June 1998

Staff Advisory Council 

June 11, 1998 

LaFortune Student Center - Notre Dame Room
1:30 p.m. to 3:00 p.m.
Present: Debbie Bennett, Jan Blazi, Phyllis Campbell, Emily Cassidy, Tammy Chapman, Gina DeLaruelle, Janet Dillon, Deb Fox, Toby Green, Rita Grontkowski, Mary Anne Hoebeke, Pam Jobin, Chuck Klein, Jeff Korros, Mike Manijak, Norma Mezykowski, Sue Penrod, Michael Purnell, Doris Smuda, and Fred Sonneborn.
Absent: Rhonda Barkley, Amy Belke, Rachel Boyd, Dan Brazo, Victoria Cotton, Linda Hansen, Don Newsom, Diane Schlatterbeck, Scott Uekert, and Deanna Zukowski.
HR Liaisons: Catherine Chavez, Doug Hemphill, Rich Nugent, and Pam Zarazee.
Phyllis Campbell, Vice Chair began the Council meeting at 1:42 p.m. Phyllis explained to the Council that the photographer, Linda Dunn would take the Council photo today, however with the rain and the amount of members not present she would be willing to come back to the July 9, 1998 meeting. The Council members present agreed that the photographer should come back to the July 9, 1998 meeting to take the Council's picture.
I. Approval of the May 14, 1998 Minutes
Jeff Korros made a motion to accept the May 14, 1998 minutes. Gina DeLaruelle seconded the motion. A vote was taken and all Council members present were in favor of the motion.
Phyllis Campbell asked Rita Grontkowski, Chair of the Ad-Hoc Women's Committee to give an update to the Council. Rita reminded the Council that on June 17th, 18th, 24th and 25th, the Michiana Employee Assistance Program will be coming to do a presentation on Communication for non-exempt female staff at the University. Individual flyers and advertisement in the StaffNews have occurred and the committee is asking that those interested non-exempt females contact Phyllis Carlson in the Department of Human Resources at 631-5777 to sign-up. 
Rita Grontkowski shared with the Council that Scott Uekert has accepted a position outside of the University and will vacate his position on the Staff Advisory Council and the Women's Committee. Rita Grontkowski stated that Rachel Boyd has volunteered to replace Scott on the Women's Committee. So, the current members from the Council that serve on the Women's Committee include, Rachel Boyd, Gina DeLaruelle, Toby Green, Rita Grontkowski, Mary Anne Hoebeke, and Norma Mezykowski, . 
Rita Grontkowski asked the Council to draw three more alternates from the non-exempt staff who volunteered to serve on the Women's Ad-Hoc Committee. The alternates that were selected include Debbie Sumption, Law School; Tracy Hahn, Security; and Maggie Giles, Hesburgh Library. The current voluntary non-exempt members of the Ad Hoc Women's Committee include Johnna Grenert-Taff, Carnell Harris, Bobbi McMahon, Phyllis Shelton-Ball, Diane Steele, and Kathy Stopczynski. Phyllis Campbell asked Deb Fox member of the Elections Committee to update the Council on the special election that is currently taking place to fill the vacancy in District #3 with Scott Uekert leaving the University. Deb Fox stated that the nomination forms have been distributed and are due back on Monday, June 15th at 5 p.m. If there is more than one nomination, the ballots will go out the week of June 15th and the winner will be seated at the July 9, 1998 meeting. 
Phyllis Campbell informed the Council that Rita Grontkowski has volunteered to take Scott Uekert's responsibilities of updating the web page for the Council.
II. Discussion of the Promotion & Transfer Process 
Rich Nugent introduced Doug Hemphill, Manager of Employment and Affirmative Action and Catherine Chavez, Employment Specialist to the Council. Rich stated that one of the things that Doug and Catherine and the employment group are responsible for include processing applications, promotion/transfers and all the necessary paperwork of the hiring process. Rich explained to the Council that he appreciates the Council's willingness to have Doug and Catherine attend this meeting to listen to the issues, concerns, and suggestions that non-exempt staff have concerning the current promotion & transfer process. 
Doug gave an overview to the Council of how the promotion & transfer process works at the University. Doug stated that the process starts when a department creates a new position, a current employee leaves the University or promotes/transfers to another position. Department leaders have the choice of moving a current employee within the department or unit first. This is not done through a Human Resources internal posting, it is done by individual departments. If the position is not filled with an internal employee of the unit then the department sends over a request for recruitment form which includes a current leveled position description, work schedule, and name of employee being replaced. The position is then posted campus wide. Postings are distributed to departments by mail and fax every Monday and Wednesday. In addition, the opening would be placed on the University's internal jobline and web page. If the position does not get a lot of interest from the internal posting or the department feels that the position is going to be hard to fill internally due to the skills and experience necessary for the position they may request to go public meaning outside the University simultaneously with the internal posting. An ad at this time could be placed in the appropriate recruiting source. The opening would also be placed on the University's external jobline and web page. Departments are responsible for posting open positions in an area that is convenient for current employees to view. Salary ranges are included on postings for positions across campus.
A Council member asked if Human Resources screens promotion/transfer forms for departments. Doug Hemphill stated that his group does screen for the following things: disciplinary actions (an employee is not allowed to utilize the promotion/transfer process if they have received formal corrective action within the last six months), if the employee is not eligible to promote/transfer due to not being in their current position for at least six months, and if the employee is clearly not qualified for the position. Catherine Chavez added that a promotion/transfer form may not be forwarded to a department if the employee has a relative in the area the job opening is in that could possibly cause a conflict of interest.
Another Council member brought up the concern that temporary workers have a better chance of obtaining an internal position within a department than a current Notre Dame employee. Doug Hemphill stated that the advice he gives to departments is to post the position and at least review all the internal applicants' promotion/transfer forms, and hire the best qualified person. The temporary person may have the skills necessary and have proven their ability, dependability, attitude, etc. However, Human Resources encourages managers to post the position and give qualified University applicants serious consideration. Doug Hemphill stated that departments who may have a good idea who they would like to hire, are also asked to post the position and look at all the other internal applicants. 
Another Council member brought up the concern that once an employee submits a promotion/transfer form they are not informed of what is happening in the recruitment of the position. The internal applicant does not receive any written or verbal communication. Doug Hemphill stated that any employee who submits a promotion/transfer form should receive a letter confirming the promotion/transfer form was received by the Department of Human Resources. If the internal applicant does not receive a letter informing them that Human Resources has received their promotion/transfer form, Doug Hemphill, Catherine Chavez, or the Human Resource Generalist responsible for the employee's area should be informed immediately. Doug Hemphill stated that an employee should expect to receive a letter confirming their promotion/transfer form was received by Human Resources within five working days of submitting the promotion/tranfer form. 
Another Council member felt that a follow-up letter should be sent to the employee who did not get the position, informing them as to why they did not get the position. Doug Hemphill stated that Human Resources sends a letter to the employee informing them they did not get the position. Since the departments are responsible for interviewing for the positions, it would be very difficult for Human Resources to respond to the employee as to why they did not get the position. However, Human Resource staff are available to meet with an employee to review their skills, experience, education, etc.. and recommend or suggest what skills would improve the employee's chances to obtain other positions on the campus. Departments make the hiring decisions. Human Resources makes sure the employees receive the appropriate consideration and the appropriate letters regarding the status of their candidacy.
Doug Hemphill clarified that if an employee sends in a resume with a promotion/transfer form that both items are forwarded to the hiring department given the employee has the skills necessary for the job and the other necessary Human Resources checks are done. The copy of the promotion/transfer form is placed in the employee's personnel file.
If an employee is being considered for an internal position, the hiring manager may call Human Resources to have them review the employee's personnel file to see what the employee file contains, for example, past performance reviews, corrective action, etc... The hiring manager does not just come over and look through the file, the Department of Human Resources provides this service. Rich Nugent responded to a Council member who questioned the contents of the personnel file. Rich Nugent stated that an employee can make an appointment with Human Resources to come and view their personnel file. In addition, an employee can submit information to be placed in their personnel file. A Council member requested that serving on the Council should become part of the Council members file. Pam Zarazee stated a copy of the letter thanking the Council member for serving on the Council is placed in the employee's file. A Council member asked if the Career and Placement office would assist employees in creating a resume or filling out a promotion/transfer form with no charge. Doug Hemphill stated that the Career and Placement office may charge a fee since they are primarily here to assist the students. Rich Nugent explained that the Human Resources Department has the necessary personnel to help develop training in this area and is willing to do so if there is a need.. Doug Hemphill said that Human Resources had conducted training, including how to fill out the promotion/transfer form, what to say in an interview, and "mock' interviews.
Toby Green made a motion to have each Council member get feedback and input from their districts on having training provided to assist employees on how to complete a promotion/transfer form and develop a resume and bring this feedback to the July 9, 1998 meeting. This motion was seconded by Gina DeLaruelle. A vote was taken and all members present were in favor of the motion.
Rich Nugent explained to the Council that the feedback the Council receives on this training will be very important to Human Resources. The input will provide Human Resources the opportunity to put a quality training program together and plan for the number of sessions that will be necessary. Doug Hemphill mentioned that this training could be done during the week of fall break. Rich Nugent stated that Pam Zarazee can provide a handout for the Council at the July 9, 1998 meeting that consists of the training programs that will be done by the Training and Development group for the fall 1998.
The Council invited Doug and Catherine to come back to the August 13, 1998 Council meeting to discuss the promotion/transfer process and resume writing feedback the Council members received from their districts. 
Rich Nugent informed the Council that he would not be able to attend the July 9, 1998 Council meeting. Pam Zarazee will be present with another member of the Human Resources Department to take the minutes.
III. Set the agenda for the July 9, 1998 meeting
I. Annual photo taken of the Council
II. Approval of the minutes from the June 11, 1998 meeting
III. Election results for District #3
IV. Discussion of the Promotion/Transfer and Resume feedback from Council members
V. Set the agenda for the August 13, 1998 meeting
Pam Jobin made a motion to adjourn the meeting. Sue Penrod seconded this motion. A vote was taken and all present Council members were in favor of the motion.
Respectfully Submitted,
Communications Committee