Staff Senate
Full Senate Meeting
July 14, 2010
Senate Chambers
The meeting was called to order at 1:15 p.m. by President Lane. A quorum was present.
Roll Call
Guests: Doug Vinzant, Vice-President of Administration, Laura Alexander, Associate Vice
President of Human Resources, Nancy Olson Manager of Human Resources
Senators Present: Aimee Appelhans, Rebecca Ashley, Ginny Becker, Beverly Bell,
Amber Blough, Bonnie Botello, John Campbell, Al Emmons, Cheri Frank, Farrell Graf,
Winter Hansen, Carolyn Herman, Stacy Lane, Jamie LeJambre, James Logue, Rachel
Martin, Kelly McMicheal, David McCoy, Christy Nordmann,Tod Scott, Brandy Vialpando,
Linda Waggener, Maureena Walker, Kathi Zubrod
Senators Absent: Christi Byers, Cyndi Cowardin, Mark Davidson, Tonya Gerharter,
Thyra Page, Jauque Schuman, Tina Walrath
Proxies: Pam Mathewson for Christi Byers
Approval of Minutes and Agenda
A motion to approve the June minutes was made and seconded by Senators Martin and Logue.
Motion passed. A motion to approve the July agenda was made and seconded by Senators
McMicheal and Logue. Motion passed. A motion to approve the June budget report
(Attachment A) was made and seconded by Senators Logue and Nordmann. Motion passed.
Administrative Reports
Vice President of Administration, Doug Vinzant, welcomed President Lane for presiding over her
first meeting.
The first draft for the Emergency Response Plan, which grows from protocols by FEMA and
NIMS, is available. The plan has been in the works for the last 6-8 months, spearheaded largely
by Chief Lane and Mark Collins. Campus will provide training to senior/management
employees. Many institutions are aware that a plan should be in place, but haven’t started, and
the trainers observed that UW has made a substantial effort.
The Board retreat will begin Thursday, July 15, 2010. There are no action items. Only eight
topics will be discussed, but no items will be approved or public testimony given.
Five topics to be discussed include:
- Facilities contracting: resident vs. non-resident firms we are contracting with
- Overall indebtedness: how we compare with other institutions and what capacity we
have to take on further bonded indebtedness for major renovations
- Housing plan for updating the facility for resident life. In the last 6-7 years many
academic buildings have upgraded. Housing is not what it should be and we are
likely further farthest behind in housing compared to our competition. Renovation
and new facilities will be discussed, but this also fits in with overall indebtedness
due to the potential use of bonds.
- 6 year facility plan. Map out facility projects from FY11-FY16. Comprehensive
statement of identify, prioritize, and funding sources needed. Conversations from
late summer to early fall will be held with various campus groups on opinions for
priority and preferences will go back to the Board in November for approval.
- Government and legislative supplemental budget request. There are guidelines and
only a limited set of requests. There is a good chance for mid-biennium salary
adjustment, second year compensation adjustment. A statement will be provided
saying we are supportive of those initiatives. Additionally, there will be no
operating budget requests and some things in capital, which will discussed with
the Board. Possible discussion may also include a joint facility with Casper
College and planning funds for renovation of the Fine Arts building. When the full
biennium budget comes around we can request full funding for the renovation of
the Fine Arts building. Other possible projects include housing for example,
White Hall and an alternative public/private effort for replacement housing where
Summit is now.
Senator Logue inquired if the Emergency Response Plan will extend to other facilities around
the state. VP Vinzant was unsure and invited Senator Logue to e-mail him about the subject.
Senator McMicheal reported some concern in Physical Plant about the continuation of comptime vs. over-time pay. VP Vinzant indicated that Associate VP Alexander has been asked to
create a report of usage and that the issue will be resurfaced with President Buchanan. There
will be implications on the budget, but conversations have been started.
Associate Vice President of Human Resources, Laura Alexander, began her report by
distributing a handout of a June 21, 2010 memo (Attachment B) informing Members of the
Executive Council, Deans and Directors, and Staff Senate that a university-wide protocol for
awarding temporary base pay increases to staff employees who regularly deliver credit-bearing
classes, in addition to their customary staff duties, will be established.
Academic Affairs historically has received numerous requests for staff to teach on the side
(main job is not teaching, but teach to fill in). Many requests were at the last minute without
communication with the immediate supervisor. The purpose of the established protocol is to
formalize procedures, communicate how the salary adjustment works and that staff teaching is
not a benefit or entitlement but an agreement. The employee’s supervisor must sign on page 3
of the memo (Attachment B, page 3); however, the supervisor has the right of refusal for
teaching during the work day. Most of the time the supervisors are supportive, but this is a way
to let them know the commitment. The salary increment for teaching is added onto base salary.
For example: $2000 is added to base salary and the retirement contributions would be adjusted.
Senator LeJambre commented that many of the staff on the main campus who teach, teach
outreach and/or online, and do so at night and on the weekends. She then inquired if that was a
main concern of interrupting the work day. Associate VP Alexander responded that there is an
expectation of office hours, general advising, and preparation time, so many times that does fall
within the work day.
Senator LeJambre also inquired if teaching at another institution affected the procedure.
Associate VP Alexander assured that personal work outside the institution does not affect this
and it is just like having a second job anywhere else.
Senator Campbell wanted clarification for the source of funding. Associate VP Alexander
confirmed that funds would come from the department who hired the staff teacher.
Senator Martin asked that if no pay is involved, must there still be a process with the supervisor.
Associate VP Alexander responded yes, because there may detraction from other duties, and
with any overlap the supervisor needs to know.
Senator Logue inquired if the document is final. Associate VP Alexander established that it
hasn’t been to Executive Counsel, so it is a draft, but feel free to share and provide feedback.
Senator LeJambre expressed concern of equality and fairness across divisions (pay, ability and
opportunity) and was wondering if this is being addressed. Associate VP Alexander recognized
that some people are handpicked, or some VP’s are more flexible, but that is nature of the hiring
process. She also added that the departments are very diverse, have varied busy times and
division needs. However, if discrimination is the reason for not hiring or not signing off approval,
then that is a different story. Senator LeJambre also expressed pay as a large concern and
inquired who is responsible. Associate VP Alexander explained that each discipline has a
different market value and pay practices for teachers are not under Human Resources but
Academic Affairs, questions will be directed to Associate Provost Nicole Ballenger.
For further question regarding staff teaching please send an email to Senator Frank or
President Lane and they will bring it forward.
Background Checks
Nancy Olson, Manager of Human Resources, brought forward changes to employment and
recruitment. A demonstration for background checks has been performed by HireRight, a
premier background check company, showcasing the product and capabilities. There was a
large turnout to the demonstration and HR will be moving forward with the agreement; however,
no timeframe has been set. Once HireRight is up and running all benefitted new hires will be
required to be checked. Only current employees being promoted will be required to have the
check completed, lateral transfers will not. There will be an advertisement concerning passing
for a potential employee. Areas to be checked include: employee history, sex offender registry,
county courthouses, education, and if required by the position the driver’s license/CDL.
Questions:
- Is there a process for the potential employee to dispute the results? Yes. The Fair
Credit Reporting Act (FCRA) governs background checks. Full reporting is given
back to the candidate and then there is a chance to dispute.
- Is there a cost with each job post? Yes. $70 per person will be charged to the
department and can be paid from the vacant position’s line.
- Will just the selected candidate be checked? The background check will be performed
only for the top candidate. If for any reason the potential employee does not
move forward with employment, then the next candidate would have to go
through screening.
- Is employment contingent on the results? Yes. HireRight will go through the Albany
County Courthouse but turnaround time is less than 2 days. UW will send the
candidate’s information to HireRight and they do the work, this will relieve burden
on the process that is done now.
- Is all the necessary information for the check to be performed on the application? If the
information is not, HireRight would contact the applicant.
- Will a credit report be checked? Only as needed, most positions do not require this.
Possibly Business Manager Executives, Accountants, or those with heavy money
responsibilities.
- If there is something on the report of a current employee, will they be fired? If the
employee is applying for a promotion and there was a prohibited crime, then
there would be a strong looking at the situation, particularly crimes against
children, but Associate VP Alexander has never seen this happen.
- Is character a consideration? The background check will include licensure, education,
and criminal aspects.
- Can people pay the $70 to perform the check just to see? No. The background check
through UW is only dependent on an application. The purpose is to keep safety
of University employees.
- Will the desired candidate be aware that the process is taking place? Yes. The
candidate will know before HireRight contacts them.
- What is time frame included in the screen? 7 years of history.
- Where does the information stay? Electronically, in HR only.
- Is the digital format highly secure? All HR records are sensitive and confidentiality is
maintained.
- Will the process apply to faculty? Yes.
- What are the steps to maintain fairness? Appointing authorities will be warned that they
could be held liable for information that they may receive, supervisors do have a
legal need to know if there is an education or work history discrepancy, or
criminal conviction (county/federal, sexual). Only convictions (not divorce, etc.)
will be discussed. A use of judgment may be necessary depending on elapsed
time and relevance to position.
- If there is a privacy flag on University records can HireRight access them? HireRight
can get dates. It is possible that if a degree can’t be verified and there is not a
signed release of information an applicant may not be eligible for the position.
Associate VP Alexander has never had HireRight come back without education
information.
- Will the applicant sign a release of information? Yes.
- Will the release be a separate document? Yes. There will also be an electronic
signature possible.
- If someone is arrested for possession will this affect future employment? It depends on
how relevant the conviction is to the position.
- Is department picking what areas to check? No. It is a package; however if driving is
required, then an add-on to check driver’s license/CDL is available.
- If you get promoted, then in 2 years promoted again, will there be screening? Yes.
- Screening results go to HR and not the department? Yes, the supervisor does not get
the results. If there is an issue needed to be released, it would be in a judicial
manner.
Nancy Olson, Manager of Human Resources, had end remarks on this topic that background
checks are something UW has been doing for at least 5 years on a smaller scale, the scope is
changing and with the new system the process will be sped up for the departments.
Minimum Qualifications
Nancy Olson, Manager of Human Resources, reported as positions become available Minimum
Qualifications will be added into the position’s education/experience requirements. Minimum
Qualifications used to be used, then UW went to KSA’s to help broaden the pool; however, this
has caused potential liability, and going back to minimum qualification is more concrete. All
positions will have a high school diploma/GED requirement. Dependent on the position, a
combination of education and experience may meet the minimum requirement. Regulating pools
with Minimum Qualifications will create a more qualified pool. The Minimum Qualifications
change has also led to the application being longer because it is necessary to look for education
and/or combination with experience, nature of duties, and length of time in a position. HR is
screening applications first then only the applications meeting the Minimum Qualifications will be
sent to the Department.
Questions:
- Are we going back to required and preferred? No, only required.
- What if an employee did not get a degree because of planning for KSA requirements
instead of Minimum Qualification? The mainstream method is Minimum
Qualification requirements.
- What about the title vs. duties? HR is not looking at the title but looks at duties. Most
positions will not require a mandatory license.
- Is there a minimum cutoff for years experience in a trade? Depends on the position if a
license is not required, this is something that will go through Classification and
Compensation and is something that will be screened. If certifications change,
the supervisor needs to make sure the required qualification is up to date.
- When specific lingo is used, will you go to the department? HR will look at verbiage in
the ad and hold a conversation with the department when necessary. HR will
take on more of a recruiter roll and be assisting the departments.
- What about minimum skills and abilities? HR will screen off the Minimum Qualifications.
Example: If the Minimum Qualification is a high school diploma/GED, the
Department can desire a Bachelor’s, but the screen will be off the high school
diploma/GED. Pay is not based from education, but from the duties of the
position. HR wants to make sure the process is fair, reasonable, and concrete.
- How does the applicant know if the posting information is updated? Everyone will apply
online using the e-recruiting system (no paper and the process is streamlined),
and the system will notify applicants if they are not meeting the Minimum
Qualifications; however, not until the job has closed. The system can ask for
education and end the process right then if the applicant does not meet the
requirements.
- Do the job postings have a link to the new application? All postings should have the
new application’s link.
- How do you determine if experience meets the degree and/or experience requirement?
HR will look at the degree or related field, and then use judgment when
considering the combination of experience and education. Typically a Bachelor’s
is considered four years of professional related experience.
Officer reports
President: President Lane is excited to be here. She mentioned the Wildcatter stadium
tour has been changed and passed out a sign-up sheet for those interested in taking the
tour Friday, July 16.
President Lane passed around a list for Senators to put a cell/home phone number on to
be reached for off-campus activities.
Ways Staff Senate Will Stay in Touch. (Attachment C)
Signs were made for Senators to post on their office door/cubicle.
Executive Committee meetings have been moved to Wyoming Hall room 312.
President Lane has hours set aside specifically for Staff Senate. These hours are to
attend campus meetings, committee meetings and/or work on projects. During these
hours she can come see Senators, so Senators do not have to be out of the office.
Monday: 2:30 - 4:30 p.m.
Tuesday: 12:30 - 4:30 p.m.
Wednesday: all day
Thursday: 12:30 - 4:30 p.m.
Friday: 2:30 - 4:30 p.m.
Vice President: Senator Frank reported that ¾ mile on both sides of the road has been
completed for Highway Cleanup. Cleanup consisted of both recycling and garbage.
Another day will be scheduled to go back and Senator Frank would like more
participation, she also noted that there is possibility of a BBQ afterwards.
Senator LeJambre inquired about contacting a group for volunteers. There was
discussion on this topic but no conclusion.
Senator Campbell asked if people can go out at a non-specified time. Senator
Herman responded with approval and stated she has the vests and bags.
Senator Frank added that the vests must be worn.
Senator Frank continued her report that in August she will bring in boxes for the Box Top
for Education drive. She should be able to get constituents across the state boxes. 48
boxes will be ordered and decorated. Senator Appelhans and Senator Vialpando will be
the contacts. Senator Appelhans mentioned that each Staff Senator will get one box to
take to an area of campus and that there will be extra boxes for areas of the Union.
Budget Officer: Senator Martin reported funds have been expended for the end of
biennium. The expenditure to VP Vinzant will be seen as a benefit later this year. The
endowments look great and likely next week transfers will be made into the permanent
endowments.
New Business
A motion was made and seconded to confirm Heather Patterson to seat #26 by Senators Logue
and Martin. Motion passed.
A motion was made and seconded to put Senator Scott back into his regular seat #24 by
Senators McMicheal and Nordmann. Motion passed.
Liaison reports
ASUW Representative: Senator LeJambre. 9 month contract, no meeting.
Faculty Senate: President Lane. 9 month contract, no meeting.
Committee Reports
Communications Committee: Senator Campbell handed out a list for committees
(Attachment D). Communications will continue working on things tasked with.
Compensation Committee: Senator Byers is absent.
Compensation Report (Attachment E).
Credentials and Elections Committee: Senator Nordmann has not met with her
committee members, but will work on setting up a meeting. She is waiting for updated
information from President Lane.
Finances Committee: Senator Walrath is on a 9 month contract, President Lane will try
to get something set up for the August meeting.
Recognition Committee: Senator McMicheal stated the committee is reworking the
nomination processes and going through award histories. The committee meeting is held
every third Wednesday of the month at 1 p.m. at a location to be determined.
Senator Martin established that Employee of the Quarter nominations can be done
online, and hopefully this will generate more nominations. Please push to constituents.
Senator LeJambre added that in using the survey tool Senator Martin built the form with
you cannot see who created it, so the process is anonymous. Senator Martin described
that the nominations can be printed out on 2 pages for when the committee decides and
next year Recognition Day awards will only be online. The link for nominations has been
completed and is on the Staff Senate webpage.
Open Forum
A brief open forum followed the regular business of the Senate.
The meeting was adjourned at 2:45 p.m. by President Lane.
Respectfully submitted by Winter Hansen, Staff Senate Secretary and Lou Ann Chakmakian
Attachment A
Return to Minutes
Attachment B (page 1)
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Attachment B (page 2)
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Attachment B (page 3)
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Attachment B (page 4)
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Attachment C
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Attachment D
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Attachment E
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