Minutes

President’s Advisory Council

Present: Dr. Dave Soltz, Mr. Rich Corona, Dr. Paul Baker, Dr. Charlotte Tullos, and Dr. Libby Street

Guests: Ona Youmans and Pam Zupan

  1. Pam Zupan - Rules and Performance Management

Ms. Zupan distributed handouts of the Sample Rule Format, which will go into effect July 2005. These new rules have taken most of the responsibility of developing policies and procedures out of the hands of the Department of Personnel and put it into the hands of the universities. There are about 606 civil service employees, approximately 350 of which are represented by the union. There will be extensive training involved in getting managers and supervisors ready for these changes. Human Resources goal is to have the new policies and procedures established by April. This will give them April, May and June to train employees, managers and supervisors. There was a discussion about which of these policies need to go to the Board of Trustees and the timeline for getting this accomplished. This will be brought to the Board of Trustees first fall meeting as an information item to see how this will be handled.

Human Resources will begin reviewing job descriptions in July 2005, which will be phased in over time until 2009.

Ms. Zupan distributed the Performance Development Plan (PDP), which is a requirement for all civil service classified employees, including those covered by the bargaining unit. All new supervisors and managers are required to have training on this plan within six months of their hire. Human Resources has contracted Mr. Steve Sussman, the expert at the Department of Personnel, to train new managers, supervisors and department heads who have two or more classified employees working under them. He will be here October 19-20, November 2-3, and November 16-17. There are 189 people who will require this training, at a cost of $74.00 per person, which will total somewhere between $12,000-$15,000. Human Resources will train the other 600 employees.

  2. Pam Zupan - CWU search procedures and state hiring requirements.

Ms. Zupan distributed the exempt hiring checklist and copies of Forms 1-5. A lengthy discussion ensued regarding different requirements and timelines in our hiring process. Dr. Street asked Ms. Magdlin to contact Mr. Mark Lundgren and request statistics on the number of exempt employees at Central Washington University as compared to other universities. The rules have changed for exempt employees regarding the Fair Labor Standards.

As of August 23, 2004 Human Resources is now required to check every position as to its status with Fair Labor Standards. This will affect many exempt positions in terms of overtime. Human Resources has some suggestions for streamlining the search process, including having position descriptions updated annually, preplanning for positions that have not been funded and for positions that will become vacant in the near future, i.e., retirees.

Other suggestions included rethinking how search committees are trained, centralizing the announcement and advertising in one office, and shortening the posting period. In comparison to other schools in the state of Washington, CWU by far has the longest posting period. Most of the other schools have a 3-7 day posting period. The WAC states that civil service positions must be posted for three days unless the personnel officer at the institution wants to make a shorter recruitment.

CWU has contracted with Gray Stone Advertising Company to do all the work the search secretaries have had to do, i.e., obtain advertising quotes, place ads, and bill the university. The statistics available to HR up to this point show significant savings to the university.

One of Ms. Zupan's suggestions for streamlining the hiring process is to start the screening process immediately and continue until the position is filled. The search committee could also be developing questions and processing paperwork before the end of the 30-day screening period.

  1. Approval of Cabinet minutes from August 4, 2004 and August 11, 2004. Motion to approve as presented by Mr. Corona. Seconded by Dr.   Soltz. No further discussion. Motion carried.

III. Discussion Items

IV. Executive Reports

  Dr. David Soltz - Provost/VP for Academic Affairs

Dr. Soltz had a very productive collective bargaining meeting with Mr. Tom Hustoles. Mr. Tunstall recommended hiring someone experienced with faculty collective bargaining, someone who has been on a faculty collective bargaining negotiating team, preferably someone with experience with four-year institution collective bargaining, and ideally, someone familiar with the State of Washington. Ms. Teresa Kulik had some suggestions, which are being explored.

Dr. Soltz is also in the process of hiring a third Associate Vice President to handle contract negotiations and implementation, handling grievances and faculty development. Fall Faculty Day has been moved to Friday, September 17.

  Mr. Rich Corona - VP Business and Financial Affairs

Mr. Corona is looking into the university's liability insurance. There are some areas covered by the state, but not all, including Athletics. Flight Tech is another area and should have another 25 million in coverage, which will cost $75,000 a year. Mr. Corona is meeting with the Chamber of Commerce on Friday, September 28.

  Dr. Paul Baker - VP University Relations

Dr. Baker spoke with Richard Fulkars, the Director of Media Relations at US News and World Report, regarding our standing on the Best Graduate Schools in the West article. The print addition only goes up to #11 and to see more standings readers need to go to the online addition, where they are charged a $14.00 fee. The press release on our standing will be reissued with the following clarification: CWU has been designated one of the top public masters comprehensive in the West. Complete details are available on the online addition of this report.

Dr. Baker distributed invitations to the grand opening of the music building. Ms. Julie Cloninger has accepted the position of Senior Director of Senior Director of Development and will start on September 1. The Murdock Fund has come in for $225,000 for Science Honors. Dr. Baker talked to the President about getting our name out there nationally and one of the suggestions was to make sure our publicity reaches out beyond the State of Washington. Dr. Street felt one way is to make sure we have people placed on national organizations and in officer positions, which will give us visibility by having our people out there.

  Dr. Charlotte Tullos - VP for Student Affairs and Enrollment Management

Student Housing is 107% occupied. There are 1,382 freshman registered, which is below the 1,500 projection. Dr. Tullos will be looking at some news ways to recruit, which will be more cost effective. Dr. Tullos will be out of town until September 9. The SAEM Staff Retreat is on September 10.

  Dr. Libby Street - Executive Assistant

Dr. Street had four applications for the intern, three of which qualify. Ms. Magdlin will forward copies of the applications to all the cabinet members.

V. Information Items

VI. Old Business