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