Staff Senate Minutes - March 19, 2002
Employee of the Month: Anne Zeller, Staff Secretary III, Family & Consumer Sciences.
Present:
Directors -- Livingston, Anderson
Managerial/Professional -- Danube, Kucera, McMullen
Office -- Ellingson, Jones
Service -- Hines, Lange
Ex Officio: Lakey
Absent: Mitchell, Roggasch, Wilson
- Call to Order
- Adoption of Agenda
- Agenda adopted (Lange/McMullen)
- Minutes and Correspondence
- Minutes of February 19, 2002 were approved as written.
- Ellingson read a thank-you note from Residential and Greek Life for the Department of the Month award. Kucera stated she doesn't think everyone realizes how much the departments appreciate the award and get a kick out of it.
- Unfinished Business
- Performance Evaluations - Lakey
Lakey stated the employee evaluation forms for office, service, and managerial/professional were sent out last week and all supervisors should have them now. They are due back to the Human Resources Office by April 19th. Two workshops are scheduled for staff and supervisors to attend. He noted the evaluations will be modified with the implementation of the NUValues. That will be started with the three pilot job families.
Lakey noted that after the minutes from the last Staff Senate meeting were published, he did get a few responses to the comments listed under Professional Development Committee. He stated he would like to share those thoughts. He had a few people concerned about professional development, etc. being a part of the evaluation. The concern was raised that offices do vary and work loads are different. Some felt that for their offices it would be difficult to do the training or be part of Staff Senate, etc. There are also some supervisors who don't want their employees away from the office. Lakey noted he felt some of those concerns are valid. Many thought it would be required (although the minutes noted this was not required) and would go against them if they didn't participate. Lakey noted it is hard for some employees to get away from the office, especially if their supervisor does not want them away from the office. Lakey stated that when it comes to evaluations, there isn't a standard evaluation which would fit every office and every employee. Lakey noted that is why he tries to work with supervisors to customize their evaluation process to work for them. There is a lot of difference in offices and supervisors. However Lakey noted that supervisors can use these things if they feel it is important to them. It does come down to what supervisors feel is important and what they would like their employees to do in their jobs. Lakey noted Staff Senate can promote training and entice employees and supervisors to participate. Lakey hopes through information provided to both employees and supervisors, we can stress the importance of training so employees want to take advantage of those opportunities.
Ellingson stated her only reason for suggesting changes to the evaluation form was to try to encourage supervisors to let their employees get involved in service and training. Lakey stated it probably is one of HR's duties - to stress the importance of training and to help employees see the value of such training. Lakey stated, as we all know, there is lots of training on campus whether it be for SAP, Staff Senate, or etc. He noted Staff Senate has been very valuable to him as an individual and as an HR department. It has allowed HR to do a lot of things it could not do on its own. He just does not have the staffing to do everything. It has been great to have Staff Senate which has been so ambitious in getting things accomplished. However there is a limit on how much we can do and the time we have available to do it. Lakey noted as a HR director he is concerned about the hourly employees who are to only work a 40 hour week. Anything over that, employees are to be compensated time and a half. Staff Senate in not meant to force you into working over 40 hours so we all have to make personal decisions. We don't want to stress anyone out or burn them out and we must remember that our regular job is the primary reason for being here. Lakey noted he is very thankful for supervisors who have allowed Staff Senate members to give of their time. Lakey stated everyone has to decide for themselves how much time they can give to Staff Senate. He noted this was his response to those concerned.
Ellingson asked if they understood it was not our intention to down play anyone for not taking part in Staff Senate and its activities. Lakey said he thought they took it that it was. They felt they would be down graded if they did not. Ellingson said that was definitely not the intention. Lakey stated they felt there were other things that they do at their jobs that make them successful without being involved in outside activities. Many don't have time and want people to be aware of that. Lakey noted we need to train supervisors and employees to see the value of additional training and participating in other things. However we need to realize it will be the supervisor who will make that decision.
Livingston stated it may need to be part of the training to emphasize the need for service for staff. She noted that all too often staff think they have a job here and that is all they need to do here at the University. We expect faculty to serve on committees and expect administrators to serve on committees. She didn't think it was out of line to expect staff members to do some kind of service to the University as well. It may be another kind of committee; it doesn't have to be Staff Senate. Educating supervisors to that mode is as important as educating employees. We all have to understand we are in it together. It is like being out in the community - you need to do some volunteer work. At the University, there is some type of committee work that we all need to do. Part of our problem has to do with educating people on the need for that type of service on campus. Lakey noted some think they serve the students in the job they are doing and feel that is sufficient.
Lakey noted we need to stress the value of, for instance, the Advance Connections program. It relates to everyone's job. Evidently we have not done a good job of stressing the value of some of these things. Lakey hopes when people do attend this type of training, they do it because they want to and not because they are forced to. Lakey noted maybe it is time for Staff Senate to reevaluate some of the things we do. We need to think about how employees perceive Staff Senate and the time it takes. Do employees see the value of our programs and are they willing to give some of their time? Lakey noted we are all different and have different ways of looking at programs. How do we promote things so that others want to give of their time? McMullen noted there are many staff who are involved in committees that are not connected to Staff Senate. Lakey noted that SAP training alone has taken up a lot of time. Lakey stated there are a lot of meetings of one kind or other on campus and it is time consuming.
- Committee and Search Reports
- Election Committee
Livingston noted the nomination forms were disseminated. She stated there were varying rates of return. In the office group, there was a 52% return rate with 41 individuals nominated. There was only a 15% return from service with 14 nominated. Since office and service have about the same number of employees, it is not a very good return rate from service staff. Managerial/professional returned 27 percent with 25 nominations. Directors had a 42% return with nine nominations. Of those nominated, we will have to see how many are willing to have their name on the ballot. Nominees have until noon today to decide if they want their name on the ballot. She noted that at the moment it is critical for two groups; they have only one service nominee who has agreed and one director who has agreed to be on the ballot. The other two groups have sufficient numbers who have agreed to be on the ballot. Livingston noted that many of the people who said they didn't want their name on the ballot indicated either their supervisor does not like them away or they didn't have time. Livingston stated she is concerned about that. For one thing, she strongly believes in service to the University. However she does understand Lakey's concern about only 40 hours a week. She noted that it does take a lot of time to do this (she was referring to her role as Staff Senate president). She noted we need to think about what we want to do next year and what the leadership should be because it does take a considerable amount of time. However she does feel it is important. Her major concern is that Staff Senate go forward at UNK. She feels our credibility has increased through the years and the opportunities are there for the future. She felt it is important that we have this representation. We do need people to step forward and take that leadership for the University and move the group and its activities forward. She asked if members know of anyone who has not turned in their acceptance of the nomination, to encourage them to do so. She noted that in all groups, there are those who never respond one way or the other. A short discussion was held as to how people were notified of their nomination. - e-mail, hand delivered, etc. McMullen stated there is a push to get all facilities employees on e-mail if they want it.
Livingston noted Staff Senate may need to decide next year what they want to focus on and decide whether we can continue to do all that we are doing now.
- Employee Recognition - no report
- Performance Management - no report
- Procedures Committee
McMullen noted there are a few changes, since the last meeting, in the recommended bylaw changes. The recommended change for distributing the agenda has been eliminated since the secretary of Staff Senate is the only member who has e-mail posting privileges. So the current bylaws on that matter stayed the same. On the Employee Recognition Committee, the Procedures Committee earlier had drafted the changes to include a sub-committee for Department of the Month. The revisions include Department of the Month as part of the regular committee and then a statement was added as to the duties of the committee.
The last revision is the committee composition. The Procedures Committee made only changes in wording to make it clear that any committee, sub-committee, or ad hoc committee does not have to be chaired by a Staff Senate member. The remaining recommended revisions from the last meeting stayed the same. McMullen went over the revisions as they were presented at the last meeting. He noted that the only concern he had received was concerning the sub-committees and any ad hoc committees. The revisions state that only one Senate member is required on each of those committees. The concern was if that member was absent from the meeting, would the lines of communication back to Staff Senate be affected. After some discussion, the Procedures Committee recommended leaving it as is, since someone else on the committee could report to the president of Staff Senate.
A brief discussion followed, before Hines moved to approved all the bylaw changes as presented today. Danube seconded the motion which unanimously carried. Listed below are the actual Bylaw Changes:
- Employee Recognition Committee:
- The Employee Recognition Committee promotes processes and incentives for rewarding excellence in performance and service. The committee is in charge of evaluating nominations and selecting the Employee of the Month and the Department of the Month, awards recognizing exemplary service by a staff member and positive contributions of a campus department.
- Committee Compositions:
- Staff Senate standing committees must have at least four persons, including one from each group of employees represented on the Senate. At least two of the persons must be Senate members. Any staff member may serve on a standing committee, and appointments will come from recommendations made to the Senate.
- Standing sub-committees and ad hoc committees must consist of at least four persons, with at least one of the persons being a Senate member. Any staff member may serve on a standing sub-committee or ad hoc committee, but is strongly recommended that all four employee groups of Staff Senate be represented. Additional appointments will come from recommendations made to the Senate.
- Each committee will select a chair from its membership, and all members of the committee are eligible. Senate members serving on a committee will report on the committee's activities at regular Senate meetings. If official committee minutes are taken, a copy of them should be provided for the secretary of Staff Senate. Committee composition will be reviewed in May at the beginning of each new term.
Livingston asked McMullen to visit with the Senate about the concerns of the new election process. Elections used to take place in November; now they are in March/April to coincide with Faculty Senate Elections. When the change was adopted, there was a lot of discussion about the time frames. McMullen suggested that after this election, the Election Committee go back and see if some adjustments/changes need to be made and give those suggestions to the Procedures Committee. They have already found one thing that may not have worked. That is the time frame between the nomination e-mails and the time that person has to respond if he/she is willing to have their name on the ballot. The problem this year, is that it came during Spring Break and many of the individuals are gone or their supervisors are gone and employees can't get their input. Things that may need to be discussed are: need for a longer time frame, change the way the days are laid out, and will this hit Spring Break every year, etc. Livingston noted it will hit Spring Break every year, but it could come during different stages - whether it be the nomination process or the election process. She commented that no one thought about Spring Break causing an impact on the election process, but it has. It is a legitimate concern. Livingston noted she was not sure how it will be addressed, but we do need to think about it. McMullen noted it will be very important to get feedback on this after the elections are completed.
- Professional Development Committee
Ellingson noted the committee meets the day after Staff Senate so her report is from the February meeting. Members had a lengthy discussion about Advance Connections which had to be cancelled due to lack of interest. She noted they discussed suggestions that were made at last month's Staff Senate meeting. She stated they did finalize Let's Have Lunch events - with the exception of one month. Basically there are things planned for the rest of the year.
Members did talk about the fact that the committee has lost two members - Ron Roth and Wilma Heinowski. Hannah Anderson will take Roth's place, but the committee would like to find additional interested individuals to join the committee. The committee which meets monthly will not meet during Spring Break.
- Office/Service Dependent Scholarship Committee - no report
- Making A Difference Sub-committee
Ellingson stated they had their first meeting yesterday. The theme this year is "Making A Difference - Balancing Work and Family". It will be held during Fall Break on Tuesday, October 22nd at the same times as last year - it will start at 8 a.m. with registration and conclude by 12:15 p.m. Ellingson stated she has been told that the Nebraskan will be finished by then so plans are to have the event there. But just in case, the committee will also reserve the Fine Arts Building. Ellingson stated they have already decided who they would like to get for a keynote speaker, but she didn't want to say who until the individual has been contacted. The same is true for the break out speakers they are trying to get. So at this point, Ellingson stated she can only reveal what the sessions will be about. There will be five different sessions offered in each of the two time slots for a total of 10 sessions from which to choose. The sessions will be on five basic topics: financial, parenting, family activities, self-care, and work issues.
Ellingson stated they talked about door prizes. What they are thinking of trying this year is to have a drawing at each break out session among those in attendance. Then they would like to have a drawing for a more valuable prize at the keynote speaker's session from those in attendance. Plans are to do the refreshments different also. In the past, refreshments were during a break between sessions. This year refreshments will be served as participants register. If any refreshments are left, participants can enjoy them during break also.
Ellingson noted the committee lost some members this year. Brenda Jochum, who has been in charge, stepped down because of work commitments. So at this time, members have not elected a new chair. Ellingson stated she is just organizing things until someone is selected.
Ellingson stated the committee also had a request from an employer in the community to be allowed to send individuals to the event. No decision has been make as yet. The concern is that since all other participants provide time and money for the event, it would not be fair to let others take part who do not. Livingston noted that if we let them for a fee, then we would have funding for the keynote speaker. Ellingson stated they had talked about that too. They just don't want employers coming who contribute nothing. A comment was made that some businesses do contribute door prizes. Ellingson said she is aware of that and that is why they have not made any decision yet. The Public Sector also has the same request for some of their workshops so they will be making a decision soon. The committee felt like they would like to wait and see what the Public Sector does. Lakey stated the Public Sector group has cooperated with UNK on Making A Difference and on training sessions. Each of the members of the Public Sector group has put up money toward this. It would not be right to let others participate who have not contributed. He felt that if they are included, there should be come type of contribution. Further discussion will be held at the next committee meeting on April 16th.
- Mentoring Sub-committee
Ellingson stated the committee met the day after the last Staff Senate meeting. Members are still working on the questionnaire which will take the place of the journal now being used by mentors. That questionnaire will be given to both the mentors and the new hires. The purpose is to get better feedback. The final draft will be presented at the April meeting. Plans are to have it implemented July 1.
Members are currently updating the Resource Guide and when completed, it will be copied for distribution to new hires. A flyer was also developed which was included in the evaluation packet that went out to supervisors. The purpose was to encourage supervisors to have their new hires take part in the mentoring program.
Ellingson noted that one other item was brought to the committee. That was the idea of "Leadership UNK" which would be similar to the "Leadership Kearney" program sponsored by the community. Members mulled the idea over and then decided to go forward with the idea. It was suggested that we develop the program for the campus with the purpose of assisting individuals in stepping up to take leadership roles at UNK. The committee is aware that such an undertaking would need to be sponsored by other groups on campus as well. However someone has to develop the idea to present to others on campus. This would not be a program that the committee could do by itself. That would be biting off more than it can chew.
Lakey asked if the committee can handle that. Ellingson noted they can not do it alone. It needs to be promoted by the whole campus. The committee could develop the idea and plant the seed, but others need to be involved - not just Staff Senate. The question was raised if participants would be just for staff. Ellingson noted this is still in the thinking stage, but she didn't see why both staff and faculty couldn't be included.
Ellingson stated she hoped the Senate would be in favor of going forward with the idea. Livingston stated it would be a huge undertaking. She does not question the value of the program, but does not know who would be willing to do it. Livingston stated she was a graduate of Leadership Kearney. Ellingson, who has not been through the program, asked if she felt it was a worthwhile program. Livingston said it was. She explained the program is to increase public service and volunteerism in the community. It helps to raise the awareness of what opportunities are available within the community. Livingston agreed that if Staff Senate does not take the leadership, such a program on campus would not happen. She just doesn't know who would have time to do it unless we dump something we are working on now. Danube agreed the program would have its value, but it would be very time consuming and take a lot of additional effort. He suggested maybe we should just look at the possibility of others on campus going through Leadership Kearney instead. Livingston stated there used to be about two individuals a year. Lakey stated he hasn't heard of anyone doing that for the last couple of years. It was noted that the cost is $300 or more.
- Information Technology
Danube stated they met yesterday and they basically looked at two main items. The first was to look at how leased computers could be reused or made available to students or others to purchase rather than having the cost of sending them back. The second item was the questionnaire for students concerning how TECH fees should be used/or what they would like to see done.
- Strategic Planning
Livingston stated at the last meeting they talked further about the upcoming North Central accreditation process. Dr. Jim Roark will provide the leadership for that accreditation process. He and Dr. Nikels are headed to Chicago in the near future to attend a North Central meeting to find out more.
- Centennial Committee - no report
- Marketing Council -no report
Kucera asked if anyone knew why UNK did not have an ad in the recent Campus Bound in the Omaha World Hearld. Lakey stated the articles were on how to prepare for college, but it included ads from most campuses. Anderson stated that UNK was contacted, but she does not know why we didn't have an ad, since we have in the past. She noted the ad is very expensive. The last time she was involved, it cost $1,032. She stated she would try and find out why UNK didn't have an ad.
- University of Nebraska Provost Search
Livingston noted they have now named the five finalists. Most on campus will not have an opportunity to meet the finalists. The screening committee has been invited to Lincoln for luncheons. She passed around the press release with the names and short bios. The finalists are:
- Donal J. Burns, associate executive vice president and provost at NU.
- John J. Kozak, professor of chemistry at Iowa State University.
- Fred J. Maryanski, vice chancellor for academic administration at the University of Connecticut.
- Jay Noren, director of the Health Workforce Project for the National Institute of Health Policy.
- Marlene I. Strathe, provost and vice president for academic affairs at the University of Northern Colorado.
- Chancellor Search
Bonnie Mumm was not able to attend today and give a report. Livingston passed out a handout which listed all the finalists. Those finalists include:
- Derek J. Hodgson, vice chancellor for academic affairs, University of Nebraska at Omaha.
- Douglas A. Kristensen, an attorney and partner in the law firm of Lieske and Kristensen in Minden. Kristensen is a state senator, representing Legislative District #37 and is speaker of the Legislature.
- Rita Rice Morris, provost and vice president of academic affairs at Lewis-Clark State college in Lewiston, Idaho.
- David E. Payne, vice president for academic affairs at Sam Houston State University in Huntsville, Texas.
- James L. Roark, senior vice chancellor for academic affairs at the University of Nebraska at Kearney. 6)
- Earl G. Yarbrough, Sr., provost and vice president for academic affairs at Virginia State University in Petersburg, Virginia.
Livingston stated she is in hopes we will be able to meet with those candidates when they come to campus. Those arrangements have not been made as yet.
- Athletic Director Search
Livingston noted she is on the screening committee for this search which will have a rapid time frame. The ads will go out this week for a regional search. Earlier the news media had listed it as a local search, but that has been expanded.
- Parking Committee
McMullen stated that currently Residential and Greek Life is surveying residents about the upcoming premium parking and their expectations. He noted residents who want a green permit will pay a little more but will be closer to CTE and CTW. Green lots will include the lot east of the football field, lots around the towers, the one around the union, and the one north of Martin Hall. They will only sell permits for the capacity of those lots. Premium permits will cost $15 more than a regular permit. Sale of those permits will be based on seniority. After that, it will be first come, first serve. Kucera noted that housing signup for returning students will be April 5th. She stated that would be a great time to advertise the premium parking stickers. The other big item on the agenda is what to do with Lot 14 north of the new College of Education Building. There will be a lot more faculty and staff parking there. Right now that lot is for any valid permit. There was talk of a split lot, but Public Safety does not like that type of lot. If that lot should become a blue lot, where will they put the buses/vehicles that come for special events? You can't tell the bus drivers they have to park out by the Safety Center and make them figure out how to get their students over here. Also how would the bus drivers know when to come back for them? A need for a shuttle was mentioned. Hines asked if they are considering having more lots. McMullen noted the committee has no say in those things. He noted that they seem to keep taking away parking spaces. There is talk about making lots 10 and 12 for faculty/staff and commuter parking. A discussion followed about lots west of the football field and south of the golf course.
- New Business
- None
- Announcements
- Next meeting, April 16, 2002 Cedar Room
- Let's Have Lunch , April 10, 2002, Paul Tebbel from the Rowe Sanctuary
- Retirement Service Award Luncheon, April 19th
- Danny Coulson, The War On Terrorism, April 10th, 7 p.m., Sports Center
- Adjourn
- The meeting was adjourned (Kucera/McMullen) at 11:45 a.m.