Category Archives: Meeting Minutes

January 2019 Minutes

Minutes for January 2019 Monthly CAP Meeting
Thursday, January 10, 2019, 1:15 PM | 314A Illini Union

Attendees: Brent West (1), Amy Hovious (2), Mindy Spencer (3), Maggie Jarvis (3), Micah Kenfield (4), Charlie Mitsdarfer (5), Carl Baker (6), Betoel Escobar (7), Chantelle Thompson (7), George Gottschalk (9), Nancy Walsh (10)

Excused Absences: Richard Gegg (1), Randy Sandone (2), Victoria Huart (8), Brian Brauer (8), Becky Ferrell (9), Jeff Stein (11), John Scott (11)

Absences: Ann Jones (5), Lisa Merrifield (6)

 

  1. Call to Order
    • Meeting called to order at 1:17 PM
  2. Guest Speaker – Dave Ivey and Marty Paulins, Parking
    • Marty Paulins and Dave Ivey provided general background on the fiscal management of the Parking Department, noting the significant expenses incurred to provide parking alongside the challenges of not receiving any state or tuition dollars to support operations.
    • As a result of needed restoration to parking garages C7 and C10, annual debt service for parking projects will exceed $5 million per year.
    • Parking rates have not increased since FY12.
    • Effective FY20, the parking permit price will raise from 0.8% of annual salary to 0.9% of annual salary.
    • A number of other modest price increases will take effect over the next several years in order to responsibly address fiscal needs for parking moving forward.
    • In addition to the cost increases, there are numerous responsible practices being taken to reduce the operating budgets for parking.
    • Q&A
      1. A renegotiation of the MTD contract saved significant funds as well by
      2. Students will continue to pay the $660 cap rate as it stands now as their annual parking permit fee.
  • This increase will allows approximately $500,000 per year to go toward debt services
  1. Public Comment
    • No public comment.
  2. Review and Approval Previous Month’s Minutes
    • Carl Baker moved to approve; Chantelle Thompson seconded. Approved with no dissent.
  3. Chair’s Remarks
    • Chair Hovious began by welcoming Charlie Mitsdarfer and Lisa Bievenue to CAP, and introducing Mindy Spencer back to CAP.
    • Several guests are pending for next month.
    • There will be an election during Closed Session later this meeting.
    • HR has a new I Am A Professional campaign launching. Pins were passed around spotlighting the new campaign.
  4. Announcements
    • Campus received the prestigious Climate Leadership Award in recognition of the tireless efforts of staff, students, faculty, and administration in contribution to campus sustainability.
    • Webcon is coming up April 3rd through 5th. Vice-Chair Ferrell was scheduled to be presenting.
    • A screening of American Tap is being hosted on January 16th. It is very good and members are encouraged to view it. The Music and Performing Arts Library was integral to securing rights to the film and District 9 specifically deserves thanks for their contribution.
    • The April meeting will be tentatively scheduled at the Alice Campbell Boardroom on Wednesday, April 10th, right before the CAPE Awards.
  5. Committee Reports
    • CAPE Awards Committee
      1. In the near future, a shortlist of 6 awardees will be identified and submitted to the Chancellor for approval.
    • University Professional Personnel Advisory Committee
      1. No meeting since last CAP meeting.
    • Academic Professional Senators
      1. No reports.
    • Senate, Campus, and University Committees
      1. No reports.
    • Procedures and Elections Committee
      1. No additional report beyond the election during closed session.
    • Communications Committee
      1. The committee met yesterday to look into ways to promote CAP further. Beginning in February, a quarterly newsletter will go out with the first one related to the Academic Professional Development Fund. The May issue will touch on CAPE awards.
      2. There are efforts underway to create a new and updated website, with special efforts from Chantelle Thompson, Maggie Jarvis, Andrew Reynolds, and Chair Hovious.
    • Grievance Officer
      1. No report.
    • Ad Hoc Committee on Harassment
      1. This update will be provided in closed session.
    • HR Committee
      1. Training and Employee Development Advisory Committee (TEDAC)
        1. No new updates. Meetings will proceed in the near future.
      2. Academic Human Resources Report Senior Associate Chancellor for Human Resources
        • No update on the budget at this time.
        • AP Development Fund
          1. The Academic Professional Development Fund has seen 32 applications for over $21,000 in funding.
          2. Staff from Extension receive funds through a separate request process in the College of ACES.
  • Departments are required to match up to the first $500 of the funds available, not the $750 cap from HR.
  1. If these funds are not fully utilized, the amount of money available may be lowered.
  • The President’s Office is preparing to implement a new program called the Staff Engagement Program.
    1. This will enable staff to take 8 hours per year away from their traditional job duties to discover activities occurring on campus to foster a deeper connection to the University of Illinois campus at which they work.
    2. In 2-hour increments, as arranged with the department, staff can engage with other units on campus to learn what other departments are doing.
  • Potential activities could include tours of campus locations like museums or new academic facilities.
  1. Tours and activities will be done in ways that do not disrupt the normal operating duties of the locations and units being toured.
  2. Travel time will probably not be additional to the 2 hour allotments allowed. An exception will be discussed for Extension given the unique challenges to them.
  3. Each campus will have some suggested activities centralized through their respective HR areas. HR is interested in knowing these opportunities in advance to promote and APs are welcome to contact them with ideas.
  • This time will not roll over, and you need permission from your department to be able to participate.
  • How this time will be tracked is still being formalized.
  1. This applies to all civil service and academics professionals who have been here for six months or more.
  • Exemption Process Update
    1. HR feels like the exemption process is going well.
    2. There were concerns about which positions will be immediately converted from AP to Civil Service. There are not positions with incumbents being converted; however, all new positions are being evaluated by the new criteria.
  • Only three reclassifications of current AP Staff to Civil Service have occurred at this time.
  1. The Civil Service System has extended the intended timeline of when the next audit will occur; no designated date for this has been identified.
  2. In this process, there have been some departments treating Civil Service and Academic Professionals differently.
  3. There is a new effort to support all Illinois Professionals as part of the “I Am A Professional” campaign. The Chancellor is very excited to see this recognition come forth.
  • Policies
    1. There have been questions about which policies for campus are dictated by the Civil Service System versus which policies are determined on the campus level.
    2. There are a number of sources for policies on campus. Some decisions are policies and rules established by the President’s office, some are Senate provisions, and some come from the Civil Service System and statutes. Each policy varies on a rule-by-rule basis and there is no easy blanket answer. HR is happy to address these questions as needed.
  1. Unfinished Business
    • No unfinished business this meeting.
  2. New Business
    • No additional unfinished business this meeting.
  3. Closed Session
    • Election for District 4
    • Update from Ad Hoc Committee on Harassment
  4. Adjournment
    • Meeting adjourned at 2:41 PM

 

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

 

Date Location Notes and Other Events
January 10, 2019 314A Illini Union Dave Ivey – Parking
February 7, 2019 314A Illini Union
March 7, 2019 314A Illini Union

 

 

December 2018 Minutes

Minutes for December 2018 Monthly CAP Meeting
Thursday, December 6, 2018, 1:15 PM | 314A Illini Union

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

Excused Absences: Becky Ferrell (9), Jeff Stein (11)

 

  1. Call to Order
    • Meeting called to order at 1:15 PM
  2. Public Comment
    • No public comment this week.
  3. Review and Approval Previous Month’s Minutes
    • Carl Baker moved; Ann Jones seconded. Approved with no dissent.
  4. Chair’s Remarks
    • There are two elections to occur during closed session today.
    • The chancellor cancelled his visit to CAP on January 3rd.
    • There will be guest speakers to talk about SURSMAC and SUAA at the February meeting.
    • The March meeting will tentatively feature information about professional development resources on campus.
    • Andrew Reynolds will be leaving the Council of Academic Professionals due to taking a position in another district. He will be deeply and thoroughly missed for his many contributions and ebullient personality.
    • Chair Hovious has requested that HR clarify which potential changes during the position reclassification process come from SUCS versus which come from campus policies and procedures.
  5. Announcements
  6. Committee Reports
    • CAPE Awards Committee
      1. There are 12 semi-finalists. There has been a call to the nominators for three additional letters of support for each of the candidates. In January, the field will be narrowed to 6 for final consideration by the Chancellor.
    • University Professional Personnel Advisory Committee
      1. UPPAC met in November. Items discussed included AP Morale (and ways to improve it), HR updates on the Academic Leadership Program, and Employee Release Time. Toward the latter issue, there will be an expansion of employee release time to allow employees to take up to eight hours per year (subject to managerial approval) to tour campus attractions and opportunities.
    • Academic Professional Senators
      1. No updates.
    • Senate, Campus, and University Committees
      1. USSP
        1. Jeff Stein submitted a written report in advance for USSP. There has been a request made to the Senate Review Commission to consider expanding AP representation on certain senate committees.
      2. Faculty and Staff Benefits Committee
        1. Becky Ferrell submitted updates in advance of the meeting.
  • Senate Committee on Public Engagement
    1. Chantelle Thompson reported that the current chair of this committee is very active and has begun the process of looking at what current public engagement is and how it may eventually impact promotion and tenure.
    2. U of I Extension is a model to observe for this.
  • Procedures and Elections Committee
    1. Becky Ferrell submitted this in advance of the meeting.
  • Communications Committee
    1. There will be a larger report next meeting; as of now, priorities are updating the website and expanding resources linking to HR and their FAQs.
  • Grievance Officer
    1. No update.
  • Ad Hoc Committee on Harassment
    1. Richard Gegg has begun the process of developing some feedback to lay the groundwork for meeting as a group for the first time.
  • HR Committee
    1. Training and Employee Development Advisory Committee (TEDAC)
      1. Chair Hovious is part of a new committee with the mission of evaluating what kinds of professional development exists on campus and how to expand those offerings moving forward.
      2. The first meeting was today; future meetings will be on a monthly basis.
    2. Academic Human Resources Report
      • Nichole Hemming attended the meeting on behalf of HR.
      • 8 applicants were approved for the Academic Professional Development Fund. Seven were for $750; one was for $500. Please continue to encourage your district representatives to participate in this.
  1. Unfinished Business
    • No unfinished business from last meeting.
  2. New Business
    • January’s Meeting
      1. This falls on January 3rd, which is an inopportune time for the majority of members.
      2. If it is possible to be rescheduled to January 10th, this will be the new date for the next meeting.
  1. Closed Session
    • Meeting went into closed session to discuss the election of two new representatives.
  2. Adjournment
    • Meeting adjourned at 1:36 PM

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  

 

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  

September 2018 Minutes

Minutes for September 2018 Monthly CAP Meeting
Thursday, September 6, 20181:15 PM | 314A Illini Union

Attendees: Brent West (1), Amy Hovious (2), Randy Sandone (2), Leslie Vermillion (3), Andrew Reynolds (4), Micah Kenfield (4), Ann Jones (5), Lisa Merrifield (6), Betoel Escobar (7), Brian Brauer (8), Victoria Huart (8), Becky Ferrell (9), George Gottschalk (9), Nancy Walsh (10), Jeff Stein (11)

Excused Absences: Richard Gegg (1), Maggie Jarvis (3), Mindy Spencer (5), Carl Baker (6), Chantelle Thompson (7), Sol Roberts-Lieb (10), John Scott (11)

  1. Call to Order 
    • Meeting called to order at 1:15 PM 
  2. Public Comment
    •  No public comment at this time. 
  3. Review and Approval Previous Month’s Minutes 
    • Andrew moved to approve, Rebecca seconded. Approved with no dissent. 
  4. Chair’s Remarks 
    • Available CAP Members should reach out to Carl over email to sign up for shifts at the All Employee Expo. 
    • We do have a confidentiality agreement to sign, which we’ll do during unfinished business. 
    • There will be an open session with HR next month to discuss Civil Service changes. 
  5. Announcements 
    • Krannert’s Opening Party is scheduled for Friday, September 7th in honor of the 50th Anniversary of Krannert. CAP Members were encouraged to attend, as it is both enjoyable and free. 
  6. Committee Reports 
    • CAPE Awards Committee 
      1. Jenny and Carl are chair/vice-chair and are not present today. However, Jenny noted that they are extending the nomination deadline for the CAPE Aw 
      2. There are 30+ self-nominations to join the committee; however, there is a dearth of applications in District 6 and 11. 
    • University Professional Personnel Advisory Committee 
      1. No report. 
    • Academic Professional Senators 
      1. No report. 
    • Senate, Campus, and University Committees 
      1. First meeting of the Committee on University Statute and Senate Procedures met this week. There are changes being considered for quorum, internal processes, and a few other points. Nothing is currently relevant to CAP. 
      2. Senate Executive Committee met once; however, it was in closed session and there is no report. 
    • Procedures and Elections Committee 
      1. Please do your best to attend CAP meetings regularly. There have been a number of absences, and this is less than optimal.
    •  Communications Committee
      1.  No report at this time. 
    • Grievance Officer 
      1. No grievances to report. 
    • Ad Hoc Committee on Harassment
      1.  No report. 
  7. Academic Human Resources Report (Deb Stone) 
    • A report just came in regarding the AP professional development fund. 
      1. We have awarded a number of funding awards to employees for their professional development. It’s good that people are taking advantage of the fund.
    •  Please encourage APs in your district to attend the All Employee Expo. 
    • As far as the Professional Development Redesign goes, this is the last meeting with AHR professionals on how the unit is being redesigned. We’re merging and trying to streamline a single process for submitting job descriptions in the Hiretouch system. 
    • HR is still looking at trying to schedule employee sessions. There will be roughly 10 sessions more or less selected by CAP districts for campus, 2-11. These will start last week of September or first week in October. 
    • Betoel – will there be information in the training sessions on how to best write the job descriptions to fit specific categories. 
      1. Deb – in the new descriptions, we will be required to include the % of time required for each aspect of the job duties. We’ve always offered training for how to write job descriptions but this will be increased in the near future. 
      2. Forms will be switched over in the last week of September. September 26th is the last date that a PAPE with the old criteria can start. 
    • Chantelle – I’ve had a number of questions from APs about the switch. Will there be a reorganization of the ‘level’ of the position with the reclassification to Civil Service. 
      1. Deb – there are professional-level Civil Service positions. It’s not all just clerical or trades. There have always been overtime-ineligible professional positions. 
      2. George – this is also a concern in my area. 
      3. Deb – We’re confident in the decisions we’ve made in that we have not exempted a position that should have been classified as a clerical position.  
    • Brent – will there be a similar presentation for system-level employees? 
      1. Yes – there is a recording available. 
    • Amy – we can try to have our district reps for each district at each of the forums for APs on the reclassification.  
      1. Deb – We’ll get the information out to help plan things. 
    • Audience questions 
      1. Does out-of-state travel play into the classification? 
        1. Deb – No. An exempt Civil Service employee can travel the same exact way. 
      2. For job searches, does this change the pool for professional-level Civil Service positions? 
        1. This does not change for exempt positions. It does require state residency for clerical and trades Civil Service positions. 
      3. Will there be employee meetings? Just to be clear. 
        1. There *will* be meetings for Urbana campus employees. System Office units will not have these meetings. 
  8. Unfinished Business 
    • All Employee Expo – CAP representation 
      1. Please sign up. It’s a good event. 
    • Confidentiality Agreement Signing 
      1. CAP signed these today. 
  9. New Business 
  10. Closed Session  
    • No closed session scheduled 
  11. Adjournment 
    • Randall moved to adjourn, Chantelle seconds. Approved with no dissent at 1:43 PM.

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

 

Date Location Notes and Other Events
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