January 2021 Meeting Minutes

January 2021 Monthly CAP Meeting
Date: Thursday, January 7, 2021
Time: 1:15 PM
Location: Zoom

Attendees: Brent West (1), Amber Munds (1), Allie Arp (2), Tasha Robles (3), Mindy Spencer (3), Brandi Barnes (4), Dustin Yocum (4), Suzana Palaska-Nicholson (5), Ann Jones (5), Lisa Merrifield (6), Doug Gucker (6), Betoel Escobar (7), Nicole DelMastro-Jeffery, Crystal Zulauf (8), Brian Brauer (8), Jake Metz (9), William Schlaack (9), Chaya Sandler (10), Lisa Bievenue (10), Sarah Ashcraft (11), John Scott (11)

Absent: John Mahlmeister (2)

    1. Call to Order: 1:15 Brian called the meeting to order
    2. Guest Speaker: Sean Garrick, Vice Chancellor for Diversity, Equity, & Inclusion
      • Garrick gave an update on activities of his office
    3. Public Comment
      • None
    4. Review and Approval of Minutes
      • Minutes approved.
    5. Chair’s Remarks
      • Brian encouraged us to stay the course with respect to COVID precautions. Do not relax on testing, face covering, handwashing and social distancing.
    6. Announcements
      • None
    7. Academic Senator Reports
      • District 6: Jenny Garner
        • The Senate discussed guidance from chancellor on expanding COVID testing to the community and adapting policies and procedures to be student focused.
        • Questions were raised about whether the vaccine will be required. It cannot be mandate because it is under emergency use. It will be 18-20 months before it could be required.
        • Academic Senate Committee Reports
      • Elections and Credentials: Brian Farber, Brent West
        • Changes to the by-Laws are under consideration to modify the timing of elections. CAP by-laws may need to be amended depending on the outcome.
        • AP election eligibility modifications are being considered.
      • General University Policy: Melissa Madsen
        • The committee discussed proposed modifications to Provost’s Communication 9 (faculty promotion and tenure policies) to accommodate issues posed by COVID-19. Because of the pandemic, conferences where faculty present their work have been cancelled, and it has had other potential impacts on research activity, such as lab closures. This is part of discussions occurring with deans, department heads and other stakeholders.
        • The committee discussed a draft resolution from the Students for Environmental Concerns calling for the University to divest all indirect funds from fossil fuel companies. The committee noted that the current Illinois Climate Action Plan calls for divestment by fiscal year 2025.
        • The committee responded to the Senate Executive Committee survey about its function and whether there are overlaps or gaps. Title IX and Title VI compliance and compliance issues (e.g., with respect to gender and other protected classes) were identified as an issue lacking committee oversight. The committee follow up by inviting Nizram Arain, Associate Vice Chancellor for Compliance, for a lengthy discussion and Q&A of how the campus currently handles these issues.
        • The committee discussed a proposed revision to the University Statutes concerning the length of multiyear contracts (for specialized [non-tenure-system] faculty. Currently the maximum length is 3 years; however, some units recruiting in competitive fields  and/or for more senior positions have been competing against institutions willing to offer longer commitments of up to five years. The committee noted that budgetary impacts may make longer commitments challenging for some units, so it would be important to issue guidance on when longer-term contracts might be appropriate.
      • Joint Advisory Committee on Investment, Licensing, and Naming Rights (William)
        • Has not met.
      • Public Engagement and Outreach: Sarah Christensen, Lisa Bievenue
        • At the last Senate Public Engagement Committee meeting, Dee Walls, Outreach Association for Community Engagement, Extension Public Engagement Connection Center, presented on as initiative Outreach Engagement Professionals Network (OEPN).  This is a well-organized effort to identify and establish a campuswide network of outreach professionals.  The main goal is to promote coordinated effective outreach throughout our diverse and decentralized University.  They are helping to define a continuum of competencies for engagement and to foster partnering and sharing of information.  They are currently working on reaching out to anyone identifying as an outreach professional; if you or anyone you know should be included in this network please contact Dee.  A campus wide committee has planned a series of OEPN meetings for the spring:
          1. January 27 – Best Practices in Evaluation; Proactive Scenario Planning
          2. February 24 – Diversity, Equity, and Inclusion; Equitable Collaboration
          3. March 31 – Community Partner Panel; Trust-based Relationship Building
          4. April 28 – Engagement Trivia; Conflict Resolution
          5. May 26 – Engaged Scholarship Panel; Ethical Reflection
          6. June 30 – OEPN Coffee Hour; Empathy
    8. CAP Committee Reports
      • Ad Hoc Committee on Bylaws (Jayesh Patel)
        • Mindy gave an update. Will be meeting again at the end of the month and seeking input from Brent and Allie.
      • CAPE Awards Committee (Rich Gegg/Amber)
        • Over 50 nominations received. Hope to have it narrowed down to 12 by the end of the month.
      • Outreach Committee (Allie)
        • President Killeen will attend the next meeting. Send any questions to Allie.
      • Procedures and Elections Committee (Allie)
        • Crystal’s position is being converted to Civil Services. As such, she has resigned and nominations for a new district 8 representative will be sought.
      • Public Safety Advisory Committee (Brian)
        • Comments are continuing to be collected on police policies.
      • Special Events Advisory Committee (Brian)
        • Building a single source of information for events that will identify all needed elements
      • University Professional Personnel Advisory Committee (Brian)
        • Meeting on Friday of benchmarking group. Looking at how the benefits at other similar schools compare to ours.
    9. Academic Human Resources Report Senior Associate Chancellor for Human Resources
      • APDF funds: The Chancellor has agreed to initiate funds starting immediately. Last year we ran out of funds. Requested more funds. The fund has been reinstated at the original amount of $50,000. We will temporarily have a $500 cap (may be increased to $750 in the future). We have less money, but we are that the halfway point of the year. Hope to be able to honor most of the request.
      • Expansion of bereavement and parental leave benefits and an additional holiday. Those discussion are still on going.
      • In late December the bill that passed made some changes to COVID response. Public employers are not required to officer the benefits of the FFCRA, but the university system has decided to continue. The emergency sick leave benefit has been extended through March 31.
    10. Unfinished Business
      • Virtual all employee expo will be held virtually this spring. We are not sure what it will look like this year but will need CAP members to help with our booth.
      • Concern has been raised about students coming back to campus, especially with local and state COVID numbers increasing. Campus has asked students to come back early and get tested so that any outbreaks can be managed.
    11. New Business
      • No new business.
    12. Closed Session.
      • None
    13. Adjournment
      • The meeting adjourned at 2:24.

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

Date Location Notes and Other Events
2/4/2021 Virtual President Tim Killeen