Classified Council Agenda Thursday, May 5, 2011 8:30 – 10:00 ADM 204 Access Number: 1-800-893-8850 Meeting Number: 7730925 I. Call to Order II. Introduction of Members, New Members, and Guests 8:30-8:40 2010-2011 Classified Council Membership Megan Carlson, President 09-11 Judi Spry * 10-12 E Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 Gary Foster * 10-12 Cedar Cussins 09-11 Nancy Hall 10-12 Gwen Gere 09-11 Kim Heidemann ** 10-12 Debra Gritman 09-11 Ana Hinkle 10-12 Tina Hudspeth ** 09-11 Lara Madden ** 10-12 Natalie Kowal 09-11 Audrey Jo Malone * 10-12 Gianna Ridgeway ** 09-11 Sarah Pace 10-12 Kathy Smith * 09-11 Mikayla Savikko 10-12 Heather Swanson 09-11 Jennifer Schultz 10-12 Timea Webster 09-11 * Assembly Reps ** Alternate Assembly Reps 2011-2012 New Members Megan Carlson 11-13 Dave Robinson 11-13 Connie Dennis 11-13 Patrick Sullivan 11-13 Tina Hudspeth 11-13 Brandon Jones 11-13 Timea Webster 11-13 Heather Swanson 11-13 Kathy Smith 11-13 Lisa Thomsen 11-13 Gianna Ridgeway 11-13 Teena Dyer 11-13 III. Approval of Agenda (pg. 1-2) 8:40 IV. Approval of Summary A. March 2011 (pg. 3-5) B. April 2011 (pg. 6-9) V. Reports 8:45 A. President - Megan Carlson (pg. 10) B. Staff Alliance - Megan Carlson C. UAA Assembly – Megan Carlson D. Diversity Action Council - Tina Hudspeth
II. Introduction of Members, New Members, and Guests 8:30-8:40
2010-2011 Classified Council Membership Megan Carlson, President 09-11 Judi Spry * 10-12 E Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 Gary Foster * 10-12 Cedar Cussins 09-11 Nancy Hall 10-12 Gwen Gere 09-11 Kim Heidemann ** 10-12 Debra Gritman 09-11 Ana Hinkle 10-12 Tina Hudspeth ** 09-11 Lara Madden ** 10-12 Natalie Kowal 09-11
Audrey Jo Malone * 10-12 Gianna Ridgeway ** 09-11 Sarah Pace 10-12 Kathy Smith * 09-11 Mikayla Savikko 10-12 Heather Swanson 09-11 Jennifer Schultz 10-12 Timea Webster 09-11
* Assembly Reps ** Alternate Assembly Reps
2011-2012 New Members Megan Carlson 11-13 Dave Robinson 11-13 Connie Dennis 11-13 Patrick Sullivan 11-13 Tina Hudspeth 11-13 Brandon Jones 11-13 Timea Webster 11-13 Heather Swanson 11-13 Kathy Smith 11-13 Lisa Thomsen 11-13 Gianna Ridgeway 11-13 Teena Dyer 11-13
III. Approval of Agenda (pg. 1-2) 8:40 IV. Approval of Summary
A. March 2011 (pg. 3-5) B. April 2011 (pg. 6-9)
V. Reports 8:45
A. President - Megan Carlson (pg. 10) B. Staff Alliance - Megan Carlson C. UAA Assembly – Megan Carlson D. Diversity Action Council - Tina Hudspeth
E. Campus Safety Committee - Kim Heidemann F. Staff Health Care Committee - Megan Carlson
a. Health Care Update from Mike Humphrey (pg. 11)
VI. Old Business 8:55 A. Bylaws Revision second reading (pg. 12-15) B. Joint Subcommittee Reports
i. Staff Appreciation Committee (pg. 16) ii. Awareness Committee
VIII. New Business
A. 2011-2012 Membership List (pg. 17) B. Officer and Committee Elections – (see attachment, pg. 18-19) 9:10
Officer and committee elections will begin at approximately 9:10, and resume after the tuition waiver benefit discussion at approximately 9:45. i. Officer positions
1. President 2. Vice President 3. Secretary
ii. University Committee positions (pg. 20) 1. University Assembly (5 members: CC President, 1 community
campus rep, remainder Anchorage, 1 alternate) 2. Liaisons to APT Council (2-4) 3. Diversity Action Council 4. Campus Safety Committee (Only alternate needs to be elected:
primary representative in middle of a two-year term) C. Classified Council committees
1. Communication Committee (reporting on Council meetings) D. Tuition Waiver Benefit—Beth Behner (9:30) (pg. 21-23)
IX. Information Items A. UAA Development Day May 12
http://www.uaa.alaska.edu/developmentday/ B. Chancellor’s Awards for Excellence, deadline July 1st
http://www.uaa.alaska.edu/chancellor/awards-for-excellence/index.cfm C. Proposed travel regulation changes (pg. 24)
II. Introduction of Members, New Members, and Guests III. Roll Call
2010-2011 Classified Council Membership E Megan Carlson, President 09-11 Judi Spry * 10-12 X X Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 X E Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 X X Gary Foster * 10-12 Cedar Cussins 09-11 X X Nancy Hall 10-12 Gwen Gere 09-11 E X Kim Heidemann ** 10-12 Debra Gritman 09-11 X Ana Hinkle 10-12 Tina Hudspeth ** 09-11 Lara Madden ** 10-12 Natalie Kowal 09-11 X
Audrey Jo Malone * 10-12 Gianna Ridgeway ** 09-11 X X Sarah Pace 10-12 Kathy Smith * 09-11 X E Mikayla Savikko 10-12 Heather Swanson 09-11 X X Jennifer Schultz 10-12 Timea Webster 09-11 X
* Assembly Reps ** Alternate Assembly Reps
IV. Approval of Agenda (pg. 1-2) Approved V. Approval of Summary (pg. 3-5)
Add discussion of UA Health Plan Approved with change
VI. Reports A. President - Megan Carlson (pg. 6-7) B. Staff Alliance - Megan Carlson C. UAA Assembly – Megan Carlson
Megan Carlson unable to attend
D. Diversity Action Council - Tina Hudspeth Unable to attend
E. Campus Safety Committee - Kim Heidemann Have not met yet
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F. UAA Advisory Council for Enhancing Student Success (ACCESS) – (has not met yet)
G. Staff Health Care Committee - Megan Carlson (pg. 8)
VII. Old Business A. Bylaws Revision first reading (pg. 9-12)
Accepted for first reading
B. Joint Subcommittee Reports i. Staff Appreciation Committee
Working with GSS on project to create recognition cards
ii. Awareness Committee No report
C. Development Day Workshop Ideas D. Joint meeting with APT Council
i. Date to be determined. Regular April meeting date conflicts with BOR in Palmer
ii. Agenda topics? 1. Incoming Chancellor Case as guest 2. Health Care update with Mike Humphrey?
E. Elections for Members and Officers i. Timeline for membership elections in April (pg. 13)
ii. Officer and Committee Representative positions (pg. 14) Motion (Jennifer Schultz): In April, when new members are notified, a call for officer nominations will be sent at the same time and end at the May meeting. At the May meeting, the first half hour will be dedicated to a meet and greet. 2nd: Cedar Cussins 12 For 1 Opposed Approved
VIII. New Business
A. Chancellor’s Awards – Camille Oliver (8:45 am) Update given regarding additional on new rewards and looking at a possible change in date. Camille will send detailed information to listserv.
B. Employee eMail Policy Proposal (pg. 15) This policy is being withdrawn at this time.
C. Discussion on UA Health Plan Motion attached Tabled motion
IX. Information Items A. Dependent Audit
i. Assembly motion (pg. 16) ii. SW HR website with more information: http://www.alaska.edu/benefits/
2010-2011 APT Council Membership X Russell Pressley, President * 10-12 X Michael Smith 10-12 X Vince Yelmene, Vice President * 09-11 Bob Kizer ** 09-11 X Carey Brown 10-12 E Julia Martinez * 09-11 X Suzanne Browner * 10-12 Suzanne McCarthy 09-11 X Brian Brubaker * 10-12 X Carol Swartz 09-11 Pamela Doerner 10-12 X Alessandra Vanover 09-11 X Bob McDonnell 10-12 X Dayna Defeo 10-12 X Melodee Monson 10-12 (Vacant) * University Assembly Rep ** University Assembly Rep Alternate
2010-2011 Classified Council Membership
X Megan Carlson, President 09-11 Judi Spry * 10-12 X X Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 X X Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 X X Gary Foster * 10-12 Cedar Cussins 09-11 X X Nancy Hall 10-12 Gwen Gere 09-11 E X Kim Heidemann ** 10-12 Debra Gritman 09-11 X X Ana Hinkle 10-12 Tina Hudspeth ** 09-11 X Lara Madden ** 10-12 Natalie Kowal 09-11 X
Audrey Jo Malone * 10-12 Gianna Ridgeway ** 09-11 X X Sarah Pace 10-12 Kathy Smith * 09-11 X E Mikayla Savikko 10-12 Heather Swanson 09-11 E E Jennifer Schultz 10-12 Timea Webster 09-11
* Assembly Reps ** Alternate Assembly Reps
III. Approval of Agenda Approved
IV. Approval of March Meeting Summaries Postponed to May Council Meetings
V. Reports – Committee reports at this meeting were submitted in writing to save time.
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A. Classified Council President – Megan Carlson (pg. 3-5) i. Staff Health Care Committee
ii. Staff Alliance iii. University Assembly
B. Safety Committee – Kim Heidemann (pg. 6)
VI. Business A. Staff Governance (9:30 – 10:15)
i. Relevance and Purpose, how we’re doing relative to our purpose - How do we measure relevance and how do we prove that to staff members? It’s hard to measure discussions to administrators, because we
don’t do a lot on paper. Governance tends to be brief in their summaries. - Roberts rules
only talks about action items. Ideas to solve this: Form a standing committee whose members will put together
quick emails about what we did in the last meeting and what comes next.
o A committee could catch things that a council member may not remember and they can elaborate more than Governance on council discussions.
o A committee could spread the responsibilities amongst themselves instead of weighing all on one individual.
o How often will a report be sent out? Start out monthly but consider whether it should be less often based on activity level of the council(s).
Change summary style for Governance minutes to add more details. Formality won’t necessarily change, but the details of issues addressed will be included. Attributions still shouldn’t be included.
Podcasting? – Podcasting is worth exploring but worried about whether conversation will be stunted if people know they’re being recorded. Also technical issues with catching all discussion, especially since there are already challenges for members attending by phone.
Discussion of newsletters being sent out before meetings. Instead, post reminders in the Green and Gold – easier to maintain. For example, the club council announces their meetings on the side of Green and Gold.
ii. Other ways to improve councils’ effectiveness, including evaluating
collaboration and revisiting proposal to combine councils Joint sessions – should we continue them once a semester? - We
are currently in the process of putting a joint meeting in the by-laws.
o Keep in mind time consumption of member schedules – joint meetings tend to be longer than meeting separately
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Have an ambassador or liaison who attends both meetings to report between them. Due to time constraints, have several liaisons so that individuals can rotate.
Provide more forums on important issues to involve our constituents (e.g. health care) to show council involvement.
Postpone any decisions on combining the councils since the collaboration process is still new.
B. Healthcare Decision Process Improvement - Mike Humphrey (10:15-10:45)
Note: there will be health care forums on April 4th from 12-1:30 (LIB 307) and April 5th from 1-2:30 (UC 143) to discuss the content of the health care changes. This topic is focused on governance’s contributions to these decisions, and how we can improve the process to support more involvement by governance members and the constituents we represent. Handouts were presented at meeting about the Health Care Decision Making Process. Normally we wait until October to look at health care data from the past fiscal year. New goal is to get quarterly reports instead of waiting until October. Start decision process earlier (ex: July). Health care consultant is working through discrepancies in the database so that we may be able to start seeing trends. Mercer (prior consultant) equaled $500 an hour. Moved from hourly rate to a flat fee for the entire year, which will give more opportunity to look at data. People are frustrated with the forums, because they don’t feel like anything can be done about the changes. Recommended having forums on campuses before decisions are made, employees will be able to give feedback. People are less likely to be shocked if forums are held twice a year instead of at the time of change. Being ready for fall forums will be a challenge due to time constraints, but at least we can get an idea of what people feel strongly about. Surveys may also be looked into as a way to get feedback.
The timeline is challenging, because of the length of time needed for each item. We can possibly solve this by having some items over lap each other or by doing them at the same time. Working through the summer will be crucial in maintaining the progress of the timeline. Recommended a standing item on each council’s agenda to keep discussion open, with Mike Humphrey as a regular guest.
The Health Care Plan: Will higher deductibles cause employees to defer treatment?
- Deductibles are pretty normal compared to those in the states. - Health care in the states is considerably less then Alaska.
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Preventative care is a separate piece of the health care plan. – - There is no cap in this new plan, and deductibles and copays are waived for preventative care. - A list was developed that covers what is considered preventative care. (Posted online).
C. Conversation with incoming Chancellor Tom Case (10:45 – 11:30)
i. Breakdown of staff council representation by major budget unit
a. APT Council (pg. 7) b. Classified Council (pg. 8)
The Council Presidents introduced the councils to incoming Chancellor Case and talked about the units represented and the work the Councils do. Chancellor Case talked about his view on shared Governance noting that it is evolving and remains an ambiguous and difficult process. Shared governance should be transparent. There are a lot who do not have a direct voice in shared governance and it is important to represent those. To do the job that must be done, people in leadership positions need to understand and abide by the principles that make shared governance what it is. Encouraged by: a solid governance system that is in place at UAA. – We have a commitment at UAA for strategic planning – what he hopes to see is a broad base participation Chancellor Case was surprised by UA’s areas of progress, the influential supporters out in the community, the significant supporters in the legislature who protect and advance our interests when they can, and the accreditation process. He wants both the APT and Classified Councils to keep playing their role in shared governance, to represent their constituents, and to keep him advised when we see emerging issues and to keep him open to communication.
VII. Information Items
A. Elections Note: Members can identify whether their term ends in 2011 by consulting the roster on the first page of the agenda.
i. APT Council Timeline (pg. 9) ii. Classified Council Timeline (p. 10)
a. Classified Council Officer & Committee Responsibilities (pg. 11-13)
VIII. Adjourn
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Classified Council President’s Report, May 2011 Welcome to Our New and Returning Members! Please join me in welcoming our new Classified Council members. I’d also like to thank all the 2010-2011 members of the Council for their service. It has been a pleasure working with you all, and I look forward to seeing where the Council goes with new leadership.
UAA Governance Assembly We thanked Chancellor Ulmer and Christine Lidren for their work with the Assembly and presented gifts to each of them. The meeting of the Assembly officers with President Gamble regarding the role of shared governance has been postponed to later this month. Steve Cobb, UAA’s Director of Athletics, gave a wonderful presentation about UAA’s athletics programs and student-athletes. We will vote in May to pass a revision to our constitution and bylaws which resolves a conflict between the documents by returning the Assembly officer elections to May.
Staff Governance Officers Meeting with Vice Chancellor Spindle We had an extensive discussion about the current status of the budget, while noting that much was up in the air due to the legislative special session. We also expressed our concerns about the tuition waiver changes, and heard support from Vice Chancellor Spindle in making those concerns heard. Planning and Budget Advisory Council Our annual hearings were held on April 21st and 22nd, which was our opportunity to hear requests from administrative and academic unit leads, as well as reports on what they have done with previous allocations. It is always a bittersweet process because there is amazing work going on throughout UAA, and so much more that we could do if we had the funds to do it.
Statewide Governance Staff Alliance We discussed proposed changes to the employee tuition waiver benefit. I expressed concern that these proposed changes appeared to be going forward without any opportunity for staff governance groups to comment. I’ve invited Vice President Beth Behner from Statewide HR to our meeting to discuss the proposed changes and give the council an opportunity to provide feedback. UAA’s Staff Make Students Count award committee made recommendations to President Gamble based on about a dozen nominations. The award winners will be announced at an upcoming Board of Regents meeting, most likely in June. Health Care Committees The Staff Health Care Committee discussed the decision timeline for changes to the health care plan. Based on this aggressive timeline, which was modified to allow more opportunity for employee input, we have decided to meet twice monthly from October through December, returning to monthly for the remainder of the year.
Dependent Audit The dependent audit had a 96% response rate by employees with dependents on the health care plan. About 120 employees had not yet responded, and about 160 had incomplete audits. ConSova will send a list of non-responders to SW HR and the unions so we can reach out directly to them. A case-by-case review of incompletes and non-responders will be undertaken before any dependents are dropped from the plan later this fiscal year. Open Enrollment Open Enrollment runs from April 15th through May 16th. HR would like every employee to participate in Open Enrollment this year, even if you usually don’t because you leave your plan details the same.
Tobacco Surcharge The JHCC tobacco surcharge subcommittee brought forward a recommendation in our April meeting. Since the first half of their recommendation was basically “Don’t do this,” it was met with lively debate. This is an ongoing issue, but UA leadership appears strongly committed to implementing this surcharge in FY13. The subcommittee will continue to refine their recommendations.
System Governance Council Wendy Redman gave an update on the legislative session. This meeting took place at the start of the special session, so we discussed the items on the session’s agenda, including the university’s capital and operating budget requests. A tuition notice was distributed, announcing that the AY14 tuition rate would not be set until September 2012 to allow the rate to be more closely tied to actual budget data. Students expressed concerns that this would make it more difficult for students and their families to plan ahead for educational expenses.
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Health Care Update, submitted by Mike Humphrey (UA Director of Benefits)
• Open Enrollment is in process, but it is too early to do any data entry in Banner so we don’t know participation numbers yet
• Dependent Audit is still progressing. Letters have been mailed to employees letting
them know to submit missing or incomplete documents to ConSova by May 19th (postmark deadline). In addition to the letters from ConSova, the unions and HR offices have sent letters to employees reminding them to turn in the incomplete or missing paperwork. After May 19th, ConSova will provide a list of employees to SWHR with incomplete and missing paperwork. SWHR will review that list to make sure it is accurate.
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BYLAWS OF THE
CONSTITUTION OF THE
CLASSIFIED COUNCIL UNIVERSITY OF ALASKA ANCHORAGE
ARTICLE I: MEMBERSHIP
Section 1. The Council is composed of representatives of all campuses, which comprise the University of Alaska Anchorage. The classified employees from all campuses are hereinafter referred to as the general membership.
Section 2. The general membership shall be represented on the Council on the basis
of twenty-four (24) open seats.
2.1 Twenty (20) seats from Anchorage and one seat each from Kenai, Kodiak, Mat-Su and Prince William Sound.
2.2 All Council members shall hold office for two years with one half
of members elected each year. 2.3 Any member may be recalled by the Council
a. for nonattendance b. for gross misrepresentation After discussion, a 2/3 majority of the votes cast by present members of the Council shall cause the recall of that member.
2.4 A vacant seat on the Council shall be appointed by the Council
president from names recommended by council members. The Council shall approve any new appointment by majority vote.
ARTICLE II: QUORUM Section 1. A Quorum for the monthly Council meeting shall be at least fifty percent
(50%) of the Council members. General business shall be approved by a simple majority vote of the Council members present.
ARTICLE III: OFFICERS
Section 1. President shall:
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1.1 Preside at meetings. 1.2 Appoint ad hoc committees and their officers as needed. 1.3 Act as spokesperson for Council and shall have powers and
authority as delegated by same. 1.4 Be the UAA classified representative to the Staff Alliance.
Section 2. Vice President shall:
2.1 Preside and perform the duties of the president in his/her absence. 2.2 Be responsible for organization of the annual meeting, if held. 2.3 Notify members of all meetings. 2.4 Shall contact absent members who have missed two consecutive
meetings to verify their status on the Council.
Section 3. Secretary shall:
3.1 Maintain and disseminate minutes of the meetings. 3.2 Maintain the correspondence and records for the organization.
ARTICLE IV: MEETINGS
Section 1. Meetings of the Council shall be held monthly on the first Thursday of each month during February through May and September through December.
Section 2. The Council shall hold at least one joint meeting with the APT Council in
each Fall and Spring semester. A joint retreat of the two councils may serve as the joint meeting for that semester.
Section 23. Meetings of the general membership may be held annually. Section 34. All meetings are open to the general membership.
ARTICLE V: UNIVERSITY ASSEMBLY REPRESENTATION
Formatted: Font: Bold
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Section 1. The President shall act as spokesperson for the Council and act as one of five classified representatives to the University Assembly. The remaining four representatives to the University Assembly shall be elected by and from the Council with at least one representative from one of the extended campuses. An additional representative will be elected to serve as alternate.
Section 2. Responsibilities of the alternate shall be to assume the duties of an absent
representative.
ARTICLE VI: ELECTIONS
Section 1. Elections will be held each year in April and Council members will be seated in May.
1.1 The Officers in conjunction with the Governance Office shall:
a. Call for nominations b. Distribute and tally ballots c. Announce election results to the Council d. Notify successful candidates.
Section 2. Elections of officers shall take place in May of each year and officers shall take office following the election.
ARTICLE VII: COMMITTEES
Section 1. Committees and their membership shall be appointed after a simple majority vote of the Council membership.
Section 2. Committee chairpersons shall be elected by and from the Council.
Committee members may be drawn from general membership. Section 3. All committees shall report to the Council through the President. Section 4. Each member of the Council shall serve on at least one committee in each
academic year. Qualifying committees shall include committees of the Council (e.g. ad hoc events committee) or committees external to the Council (e.g. Diversity Action Council) on which the member serves as a representative of the Council. New members may be exempted in their first year of membership.
ARTICLE VIII: PROCEDURES FOR AMENDMENTS
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Section 1. Bylaws may be amended by a two-thirds vote of the Council members. The proposed amendment shall be subject to a final vote no sooner than (30) calendar days after the first reading.
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Staff Appreciation Committee Year-End Report Recommendations: a peer-to-peer note system is the broadest and most economical option Next steps: Design the system, get an estimate for printing, find funding, and proceed with printing. Additional Details from Committee Correspondence:
1. Most commercially available notes have a blank to write in a personal note and specific traits that can be easily circled. Having pre-written recognition traits may make the system easier to use. What traits would we emphasize? What themes might we use?
2. Approach Advancement for design help? Approach GSS for printing so that this can be done in-house? Are there other resources on campuses outside of Anchorage?
3. Need to identify someone to work with to help design and communicate with them throughout the process. Identify potential drafts to vote on.
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Classified Council 2011-2012
Membership List & Meeting Schedule
Classified Council Listserv: [email protected] Website: http://www.uaa.alaska.edu/governance/classified/
Updated on 05/04/11
Name Location Phone Fax E-mail Term
President 11-12
Craig Mead Office of the Registrar 786-1545 786-4888 [email protected] 10-12
Summary of Classified Council Officer Responsibilities
The Classified Council officers serve as the main point of contact and outreach between the council and all other units of the university. It is important that the officers have a broad view of the interests & concerns of staff and the issues facing UAA and the University system as a whole.
Please note that many of the President’s responsibilities also apply to other officers. For brevity, these responsibilities are only detailed the first time they are mentioned.
President • Preside at meetings and develop meeting agendas with the Governance Office • Appoint ad hoc committees and their officers as needed • Act as a spokesperson for Council
The Classified Council President position not only serves as the organizer of Classified Council, but represents UAA staff to various groups within UAA and within the UA system. The President is asked to weigh in on time-sensitive issues facing administrators and other matters requiring input with confidentiality. The Classified Council President is often the voice and face of Classified Council to the Chancellor, University President and Board of Regents. The President is responsible for facilitating meetings, remaining impartial during Council discussions, and ensuring that all members have the opportunity to be heard.
• Represent the UAA Classified Council on the University Assembly In addition to the University Assembly Representatives duties detailed later. The President of Classified Council gives a brief report to the assembly outlining previous meetings or larger discussions taking place within Classified Council. Classified Council is required to report any actions (motions, referendums, memos, etc.) approved or taken by Classified Council to the University Assembly, which is usually handled by the Classified Council President.
• Represent the UAA Classified Council on the UA Staff Alliance
UA Staff Alliance is made up of staff leaders from each MAU. They propose legislation concerning staff, which is send directly to the UA President for review and approval/rejection. Staff Alliance serves as a key group for staff views which the Board of Regents, UA President, and other Statewide administrators can turn to for consultation and insight.
• Represent the UAA Classified Council on the Planning and Budget Advisory Council (PBAC)
PBAC hears budget proposals regarding all units within UAA. They make difficult recommendations to ensure mission critical projects and objectives remain funded and supported. They also work on developing the criteria that will be used when the university is faced with budget reductions requiring cuts. This effort is being made now while UAA has time for robust discussion and consideration.
• Serve as a member of Governance Leaders
Governance Leaders act as an advisory group for the UAA chancellor and cabinet on issues affecting the entire UAA community. They are often called upon to discretely hear and consult early in discussions on a myriad of events and policy decisions. This group sets the agendas for Assembly
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meetings, and ensures that topics that affect multiple groups are scheduled on their constituent bodies’ agendas.
• Meet monthly with the Vice Chancellor for Administrative Services to discuss classified staff issues
Classified Council & APT officers meet with the Vice Chancellor once a month to pass along recent actions taken by the governance group(s) and keep the Chancellor’s Cabinet informed regarding staff concerns. Common topics include compensation, health care, and food services. Along with these internal topics, there are also regular updates on the current budget discussions within the UA system and Juneau.
• Collaborate with other officers in making recommendations involving Council business • Report periodically to Classified employees about the Council’s work and issues of interest to staff Vice President • Preside and perform the duties of the president in his/her absence • Be responsible for the organization of the annual meeting, if held (Currently handled by Ad Hoc Committee) • Notify members of all meetings (currently handled through the Governance Office) • Contact absent members who have missed two consecutive meetings to verify their status on the Council • Meet monthly with the Vice Chancellor for Administrative Services to discuss classified staff issues • Collaborate with other officers in making recommendations involving Council business Secretary • Maintain and disseminate minutes of the meetings (currently handled through the Governance Office) • Maintain the correspondence and records for the organization (currently handled through the Governance Office) • Assist in elections for the Council during meetings, for the purposes of electing officers and representatives on other campus committees • Meet monthly with the Vice Chancellor for Administrative Services to discuss classified staff issues • Collaborate with other officers in making recommendations involving Council business
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Summary of Classified Council Committee Representative Responsibilities
University Assembly (5 members, one of which is a community campus representative and one of which is the Classified Council President; alternates attend the meetings in the place of representatives who are unable to attend) • The University Assembly is a governance group consisting of representatives from UAA staff, faculty, and student governance groups. The Assembly discusses issues that are relevant to two or more constituent bodies, including legislative advocacy, facilities updates, and planning campus-wide events like the UAA Day of Service. The Assembly also hears reports from members of the Chancellor’s Cabinet each month. • University Assembly meets on the second Thursday of each month from 1:00-3:30. If unable to attend a meeting, it is the member’s responsibility to identify an alternate to attend in his/her place. Liaisons to APT Council (2-4 liaisons, who will rotate the responsibilities of serving as liaison to the APT Council as they see fit) • These new liaison positions have been established to improve communication and collaboration between Classified Council and APT Council. Liaisons will attend meetings of the APT Council to report on the Classified Council activities and bring back reports to the Council members on the activities of the APT Council. • At least one liaison will attend each APT Council meeting. The liaisons will determine who attends each meeting among themselves, to reduce the time commitment for each individual. • APT Council meets from 10:30-12:00 on the first Thursday of each month. If a liaison is unable to attend a meeting they have signed up for, it is that person’s responsibility to identify another liaison to attend in his/her place. Diversity Action Council (Classified Council nominees are submitted to the Chancellor’s Office to select a member and alternate for this council) • Advise and recommend courses of action that address campus-wide diversity issues and that create an inclusive and respectful campus environment • Promote activities and programs throughout campus related to diversity • Provide funding for the annual Student Diversity Award and other special projects related to diversity • If unable to attend a meeting, it is the member’s responsibility to identify an alternate to attend in his/her place. Campus Safety Committee (only alternate needs to be elected; primary representative in middle of a two-year term) • Advisory body to Chancellor and University Police Department regarding issues pertaining to institutional and personal safety • Periodic reports to the campuses on safety awareness, and recommendations for improving campus safety • Organizes yearly campus safety walks to evaluate the safety of campus • If unable to attend a meeting, it is the member’s responsibility to identify an alternate to attend in his/her place.
TO: Board of Regents, Coalition of Student Leaders, and System Governance Council
FROM: Patrick Gamble, President
RE: Scheduled Tuition Adjustment Notice AY2014
I have studied how we attempt to forecast tuition at UA and have found many aspects of the
process that appeal to me – the transparency, the collaboration, and the opportunity for public
input are qualities of the methodology that I believe serve to minimize the kind of divisiveness
that troubles other public universities in their tuition setting efforts. However, despite the
openness, it turns out that openness does not contribute much to an accurate tuition forecast in
times of economic and market volatility like we are experiencing now.
So for example, in setting the tuition rate for AY2014 today (in AY2012), we have no idea what
will drive the general funds that will be appropriated for either AY2013 or AY2014. Nor do we
know what the inflation rate may be for AY2013 or AY2014. Decisions made over the next two
years regarding Alaska’s economy could materially impact the answers to these questions. I also
see increased retention, increased enrollment and the need for serious cost containment as factors
that will impact the tuition calculation in both directions.
When markets and economics are in flux most money managers will shorten the forecasting
period for investments, so as to try and minimize the probability of error. As an example, short-
term treasuries or CDs often are preferable to long-term investments in volatile markets.
Likewise, I see a need to account for the same economic volatility by temporarily shortening our
forecasting period for tuition calculation.
Pursuant to Regents’ Policy 05.10.060(A) and (B), I recommend that decisions and any specific
recommendations on both the inflation adjustment and the recommended change in tuition for
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AY2014 be delayed until approximately fall 2012 so as to have the benefit of the most accurate
and relevant budget data.
This proposal is not without consequence – helping students and their families plan will be limited
to one year in advance instead of well over two. But the concern for securing the “right” numbers
is a sword that cuts both ways. Announcing rates some two and a half years in advance greatly
increases the chances that an expectation could be set that will be changed later, raising all the
attention and concerns for broken promises that accompany such announcements. On the other
hand, as many of you are aware, the UA Advisory Task Force on Tuition and Affordability
continues to meet regularly and discuss financial issues that impact students, including tuition
forecasts. Two issues in particular – consolidated tuition and differential graduate tuition – hold
significant promise for UA, creating opportunity for how we generate and manage future tuition
revenues. I have asked for both issues to be presented to the President’s Cabinet for
consideration later this spring.
The tuition rate for AY2014 will be announced once we have confirmation on our appropriation,
no later than September 2012.
Thank you.
PKG
cc: Chancellors
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RESOLUTION_________________________________________ (Title of Resolution) WHEREAS, The University of Alaska tuition waiver benefit is a significant and unique benefit offered to staff members and their family, enabling staff to continue their education and skills, to avail themselves of the UA mission, “The University of Alaska inspires learning, and advances and disseminates knowledge through teaching, research, and public service…” WHEREAS, When taken together with the smaller increase to wages and the reduction of health benefits compared to earlier years, WHEREAS, The tuition waiver comes at minimal financial cost to the university system, WHEREAS, Changes to the tuition waiver benefit policy affect all eligible employees, not just those that are organized and able to bargain collectively, NOW, THEREFORE, BE IT RESOLVED that Any changes to the staff tuition waiver benefit must include a meaningful and engaged discussion with the staff governance groups, and must include a summary of the financial impact of tuition waivers on the university budget and what impact any changes would have. BE IT FURTHER RESOLVED that In the event changes are made to the staff tuition waiver benefit following a participative process involving staff governance groups, information should be tracked to determine the effects of the change on recruitment and retention efforts, and if any reduction in usage by staff members occurs. The foregoing resolution offered by Classified Council Member _________________________. Second offered by Classified Council Member _____________________________________. Upon roll call vote the following voted "aye":_________________________________ (list names of members voting "aye") "nay":__________________________________ (list names of members voting "nay")
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April 8, 2011 (RECEIVED APRIL 12, 2011-pmi) TO: Pat Ivey FROM: Myron Dosch SUBJECT: Travel Regulation Changes This memo is provided to inform University of Alaska governance groups of planned changes to the travel regulations, and to seek feedback as appropriate. I would like final decisions regarding travel regulation changes to be complete by May 20, so that there is sufficient time to communicate changes to staff and faculty prior to the effective change date of July 1. Notwithstanding relatively minor edits and clarifications in the travel regulations, the following three items are the most significant proposed changes:
1. Change Meals and Incidental Expense (M&IE) per diem to ¾ of the full day amount for the day of departure and day of arrival. This is a change from the ¼ day method. The reason for the change is to simplify the administrative process and reduce the detailed recordkeeping and analysis required under the current method. This is the method the federal government uses.
2. Increase the in-state (Alaska) Meals and Incidental Expense per diem to $52 per day to keep pace with general inflation. Currently, the rate is $44 per day. The rate needs to be divisible by four so that it can be applied in quarter-day increments.
3. Meals and Incidental Expense per diem will only be paid when travel includes an overnight stay. The university’s current position of providing same day per diem is out compliance with federal tax law. This change would bring the university in compliance and eliminate audit and penalty risk for this item.
The above recommendations are currently being discussed by university executive management and may change. If you need any additional information, please contact me.
