December 2018 Agenda

Agenda for December 2018 Monthly CAP Meeting
Date: Thursday, December 6, 2018
Time: 1:15 PM
Location: 314A Illini Union

    1. Call to Order
    2. Public Comment
    3. Review and Approval Previous Month’s Minutes
    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
      • Ad Hoc Committee on Harassment
      • HR Committee
        1. Training and Employee Development Advisory Committee (TEDAC)
    1. Academic Human Resources Report Senior Associate Chancellor for Human Resources
    2. Unfinished Business
    3. New Business
    4. Closed Session
      • Elections
    5. Adjournment

 

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

Date Location Notes and Other Events
December 6, 2018 314A Illini Union  
January 3, 2019 314A Illini Union  
February 7, 2019 314A Illini Union  

November 2018 Minutes

Minutes for November 2018 Monthly CAP Meeting
Thursday, November 1, 2018, 1:15 PM | 314A Illini Union

Attendees: Brent West (1), Richard Gegg (1), Amy Hovious (2), Randy Sandone (2), Leslie Vermillion (3), Andrew Reynolds (4), Micah Kenfield (4), Mindy Spencer (5), Ann Jones (5), Lisa Merrifield (6), Carl Baker (6), Chantelle Thompson (7), Betoel Escobar (7), Victoria Huart (8), Becky Ferrell (9), George Gottschalk (9), Nancy Walsh (10), John Scott (11), Jeff Stein (11)

Excused Absences: Maggie Jarvis (3), Brian Brauer (8)

  1. Call to Order
    • Meeting called to order at 1:19 PM
  2. Public Comment
    • Floor opened for public comment – no questions or comments
  3. Review and Approval Previous Month’s Minutes
    • George moves, Chantelle seconds. Approved with no dissent.
  4. Chair’s Remarks
    • Not much to report. There will be election discussion later, which Vice-Chair Ferrell will address.
  5. Announcements
    • Coursera at Illinois is a new program specifically for the Urbana-Champaign Campus Community. All of UIUC’s courses are now available on the platform for free to members of the community.
    • Dance is celebrating its 50th There will be a large display at the Krannert Center for the Performing Arts and other events surrounding it this month.
    • November 7th and the 8th is the IT Pro Forum, and all APs with a tech interest should attend.
  6. Committee Reports
    • CAPE Awards Committee
      1. There were 40 nominations for CAPE Awards. The committee will meet Tuesday, November 6th to whittle the total number of nominations to 20.
      2. The date for the awards has been set.
    • University Professional Personnel Advisory Committee
      1. UPPAC has not met since the last meeting; however, there is a meeting next Friday.
    • Academic Professional Senators
      1. A detailed report was submitted by one of the AP Senators and distributed to CAP Members.
    • Senate, Campus, and University Committees
      1. USSP
        1. USSP has met since the last meeting.
        2. AP Representation on additional committees is being discussed at the next meeting.
      2. No other SCUC had updates.
    • Procedures and Elections Committee
      1. We will be discussing the District 5 opening later today in closed session.
      2. District 10 and District 3 both have additional openings to be addressed
  • There are two AP Senate Committee Seats open right now – one for Education Policy, and one for Elections and Credentials.
  • Communications Committee
    1. Maggie Jarvis noted electronically before the meeting that there is no major report.
  • Ad Hoc Committee on Harassment
    1. No chair at this time.
    2. Richard Gegg can coordinate and chair until someone else wants to.
  • Grievance Officer
    1. No grievances to report.
    2. If you have not signed a confidentiality agreement yet, please be sure to do so before a closed session to discuss this.
  1. Academic Human Resources Report Senior Associate Chancellor for Human Resources
    • The Academic Professional Development Fund has had 20 requests so far, with 18 approved. No requests have been declined at this point.
    • No updates currently available on the budget.
    • HR is addressing the issues related to Civil Service positions. No new report on this; HR is working on it as much as possible. The good news is there are no new updates or changes.
    • Two more informational sessions have been scheduled.
    • Chair Hovious – have there been trends in the questions coming up at employee briefings that CAP can help spread information about?
      1. Many of the issues coming up are ones already discussed.
      2. The question of vacation time has been coming up frequently, and HR is examining if there can be changes to this policy to improve parity.
  • Sick leave is also a remaining concern.
  1. Remote workers who are out of state have concerns about their ability to continue to work out of state if they are reclassified. This is not an issue, and people will have the opportunity to keep working remotely if they are reclassified.
  2. Seniority keeps coming up, especially for positions that are considered. On the AP side of things, titling is less structured compared to Civil Service.
    1. People are concerned about inequity between the two systems, which is unfortunately something endemic to the nature of the two systems being very different.
    2. There will never be 1 for 1 equally retroactive approach to seniority. However, to go back to retroactively give employees credit for being Civil Service during times they were AP would mean they get the advantages of being an AP (e.g. being shielded from Civil Service layoffs) while still getting credit for Civil Service.
    3. This process is inherently uncomfortable, but there’s no real way to address it other than following the rules.
  3. An unanswered question remains on which issues UIUC can change address on its own, and which ones need to go through the system.
  • Is there a projected attrition rate from the reclassification?
    1. No, because technically we believe no job will be lost as a result of this. Titles may shift but the work will remain the same.
    2. People may choose to leave as a result of this, but it is not an active area of consideration for HR.
  • As HR examines the disparity between AP and CS positions, there is a great effort to highlight professional positions of both categories.
    1. There will be a celebration of professional employees of all stripes.
    2. The campaign, “The Illinois Professional,” will feature videos and other media to spotlight the successes of being an Illinois Professional.
    3. There will also be whiteboard videos explaining the myths about the changes.
  1. Unfinished Business
    • Ad Hoc Committee on Harassment Chair
      1. Richard Gegg will serve in this role in an interim capacity.
    • All Employee Expo Report
      1. Over 1,000 people came through the expo according to HR.
      2. The CAP table remained fully staffed throughout the entire time, and many people asked questions and were connected to information.
  • The only possible suggestion is looking at the display and finding ways to update it further moving forward. This should be revisited.
  1. HR, as always, is a delight to work with.
  • APDF Updates
    1. Addressed during HR updates.
  • PER Employee Briefing Recap/Discussion
    1. Chair Hovious opened the floor in case there were any other things to discuss at this time.
    2. Andy Reynolds – the only useful data point is to say that the only people asking questions are the ones who haven’t gone to a session, and the questions are all things addressed at the sessions.
  • Chantelle Thompson – these sessions are fantastic, but having recordings publicly posted for the people unable to attend would be of use.
  1. One of the skype sessions will be recorded to be posted on the website.
  • Parental Leave
    1. Currently, parental leave is two weeks long. District 7 is asking if this is comparable to other universities in the Big 10 and if it can be changed.
    2. The current parental leave policy is part of the University System benefits, available to employees with no regard to gender.
  • When this was first implemented, there was a benchmarking process and we were doing better than most peers.
  1. Other schools in the Big 10 have begun the process to review how much each school offers.
  2. When we look at examining this further, we need to ask what we’re trying to do completely. If it’s not generous enough, why are we doing that? The question is what issues we are addressing through an expansion of leave as part of a bigger picture. There are a number of areas where people are asking for more benefits, and HR is weighing this issue relative to other areas of growth.
  1. New Business
    • Guest Speaker Suggestions Discussion
      1. Tracey Parrish is current representative to the SURSMAC. He has a report from the latest meeting, and would like to present a report to CAP.
      2. Betoel Escobar has suggested we get a guest speaker for SURS Pension and Benefits. There was an eWeek announcement recently in the October 28th issue, which involved the State University Annuitants Association (SUAA). SUAA encourages people to join before they retire to help them fight for the rights.
  • At the Expo, someone suggested a session on the new Coursera offerings, along with other professional development opportunities like Lynda, BPIM, and Fast3.
  1. If there is anything else that’s relevant for CAP members to know – whether it’s announcements, or things going around in our areas, or other things of relevance – please share.
  1. Closed Session
    • Election for District 5
      1. CAP went into closed session to discuss the self-nomination(s) for District 5.
  1. Adjournment
    • George Gottschalk moved to adjourn; Chantelle Thompson seconds.


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

 

Date Location Notes and Other Events
     
November 1, 2018 314A Illini Union  
December 6, 2018 314A Illini Union  
January 3, 2019 314A Illini Union Chancellor Jones
February 7, 2019 314A Illini Union  

 

November 2018 Agenda

Agenda for November 2018 Monthly CAP Meeting
Date: Thursday, November 1, 2018
Time: 1:15 PM
Location: 314A Illini Union

  1. Call to Order
  2. Public Comment
  3. Review and Approval Previous Month’s Minutes
  4. Chair’s Remarks
  5. Announcements
    • Coursera Courses
  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
    • Ad Hoc Committee on Harassment
    • Grievance Officer
  7. Academic Human Resources Report Senior Associate Chancellor for Human Resources
  8. Unfinished Business
    • All Employee Expo reminder – CAP representation
    • Past & Upcoming Employee Briefings
    • Maternity/Paternity Leave – Chantelle
  9. New Business
    • Ad Hoc Committee on Harassment Chair
    • Call for UPPAC agenda items
    • CAPE Awards Date and Location
  10. Closed Session
    • No closed session scheduled
  11. Adjournment

 

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

Date Location Notes and Other Events
November 1, 2018 314A Illini Union  
December 6, 2018 314A Illini Union  
January 3, 2019 314A Illini Union Chancellor Jones
February 7, 2019 314A Illini Union  

October 2018 Minutes

Minutes for October 2018 Monthly CAP Meeting

Thursday, October 4, 2018, 1:15 PM | 314A Illini Union

Attendees: Richard Gegg (1), Amy Hovious (2), Randy Sandone (2), Maggie Jarvis (3), Andrew Reynolds (4), Micah Kenfield (4), Mindy Spencer (5), Carl Baker (6), Chantelle Thompson (7), Brian Brauer (8), Becky Ferrell (9), Nancy Walsh (10), John Scott (11), Jeff Stein (11)

Excused Absences: Brent West (1), Leslie Vermillion (3), Ann Jones (5), Lisa Merrifield (6), Betoel Escobar (7), Victoria Huart (8), George Gottschalk (9)

 

  1. Call to Order
    • Meeting called to order at 1:19 PM
    • Chair Hovious welcomed the very large gathered crowd and segued into the special guest
    • Guest Speaker – Alicia Lowery, Director of Talent Acquisition Illinois Human Resources
    • Director Lowery began with a summary of the nature of position eliminations, and followed with details of bumping. I recommend reviewing the State University Civil Service System (SUCSS) Rules and the Campus Administrative Manual (CAM) policy.

Follow the link for the SUCSS Statue and Rules on “Separation and Demotion” and the

CAM link to  the University of Illinois “Layoff Policy” http://www.sucss.illinois.gov/sar_report.aspx?sm=SR&ID=14&kw=layoff&osm=c43

Permanent Layoff Policy. http://cam.illinois.edu/policies/hr-58/

  1. Public Comment
    • A very grateful member of the audience thanked us for the efforts we’re doing at a time of great existential concern for APs.
  2. Review and Approval Previous Month’s Minutes
    • Mindy Spencer motioned to approve minutes, Chantelle seconds.
    • Approved with no dissent.
  3. Chair’s Remarks
    • We have confirmed the Chancellor will be coming on January 3rd and in our April meeting. We’re still working on the Provost and the President.
    • Chair Hovious received an email from the Faculty Senate that there is now an ex officio member on the Faculty and Staff Benefits Committee.
    • The briefings from HR have been valuable and everyone should attend as able.
    • Mindy Spencer is having her second retirement from CAP, now that she’s moving to a new position in District 3.
      1. Maggie is taking care of the Communication Committee.
      2. There needs to be a new chair for the ad hoc committee on harassment.
  1. Announcements
    • Micah Kenfield announced the iSEE Congress, going on now.
  2. Committee Reports
    • CAPE Awards Committee
      1. The committee chair and vice-chair met with HR to finalize the selection committee. A letter has gone out, and the award process is now open through October 26th.
    • University Professional Personnel Advisory Committee
      1. No report since last meeting.
    • Academic Professional Senators
      1. First Senate meeting of the fall was last week. No updates of significance at this time.
    • Senate, Campus, and University Committees
      1. Faculty Benefits Committee was last week. Two items to report:
        1. NESSIE will be decommissioned in mid-October. My UI Info is the new site.
        2. Please select a life insurance beneficiary. A lot of people don’t, and this is less than ideal.
      2. Chancellor’s Committee on Native American Imagery
        1. The committee worked very hard on the report they just issued. All members of CAP are encouraged to read the report, and to encourage their constituents to do likewise.
  • Senate Committee on Community and Campus Engagement
    1. This committee hasn’t done a lot in the past, but there’s a lot of high level involvement now.
    2. If there are things in your area you feel like are the ‘Jewel of Illinois,’ please bring this up to Chantelle to see it included in marketing plans moving forward.
  1. University Statutes and Senate Procedures
    1. There will be a seat coming open soon for an AP to serve on the Committee for Education Policy. This will be someone with curriculum experience ideally.
    2. There is also a process underway to identify Senate Committees without AP representation and determine if there is a good reason to add one.
    3. There is a new provision on how units are named moving forward. Name changed due to changes in a field’s nomenclature or reorganization will remain as it is. The new provision will add that when naming rights are added to units, the Senate still has a chance to weigh in. This is in collaboration with the Administration and University Counsel
    4. There is a large number of statute review down the line.
  2. Senate Executive Committee
    1. The previous meeting was primarily Chancellors Remarks. His high points were as follows:
      1. Enrollment for 10-day was a record class for diversity and total enrollment.
      2. Illinois Commitment is underway and very important to educational opportunity. It is a supplement to other financial aid.
      3. Admission requirements are not changing.
      4. We are #46 total in US News and World Report rankings, along with strong showings in key disciplines. This is an improvement over years past.
      5. Chancellor Jones encouraged everyone to
      6. President Obama is now the third president to visit campus, beyond Clinton and Taft.
    2. Eighth Senate Review Commission
      1. There was a Seventh Senate Review Commission in the past.
      2. Instead of reconvening this group, there will be an eighth one to review results of past audits.
      3. There was one self-nomination from an AP Senator to participate.
  • Procedures and Elections Committee
    1. We need to fill Mindy’s seat for District 5. Information on this will go out on October 8th for voting in closed session next meeting.
    2. Unfortunately, Sol from District 10 resigned yesterday. This will be addressed by the next meeting.
  • Communications Committee
    1. Maggie is taking over, and a transition meeting will occur soon.
    2. Jeff – is the CAP header available for representatives in Webtools? Amy – yes, everyone has access to the skin now.
  • Ad Hoc Committee on Harassment
    1. There are currently four representatives from CAP on this, and one might be a strong candidate for chair.
  • Grievance Officer
    1. No report.
  1. Academic Human Resources Report Senior Associate Chancellor for Human Resources
    • No major updates on the budget at this time.
    • There’s a lot of activity about the new budget model, with news to come.
    • We recently offered the AP Development Fund to people again.
      1. We’ve had nine applications so far.
      2. Campus is letting us re-open this without designation to renew next fiscal year.
  • Three people vote on these in order to minimize review time and get the answers to employees – or the chance to follow up for more information – as soon as possible.
  1. Please remind people to apply.
  1. Unfinished Business
    • All Employee Expo reminder – CAP representation
      1. All members present who had not yet signed up were encouraged to do so.
      2. There will be lavish promotional items, such as Post-It Notes, available for visitors to our booth.
    • Past & Upcoming Employee Briefings
      1. Andy – a couple District 2 folks came with a question: are we losing non-cumulative sick leave if we move from an AP position to a Civil Service position?
        1. Technically you don’t get non-cumulative leave unless a situation exists where you need to request it as an AP. As a provision, it does not exist on the Civil Service side.
        2. As a Civil Service employee, you get 12 days of sick leave. As an AP, you get 12 additional days that you can use if you have a need and have exhausted the rest. This does not exist for Civil Service students.
        3. HR is currently investigating how many days of the non-cumulative leave is being used to see how much of a difference there is, and possible ways to examine parity between AP and CS positions.
        4. For campus to extend this Civil Service as well, there is a cost factor to be considered. There are other parity issues to consider between the two classifications.
        5. This message can be clarified in meetings and placed on the website.
      2. Jeff – what should APs be doing to prepare just in case?
        1. It sounds like, in part, you should prepare that if you don’t carry over a lot of balance, you don’t front-load accrue your leave.
        2. If you’re an AP who typically you manage your year but take your whole year to use all your vacation and start the new year at the max, you won’t have the entire year to use it.
        3. There are two populations of APs who in the case of transferring to Civil Service, may be at risk of disfavorable leave impacts – the ones who barely have anything, and those who are maxed.
  • Most reclassifications will fall into the open range, overtime exempt positions. When vacancies are posted, there may be a difference between the working title and the civil service classification title.
  1. No changes will occur to positions currently occupied until the end of the current notice of appointment.
  1. New Business
    • All business related to Mindy Spencer’s departure addressed during Chair’s Report.
  2. Closed Session
    • No closed session scheduled
  3. Adjournment
    • Meeting adjourned at 3:23 PM

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

 

Date Location Notes and Other Events
October 4, 2018 314A Illini Union  
November 1, 2018 314A Illini Union  
December 6, 2018 314A Illini Union  
January 3, 2019 314A Illini Union Chancellor Jones
February 7, 2019 314A Illini Union  

October 2018 Agenda

Agenda for October 2018 Monthly CAP Meeting
Date: Thursday, October 4, 2018
Time: 1:15 PM
Location: 314A Illini Union

  1. Call to Order
  2. Guest Speaker – Alicia Lowery, Director of Talent Acquisition
  3. Public Comment
  4. Review and Approval Previous Month’s Minutes
  5. Chair’s Remarks
  6. Announcements
  7. Committee Reports
    • CAPE Awards Committee
    • University Professional Personnel Advisory Committee
    • Academic Professional Senators
    • Senate, Campus, and University Committees
    • Procedures and Elections Committee
    • Communications Committee
    • Ad Hoc Committee on Harassment
    • Grievance Officer
  8. Academic Human Resources Report Associate Provost for Human Resources
  9. Unfinished Business
    • All Employee Expo reminder – CAP representation
    • Past & Upcoming Employee Briefings
  10. New Business
    • Communication Committee Chair
    • Ad Hoc Committee on Harassment Chair
    • Call for UPPAC agenda items
    • CAPE Awards Date and Location
  11. Closed Session
    • No closed session scheduled
  12. Adjournment

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

 

Date Location Notes and Other Events
October 4, 2018 314A Illini Union  
November 1, 2018 314A Illini Union  
December 6, 2018 314A Illini Union  
January 3, 2019 314A Illini Union Chancellor Jones
February 7, 2019 314A Illini Union