Civil Service Committee

The following summarizes the discussion and action items of the Civil Service Committee at its meeting held at 9AM on Thursday, October 15, 1998 at the Minneapolis campus, with ITV to the Crookston campus.

Employee Benefits and Open Enrollment, Robert Fahnhorst

Mr. Robert Fahnhorst, Director of Employee Benefits, joined the Civil Service Committee meeting to discuss the health plan options for 1999. The dates for open enrollment this year are October 16 through November 15. Changes to health plans will take effect January 4, 1999, to tie in with the biweekly payroll. The health care and dependent care reimbursement accounts, however, will take effect January 1, 1999. The first paycheck with new premium deductions will be on January 27, 1999.

During open enrollment employees will be able to change their medical plans and add or cancel dependent medical coverage without evidence of good health. Employees may also add or increase their long-term disability benefits under the State of Minnesota program. Changes to dental plans, however, occur bi-annually and this is the off year for dental coverage changes. Mr. Fahnhorst reminded the committee that under federal law, health care and dependent care reimbursement accounts do not carry over into a new calendar year. Employees must renew their accounts each year. For the health care reimbursement account the maximum election has been increased from $2,000 to $3,000. The maximum for dependent care is $5,000 which is based on federal law.

• The State Health Plan and State Health Plan Select will eliminate the requirement to preselect an ob/gyn primary care clinic,
• Access to University of Minnesota providers has opened up to those in the State Health Plan, State Health Plan Select, and HealthPartners Classic,
• the low cost carrier for the Twin Cities, Crookston, and Duluth campuses will be the State Health Plan Select and for the Morris campus, Medica.

Mr. Fahnhorst also reviewed the changes in the total monthly cost of employee and family medical premiums between 1998 and 1999, as well as the changes in the monthly cost to employees. Clearly, the costs are escalating and the reasons given for the high increases include inflation, prescription drug increases, an aging population, and higher costs of new technologies. Similarly, he reviewed the changes in costs for dental insurance. There will be no change in the premiums for life insurance, child life, accidental death and dismemberment, and short and long-term disability.

Next, Mr. Fahnhorst described the health care "Brown Bag" lunch sessions scheduled for October 14, 20, and 30, with interactive television connections to the coordinate campuses. In addition, employee health and benefits fairs will be held on October 27 and 28. Finally, Mr. Fahnhorst said that next year there may be significant changes in the health plan options and he would welcome the opportunity to discuss them with the committee.

Ms. Towle added that the Civil Service Committee is establishing a benefits subcommittee to look at overall benefits for civil service employees, including retirement, health care, etc. Tuition remission is another area the subcommittee will be investigating. Mr. Fahnhorst said his office is in the process of conducting studies in this area and should have some cost estimates in the near future. The cost estimates are based on the assumption that all employees will be eligible. Of course, the big question will be whether the University can afford this benefit. The committee asked to be kept abreast of this matter.

Update on Equal Opportunity & Affirmative Action (EO/AA) Office, Julie Sweitzer, Acting Director

Ms. Sweitzer said she has asked to meet with a variety of University groups to ensure that communications remain open between her office and University employees. In the ten months she has served as Interim Director, several changes have been made in the office structure and operation. One involves bringing the staff back to its previous level of three equal opportunity consultants whose primary responsibilities include dispute resolution. Materials are being updated and a new brochure will be reprinted in the near future. All 26,000 employees will receive a copy. The brochure will provide general information on affirmative action and equal opportunity, including the listing of internal and external resources. Her office, she said, has also stepped up its training efforts, with much of the training tailored to individual departmental needs.

A question was raised concerning mandatory sexual harassment training for University employees. Ms. Sweitzer responded that several years ago state law required training on sexual violence and the University's Sexual Violence Office provides training in this area. She would also like to see more training in the area of race discrimination as many of the complaints brought to the EO/AA Office relate to this issue.

Update on Academic Health Center Human Resources, Jeanette Louden, Director

The Academic Health Center (AHC), said Ms. Louden, recognizes that the current state of human resource (HR) management needs change. She took several minutes to describe the status-quo which has involved rigid processes instead of effective oversight. Many human resource policies and processes have been developed out of a response to litigation or threatened litigation, she said.

The AHC human resource vision of the future is that basic human resource concepts are well understood by all employees, that policies and practices are coherent and aligned with the AHC mission, that accountability and responsibility are clearly defined, and that line leaders are trusted to make appropriate HR decisions.

The AHC-HR Office serves the same purpose for the seven units in the AHC that central Human Resources serves for the rest of the University. Therefore, they are involved in recruitment and hiring activities. Additionally, they have established development and orientation programs, as well as "change survival" seminars to respond to the many changes occurring in the AHC. President Yudof, Vice President Cerra, and Executive Vice President Bruininks have determined that there should be a distributed model of delivering of administrative services in the University, including human resource services. Thus, the AHC has developed a three-year plan to reach that model.

Recently, the AHC-HR has developed a compensation administration structure that will move compensation decision-making to lower levels in the organization. HR will only review those actions that are outliers. For civil service and bargaining unit hiring, a unit can hire someone up to 90% of the mid-point of the salary range, or in cases where there is no salary range, the average of what people are paid in the AHC, without approval. In promotions that come out of reclassifications the same standard applies.

All AHC-HR processes have been reviewed to determine where improvement was needed. The major changes have occurred in the recruitment process for civil service and bargaining unit employees and the process for reviewing classification decisions. HR is also moving away from using the JEQ as the only tool for classifying jobs. Steps are being taken to move many of the recruitment and hiring processes to the AHC. Soon, the AHC will be posting its own positions on the University system. The hope is that this will streamline and shorten the hiring process. One person said it appears the University is moving in a direction that gives more flexibility to hiring authorities in compensation decisions. Ms. Louden confirmed that impression and added that the University is trying to move closer to market-based compensation.

In response to a question relating to reclassification adjustments, Ms. Louden said that she has recently received a report relating to the AHC reclassifications but has not had an opportunity to thoroughly review it. She understands the decisions are being made in the organizational unit and suggested discussing specific questions with the appropriate person in those units.

Human Resources Update, Vice-President Carol Carrier

Ms. Towle welcomed Vice President Carrier to the meeting to discuss HR initiatives that have been implemented recently to streamline the hiring process and improve results. They include:
• the kick-off of a major recruitment campaign called "Golden Opportunities"
• partnering with communities of color to sponsor nine job fairs
• consolidating the staff, student, and graduate assistant application centers
• posting all jobs on the Web
• making it possible for staff to apply for jobs via the telephone Jobs Line
• allowing the use of resumes in place of, or in addition to, applications for some positions
• introducing "broadbanding" of some staff jobs and all undergraduate student jobs, giving units more flexibility when compensating new employees
• streamlining the hiring process for academic staff by providing greater flexibility when conducting searches, more staffing options without searches and fewer layers of approval
• collaborating with the Office of Admissions to guarantee 500 freshmen jobs on campus as part of a recruitment strategy to encourage high school seniors to attend the University

Other initiatives expected to be implemented over the next several months include:
• streamlined hiring processes within the Enterprise Project
• faxed applications to hiring authorities
• making OHR applicant screening an option, not a requirement
• on-line entry by departments of academic search information
• establishing a weekly one-hour Applicant Information Session to provide information about employment within the University and assist those wishing to apply
• an optional applicant information verification program
• developing new guidelines to assist hiring authorities
• shortening the length of time it takes for jobs to be posted on the Web and on the Jobs Line
Vice President Carrier suggested the committee might want to discuss with Roger Forrester the optional applicant information verification program, which is still in the developmental stage.
Two other important issues she and others have been focusing on include how the University, in collaboration with MNSCU and other schools of higher education in Minnesota, can improve access and opportunities, particularly for high school graduates who are not likely to attend a traditional four-year college, and second, the health care financing dilemma the University is facing. This involves major cutbacks that may amount to $18-20 million loss of revenue each year over the next five years. Central administration is working on a proposal for the Legislature in this regard and has already had some preliminary discussions with the Department of Finance.
Vice President Carrier was asked about the long-range vision for P&As, civil service, and union employees. In response, she reviewed the work of the Joint Committee on Academic Appointments over the past year and the preliminary recommendations they are considering which could impact P&A employees who do faculty-like work. At this time, the committee is considering proposing that P&A who do teaching and research be moved into non-regular faculty classifications as opposed to tenured or tenure-track classes.
An important initiative that Vice President Carrier is involved in is the planning of a mandatory training program for people new to supervisory responsibilities. The program will focus on what it means to be an effective supervisor at the University. One person suggested that ongoing training during an individual's term as supervisor is important to avoid complacency in the workplace.

Officers Reports

Treasurer's Report

Deb Melander provided the treasurer's report, summarizing the expenses of the August retreat and Crookston trip. The committee appears to be operating well within its planned budget.

Vice-Chair's Report

Stephanie Dilworth reported that she and several other members of the committee met with a Minnesota Daily reporter to discuss the Civil Service Committee as a whole and the salary principles. The article appeared in the October 14 Daily. Ms. Dilworth noted a letter to the editor from three faculty members in the October 15 paper that speaks to the disparities in compensation. The committee agreed that greater coverage by the Daily of civil service issues would be desirable and that the committee should take a more proactive role in this regard.

Chair's Report

Mary Jane Towle announced that there will be a change in staffing for the civil service committee and asked members if they would be willing to change the meeting dates to coordinate with the staffing changes. A change to the second Thursday of the month might be an option and would be desirable in that it would coincide with the Regents' meetings for those who would like to attend them. The dates that the President is scheduled to join the meetings will remain unchanged.

Ms. Towle announced that George Ogbonna has accepted a P&A appointment and will no longer be eligible to serve on the Civil Service Committee. The committee thanked him for his service on the committee in recent years and wished him the best in his new position.

Subcommittee Reports

Legislative Subcommittee

Don Cavalier distributed copies of the Legislative Subcommittee Minutes of October 1. At that meeting, the subcommittee prepared a mission statement to define its goals and objectives, set a tentative schedule for the remainder of the year, and discussed preparation of an article for Kiosk. Several corrections were suggested for the subcommittee minutes and Mr. Cavalier said he would see that they are made. He then moved for approval of the mission statement. The motion was seconded and unanimously approved.

Past Chairs' Subcommittee

Don Cavalier said this group will be tackling the issue of tuition remission. The subcommittee will follow-up with Robert Fahnhorst on the cost estimates he is pulling together.

Professional Development Subcommittee

Wendy Williamson presented two applications for professional development funds, both of which were approved, for Sandra Needham of the Carlson School and Patricia Jondahl of Training Services. Ms. Williamson also said she has received an inquiry from an employee asking why a person must work 75 percent time in order to qualify for the professional development grants. Replies included the fact that this is also true for Regents' Scholarships. She will look into the history of the qualifications for the fund and let the committee know what she learns.

Employee Benefits Subcommittee

Gavin Watt said the subcommittee is formulating its charge for the year and may follow the lead of the Legislative Subcommittee and develop a mission statement. The subcommittee is considering holding a public meeting in November to listen to civil service concerns.

Civil Service Rules Subcommittee

Mary Jane Towle reported that the rules revisions have been reviewed by Vice President Carrier and there is still some dispute about the interpretation of the personal health maintenance clause.

Communications Subcommittee

George Hoh reported that the subcommittee has met twice and is moving forward with the plans for Staff Day. In this regard, the subcommittee is meeting with different constituent groups to ascertain their interest and willingness to participate and will be including a questionnaire in Kiosk to poll readers' interest.

With regard to the Health Care Task Force, Mr. Hoh said the final report produced by Matt Maciejewski is under review by the committee. Most likely, it will be available on the Health Plan Task Force web site shortly.

Compensation Subcommittee

Blake Downs said the Subcommittee discussed the broadbanding project and student incentive-based compensation plan which includes merit increases.

Finance Subcommittee

Deb Melander reported that the subcommittee met with Jeff Schaub regarding the 1998-99 budget. The primary purpose of the meeting was to discuss funding for Staff Day. Since the Crookston trip came in under budget, it may be possible to use some of those savings toward Staff Day. George Hoh hopes to have a preliminary budget proposal within the next month.

Strategic Planning Committee

Stephanie Dilworth reported that the subcommittee met on October 1st and primarily worked on revising the Civil Service Committee's mission statement. The subcommittee also discussed the position of secretary for the Committee of the Whole, and noted that new and outgoing C.S. Committee members will be recognized at the November 12, 1998 Regents' meeting. The mission statement was read and discussed. As the subcommittee revised it, it read: "The mission of the Civil Service Committee is to support the overall mission of the University of Minnesota by representing the Civil Service employees and participating in the shared governance structure of the University." After some discussion and comparison with the old mission statement, the statement was revised to: "The mission of the Civil Service Committee is to support the overall mission of the University of Minnesota by representing the INTERESTS OF the Civil Service employees and participating in the shared governance structure of the University." A motion was made to vote for acceptance and the new mission statement was approved by the Committee.

The meeting adjourned at 12:15 pm.