UAA Staff Council Audio: PIN: Agenda

Transcription

1 UAA Staff Council Audio: PIN: Agenda Thursday, June 7, :30 a.m.-11:30 a.m. BOC3-Room 265 Link to Live Skype Meeting I. Call to Order II. Introduction of Members [P = Present X = Absent C = Call In] UAA Staff Council Membership Term: H/S Term: H/S E Ryan Hill (Co-President) Residence Life Brenda Levesque (Co-President) College of Health John Moore (Co-Vice President) College of Arts & Sciences Kathy Lardner (Co-Vice President) College of Education Falon Harkins Parking Services Kendra Conroy Business Enterprise Institute Hillary Haslip Bookstore Weston Davey (PWSC) Accounts Receivable Sandy Gravley (Mat-Su) Student Services Tania Rowe Student Support Services Steffanie Miller Facilities & Campus Services CP: CP: S H S E S S S S H=Hourly/Non-Exempt S=Salary/Exempt Lorraine Stewart (Kodiak) Career & Technical Education Teresa Kimmel College of Education Liz Winfree Center for Human Develop. Anne Lazenby Disability Support Services Charlotte Titus Justice Center Krystal Offord College of Arts & Sciences Betty Hernandez (KPC) College of Health Romanie Roach CAFE Dave Robinson Financial Services Jessica Salas Office of the Registrar S S S III. Approval of the Agenda (pg. 1-3) IV. Approval of the Summary (pg. 4-6) V. President s Report A. Guest speakers i. Dr. Jennifer Brock, Institutional Self-Study Tri-Chair (9:30 am 9:45 am) ii. Cedar Cussins, Fine Arts Building Manager (9:45 am 10:00 am) iii. Monte Burton, UAA Bookstore (10:00 am 10:15 am) (pg. 7) B. Chancellor s Search Update C. Staff Alliance Report 1

2 June 7, 2018 Page 2 UAA Staff Council PIN: Agenda VI. VII. New Business A. Officer Elections i. Nominations ii. Candidate Speech iii. Question & Answer iv. Discussion v. Voting Old Business A. Resolution FY18-17 Staff Contract Service Component (pg. 8-9) B. Election Timeline C. Appreciation Day VIII. UAA Staff Council Committees A. Communications & Marketing Committee (Chair: Hillary) (Members: Sandy, Anne, Weston, Hillary, Tania) B. Staff Recognition Committee (Chair: Charlotte) (Members: Charlotte, Krystal, Teresa, Betty) C. Events Committee (Chair: Romanie) (Members: Liz, Dave, Kathy, Romanie, Jessica) D. Compensation & Benefits Committee (Chair: John) (Members: John, Kendra, Falon) IX. UAA Campus Committees A. Diversity Action Council (pg. 10) (Representative: Romanie) (Reporter on Funding Requests: Ryan) B. University Assembly (Reporter: Liz) (Representatives: Brenda, John, Kathy, Liz, Kendra) C. Facilities Space and Planning (Reporter: Kathy) (Representative: Kathy) D. Campus Safety Committee (Representative: Dave, Tania) E. Institutional Self Study (Representative: Ryan) F. Planning and Budget Advisory Council (PBAC) (Reporter: Brenda) (Representative: Brenda, John) X. UA Staff Alliance Committees A. Staff Alliance (pg ) (Representatives: Brenda, Ryan) B. Staff Health Care Committee (Reporter: Sandy) 2

3 June 7, 2018 Page 3 UAA Staff Council PIN: Agenda (Representatives: Sandy, Hillary, Alt: Charlotte) C. Joint Health Care Committee (Reporter: Brenda) (Representative: Brenda) D. Staff Compensation Committee (Reporter: John) (Representatives: John, Kendra, Alt: Dave, Kalynn) E. Morale Committee (Reporter: Krystal) (Representatives: Krystal, Falon) F. Staff Emeritus Ad Hoc Committee (Reporter: Betty) (Representatives: Betty) XI. XII. Open Forum Adjourn: 3

4 Thursday, May 3, :30 a.m.-11:30 a.m. LIB 302 Link to Live Skype Meeting UAA Staff Council Audio: PIN: SUMMARY I. Call to Order II. Introduction of Members [P = Present X = Absent C = Call In] UAA Staff Council Membership Term: H/S Term: H/S P E P P C C P P P Ryan Hill (Co-President) Residence Life Brenda Levesque (Co-President) College of Health John Moore (Co-Vice President) College of Arts & Sciences Kathy Lardner (Co-Vice President) College of Education Falon Harkins Parking Services Kendra Conroy Business Enterprise Institute Hillary Haslip Bookstore Weston Davey (PWSC) Accounts Receivable Sandy Gravley (Mat-Su) Student Services Tania Rowe Student Support Services Steffanie Miller Facilities & Campus Services CP: CP: S H P E S P S E S P S E P S P H=Hourly/Non-Exempt S=Salary/Exempt Lorraine Stewart (Kodiak) Career & Technical Education Teresa Kimmel College of Education Liz Winfree Center for Human Develop. Anne Lazenby Disability Support Services Charlotte Titus Justice Center Krystal Offord College of Arts & Sciences Betty Hernandez (KPC) College of Health Romanie Roach CAFE Dave Robinson Financial Services Jessica Salas Office of the Registrar S S S III. Approval of the Agenda (pg. 1-3) Approved IV. Approval of the Summary (pg. 4-7) Approved V. President s Report A. Guest speakers i. Dr. Larry Foster, Institutional Self-Study Tri-Chair (9:45 am 10:00 am) (pg. 8-10) ii. Ryan Buchholdt, Facilities and Campus Services (10:00 am-10:30 am) Presentation on summer construction and facilities maintenance projects and how they will affect different areas of campus. 4

5 May 3, 2018 Page 2 UAA Staff Council PIN: SUMMARY B. Chancellor s Search Update All 3 candidates forum dates are on the Chancellor s Office website. Open forums for the first candidate were held yesterday (5/2) C. Longevity Awards Update -Any time spent working within the UA System counts towards longevity award. D. Staff Alliance Report - Statewide Project Survey Study will run through June 30 th [1:07:00] E. Course Fee Review (pg ) Informational item VI. VII. New Business A. Resolution FY18-17 Staff Contract Service Component Due to not very many members being present, motion to table the resolution until June passed. Old Business A. Election Timeline (pg. 28) B. Appreciation Day Employee Appreciation Day coming in June. More information to follow VIII. UAA Staff Council Committees A. Communications & Marketing Committee (Chair: Hillary) (Members: Sandy, Anne, Weston, Hillary, Tania) In the process of fine tuning the facebook page. Requesting feedback from the council. B. Staff Recognition Committee (Chair: Charlotte) (Members: Charlotte, Krystal, Teresa, Betty) May call for nominations just went out. Tim Flynn received the Staff Makes Students Count Award. C. Events Committee (Chair: Romanie) (Members: Liz, Dave, Kathy, Romanie, Jessica) 2 workshops were well attended. Google Guru & Accessible Documents training. Might have another Google Suite training over the summer. D. Compensation & Benefits Committee (Chair: John) (Members: John, Kendra, Falon) IX. UAA Campus Committees A. Diversity Action Council (Representative: Romanie) (Reporter on Funding Requests: Ryan) B. University Assembly (Reporter: Liz) (Representatives: Brenda, John, Kathy, Liz, Kendra) C. Facilities Space and Planning (Reporter: Kathy) (Representative: Kathy) Meetings have continuously postponed and/or canceled. D. Campus Safety Committee (Representative: Dave, Tania) E. Institutional Self Study (Representative: Ryan) F. Planning and Budget Advisory Council (PBAC) (Reporter: Brenda) (Representative: Brenda, John) 5

6 May 3, 2018 Page 3 UAA Staff Council PIN: SUMMARY X. UA Staff Alliance Committees A. Staff Alliance (pg ) (Representatives: Brenda, Ryan) B. Staff Health Care Committee (Reporter: Sandy) (Representatives: Sandy, Hillary, Alt: Charlotte) C. Joint Health Care Committee (Reporter: Brenda) (Representative: Brenda) D. Staff Compensation Committee (Reporter: John) (pg ) (Representatives: John, Kendra, Alt: Dave, Kalynn) E. Morale Committee (Reporter: Krystal) (Representatives: Krystal, Falon) F. Staff Emeritus Ad Hoc Committee (Reporter: Betty) (Representatives: Betty) XI. XII. Open Forum Adjourn: 6

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8 RESOLUTION FY18-17 Staff Council Resolution Regarding Staff Service Components in Positions Descriptions RESOLUTION: The Staff Council of the University of Alaska Anchorage (UAA) approves the following resolution requesting University of Alaska administrators to include a 5% allotment in staff position descriptions dedicated to service to the institution and community. RATIONALE: WHEREAS, committees, task forces, and councils are foundational to the operation of the University, and WHEREAS, staff members offer unique and invaluable perspectives into decision making and shared governance at the institution, and WHEREAS, service components are a common part of faculty contracts, and WHEREAS, Staff Council has suffered from a series of resignations due to time constraints of members and lack of supervisor support despite Staff Council requiring approximately 5 hours of time a month, and WHEREAS, the institution has expressed values focusing on community partnerships and engagement with the public square, and WHEREAS, this change would demonstrate the institution values staff perspective in areas such as governance, search committees, event committees, etc.; THEREFORE, be it resolved that Staff Council formally requests University administrators to direct departments to include a 5% allotment in positions descriptions dedicated to service to the institution and community. Respectfully Submitted, Ryan J. Hill Staff Council Co-President 8

9 This resolution shall be effective immediately upon passage Staff Council voted on: Date Yes: No: Abstain: Absent: Brenda Levesque, Staff Council Co-President Date Ryan J. Hill, Staff Council Co-President Date 9

10 Diversity Action Council (DAC) Report Reporter: Ryan J. Hill June 7, 2018 The following funding requests were received and voted on: o 75 th Anniversary of the Battle of Attu May 17-19, 2018 Amount requested: $1, Amount awarded: $1, o Palmer Colony Days LGBTQI/Pride Event Tent and Parade Entry June 9, 2018 Amount requested: $ Amount awarded: $

11 Staff Alliance June 6, 2018 Representatives: Brenda Levesque & Ryan J. Hill Michelle Pope, UA HR Accounting Director HR updates come out the 3 rd week of each month Pay Equity Study: it is continuing on. It won t be done by June 30 but the vendor will be close to being done. The president should be communicating about it soon. o Kara: nothing glaring is standing out but executives are paid low. On average though it looks good. Minimum wage for students: all students are now at the Alaska state minimum wage. o In FY19, we are going to look at the salary structure for students. This is required by the president. Transition steps: we are phasing these out. This is almost complete. Cathy Sandeen will be starting in September as the new Chancellor of UAA. The CITO position recruitment is moving forward. It is being advertised and applications are coming in. The system collected almost 1,000 open enrollment forms. They still have to be entered manually but this new system allows Statewide to do the entry as the forms come in as opposed to having to wait until open enrollment closes. FEEDBACK: Need to improve the confirmation process. MANDATORY TRAININGS: The group requested more communication about the 4 required trainings now hosted in Page Up. Clarification also needed as to when Title IX should be done so employees don t have to do twice in the same year. There is supposed to be a new version and refresher coming later in the summer??? Leadership Development: This has 2 components. One for acquiring leadership skills and the other succession plans (career paths). More information forthcoming. Colby, Student Representative, Board Update The board received an update from the College of Health at UAA. The Haines timber issue has been postponed to the next meeting. Staff Make Students Count award recipients were recognized. The board approved the budget. There is no fear anything will be vetoed by the Governor. Kara Axx, Chair Report We have a lot of turnover in the legislature. There is an interesting pool of candidates for Governor. Special meeting of the Board on Friday. This was an exercise in future planning for the state. The Regents spoke about where they see the state in 2040, as well as the University, and how we can help the state meet the goals. An update should be sent out. President Johnsen approved a memo to allow campus-level Staff Council 11

12 members to serve on System-Wide Councils. Supervisors need to approve them though. Staff Alliance will provide a form whereby everyone is aware that the staff council member is serving on a system-wide council. Discussion re more trainings, certificates, etc. in meeting the health care and educational (teachers) needs of the state with the President. COUNCIL REPORTS UAA: Employee Appreciation Day, New Council Members, Resolution to include % Service within staff PD. UAF: Just completed the UAF Staff Morale Survey and still sifting through the responses. They modeled their survey after UAA s but included a COMMENTS box within each question and there were many responses. UAS: No one in attendance. SAA: No news. STAFF ALLIANCE RETREAT: Will be held sometime during the last 2 weeks of July and will be a day and a half. Topics to cover will be: Staff Emeritus Staff Seat on BOR More on Leadership Development Exploring having additional members on Staff Alliance to allow for overflow from one year to the next. A training on Safe Zone or Suicide Prevention. 12

13 Office of Human Resources (phone) (fax) HR Updates to Communicate as of 5/18/2018 Statewide Human Resources is striving to make improvements to the HR System, benefits and procedures to better help employees. Here is an update on system wide projects that are currently in process. We are working on the details of these projects and communication will be sent to those directly impacted prior to the effective date of the change. To see previous versions of this communication please go to the Statewide Human Resources web page at the following link: Learning Management System We are asking employees to check their completion dates after May 1st for the four mandatory trainings. If any mandatory training that has been completed is not listed, please contact your campus HR office. Other training records, including those required by work location or job function, will be added in the future. Requests for additional training courses to be deployed through myua should come from the functional department that is responsible for the training content. Those requests can be made to HRIS is currently working with the vendor to create more reporting functions so departments can determine the trainings that still need to be completed. Statewide HR Project Survey for FY19 The HR Council is still in discussion about project priorities for FY19. We will update this communication with the FY19 project list once it is finalized. Banner 9 Upgrade Banner will be upgrading to version 9 in October. This will impact all functional areas including HR, Finance, Student and Financial Aid. Training will occur late summer and early fall. Communication about training opportunities will be announced by each functional area. If you are interested, you can review the Banner 9 navigation training at the following link: r.mp4 Update as of 5/18/18: We are waiting for corrections on the last two Banner HR forms from our vendor. HRIS is working with OIT to move HR processing rules to the PREP instance of Banner in preparation of Banner 9 training development. 1 13

14 Office of Human Resources (phone) (fax) Accelerated Collection and Processing of New Hire Paperwork HR Representatives from each campus are working to speed up the gathering and entering of HR documents needed to establish new employees in the UA system. This will include assessing current processes, establishing new streamlined processes to be used by all campuses and implement new tools to collect data efficiently and securely. Update as of 5/18/18: We are testing electronic intake forms for new hires. We will continue work on creating and testing forms. We will be starting the process of deployment of these forms through the MyUA OnBoarding tool. Standardization of FML processing HR Representatives from each campus are working to improve and standardize the processing and tracking of Family Medical Leave across the UA system. This will include assessing current processes, establishing new streamlined processes to be used by all campuses and implement new tools to collect FML requests efficiently and securely. Update as of 5/21/18: Team has selected UAS IT to develop an in-house tool to manage intake and tracking of FML cases. UAS IT has initiated tool development and the team is providing technical requirements/specifications. Faculty and Staff Compensation Equity Study SWHR is in the process of creating an RFP to solicit a vendor to perform a faculty and staff salary and benefit market analysis. This was project was requested by President Johnsen and should be completed by the end of this fiscal year. It was announced in a memo from him on 11/27/17. Update as of 5/18/18: Continuing to benchmark staff positions to market. In addition, analyzing compensation data for staff, faculty, senior administrators and officers. Reviewing peer institutions at the different campuses and geo differentials. Analyzing benefits peer data, developing charts and actuarial reports. UAFT Faculty transitioning to UNAC Collective Bargaining Agreement The University was able to resolve litigation and begin implementation of Alaska Labor Relations Agency Decision & Order 301 (D&O 301). As a result, the majority of UAFT faculty will become subject to the UNAC Collective Bargaining Agreement (CBA). 212 Butrovich Building PO Box Fairbanks, Alaska

15 Office of Human Resources (phone) (fax) Update as of 5/16/18: On May 13, 2018, all UAFT faculty transitioned to UNAC. PEAEMPL records will change from A9 to F9 in Banner the week of May 21st. Labor Relations will be working with United Academics through May to resolve any remaining outstanding issues. Final salary adjustments will be made in July concurrent with promotion salary increases. A big thanks to everyone who assisted with this transition! FY19 Open Enrollment SWHR is in the process of implementing new electronic forms for Open Enrollment election of FY19 benefits. These will be accessed through UAOnline for greater security. More information will be forthcoming as we get closer to the Open Enrollment begin date of April 16, UA Choice Health Plan and life insurance rates will not be changing for FY19. Update as of 5/11/18: Open enrollment ended at 5 pm with web site updated and links to dynamic forms removed from UAOnline. Overall feedback from employees has been positive with some suggestions for improvements. 957 forms have been received and almost all have been entered in Banner by the campus HR offices Wellness Rebate Payout Changing Employees (and spouses) who qualify for the FY19 wellness rebate by April 30 will see it as a lump sum payment in November, This is a change from the current bi-weekly credit for the rebate. The goal is to simplify the process for payroll offices, and we re seeing if a larger lump sum payout will incentivize more employees to participate in the program. Update as of 5/5/18: as of May 5 we appear to be on track to exceed last year s participation in the program, final results won t be known until after June 5. As of May 5, we had 1,978 members meet all requirements to qualify for the FY19 rebate. This is 43% of those members eligible 100% of the time period May 1, 2017 through April 30, By comparison, the final numbers for last year were 40% of eligible members. We still have the month of May for claims to process for wellness visits, dental and vision exams, so the numbers can only increase. Leadership Development President Johnsen in conjunction with the Board of Regents tasked SW HR to facilitate a needs assessment and to provide recommendations on developing a UA leadership and succession plan. The leadership development team is compiling information through a survey to assess what is currently provided by the University. 212 Butrovich Building PO Box Fairbanks, Alaska

16 Office of Human Resources (phone) (fax) Update as of 5/17/18: The team facilitating the leadership assessment (Dr. Veazey, Dr. Cundiff, Christi Bell, and Keli McGee) have finalized the report outlining all of the input received and opportunities to enhance leadership development. The team meets with President Johnsen this month to discuss the best path forward. Student Wages Meeting Minimum Wage President approved the recommendation to increase the student wages to meet State of Alaska minimum wage of $9.84 effective mid-may (start of summer student assignments). A review of the student salary schedule will be a FY19 future project and prioritized by the HR Council along with other project requests. Update as of 5/18/18: Changes to the student salary schedule is in place. We will be transferring impacted students to the new rates effective 5/13/18. Employee Tuition Waiver Changes The president has approved a regulation change to eliminate the 6 month waiting period for new employees to use the tuition waiver. Also, the minimum grade requirements has been eliminated. Update as of 5/18/18: The changes were announced in the April Statewide Voice ( The new forms and text reflecting the regulation changes are posted on the tuition waiver website ( Removal of Transition Steps from Temporary Salary Schedule Effective the first full pay period in July 2018, the transition steps for temporary employees will be removed. Departments with employees in those steps currently should be working with their campus HR office to transition to another valid step prior to this date. Changes to Staff Benefit Charges Effective this year, Summer additional assignments and overloads will no longer have staff benefit charges for annual leave, sick leave, or holiday pay. Staff benefits will continue to be charged. 212 Butrovich Building PO Box Fairbanks, Alaska

17 Office of Human Resources (phone) (fax) Fiscal Year End Processing (April through July) HR system and campus offices will start working in preparation of fiscal year end the first week of April. The fiscal year end processes include updating Banner with updated benefit charges and deduction set-ups, loading the FY19 budget, updating leave banks, moving employees to new salary schedules, extending term funded positions to FY19, and setting up faculty with contract extensions and additionals assignments. Annual Leave Cap HR system will cap the annual leave rollover for FY19 at 240 hours (320 hours for IAFF union members) effective July 8, This allows employees to use annual leave on their timesheets for the R15 pay period that includes June 30th (as per BOR Policy) prior to the cap taking place. Recruitments of Leadership Positions UAA Chancellor - updated 5/17/18 Visits are complete and the search committee developed a list of strengths and weaknesses for each candidate. Chair Sharon Chamard will present these to President Johnsen this week. Next steps: President Johnsen will make a decision and proceed with an offer. Once a candidate accepts, there will be a communication. UAF Provost - updated 5/17/18 Anupma Prakash has accepted the position and will start this summer. Provost Prakash Announced UA VPASR - updated 5/17/18 CNSM Dean Paul Layer has accepted the position permanently. Welcome Paul! UA CITO - updated 5/17/18 Multiple sources including faculty and staff provided feedback on the CITO position description and Keli McGee compiled it. The focus of the CITO will be strategic vision and doing for the system as a whole. Next steps: Advertise the position and start the search. 212 Butrovich Building PO Box Fairbanks, Alaska