Chancellor's Staff Advisory Committee Meeting Minutes February 18, 1999 Members present: Maggie Smith, Jan Scroggs, Steve Parrott, Mary O'Day, Melanie Rhodarmer, Nancy Williams, Mike Honeycutt, Marilyn Lonon, Roger Penley, Mary Chakales, Kathy Higdon, Harold Johnson, Elise Henshaw. Absent: Steve Honeycutt, Terry Bailey, Delacy Bradsher, Charles Shivers, Richard White, Linda Franklin. Others in attendance: Chancellor Patsy Reed; William Bruce, Faculty Senate Representative; Archer Gravely, Institutional Research Director; Kristie Sutterman, Human Resources Director. The meeting was called to order at 1:35 in Room 37, Highsmith Center, by the vice-chair, Nancy Williams. Minutes of the last meeting were approved. Archer Gravely attended the meeting to answer questions regarding the frequency of campus surveys conducted to determine the perceptions of administrative offices. Archer explained that the survey originally was done on a three-year basis but was changed to every five years. Faculty, staff, and the administration, plus 300 students, randomly chosen, rate the offices on their performance of function and their responsiveness. Comments also are requested. Results are submitted to the chancellor. The comments are kept confidential; only the chancellor, Archer, and his secretary see them. Numerical scores are published. Archer said a survey permits criticism that is more of a teamwork evaluation rather than a departmental confrontation. In response to CSAC's concern that the surveys are not conducted with greater frequency, Archer cited time and cost as major factors, as well as the already heavy load handled by the University Planning Council. He said he has been preparing a proposal to submit to the chancellor that would establish an Institutional Effectiveness Committee to administer a survey to evaluate employee morale and the climate of academic and administrative units. The committee's recommendations would be submitted to the UPC, the chancellor and vice chancellors. Archer said CSAC would be invited to have input into the design of the survey. The possibility of conducting such a survey every two years was discussed. Archer suggested doing the survey once and then making the decision on how often to conduct. Mike Honeycutt, reporting on a potential staff scholarship for students, said he had spoken with Alex Comfort of the Development Office, who suggested that our scholarship could go in the Founders' Fund. However, the suggested contribution to that fund is $500 and Mike's idea is to establish a scholarship to which a $5 donation from staff members would be suggested. Mary Chakales said we could have a "name (staff) scholarship" and house it in the general scholarship fund. Mike will have more details at the March meeting after talking with Carolyn McElrath. Nancy confirmed the dates and times for the Staff Forums: Wednesday, March 24, 1 to 3 p.m.; and Thursday, April 1, 10 a.m. to 12 Noon; both in Owen Conference Center. It was agreed that the presentations by the sub-committee chairmen should be brief, with most of the time devoted to allowing those in attendance to ask questions and voice concerns. Maggie Smith suggested that we change the wording of the Monday Morning announcement, which encourages staff to come and learn about what CSAC has accomplished. Maggie said the emphasis should be on what they want us to accomplish. Kristie Sutterman suggested that we have 3 x 5 index cards available for participants, who might be uncomfortable in speaking before the group, to write down questions or issues they would like to see addressed Marilyn Lonon, reporting on promotional opportunities, said she has learned from Delacy Bradsher that the university has a policy on promotions. Apparently this is not widely known or understood. All agreed that we should include information on this policy in the next newsletter. Marilyn will continue to look into promotional issues. Mary O'Day said that one issue that continues to affect staff morale is the perception that the rule that all offices must be covered from 8 to 5 is not being followed consistently and that the vice chancellors may need to look at their own areas. Chancellor Reed said the VCs need to know the specific offices that are not in compliance if they are to address the problem. Mary said staff members feel that the administration should be aware of the problem, rather than depending on other staff to report those who are not in compliance. Staff will have an hour with each of the chancellor candidates. Since the Administrative Assembly also will have an hour, staff should go to only one of the meetings. In other words, staff, who are accustomed to attending Administrative Assembly meetings, should attend that session with the candidates. Marilyn recalled that, in an earlier search for a chancellor, it had been very helpful to have a list of questions that are asked of each candidate. All agreed that this should be done again. Chancellor Reed suggested the following questions that staff might want to ask: How does the candidate view CSAC, the place of staff on campus, and developmental opportunities for staff? What is their view of diversity? How staff fits into the mission of the university and how they view the interaction of staff and students. Can the candidate handle the bureaucracy? The candidate interviews may coincide with the next CSAC meeting. Steve will have a definite schedule for the interviews in the next week or two. We will wait until that schedule is finalized before deciding whether to change the meeting date. Kristie Sutterman presented the proposed holiday schedule for the year 2000. She asked that we review the schedule and make any suggestions before it is submitted to the Chancellor's Council. If it is approved there, it goes to the state personnel office. Nancy asked that we share the proposed holiday schedule with our colleagues for their input. In regard to the previously proposed "floating" holiday, Kristie said it would be a record-keeping nightmare for Human Resources and wasn't likely to happen. Regarding the SPA grievance policy, Kristie reported that the Chancellor's Council approved the CSAC proposal that a staff person of the grievant's choice be included in the grievance process. The proposal now goes to the state personnel office for approval. The State Personnel Commission meets every other month. Results of their decision will be distributed to all staff. Nancy asked for volunteers to serve on several university committees. Maggie Smith volunteered to serve on the search committee for the new Human Resources Director. Terry Bailey, who was absent, also was suggested to serve. Roger Penley volunteered to serve on the Quad Redesign Committee and Mike Honeycutt will serve on the Parking Structure Committee. Chancellor Reed said she has submitted a list of committees on which staff should have representation. Maggie said she has the list. She is going determine if all campus committees have been identified. Chancellor Reed was thanked for her support in encouraging supervisors to allow employees to attend meetings and workshops. Maggie asked the chancellor to explain the university's stand on the Nick Perkins situation. Dr. Reed said the university does not have an established policy on athletes who have been adjudicated on a felony charge and she is not aware of any NCAA policy. The administration made the decision that he not represent UNCA as an athlete. The next step will be to seek professional help to determine if Nick is a threat to himself or other students, then decide if he should go through the student disciplinary process. She understands that Athletics may try to help him get into a junior college so his college career isn't interrupted. Asked if Nick would ever be allowed to play for UNCA, Dr Reed said she couldn't say what might happen two or three years from now. William Bruce said he has spoken to Gregg Kormanik, chair of the Faculty Senate, and Dr. Kormanik agreed it would be appropriate to have the CSAC chairman, speak to the Senate. Dr. Kormanik will contact Steve. Jan Scroggs emphasized the importance of there being a strong staff showing at the meetings with the chancellor candidates.   The meeting was adjourned at 3:48. The next meeting will be Wednesday, March 17th at 1:30 in Highsmith 37. Note that this is a change from the original schedule. Respectfully submitted, Elise Henshaw Secretary