Tulane University
Staff Advisory Council
Minutes of Thursday, December 10, 2009
ATTENDEES
ATTENDEES
OFFICERS
UPTOWN CAMPUS
Susan Barrera, Chair
Gwen Chavez, Vice Chair
Rob Platner, Election Coordinator
Lisa Britton, Recording Secretary,
Present
Present
Present
Present
Kathy Bourgeois
Linda Cantero
Erin Coffey
Liz Davey
Present
Present
Present
Present
Present
Absent
Shirley Dymond
Miriam Espinosa
Mike Griffith
Michael Harrison
Cynthia Hayes,Immediate Past Chair
Excused
Present
Present
Excused
Present
Excused
Excused
Excused
Present
Excused
Present
Excused
Present
Absent
Absent
Excused
Absent
Member at Large
Cheryl Sterling, Corresp. Secretary
Jered Bocage, Parliamentarian
DOWNTOWN CAMPUS
Tanya Ambrose
Ron Cail
Linzi Conners
Cheryl Dempsey
Tami Jenniskens
Paula Lucas
Merisa Pasternak
Patsy Stewart
Shirley Tubre
Present
Excused
Excused
Absent
Present
Excused
Excused
Present
Present
NORTHSHORE
Scott Goings
Corrie West
Robert Johnson (proxy)
Present
Present
Absent
Romella Hodges
Alysia Loshbaugh
Suzanne Lossi
Aaron Martin
Lisa O’Dwyer
Laurie Orgeron
Kimberly Vega
Judy Vitrano
Emily Capdeville (proxy)
Jeannine Coxen (proxy)
Simon Dorfman (proxy)
Jeanny Keck (proxy)
INVITED GUESTS AND VISITORS
Barbara Dirks, WFMO
Cathy Tsagournos, WFMO
Present
Present
* Via teleconference
All Officers are serving the Staff Advisory Council term 2009 – 2010
Call to Order: Susan Barrera, SAC Chair, called the December 10, 2009 meeting of the Staff
Advisory Council to order at 3:30 p.m. The meeting was held at the School of Public Health
Dean’s Conference Room in the Tidewater Building.
TU Staff Advisory Council Meeting
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December 10, 2009
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Review and Approval of the Minutes
Chair Barrera announced approval of the November minutes would be postponed until our next
meeting.
II. WFMO Liaison
Cathy Tsagournos, Director of Strategic Initiatives and Barbara Dirks, Assistant Vice President,
Strategic Initiatives and Customer Services Implementation, are representing WFMO at today’s
meeting and are giving a presentation on the new upgraded evaluation process, the
Performance Management Pilot Program.
The President’s Board requested implementing a new process of upgrading the evaluation
process. In the past, the emphasis has been based on the employee’s productivity as
measured against the job description. It was recognized that employees contribute much more
to their departments and the university than their work product. An employee’s ability to be an
effective team member, demonstrate a positive attitude, show a commitment to excellence and
other contributions all have a powerful impact on a department’s efficiency and smooth
operation.
Focus groups met back in June 2009 to give feedback. They put together a design team,
comprised of members of staff (uptown and downtown) working together to develop a different
way of approaching performance management and assessment. If you were on the design
team, your organization was on the Pilot Program. The Pilot is for staff employees only.
Faculty is done differently according the Provost’s office.
The Pilot program consists of four segments to the evaluation process:
 Job description is used as a base for assessment.
 Performance against responsibilities.
 Growth – people willing to cross train, volunteer for projects.
 Goal setting, enhancement. What you might want to achieve for coming year.
Question from floor: On the wording for job descriptions, it said evaluation criteria? Is the job
description being changed and re assigned?
Answer: We have maintained the approach of using the job description as a basis for an
assessment but it is one part of four different parts, not just one part. You will be evaluated
based on your job description and your performance against those basic responsibilities. The
job description will continue to be updated and attached to the review when submitted to
WFMO.
Question from floor: I have not heard anything about this program. Was everyone made aware
of this?
Answer: Most of the feedback WFMO is receiving has been from departments on the downtown
campus complaining they were not aware of the program. However, many uptown staff
members present at this SAC meeting also have not heard of the Pilot Program. It appears this
information was not distributed to everyone due to a merger of data information into one system.
When this merger was performed it did not capture everybody and all departments. WFMO is
trying to get the word out to everyone about this Pilot Program and are happy to offer training to
anyone who asks for help.
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December 10, 2009
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Question from floor: Is WFMO going to put out any information on the new pay grade and
ranges? I know we talked a little bit about that at our last meeting but that’s still relatively not
out there for people to access.
Answer: Actually it did change and that did come up with Scott Cowen too and Susan Barrera
is arranging for Anne Banos and Jean Holtman (Associate VP, WFMO) to a meeting in the
spring to discuss this issue.
III. Report of the Chair, Susan Barrera
Chair Barrera didn’t have a report but wanted to pass along some information. For future
committee meetings, if you will not be able to attend a meeting, please let Susan know or get
someone to attend in your place. We need to make sure all committee meetings have SAC
representation at the meetings.
IV. Officer Reports
A. University Senate
Lisa Britton gave the following report from the December 7, 2009 President’s Report given by
Scott Cowen:
 Fall 2010 early admission is approx 8% over the submissions this time last year. We
have received 36,500 applications. Quality and diversity looks good.
 Board of directors meeting this week and items they will be discussing:
 SACS re-accreditation presentation will be presented by Provost Bernstein.
 Budget process – capital budget for the next 5 to 10 years forecast will be for $1.1
billion. This multi-year budget is not for decision making, just for information and
planning purposes.
 Tulane is off of the AAU censure list.
B. Board of Administrators
Gwen Chavez gave the following report from the December 10, 2009 Board meeting:
Passed resolution for the establishment of the Yvette M. Jones endowed fund in recognition for
her assistance in the progress at Tulane University and her many other civic endeavors. The
endowed fund will support an annual award which will be given to an outstanding Tulane staff
member or administrator for dedicated service.
President’s Report
Academic Planning
 Continue implementation of renewal plan drafted in 2005 focus on Newcomb Tulane
College and develop key functional areas and activities.
 Last year 40,000 applications submitted and expect this year to be around 44,000
applicants.
 Focus on public service, social innovation, advising and career counseling, student
housing.
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December 10, 2009
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Build the research enterprise and secure the future of the clinical enterprise downtown.
Complete 2nd year implementation for graduate education. Have added three graduate
programs and want to continue to add more.
 Complete documentation for the SACS accreditation.
Leadership in the organization
 National search dean of law.
 Evaluate feasibility to continuing faculty and staff enhancement programs. On hold now
until 2nd quarter results are in. Would like to re-instate this year or next year.
 Enhance neighborhood safety. Have added cameras around the campus.
University relations and development
 Implement the plan to build university development to sustain high level private giving for
another major campaign.
 Increase donors by 2,000 and total private giving.
 Announcement will be made tomorrow, secured largest gift pledge of $50 million for a
series of university professorships.
Capital investment and improvements
 Want to complete the funding plans for basketball / volleyball practice facility –
approximate cost to be $13 million and we have $6 million toward that goal.
 Break ground on new residential college expected completion 2011.
 Complete work on Alumni House, Dinwiddie Hall and McAlister Place.
Financial position
 Expect to meet budget projections for operations and cash flow.
 Continue migration to de-centralized management model, completion date 2012.
 Revise the 2011 to 2013 statement of operations and cash flow to reflect the impact of
the recovery effects.
 Resources required significantly growing and enhancing the mission while improving
financial strength.
Civic engagements
 Continue to be actively involved in rebuilding the region, focus on public education,
health care and wellness and cultural renaissance.
 Provost Michael Bernstein talked about the SACS re-accreditation and the process
involved.
Campus Projects – Yvette Jones
 Newcomb Place drainage and the residential housing construction are to start on
December 15th.
 Primate research center with the Biosafety Lab is NIH funded and completion by 2010.
Quarantine building also funded by NIH.
 Building 21 (Animal Research Building) applied for stimulus grant, 18-24 month project
and set to receive $10 million from state.
 On the downtown campus, the Murphy building was donated December 2007 is 200,000
sq feet of office space and will house School of Medicine Administrative Center, Student
Center and Simulation Center as well as other departments.
 The JBJ building, construction in progress for BL3 Lab and should be completed
January 2010.
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School of Medicine confirmed construction for new teaching lab (have the plans but may
not have the money yet). Also have early planning stages for lab renovations and
modernize research labs.
January 2010 infrastructure upgrades for JBJ, Medical School, Deming, Murphy and
Perdido buildings.
The Social Work Building - want to bring up to code and see if can still house the School
of Social Work or may change for more undergraduate college use.
Richardson Building - no set use for the building yet but are studying to see what is the
best way to use this space.
In the Master Plan – the “dream” (does not necessarily have the money yet, just a “wish list”)
 Add more research space downtown.
 Create immediately available high quality lab research space to retain existing Principal
Investigators (PI) and assist in recruitment of new PI’s.
 Support collaborate work between the health sciences and the biological and physical
sciences and spur the university’s research mission.
 Building five residential colleges (like Wall) centered throughout the campus to increase
beds 3,728 to 4,500 and include dining.
Technology Infrastructure
Upgrade uptown and downtown networks and telecommunications. Presently we have a nine
year lease with 1555 Poydras building. Once the lease is up, Tulane may move data center to
higher grounds to possibly to the northshore.
V. University Senate Committee Reports
1. Benefits
Susan Barrera reported they had a Benefits Committee meeting but was used as an
orientation for new committee members. This committee is an advisory committee to the
Senate and also WFMO on benefit issues. Areas for oversight for this committee include the
health plan, dental plan, vision plan, long-term disability and Flexible Spending Accounts. For
the 2010 health plan year we are still with UnitedHealth. Tulane did not have to put out bids,
only had open enrollment back in October for effective date of January 1, 2010. For the 2011
health plan year, bids will go out in May so there will be meetings once information comes back
from the bids.
2. Budget Review
No meeting.
3. Information Technology
No Report.
4. Equal Opportunity
Lisa Britton reported from the December 3rd meeting. Committee reviewed the draft
summary of peer schools and their FMLA policies. The committee is breaking out into 3 groups
TU Staff Advisory Council Meeting
December 10, 2009
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(staff, faculty and graduate student) to research the issues of their respective employment
status as follows:
 Resources for people needing to pick up the work of the person on leave
 Compile a list of procedures that need to take place when someone takes a leave. (List
out the necessary steps a department should take when they are aware of someone is
going to take a leave of absence.)
 Educational component. Example, is there a provision to hire a visiting faculty member
for a semester leave?
The committee will meet again in January/February.
5. Physical Facilities
No meeting.
6. Social Issues
No meeting.
VI. SAC Sub-Committees
1. Election Committee
Rob Platner reported that the election will be held in May, 2010. If you are interested in
running for an officer position, or want to nominate someone to be a representative, please get
the word out. For the upcoming election, the committee is working with Aaron Martin and Mike
Griffith to come up with a design to include a “bio” and a photo of each candidate. Having this
information for people to review prior to voting will be helpful.
In addition, we are asking for everyone’s help in recruiting new SAC representatives. Every
year one-third of the SAC roster is rolled off. Also some representatives have resigned and we
have used up the proxy pool to fill those representative positions (for the downtown campus
only).
2. Electronic Technology and Information
They are working with the Election Committee to update the online election process.
3. Staff Appreciation
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Lisa Britton and Rob Platner reported the following:
The event is scheduled for Saturday, February 27th – registration at 10:00 am with the walk
to begin at 11:00 am. Want to encourage participants to stay for the baseball game that
starts at 2:00 pm. We can have as many free tickets as we need for participants to attend
the baseball game.
Food – jambalaya, salad, whole fruit and cookies. Keeping it simple and at the same time
food people would be interested in eating.
Four tents to cover the various food tables and health screenings.
DJ and also trying to get the freshman drummers to entertain.
Inflatables for the children.
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Medical Center is going to participate and do wellness screenings.
For discussion purposes, we are estimating 500 people but really do not know what number
expect at the event. Discussing having an online registration to help us estimate a more
accurate number of people planning to attend.
Talking about spending the money on t-shirts as give away’s.
Athletics department is on board with us and are very willing to help us.
Save the date emails will be sent out, one before Christmas break and then in January.
4. Staff Issues
Laurie Orgeron has been asked to head this committee. If you have anything that needs to
be brought to the committee’s attention, please send it to Laurie and / or Susan Barrera.
5. Health and Wellness
Judy Vitrano reported the following:
Walk Well program going on right now -- 229 signed up to participate (180 actively
reporting their points) and this program will be over in approximately 2 weeks.
 In January there will be a health fair to do wellness screenings.
 Next walking program will be the 10-K per day and begins in February. There will be
another kick-off session and everyone will receive a new pedometer.
 Tulane applied for a UnitedHealth Care Well Deserved Award -- demonstrates highest level
of commitment to workplace wellness while leveraging the most UnitedHealth tools and
resources. This is our first year applying for the award and out of 90 applying, 11
candidates won and there were 13 Honorable Mention. Considering this was our first time
applying we did really good and received an Honorable Mention. Urge everyone to take
advantage of the programs that UnitedHealth has offered us.
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6. Community Service
Cynthia Hayes thanked Gwen Chavez for her assistance in coordinating the collection of
money -- $2,135.00 (in gift cards and cash). The gift cards and cash were equally distributed to
CASA in the three surrounding parishes -- St. Tammany, Jefferson, and Orleans. The CASA
people were genuinely appreciative of the donations. They were especially happy to receive the
gift cards which would be given to the older children.
VI. Old Business
None.
VIII. New Business
Scott Goings asked if we could help him with a survey. He is with Tulane’s police department
and they are trying to come up with different training topics to offer staff and faculty members.
Some of the questions asked where regarding workplace violence, what not to do. Situations
from our private life are sometimes brought into our office world.
Some questions he asked were:
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December 10, 2009
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How many people here (at the meeting) know of someone who is/was involved in workplace
violence?
How many here (at the meeting) personally happened while you are at work? Could be a
threat, by a co-workers’ relative, or a student? Was the incident about something that
happened at Tulane? Was the incident domestic violence related?
Scott would like us to get the word out regarding training topics – what would you do, or do you
need to know what to do? Similar to a fire drill, would people be interested in knowing how to
react in certain situations? No one really trains for these types of incidents but we are trying to
come up with ideas how to best help the staff.
Next Meeting: The next meeting will be held on Thursday, February 11, 2010 at the LavinBernick Center for University Life at 3:30 pm.
IX. Adjournment
The meeting was adjourned at 4:45 pm.
Respectfully submitted,
Lisa M. Britton
Recording Secretary