Minutes - February 17, 2005

These minutes were approved at the UT Staff Council meeting on March 10, 2005

Members present: Mack Andrews, Alison Louise Brown, Philemon Brown, Tara Carlisle, Johnnie Conley, Marlis Dagg, Laura Davis, Neil Fahlund, Phil Gavenda, Royce Gehrels, Claudia Gerardo, Marco Gonzalez, Philip Guerrero, Christy Habecker, Phillip Hebert, Bert Herigstad, Margaret Hill, Tom Horn, Marcus Horton, George David Hughes, Amy Jones, Elizabeth Korves, Liz Landeros, Sonja Lane, Noah Lowenstein, Debra Madden, Suzanne McIntyre, PG Moreno, John Nelson, Billie Pierce, Leslie Saucedo, Didi Smith, Sheril Smith, Barbara Thompson, Jennifer Trost, Alayna Wadleigh, Erin Waneck, Sara Jackson Watson, Shane Williams, Glen Worley, Gabby Yearwood

Members absent with notification: Yolanda Aldaco, Vickie Amidon, Julie Cunniff, Charlotte Harris, Dreya Johannsen, Lynn Lecropane, Chuck Pearson, Kathy Romberg, Craig Schroer, Sandra Sleeper, Jerry Spillar, JR Watson, Teresa Williams

Members absent: Oscar Carmona, Melba Catchings, Augustin Collazo, Patrice Fox, Linda Frost, Rick Garza, Freida Golden, John Hibbitts, Gayle Hight, Greg Howard, Kim Johnson, Donna O'Kelly, Albert Puga, Jorge Puig, Jo Ann Richmond, Annamaria Sergi, Frank Simon, Olen Smith, Cynthia Wilson

Quorum: 75 filled UTSC representative places divided by 2 = 38 (for quorum)

Call to Order

Chair Glen Worley called to order the regular meeting of the UT Staff Council at 2:05 p.m. on Thursday, February 17, 2005 in Main 212. 41 UTSC representatives were present.

Announcements:

Welcome guests:

Jeff Graves, Susan Bradshaw from the Vice President's office for Institutional Relations and Legal Affairs

Welcome new member:

The new representative for district 581, Bureau of Economic Geology, is Claudia Gerardo who has taken over for Pat Alfano.

The next regular meeting of the UTSC is March 10, Main 212, from 2:00 to 3:30 p.m. This is a week earlier than usual because of Spring Break. We will have two guest speakers in March. Dr. Bob Harkins of Parking and Transportation will answer your questions on parking issues. If possible, submit your questions in advance by sending them to Marcus Horton mhorton@mail.utexas.edu. Dr. Sandy Briley will have some information on childcare options and the new childcare center. This is important information for any staff that may wish to use the UT childcare services because there are deadlines involved in applying for these services. Gwen Grigsby’s appearance has been rescheduled for the April 21 meeting.

Remarks by Jeff Graves - Susan Bradshaw on employees and legislature.

Jeff began his address of Staff Council by stating that information concerning what employees can and cannot do regarding participating in legislative issues, may be found in "Regents Rules." Starting with general rules, Jeff stated that personal use of computers, phones, and other state resources is forbidden, except for incidental use. Incidental use might include taking your lunch break at your desk and accessing the Internet for news information, or calling your doctor’s office while on your break. The common sense approach would be to ask if your behavior is interfering with your work, or burdening the computer system. However, Jeff said that the opinion of UT Legal Affairs is that Texas law prohibits the use of university equipment (computers, phones, etc.) for political purposes, and this would not be considered incidental use, even on your own time. In other words, state law prohibits the use of your work computer to email your legislator, or other similar activities.

While free speech is an important right as a private citizen, it would be important to make clear, when speaking to someone that you represent your ideas as your own individual ideas and that you are not representing the opinions of the University. Persons in high profile offices such as the President of the University would however be forbidden from making public political endorsements.

When general staff want to visit their state representative, they must use personal leave time to do so. The leave would be approved by their supervisor, and could not interfere with their work responsibilities, or the use equipment or supplies of the institution.

The chair had asked Jeff to cover personal IF accounts, that use the University as their email account. Jeff responded by saying that using your email account for political purposes was acceptable, however, using your work computer was not. He suggested employees use computers at the library on their lunch breaks.

When sending email, Jeff stated that you may not use your signature block on your private email because it would imply that the employee was representing the University.

It is acceptable that a University employee state they are a University employee as long as they qualify their remarks as speaking as a private citizen.

Jeff opened the floor to questions.

Tom Horn asked if a University employee had to identify themselves as a University employee, and the answer was no.

Chair's report:

Speakers for March 10 meeting:

• Sandy Briley from the University Child Care Center will talk about the new child care facility and child care options for staff
• Bob Harkins from Parking and Transportation will update us on parking and transportation issues and also take questions. It would help to send questions in advance to Marcus Horton in order that Dr. Harkins can get any information necessary to answer your questions.

Speaker for April 21 meeting:

• Gwen Grigsby will update us on legislative issues affecting the University and higher education

University Leadership Council

Report on Project Information Quest (Project IQ) - This is the project was reported on last year that uses an Oracle database to provide reports for various departments. The purpose of Project IQ is to provide a uniform process across to generate reports rather than have each department develop their own reporting scheme. Phase 1 of Project IQ was geared toward financial and human resources reports. This has been successful with people now able to generate financial reports in one day that had previously required weeks of work. 450 people have now been trained to use the system.

Phase 2 is now being implemented. This will deal with Performance Based Instructional System reports and data such as enrollment, faculty demographics, teaching requirements, etc. For example, Project IQ will allow the Business School to quickly see how many non-business majors are enrolled in a particular class.

Budget and Legislative Outlook (as of February 7, 2005)

President Faulkner is cautiously optimistic that the Legislature will not cut the allocation to UT. Assuming this is so, then he says that he is hopeful that a 3% raise program can be offered. President Faulkner also said that there are some legislators that want to change the Top 10% rule, but it is too early in the session to know what, if any, changes would be made.

Support of threatened individuals

If anyone is threatened, then they should call UT Police. UT Police also coordinates with Austin Police, and HRS has a Threat Assessment Team that will determine what action should be taken, depending on the situation.

Sandra Sleeper, Chair of the UTSC Compensation and Classification Committee reports HRS has added a new item on the electronic time sheet.

"I certify to the accuracy of the hours worked and authorized time off as recorded above. I understand that intentional or willful falsification of time records is a serious violation of University policy that will result in disciplinary action, including the possibility of immediate discharge."

Responses from Associate Vice President for Human Resources Kyle Cavanaugh concerning

• Issue 2003-3 Non-Exempt/Exempt Time Reporting and Pay for UT Austin Staff (also referred to as Non-exempt vs. Exempt Fair Labor Standards Act (FLSA) status
• Issue 2003-19 Limited expansion of Sick Leave Pool
• Issue 2004-11 Optional Retirement Program availability for classified staff - Vice President Cavanaugh will pass along our recommendation for legislative action to make this possible to UT System with his endorsement. (Please access Kyle's responses located on the Staff Council WEB link.

Discussion concerning Kyle's responses to the specific question of the Sick Leave Pool began, with Bert asking why the change to the definition of catastrophic illness, which seems to be more restrictive. Shane explained that the state only gives guidelines as to what constitutes a catastrophic illness, and it is up to the institution to define.

Many felt that sick leave time should automatically to into the sick leave pool when an employee retires.

The Chair reminded the council that these issues may be addressed at a future date.

Vice Chair's report:

No Report

Recorder/Secretary:

The minutes of the January 20, 2005 meeting were approved.

Committee Reports:

Standing Committees:

Nominations and Elections Committee - Noah Lowenstein, Chair

Reporting on upcoming Staff Council elections, Noah advised everyone to consult the "Who's my Rep" link through the Staff Council website on the FAQ page, and to remember this application when questions arise from staff about what district they are in and if they will be involved in an election this year. He encouraged all representatives to actively encourage their constituents to participate and get involved. Noah gave some statistics on last year's election. 36 representatives were up for election, with 29 positions being filled with non-contested election (only one person running). 6 positions had two or more nominees, and 1 district had no nominee.

The question was asked whether outgoing representatives will receive a certificate for service to Staff Council, and the answer was that the tradition was started last year and is expected to continue.

2005 UT Staff Council Election Schedule

Issues Committee - Didi Smith, Chair

2004-25 TRS Board of Director's candidate pre-qualification

Submitted by Mac Andrews

Objective: Amend the TRS re-qualification procedure for candidates for the position of Higher Education Representative on the TRS Board of Trustees.

Reason: The pre-qualification procedure currently used by TRS requires a prospective candidate to submit a petition bearing the signature, name and complete Social Security Number of 500 TRS active members who are employed in an institution of higher learning. This requirement conflicts with 2 UT policies, 1) circulating a petition is prohibited by the Regent's Rules and 2) the UT policy on the SSN limits the ability of UT staff to collect the required SSNs.

Expected: Investigation and report

Result: Accepted and referred to Retirement Committee.

2004-26 Change to Section C, "Qualified Purposes", in HOP Policy #7.F.3 Emergency Leave

Submitted by Frank Simon, #231

Objective: Add language to UT-Austin HOP Policy #7.F.3 Emergency Leave to match language in UT System Policy and Procedures Memo 8.120 Emergency Leave regarding emergency leave granted for purposes other than a death in the employee's family or the funeral of a co-worker. The specific language to be added to Section C of the UT-Austin policy is: "Employees may be granted emergency leave for other reasons determined to be for good cause, with the approval of the chief administrative officer or his or her designee."

Reason: UT System Policy allows employees to receive Emergency Leave for "...other reasons determined to be for good cause..." (UT Sys PPM8.120, Sec 2, Policy). It is reasonable that UT-Austin Policy should be similar, and System policy is more flexible.

Language similar to that in UT Sys PPM8.120, Sec3.2 Procedures (Other Emergency Leave) would have to be added to UT-Austin HOP Policy #7.F.3 to establish a procedure for the award of "Other Emergency Leave."

Discussion resulted in the question of what type of circumstance might be a legitimate need for emergency leave, and the example given was in the case of a house fire, or flood, but that it would be at the discretion of the department.

Expected: Policy Change

Result: Accepted and referred to Miscellaneous Benefits Committee

2004-27 "A" Parking Designation requested

Submitted by Mack Andrews, #511

Objective: Regarding parking lot adjacent to Simkins Dorm and Parking Garage 1 - return lot to "A" designation.

Reason: This parking lot was closed during the recent construction at Harris Substation. Before it was closed the lot contained many "A" parking spaces. After the construction project at Harris Substation was completed and the parking lot was re-opened, the "A" spaces were converted to overload "F" spaces. Over the last year many "A" spaces have been lost campus wide. Since there appears to be little demand for the overload "F" parking at this location it is proposed that the lot be designated "A" again.

Result: Accepted and referred to Parking & Transportation Committee

Unfinished Business:

Vice Chair, Phil Gavenda gave an update on the issue of the availability of a list of Staff Organizations. The Dean of Student’s office currently has a list posted on their WEB page under keyword DS.org. All campus organizations are listed however, and staff organizations are not listed together, or separated out.

New Business:

General discussion concerning legal issues ensued. The question was raised by Gabby Yearwood whether is was acceptable to email our constituents concerning policy issues, and the consensus was yes, that is acceptable use of office resources.

Adjournment:

The meeting was adjourned at 3:30 PM.

The next regular meeting of the UTSC is March 10, 2005; 2:00-3:30 p.m., Main 212.