STAFF ADVISORY COUNCIL
Thursday, July 12, 2001
Lower Level Grace Hall
Present: Kimberly Ault, Debra Bennett, Tricia Ford, Deb Fox, Rita Grontkowski, Karen Kirkpatrick, Stephanie Maenhout, Bobbi McMahon, Dee Milzarek, Nancy Mitchell, Jane Nielson, Maria Pozzi, Marv Pruett, Samantha Qualls, John Saylor, Fred Sonneborn, Kathy Stopczynski, Leona Strickland, and Melodie Wise.
Absent: Dona Coggins, Norma Frost, Kay Herrity, Pam Jobin, Rick Kane, Fred Kraus, Wanda Lansford, Valerie Schroeder, and Cyndi Sykes, and Holly Webb.
HR Liaisons: Sarah Misener and Pam Zarazee.
Guests: Bob Foldesi, Associate Vice President for Human Resources and Karen Kirby, Manager, Employment and Affirmative Action.
Melodie Wise, Chair called the meeting to order at 1:04 p.m.
I. Approval of the Thursday, June 14, 2001 Council Minutes
Maria Pozzi made a motion to accept the Thursday, June 14, 2001 Council minutes. Leona Strickland seconded this motion. A vote was taken and all present Council members were in favor of this motion.
II. Introduction of Bob Foldesi, Associate Vice President for Human Resources
Sarah Misener introduced Bob to the Council. Bob thanked the Council for their time. Bob explained to the Council that their input on this campus is a very valuable tool. He shared that he has met with each member of the Department of Human Resources and is currently meeting with a number of different individuals across campus. Bob also shared with the Council that he would be more than willing to attend department meetings of the Council members upon request. It is Bob's intent to share his initial vision for the Department of Human Resources with them in August. Bob shared his experience and background with the Council. Bob told the Council that they are a valuable group and he is looking forward to working with each of them in the future.
III. Presentation/Discussion Promotion/Transfer Process
Karen Kirby, Manager, Employment and Affirmative Action, handed out a sample copy of the new on-line application forms provided on the Department of Human Resources web page. Karen walked the Council through the process to apply for an internal position on campus. Karen explained to the Council that once you have an on-line application on file, it is not necessary to reapply. If there is another job you would like to apply for, the best thing to do is email the position number to firstname.lastname@example.org or contact Karen or Kris Urschel in Employment. The on-line system allows an employee to paste their resume in the document. If an employee would like to have a cover letter sent with the application form, the best thing to do is send it to Kris Urschel for a nonexempt opening and Karen for an exempt opening. Karen shared with the Council that the Department of Human Resources is working to achieve a paperless system, but it is going to take some time.
Karen then reviewed the application process for an external candidate. It is basically the same process, however, much more information is asked of the applicant.
Karen welcomed questions from the Council. A Council member asked if a job could be posted internally and externally at the same time. Karen stated that the majority of jobs are posted first internally for a period of five working days and then go to the job line for external applicants. Karen stated that in some situations based on the requirements of the position, or at the request of the hiring manager, a position will be posted internally and externally at the same time. Karen clarified to the Council that all internal applicants are sent to the hiring manager. In some cases, the hiring manager asks the Employment area to screen the resumes. Even in these situations the internal candidates are still all sent to the hiring manager. Karen stated that jobs are kept open until the hiring manager informs Employment that it can be closed.
Karen stated that last year the Department of Human Resources received 11,200 applications and resumes. So far this year the Department of Human Resources has received 7,500 applications and resumes.
Karen added that if an employee doesn't have access to a computer, the Department of Human Resources has four terminals available to them. In addition, departments such as Building Services and Food Services are working to get computer terminals available for those staff who do not currently have access to a personal computer. Also, if an employee would like assistance on how to use the new on-line format, please contact the Employment Office.
IV. Committee Reports
- Promotion Committee
Melodie Wise shared with the Council that Tricia Ford will take over the leadership of this ad-hoc committee. Tricia Ford told the Council that she will be meeting with Sarah Misener next week and will include Promotion Committee members, to discuss the Council's presence at the Presidential Awards and Staff Appreciation Luncheon taking place on August 20th.
- Parking Committee
Deb Bennett shared with the Council that this committee is working on addressing issues related to parking for those staff in the new Coleman/Morse building.
- Parking Appeals Committee
Nothing to report at this time.
- Ad-Hoc Committee on Women's Issues
Rita Grontkowski, Chair of this ad-hoc committee told the Council that there will be a Lunch and Learn program held in August with the topic of "Grilling for the Summer Months." In September, Rita stated there will be a Lunch and Learn, featuring
Bill Thistlethwaithe, Superintendent, Landscape Services discussing the topic of "Fall Planting."
- Ad-Hoc Committee on Drug Testing
Leona Strickland informed the Council that this committee met on Wednesday, July 11, 2001 and will be meeting one more time in order to make a final recommendation to Fr. Malloy.
- Ad-Hoc Redistricting Committee
Melodie Wise shared with the Council that a list has been developed and reviewed by this ad-hoc committee. The ad-hoc committee will now begin looking at the campus location of each department within a district. The next meeting is scheduled for the week of July 16th.
- Web Page Update
Samantha Qualls shared with the Council that during the month of June the web page had 77 hits and so far 13 hits for the month of July.
- StaffNews Article
Kathy Stopczynski explained to the Council that an article has been submitted to the StaffNews for the July/August edition.
V. Shuttle Bus Discussion Continued
Melodie Wise distributed the list of questions that the Council developed to get more information on the shuttle service offered by the University. The Council reviewed the questions developed. Tricia Ford made a motion to accept the questions with the changes noted and asked that they be submitted to Phillip Johnson, Assistant Director, Security/Police and Dave Harr, Assistant Vice President, Auxillary Services. Bobbi McMahon seconded this motion. A vote was taken and all present Council members were in favor of this motion.
VI. Miscellaneous Discussion
Melodie Wise passed out the information regarding the telephone directory to the Council. The Council had a discussion regarding having all staff listed in the telephone directory. The Council felt that at this point it would make sense to write an article for the StaffNews to inform staff that options are available should they have the need to locate individuals on campus not listed in the telephone directory. The options include utilizing the operators in Telecommunications, the Department of Human Resources, and the Eudora address book on email.
A Council member asked about the status of the proposal submitted by the Council regarding the retirement benefits at the University. Sarah explained that the retirement benefits are a part of the study conducted by Watson Wyatt. In addition, Bob Foldesi needs some time to review the whole study with Fr. Timothy Scully, Executive Vice President. Bob shared with the Council that he will be back in communication with the Council on this study.
A Council member asked Sarah if an employee did not receive a performance review, would the employee still be eligible for an increase. Sarah stated that an employee who did not get a performance review would still be eligible for an increase. The Department of Human Resources will be following up with the managers in these kind of situations to ensure the reviews are completed and on file. Sarah stated that the budgets were submitted in early April and that a manager would have had to assign a salary amount at that time. It is important to note that increases were determined this year by managers based on performance, since the matrix is no longer in place. Sarah shared with the Council that based on a preliminary audit of performance reviews received this year, the amount received is better than the previous year, but there is not a 100 percent completion rate across the University.
A Council member stated that the Family and Medical Leave Act (FMLA) is being utilized by many staff members. Sarah stated that the Department of Human Resources is willing to come to a department meeting to present the FMLA training program. If you are interested in having this training scheduled for your department, please contact Cindy Ewing at 631-8378.
VII. Set Agenda for Thursday, August 9, 2001
I. Approve the minutes from the Thursday, July 12, 2001 Meeting
II. Committee Reports
-Parking Appeals Committee
-Ad-Hoc Committee on Women's Issues
-Ad-Hoc Committee on Drug Testing
-Ad-Hoc Redistricting Committee
-Web Page Update
III. Develop a List of Frequently Asked Questions
IV. Set the agenda for the September 13, 2001 Council Meeting
Deb Bennett made a motion to adjourn the meeting at 2:58 p.m. Marv Pruett seconded this motion. A vote was taken and all present Council members were in favor of this motion.