Meeting Minutes, News

October 2023 Meeting Minutes

Meeting Info

Date: Thursday, October 5, 2023
Time: 1:15 PM
Location: Online via Zoom

  1. Call to Order (1:15 pm) Lisa Merrifield
  2. Guest Speaker: Claire Sharples Brooks, Director, Equal Employment Opportunity Division
      • Presentation download available in Agenda/Minutes section of CAP website
  3. Public Comment – None
  4. Review and Approval of Minutes – August 2023 & September 2023
      • Motion: Eric Kurt
      • Second: Brian Fulton
      • All in favor, zero opposed, no absentia
  5. Chair’s Remarks
    • Beth Meschewski, Vice Chair for Lisa Merrifield
    • Welcome Dale Billam, Staff Advisory Council Liaison
        • Working on All Employee Expo: 70 vendors
  6. Announcements
    • Election updates: Districts 4, 7, 8
        • Welcome new CAP Reps!
            • District 4: Emily Wuchner
            • District 7: Crystal Zulauf
            • District 8: Matt Petruszak
      • Nizam Arain, Associate Vice Chancellor for Access and Equity
        • Campus Climate Initiative
            • Multi-unit (DEI, academic affairs, student affairs) part of strategic plan from 2018.
            • Surveying campus to understand how University values are reflected in student, faculty, staff. What are people experiencing here and how do they correlate with backgrounds? Identify gaps to address academically, procedurally, etc. Will launch 11/7/2023. ALL Faculty, Staff, Students will have the chance to answer.
            • Looking for baseline understanding to see where we’re doing well, where we see gams, etc. and to inform us in the future.
  7. Illinois Human Resources Report: Brian Farber, Chief of Staff & Special Projects, IHR administration
    • AP Development Fund Update
      • All Employee Expo– 10/12 from 10 a.m. to 2p.m. at State Farm Center
          • SAC/CAP/IHR owned event.
          • Website is https://illinoissac.web.illinois.edu/aee/
          • Make a plan today to come out! Will be a great event.
      • Assistant Chancellor searches-ABG search firm
          • Asst. Chancellor, Culture, Learning and Engagement- Amy Santos was the Chair. Bria Marcelo was named. Bria was previously the Inclusive Education and Strategic Initiatives Director at the University of Iowa. We are delighted to welcome Bria who will oversee Faculty/Staff Assistance & Well Being Services( FSAWS), Employee Learning & Organizational Effectiveness ( ELOE), and design our new Employee Experience functional area.
          • Assistant Chancellor for Strategic Programs and Partnerships-Staci Provesis is the chair.
            • Chaya Sandler agreed to serve on the search
            • Four finalists came to campus and hope to announce soon.
      • Bryan Rojek
          • I hope that some of you have had an opportunity to meet Bryan Rojek who joined IHR on August 14 as our inaugural Executive Director for Compensation Strategy. Bryan brings deep expertise in compensation including global compensation and working with unions, having led this function in several industries including financial and pharmaceuticals.  Welcome, Bryan.
        • Jason Knight
          • I am also happy to announce our new Strategic Talent Recruiter, Jason Knight. Jason has served in our Talent Acquisition Center of Expertise, and we are thrilled to see him in this new role. Jason will be focusing on proactively seeking talent in hard to fill positions and cultivating meaningful relationships with underrepresented talent pools. He will be reaching out to campus HR partners to better understand your needs and priorities and look for opportunities of immediate impact.
      • Operational Excellence
          • Functional Design Team meeting to look for efficiencies and streamlining of the hiring process
          • Three action plans have commenced.
              • Uploading all necessary OAE compliance forms to Cornerstone
              • Improved turnaround for JDX position descriptions-exploring standard descriptions.
              • Establish shared KPIs for HR workflows.
        • IHR Website Redesign
          • Initial phases of redesigning the website.
          • Analyzed most used pages and customer feedback survey.
          • This month we have begun working with Clanin Marketing to redesign the IHR website and will wrap up in Spring 2024.
          • The redesign will include an accessible, organized, and inviting website that will help to elevate our new talent recruitment efforts as well as the IHR Reimagined service commitments.
          • We hope to give you a sneak peak in December
          • https://illinoishumanr.web.illinois.edu/
      • Pilot Matrix Is Underway.
          • In July, Deb Stone and Julie Block launched the pilot of the Matrix – Team Community with LAS, Library, and Informational Sciences.
          • The pilot roll out has been met with enthusiasm and the colleges are looking forward to partnering with the Matrix team. Team Community will continue to roll out to the rest of its colleges/departments this fall.
          • There will be four Matrix Teams overall.
          • The Matrix Team’s purpose is to build relationships, understand customer needs, and improve service delivery.
          • The goal is to improve cycle time, provide excellent customer service along with better communication, and strengthen our relationships with the colleges and departments across campus.
          • Each Team will have representatives from Talent, Classification and Compensation, Labor and Employee Relations, and HR Data Operations.
          • We anticipate searching for the leads for each of the four matrix teams this fall with a goal to have a full rollout this winter.
      • New Job Aids
    • New Executive Onboarding with ELOE
      • ELOE has developed a new executive onboarding process as an essential practice to comprehensively acclimate new university leaders to the University of Illinois Urbana Champaign, its culture, people, and operations.
      • The goal is also to make the new leader feel welcomed and valued through a series of intentional interactions with a transition team that focusses on wayfinding key people and resources, awareness of critical initiatives and university culture, and setting the stage for significant impact through rapid integration to their role.
    • Retirement and Succession Planning
      • It is with mixed emotions that we announce Doug Lamb’s planned retirement in May of 2024. To say that Doug will be missed is an understatement and IHR is deeply indebted to him for his many years of faithful service.
      • To prepare for his departure, we are pleased to announce that Rich Hungerford joined us September 11 as the new HR Systems Manager. Rich comes to us as an Enterprise Systems Analyst with the system office.
    • Employee Referral Program

8. Academic Senator and Committee Reports

    • Senate voted to change by-laws to include Academic Professional on Senate Committee for Academic Freedom.
    • To change 2024-2025 academic calendar for Fall finals combining Thursday/Friday so students receive their grades sooner and before the fall commencement events.
    • Look for AP’s to fill in on committees; many self-nominations to potentially fill those roles. If you requested a committee and have not heard, alert the CAP officers and we will follow up.

9. Staff Advisory Council Report

    • Already reported at meeting onset; nothing else to report.

10.  CAP Committee Reports

    • All Employee Expo Committee: Rich Gegg, Lisa Merrifield, Lisa Goodpaster
    • Chancellor’s Staff Excellence Award (CSEA): Chaya Sandler
    • IHR Strategic Initiatives – Training and Employee Development Advisory (TEDAC) Committee – Amy Dillard
    • Procedures and By Laws Committee: Rich Gegg
    • Public Safety Advisory Committee: Will Schlaack
    • University Professional Personnel Advisory Committee (UPPAC): Lisa Merrifield, Beth Meschewski, Patrick Gavin, Lisa Goodpaster

11. New Business
12. Closed Session-There was no closed session
13. Adjourn

P. Gavin-Secretary