Minutes

President’s Cabinet

Wednesday, June 23, 2004

8:30 a.m. – President's Office

Jerilyn McIntyre, Dave Soltz, Charlotte Tullos, Libby Street, Paul Baker, Kevin Kimball for Rich Corona

I. Action Items

1. Approval of Cabinet minutes from 5/26/04.

Motion to approve as presented by Dr. Tullos. Seconded by Dr. Baker. No further discussion. Motion carried.

II. Discussion Items

1. At 8:30: Satisfactory Progress Policy for Financial Aid - Agnes Canedo.

Some changes have been made to the satisfactory progress policy since January. With the PeopleSoft implementation the policy had to be modified to fit the program. The existing policy would have required special programming that was very expensive. In addition, some new Federal requirements had to be incorporated. The state requires that every quarter students must complete 50% of the credits they attempt to maintain their financial aid. Ms. Canedo summarized the new policy.

Dr. Tullos moved to accept the policy as presented. Dr. Soltz seconded. Motion carried.

2. Update on presidential and diversity education center speakers.

David Abshire is scheduled to speak on 10/19 not 10/26. Dr. Street is also working on another headline speaker for fall 2005.

3. Planning for Seattle Symphony 10/13, inaugural concert series, and Music Building grand opening, spring 2005.

This project needs clarification. There was much discussion. The president asked for a committee report to Cabinet soon.

4. Crosswalk in front of Barge Hall

The City of Ellensburg is removing the crosswalk in front of Barge Hall on University Way. The Cabinet discussed the need for signage and upgrading the speed at which the lights change for the crosswalk at the Conference Center.

5. Budgets

The group discussed the vice president's budget requests. The president will have the response letters ready by June 30. Some flexibility will be built in. HECB High Demand awards may be made by then, and will be factored in with the budget allocations.

III. Presentation:

1. At 10:30: Ona Youmans et al, HR2005.

Kris Brophy, HR Client Services Manager, Client and Employee Relations Services Division, of the Washington State Department of Personnel, gave today's presentation -- an overview of the HR 2005 process.

Mr. Brophy has been an HR consultant with state since 1985. The goal of his new division is to provide information to institutions on the civil service reform and implementation. Mr. Brophy will be CWU's main contact person with the state on this issue. The Washington Works website is now up and available and is also a good resource for anyone with questions.

The Personnel Service Reform Act of 2002 has three key components: civil service reform, competitive contracting, and collective bargaining. All components must be implemented by July 2005. The new human resource management system (HRMS) will support the changes.

Washington Works is a consolidated effort between three agencies: Department of Personnel, Office of Financial Management and the General Accounting Office. Civil service reform replaces a 44-year old civil service system. It applies fully to those not in bargaining units. Collective bargaining agreements may override parts for represented employees, based on parts that are superceded by negotiated conditions.

The Reform Act called for streamlining the classification structure, e.g., a substantial reduction in the number of job classifications, a more responsive system, facilitating effective use of state personnel resources, enhancement of career mobility and advancement. It brings together general government and higher education human resources systems into one system, consolidates classes and salary ranges, focuses on key skills and specific responsibilities, and provides flexibility to adapt to changing technology and economic market demands.

The new job classifications will be implemented in a three-stage process, beginning in early 2005. Phase 1 involves the initial consolidation of classes into broader groups. Three groups have gone through consolidation: clerical, fiscal, and information technology. This first consolidation phase will cause no salary changes. Phase 2, in 2005-07, is an additional consolidation of low-impact classes into occupational categories, and the changes in salary statewide are estimated at $5M. Phase 3, in 2007-09, consolidates the remaining categories. This is the most expensive stage. Some estimates of funding needed for subsequent salaries are as high as $100M. It remains to be seen at what level the state will fund the process.

Along with the new system, more opportunity will be provided to management to offer competitive salaries. Salary adjustments within ranges to address recruitment and retention issues, assignment pay for special skills (new to higher education), and regular progression increases may be adjusted based on nature of work or training. Progression increases may be accelerated or deferred based on performance (rather than at 2-year intervals) and performance recognition pay may be granted on a lump sum basis for outstanding accomplishments (e.g., year-end bonus). All employees will transition at current salary and continue to receive step increases to the top of the salary range, with decentralized administration of options for pay.

Each institution and agency is now required to have a performance management system in place. Employers develop policies with the Department of Personnel providing guidance, training, and tools, linking strategic plans to performance objectives and expectations. The Performance and Development Plan (PDP) will replace old performance evaluation forms. Supervisors will be trained on this system within six months of hire. A performance management confirmation process will be put in place to document special performance increases or layoff processes. There will also be changes to reduction in force (RIF) that is in addition to seniority; performance and competencies may be factored in.

The rule development process is almost finished and is being rolled out by subject area over the first six months of 2004. Rules are being written in a Q&A format for ease of understanding.

Development of the HRMS system for the state is a very large program and big project. Eventually the state wants to create a portal for exchange of data between the agencies and the state system.

In regard to collective bargaining, mandatory subjects are wages, hours, other terms/conditions of employment, insurance benefit dollars for employees. Permissive subjects for management are exams, number of names for vacancies, appointments, and classification.

Dr. McIntyre asked what the process and timeline was for developing the performance management system. Mr. Brophy will be meeting with the HR staff this afternoon about this. The president asked Ms. Youmans to report back on this discussion and inform the Cabinet fully as to the process and deadlines.

IV. Executive Reports

Dr. Dave Soltz - Provost/SVPAA

The provosts all met recently and most institutions' yield on student admissions is up. At the ICAO meeting of provosts and community college counterparts it appeared that cooperation between the institutions is increasing. The Joint Access Oversight Group is working on looking at all of the transfer and articulation issues.

The HECB higher education master plan meeting is coming up soon. Dr. Soltz is attending.

Media Relations has developed an advertising plan for recruitment of upper division students at the university centers. The plan and a variety of options were discussed.

The City of Burien demographic and economic needs study was reviewed at a recent meeting with a number of community college presidents and city officials. Burien is looking for solutions to regional educational issues. Among the areas of interest are the need for ESL to respond to the influx of immigrants, and, in response, Roger Fouts is exploring a GEAR UP grant and a partnership with community and community colleges.

The Murdock Grant proposal budget has been finalized and we are almost ready to submit the final draft.

Summer enrollment is basically flat, i.e., down in Ellensburg and up at the centers. Enrollment may have been hurt by the lack of availability of financial aid for summer.

Dr. Charlotte Tullos - VPSAEM

Freshmen enrollment is unexpectedly high, with 100 more freshmen this fall than expected. Additional sections of selected classes are being added. Unfortunately, some very good students have, by necessity, been turned away. There are 1468 confirmed freshmen.

A Seattle University graduate school class is visiting CWU today as part of a student affairs best practices class.

Dr. Tullos attended the Western Senior Student Affairs meeting last week. New FERPA laws are having a nation-wide impact.

Dr. Paul Baker - VPUR

The SUB/Rec groundbreaking committee met 6/3 and the groundbreaking is scheduled for October 7, at 11:30 a.m.

The Battle in Seattle is coming together. Wells Fargo will be a major contributor.

Two hundred fifteen golfers have signed up for the Athletics Golf Tournament and 17 of 18 holes have been sponsored.

The search for college-based development officers is coming together and the committee is receiving applications on senior director position.

Mr. Kevin Kimball - for VPBFA

The university has acquired the property that is currently a trailer court to the east of campus. It appears that the warehouse for food services will be able to be leased and arrangements have been made to move in within a few months. Also, there is a delay for the installation of the new power poles for the SUB/Rec due to a problem that the supplier is having getting the poles. The sharp rise in steel prices is causing difficulties in many industries. Student reaction to North Village Cafe (remodeled Depot Deli) has been very good.

Dr. Libby Street - Executive Assistant

Hispanic Leadership meeting minutes are being worked up. A press release on the Athletics Blue Ribbon commissions is needed. Dr. Baker will work on that.

V. Information Items

1. Planning for 7/14 Cabinet retreat.

Beginning at 8:00 at the Cascade Mountain Inn in Cle Elum, 906 E. First Street. Chris Kelsey from Suncadia will be presenting and discussing potential partnerships. Dr. Baker has arranged for refreshments.

Dr. Street and several others met with Jim Armstrong regarding the Suncadia pre-meeting and would like to arrange a time for their full leadership group to meet here on campus sometime this fall.

VI. Old Business

1. Copying policy for campus.

______________________________________

Minutes approved.

Jerilyn S. McIntyre, President

/bh