Updates and Developments Impacting Academic Professionals

Transcription

1 Updates and Developments Impacting Academic Professionals Conversion of Academic Professionals to Civil Service Positions As a part of the recent State Universities Civil Service System (SUCSS) audit and UIC job analysis activity, the Chicago campus has begun converting positions to Civil Service. University Administration (UA) has also begun converting some of its own positions to Civil Service, including positions on the Urbana campus. At UIC over 180 positions at the Medical Center alone were converted from Academic Professional to Civil Service. At the August SUCSS Merit Board meeting, SUCSS Executive Director reported the following number of UIC Medical Center conversions: 10 AP to CS on 8/21/11 7 AP to CS on 9/17/11 2 AP to CS in October AP to CS in November AP to CS in December AP to CS in January AP to CS in May 2012 A White Paper from the Council of Academic Professionals Contents Conversion of Academic Professionals to Civil Service Positions Administrative Split for Academic Professionals Attempts to Remove Position Exemption Authority from State Universities AP Task Force Initiatives Related Issues CAP not consulted regarding University Climate Survey AP to CS Conversion Criteria What Can You Do? UIC is completing their audit of Student Affairs and preliminary information suggests that 71% of the jobs there will be converted to Civil Service (over 160 positions). The job analysis is ongoing for other units at UIC and is not expected to be completed for possibly another 18 months. CAP has received information regarding UIC conversions from the Associate Vice President for Human Resources, Maureen Parks. CAP will meet with the Associate VP for HR and the Associate Provost for Human Resources, Elyne Cole, to discuss this information, then it is expected that this data will be shared. Additionally, information may be available soon regarding conversions at UIS. It has been acknowledged by UA that the problematic issues that exist at UIC are not present at UIUC; yet, when looking at the number and type of positions converted at UIC some appear to match positions at UIUC.

2 The types of positions being converted at UIC include IT, Fiscal, HR, and Business, and, include titles such as Coordinator, Specialist, Assistant To, and Assistant Director. Although titles may not match directly to positions on the Urbana campus, the general function of these positions may be the same or substantially similar to positions at UIUC, possibly putting Urbana campus positions at risk. UA has indicated that only those UIUC positions that are audited would possibly be converted, but effectively with each conversion a growing discrepancy is being created between and across positions. A structure under which employees performing same or similar functions are classified CAP does NOT object to establishing a Civil differently (CS or AP; varying Service position when appropriate What CAP titles) and paid differently (hourly questions is the determination of how positions or salaried; pay differences) is not are identified as either CS or AP... sustainable. At some point these discrepancies will need to be addressed. Although current audit activity may not demand it, at some point the University may be forced to acknowledge and address these types of position and pay discrepancies by reviewing all positions in a particular functional area (reviewing all IT, all HR). As part of the Urbana audit approximately 200 AP job descriptions were requested and approximately 48 APs were interviewed. From these, auditors indicated there were some that they had questions on. Although the campus is guardedly optimistic, at this time it is unclear what impact the audit will have on AP positions. At the September 26 UPPAC meeting the Associate VP for HR stated that the Urbana campus does not have anything to worry about because our most recent audit findings look good (the actual results of the audit have not yet been received). UPPAC is the combined advisory body for Academic Professional constituency groups (like CAP) on all three U of I campuses: But, the possibility exists that even if the UIUC audit itself results in minimal impact to APs, the audit activity in UIC and non- audit conversions in UA may eventually impact APs at UIUC. In recent months there has been a noticeable increase in the use of Civil Service Pilot Program classifications on the Urbana campus that impact positions in IT, HR, and Business. (The Pilot Program is a modified Civil Service hiring program for professional Civil Service classifications that is intended to offer more flexibility than the standard CS system rules provide. For more information on the Pilot Program and standard CS hiring process: or ).You may have recently seen these postings as HR Associate, Business Associate, Accounting Associate, and Information Technology Associate. Although anecdotal, it appears that these jobs very closely mirror what were previously Academic Professional positions or what historically would have likely otherwise been established as an AP position. The Pilot Program s future status is unknown. Civil Service (CS) rules do not include use of this program and it is expected that the program will either sunset or convert in the near future. If the Pilot

3 Program is allowed to sunset, then hiring will revert to standard CS protocol (following standard position classifications and rules such as the rule of three and bumping/layoffs based on seniority). If the Pilot Program converts, then the professional titles will roll into the current CS employment protocols and become a regular part of the CS system, following standard CS rules. Under either option, the Pilot Program or current CS system rules, employment processes are severely restricted to the detriment of the UIUC campus teaching and research functions. To be clear, CAP does NOT object to establishing a Civil Service position when appropriate, but there is no clear agreement as to when this is appropriate and necessary. UA has stated that once a position is identified as civil service then by law it must be converted. CAP fully supports following the law. What CAP questions is the determination of how positions are identified as either CS or AP, particularly those included in the UIC audit and job analysis. In Chicago, the job analysis process involves use of both job analysis software and trained staff. Contrary to what was suggested by the Executive Director of SUCSS at the August 17 SUCSS Merit Board meeting, even with the use of software programs designed for that specific purpose, the job analysis process is not purely mathematical. Administrative Split for Academic Professionals AP reporting lines mentioned in a communication from President Hogan on February 11, 2011 (see sidebar) announcing restructuring of Human Resources at the University Administration (UA) level would result in some APs having administrative responsibility to UA and others with administrative responsibility to the campus (reporting lines to direct supervisors would not be Excerpt of dated February 11, 2011, 1:12 p.m.* impacted.) The communication From President Hogan indicated that APs not directly engaged To OFFICALX_STAFF@LISTSERV.UIC.EDU in academic functions (teaching or Subject: OFFICIAL Message from the President re HR and IT. research) would have administrative Maureen Parks has been employed in human resources at the oversight provided by University University for over 10 years. As Executive Director of Human Resources and Associate Vice President, Maureen will have Administration (UA) while those oversight of non-academic human resources staff for each engaged in academic functions would campus. Under her direction, this group will be responsible for continue to have administrative implementation of the ARR report's University-wide oversight provided by the campus. In recommendations on human resources. Her portfolio will include subsequent discussions, CAP and the overseeing HR issues involving civil service employees and noninstructional academic professionals, with campus HR leaders Chancellor have been informed by reporting to her on matters pertaining these employee groups. Associate Vice President for Human Notably, faculty HR matters will continue to be handled at the Resources, Maureen Parks, that this is campus level, as they are now, with campus HR leaders not the intent. But, at this time there has continuing to report to the campus Vice President/Chancellor or Vice Chancellor as the case may be. Maureen will report to Vice been no statement in writing from (UA) President and Chief Financial Officer Walter Knorr. clarifying the President s earlier *The full may be viewed online at communication. CAP is continuing to this situation. Announcement-Org-Changes-HR-IT-Collectiv-%20Bargaining pdf

4 Attempts to Remove Position Exemption Authority from State Universities If you are unfamiliar with the concerns surrounding exemption authority, background information can be found here: Senate Bill 1150 (otherwise known as the Employees Washroom Act, which would remove from the individual state universities the authority to exempt positions from the Civil Service system and return the exemption authority to the State Universities Civil Service System (SUCSS)) failed to pass in the Spring legislative session. It may be revived and the campus is monitoring this bill closely. If the change in exemption authority fails to successfully move through the legislative process, it may advance through a process known as JCAR (Joint Committee on Administrative Rules for more on JCAR: At the SUCSS Merit Board meeting in August, two Merit Board Members, James Montgomery and Karen Hasara (both members of the U of I Board of Trustees), questioned the proposed removal of exemption authority from the individual universities. Mr. Montgomery commented that removal of the exemption authority from universities would bog down the employment process for universities. Ms. Hasara questioned the SUCSS Executive Director as to why any university would want to give up such authority. CAP was encouraged by these comments from our Board members regarding the need to retain University level exemption authority; however, the SUCSS Merit Board previously gave authority to the SUCSS Executive Director to proceed with the JCAR process to reclaim exemption authority. As a result, if the JCAR process is undertaken, the decision would lie with JCAR, not the SUCSS Merit Board. CAP has learned from the Associate VP for HR that since the August SUCSS Merit Board meeting, the SUCSS Executive Director may be reconsidering whether to proceed with the JCAR process. Regardless, at this time legislative removal of the exemption authority from universities is still a possibility. AP Task Force Initiatives As a Provost Fellow, earlier this year Professor Joe Martocchio (LER) undertook a project to continue the work of the AP Task Force ( ). More specifically, the objective of Professor Martocchio s project was to develop a philosophy and framework for career advancement and compensation structures for the Urbana campus. As early as May, Professor Martocchio shared with UA his role as a Provost Fellow (and his specific project) and subsequently he began work on the project over the summer.

5 At its September meeting, CAP learned that the project could move forward only if it became a university- wide project reporting to UA. Professor Martocchio reported that Associate Vice President of Human Resources, Maureen Parks, informed him that only UA and not the campus has the authority to undertake such a project. Effectively, the flagship campus was not allowed to continue with its own project. Professor Martocchio said that under the circumstances, he had to withdraw from the project. This is an unfortunate loss for the campus and for APs both who might have benefited from the work to be completed under this initiative. It is worth noting that the original AP Task Force was a project conceived and implemented by Provost Katehi at the Urbana campus and was an Urbana campus project (even though some of its findings could be applied university- wide). Related Issues CAP Not Consulted Regarding University Climate Survey A University Climate Survey is currently being conducted (see President Hogan s introductory letter: ). A Climate Survey Advisory Group ( ) was created earlier this year and this group participated in determining the specific questions to be used in the survey. Employee constituency groups such as CAP were not included in the Advisory Group. This was noted by CAP CAP recommends that APs use the open-ended in a climate survey meeting presented by question on the survey to express issues otherwise UA on September 15. In response to CAP s concerns about this oversight, not covered. CAP was told that members of the Advisory Group were expected to seek out input from various constituency groups, yet CAP was not consulted or included in those discussions. Also in the 9/15 Climate Survey meeting, CAP was told that it was too late to make any substantive changes or additions to the survey. In the September 26 UPPAC meeting (noted earlier), CAP asked for and was told by a representative of the Survey Advisory Group that they would be given data analysis results for APs who respond to the climate survey. It is CAP s understanding that there is one open- ended question in the survey where respondents can express issues not otherwise included in the survey. CAP recommends that APs use the open- ended question on the survey to express issues otherwise not covered.

6 Academic Professional to Civil Service Conversion Criteria It was reported by Associate Provost for Human Resources, Elyne Cole, at the August 17 Academic Caucus meeting that the SUCSS Executive Director recently made comments to Urbana campus HR staff stating that positions with a salary under $40,000 should be Civil Service. Mixed messages from SUCCS about why positions With an emphasis at UIC on job analysis should be civil service (job functions and responsibility) being the factors used to determine whether a position is AP or CS, this appears to be an arbitrary factor that should not be a consideration when determining whether a position is AP or CS. WHAT CAN YOU DO? Be informed; be vocal; be engaged. Ensure that you and your colleagues are aware of and involved in these and other issues impacting APs and our campus. You can do the following: Attend the next CAP Town Hall meeting, which will be held November 30 at 3 5 p.m. in the NCSA Auditorium (NCSA room 1122, 1205 W. Clark St., Urbana). For those driving, ample parking is available in the B4 parking garage located directly north of the NCSA building. There are 94 metered parking spaces located on the first level (these are 10- hour meters). Attend the next CAP monthly meeting - these are typically held the first Thursday of the month at 1 p.m. The meeting schedule is at If you are concerned with what is happening to APs and to our campus, it is imperative that you be informed on the issues, be vocal in expressing your concerns, and that you remain engaged. Don t forget the CAP Town Hall meeting Wednesday, November 30, 2011, 3 5 p.m NCSA Building, 1205 W. Clark St., Urbana