looking at options on if we can standardize it between areas and, if so, who makes the decision to change it (e.g. University vs System). First, AHR is looking for their recommendation, then how things change.
    • Changes made effective October 1st involve filling a new position, a vacancy, or a change to an existing position. The Audit will be the trigger for what changes for existing unchanged positions.
    • On a biennial basis, all HR processes (including exemption process) are reviewed. The triennial audit is a full review of all AP and Civil Service positions, which will lead to significantly more effort than years past to review all position in terms of the new criteria. We don’t yet have the exact processes to review all 4,000 positions but we’ll be communicating that to campus once we figure it out.
    • “What exactly goes into effect October 1st
      1. There’s an IL State Law that says that all state university positions are to be Civil Service unless exempted from that statute (including exemptions for students, faculty, research and extension, the President, and ‘other principal administrative positions’).
      2. What constitutes exemptions under that clause has changed, which is what goes into effect October 1st. In the past we’ve had standard titles we could use for exemption. This has been removed, and now all positions need to be reviewed by the new criteria individually.
    • “Can you explain what’s happening to seniority?”
      1. The quick and dirty is seniority comes into play when bumping positions.
      2. Seniority is currently based on civil service classifications. HR will try to have experts on hand to discuss this at the September meeting.
    • Mindy: “At the last meeting, we discussed if there was something similar for the AP development fund, and that there are no Civil Service seats on Faculty Senate. Would it make sense to invite someone from Staff Advisory Council to come to this meeting as well?”
      1. Things are a little different with SAC – they’re smaller, non-public meetings. There’s also the Employee Advisory Committee, which is a SUCSS committee and works a little differently.
      2. Jeff – “A past chair of SAC seemed interested and amenable.”
  • Elyne meets with SAC in the same way she does here, and she’s a good common denominator on how to approach the new model.
  • “A question has come up in our unit on how to figure out how many people on campus have a position similar to mine?”
    1. Any position that has to be converted will be converted to another classification that has to be the best classification for that position. It depends on the specific duties of the job, and will be reviewed thoroughly
    2. Many broad exempt titles will see many incumbents converted to civil service, but this doesn’t mean everyone with that a specific title will be changed.
  • Positions will only be converted as they come up in the audit. There will be time when people will occupy similar if not identical jobs but some will be AP and others Civil Service.
  • A new Jobs Board is now online. Group consensus was that it looks very nice.
  1. Unfinished Business
    • Confidentiality Agreement
      1. No update as discussed above.
  1. New Business
    • No new business.
  2. Closed Session
    • No closed session.
  3. Adjournment
    • Sol moved to adjourn, George seconded, meeting adjourned at 1:59 PM.


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


Date Location Notes and Other Events
August 2, 2018 314A Illini Union
September 6, 2018 314A Illini Union
October 4, 2018 314A Illini Union
November 1, 2018 314A Illini Union
December 6, 2018 314A Illini Union
January 3, 2019 314A Illini Union


July 2018 Minutes


Minutes for July 2018 Monthly CAP Meeting

Thursday, June 28, 2018, 1:15 PM | Levis Faculty Center, 3rd Floor


Attendees: Brent West (1), Amy Hovious (2), Randall Sandone (2), Maggie Jarvis (3), Andrew Reynolds (4), Micah Kenfield (4), Mindy Spencer (5), Carl Baker (6), Betoel Escobar (7), Brian Brauer (8), Victoria Huart (8), Rebecca Ferrell (9), George Gottschalk (9), Nancy Walsh (10), John Scott (11), Jeff Stein (11)


Excused Absences: Richard Gegg (1), Leslie Vermillion (3), Lisa Merrifield (6), Chantelle Thompson (7), Sol Roberts-Lieb (10)


  1. Call to Order
    1. Meeting called to order at 1:15 PM by Chair Hovious.
  2. Guest Speaker: Rusty Barcelo
    1. Rusty Barcelo, who served as the Visiting Special Assistant to the Chancellor for Diversity, presented on the Office of the Chancellor’s efforts to address diversity, equity, and inclusion concerns.
    2. An external review of current campus diversity efforts was conducted, and a report was submitted to the Chancellor in 2017.
    3. The full external review report is available on the website for the Office of the Chancellor. One of the most critical areas of growth noted was how siloed and decentralized campus’s current diversity efforts are.
    4. A search is now underway to hire a Vice-Chancellor for Diversity, Equity, and Inclusion to head an office that identifies and pursues opportunities for education, reconciliation, restoration, and cultural transformation with regard to bias and discrimination against any group or people.
    5. Q&A
      1. “What is the organizational structure of the new office, and which specific areas are involved?”
        1. Existing efforts from ODEA, Legal, and HR to review and ensure compliance with campus policies will continue.
        2. Community development efforts will be expanded.
        3. New efforts to engage with underrepresented students from Pre K to 12th grade will be added to help build a pipeline for a more diverse student body.
      2. “Is there a place with more information about this?”
        1. Yes, a website with full information on upcoming efforts will be launched after the Office of Diversity, Equity, and Inclusion has its first retreat.
  • “Is your office looking at how to help search committees have better visibility on making sure candidate pool is diverse?”
    1. Yes, advertising positions online isn’t enough. This office is working on this with HR to help broaden and increase the diversity of applicant pools.
  1. “I’m chairing an ad hoc committee looking at harassment and bullying. Is this something the review has touched?”
    1. Many of these issues fall under existing Title IX enforcement.
    2. There will be a Critical Conversation on Workplace Harassment and Bullying in the near future.
    3. Efforts to address harassment and bullying need to be proactive, not just reactive in handling issues once they escalate.
  2. Public Comment
    1. No public comments.
  3. Review and Approval Previous Month’s Minutes
    1. Carl Baker moved to approved; Betoel Escobar seconds. Approved unanimously by voice.
  4. Chair’s Remarks
    1. The Chancellor has cancelled his September visit, but we are now rescheduling this.
    2. We have a few elections during closed session at this meeting.
    3. We all need to sign the new confidentiality agreement for grievances. This is on the agenda for the August meeting.
  5. Announcements
    1. No announcements.
  6. Committee Reports
    1. CAPE Awards Committee
      1. No report.
    2. University Professional Personnel Advisory Committee
      1. UPPAC had its annual meeting at the President’s House in June. Current and incoming members are invited. There was a fair amount of discussion regarding the Civil Service procedures, but nothing was especially new or revelatory compared to the conversations that CAP already had with the HR professionals.
      2. Other campuses reported on their professional development activities.
  • Updates were provided on the current legislative activities that mirrored conversations CAP has had dating back to earlier meetings in Spring 2018.
  1. Some discussion was held on the development of a Statewide Council of Councils across all the state schools, where the UPPAC councils at each university system would come together.
  2. As by tradition, the chair rotates around the three universities in the system. Amy will chair, as it is UIUC’s turn in the rotation.
  1. Academic Professional Senators
    1. No report.
  2. Senate, Campus, and University Committees
    1. No report.
  3. Procedures and Elections Committee
    1. There was one self-nomination for District V’s open seat, which was reviewed during closed session.
    2. Self-nominations for committee seats were discussed during closed session.
  • Electronic ballots will go out for Faculty Senate positions in Districts 4, 7, and 10 on July 9th and be open through July 16th.
  1. Communications Committee
    1. Once the Communications Committee is full, a meeting will be scheduled to discuss plans to increase the profile of CAP moving forward as well as other communications efforts.
    2. The committee is currently working on a protocol to get minutes routinely posted.
  2. Grievance Officer
    1. No official report.
    2. Mindy Spencer offered a brief reminder to CAP, especially new representative, that Chantelle Thompson is an excellent resource to work with should we receiver complaints or concerns from people in our districts.
  3. Ad Hoc Committee on Senate Representation
    1. A final report was distributed to CAP, summarizing the process the committee went through as well as the results.
    2. Jeff Stein, chair of the committee, recommended that CAP accept this report and dissolve the ad hoc committee.
  • Randall Sandone moved to approve report; Carl Baker seconded; motion carried unanimously.
  1. Ad Hoc Committee on Harassment
    1. No report.
  2. Academic Human Resources Report Associate Provost for Human Resources
    1. Very brief update on exemption procedures
    2. As of the week of June 25, the campus online job board show all positions (faculty, AP, administrative support, and research) instead of breaking them down by position. The relevant listservs have also been combined.
    3. HR is currently meeting with administrators and deans in each college to discuss the coming change for many positions from AP to Civil Service. They have also been meeting with groups like Staff Advisory Committee, CAP, and so on to brief on the changes. They will begin to meet with the employees at large starting in August.
    4. FAQs about the change are available on a website, and there is an email box for questions from individuals.
    5. Q&A
      1. A number of questions have been coming in regarding Janus v. AFSCE from civil service staff paying “full share” but who are not a member of the union.
        1. Termination of the fair share payments will be effective immediately for individuals getting deductions for fair share dues. If people have questions, they should call Labor and Employee Relations regarding the Union Dues Deduction. They can also contact their union.
      2. One college’s HR area has been pushing staff to go on FMLA, even if they’re only out for a few days only for a few days. People feel like it’s coming from a threatening place – is this use of FMLA normal?
        1. “If people have a question about how things are happening, they can contact Labor and Employment Relations about it. There are a number of reasons why an employee might want to go on FMLA, and it gives people more options.”
  • Many internal candidates are concerned that if they take a new position at the University and that position is converted to Civil Service, they’ll lose seniority and be at risk for layoff.
    1. “Certainly, seniority provides protection for staff. While it’s a fair concern, terminating professional-level positions requires strong justification and significant paperwork, and the likelihood of an adverse effect from loss of seniority is unlikely.”
  1. Is the decision to switch positions from AP to Civil Service irreversible?
    1. Essentially, yes. This is a compromise with SUCSS and failure to comply with the new rules could mean the end of campus’s ability to independently determine exempt positions altogether.
  2. Unfinished Business
    1. Call for Committees
      1. The Communication Committee is seeking new members.
        1. At a basic level, this committee works on emails and the website. One thing that was discussed in the past is finding ways to communicate what CAP can do for APs. The other main priority for this semester is providing information for APs about the conversion of some positions to Civil Service.
        2. Members interesting in joining should reach out to Mindy.
      2. There are still vacancies on the CAPE Awards committee for those interested. Please reach out to Amy if interested.
    2. New Business
      1. Anyone interested in serving on the All Employee Expo Committee should reach out to Amy.
    3. Closed Session
      1. Elections for District 5 Representative and AP Senate Committees
        1. Council went into closed session for the purposes of these elections.
      2. Adjournment
        1. Jeff Stein moved to adjourn, Brian seconded. Approved unanimously.


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

Date Location Notes and Other Events
August 2, 2018 314A Illini Union
September 6, 2018 314A Illini Union
October 4, 2018 314A Illini Union
November 1, 2018 314A Illini Union
December 6, 2018 314A Illini Union
January 3, 2019 314A Illini Union