CIVIL SERVICE COMMITTEE
MINUTES OF
MEETING
February 24,
2011
Morrill Hall,
Room 300
[In these
minutes: committee business; job family review; civil service senate
transition, office of human resources update]
PRESENT: Frank
Strahan (chair), Don
Cavalier (chair elect), Josette Barsness, Susan Rafferty, Rick
Densmore, Blake Downes, Amy Olson, Susan Cable Morrison, Nancy Fulton
REGRETS: Carolyn
Davidson (treasurer), Karen Lovro, Chris Stevens, Pat Roth
ABSENT: None
GUESTS: Chief Greg Hestness, Assistance Vice
President/Police Chief University Public Safety
Frank Strahan called the meeting to order, and
welcomed those present. He
introduced University of Minnesota Police Chief Greg Hestness,
Public Safety Update
Chief Hestness provided
the Civil Service Committee (CSC) with information on his background. He has been the Chief of the University
of Minnesota Police Department (UMPD) since 2003. Prior to that, he spent 28 years with the Minneapolis Police
Department (MPD).
Chief Hestness
next explained the departmental organization. He stated the
Department of Public Safety falls under University Services and has three
departments with in it: Central
Security, Emergency Management, and UMPD. Central Security was formed in 2001 and combines security
programs from a number of other
departments. It was created to reduce fragmented security
efforts, establish best practices, and cohesive standards. It evaluates, designs, installs,
monitors, and maintains a variety of critical security infrastructure systems
such as:
á The 911 Dispatch
Center
á Twenty-four/seven
System Monitoring Services
á Access Control
Services
o
Programming for automated building unlocks and
lock-ups
o
Approximately 2700 doors are under electronic
control and 24-hour monitoring
á Support for the
Police Department with interventions and secondary investigations.
Chief Hestness
noted that video and card access data collected by Central Security are not
public information and are only released for formal investigations conducted by
UMPD, General Counsel, Audits, and Human Resources. He also showed examples of images caught on video cameras
that assisted in arrests and convictions.
Additionally,
Chief Hestness noted Central Security innovations such as Òintelligent videoÓ
which identifies individuals walking alone and alerts the police. The UMPD can then, for instance, provide
a virtual patrol when individuals are walking across the Washington Avenue
Bridge at night.
Chief Hestness
next discussed the Department of Emergency Management (DEM). DEM consists of 4.4 full time employees and approximately 50 volunteers in University
of Minnesota Emergency Medical Services. DEM is dedicated to helping the
University and the State of Minnesota prepare for, respond to, recover from,
and mitigate the effects of intentional, accidental or natural disasters. It is responsible for:
á Preparedness
o
Emergency Operations Plan
o
Emergency Management Policy committee
o
Hazard analysis and planning
o
Training and exercises
á
Emergency
Response
o Emergency Operations Center
o Incident response and management
o Emergency medical services
á
Continuity/Recovery
o Operational continuity planning
DEM also supports emergency communications such as TXT U and Tone Alert
Radios. Recently, DEM received a
grant for installation of a digital public address system. This will first be implemented at the Crookston
campus.
Chief Hestness
next discussed the UMPD. It is a
licensed full service police department and offers:
á
Patrol
and 911 response,
á
Community
policing,
á
Investigations,
á
Traffic
safety and enforcement,
á
911
dispatch, and a
á
Student
monitor program
The UMPD has 50 employees.
It patrols the East Bank, West Bank, and St. Paul campuses as well as,
other sites such as the Community University Health Care Center. Chief Hestness emphasized that the UMPD is information
and partnership driven. It shares
a records management system with the Minneapolis Police Department (MPD). The UMPD and MPD participate in the regional radio system, and
monitor each otherÕs frequencies.
The UMPD also leases a computer
aided dispatch (CAD) system from Minneapolis Emergency Communications Center,
so they can view one anotherÕs active, pending, and past calls for
service. The new CAD came on
line in 2005. This allows the UMPD
to receive 911 cellular calls.
Between 2005 and 2010, there was a 62% increase in the volume of 911
police calls. In 2010, 31% of UMPD
911 responses were off campus in support of the surrounding neighborhoods.
Chief Hestness next discussed the safety trends on campus and in the
surrounding community. He showed
the CSC a chart with property and personal crimes statistics from 2002 to
2010. He noted that the most
common crimes are those against property and that overall the statistics show a
downward trend in crime. He also
noted that theft is the biggest problem on campus, but it has dropped by over
one-third since 2005 when Central Security began its automated door locking
system. He also discussed robbery
trends in the neighborhoods surrounding the Twin Cities campus.
Chief Hestness then turned to the campus crime alerts. He noted that the federal Cleary Act
requires these. Under this Act,
universities must timely disclose information about crime on and around their
campuses. Failure to do so results
in fines. He also noted the
difference between emergency notifications and crime alerts. Emergency notifications indicate you
need to take immediate action for your personal safety. Crime alerts are after the fact
notifications.
Chief Hestness next discussed the partnerships the UMPD maintains both on
and off-campus. Some examples are
partnerships with:
á The Office of
Student Affairs,
á Housing and
Residential Life,
á The ProvostÕs
Committee on Student Mental Health,
á Community/neighborhood
organizations, and
á Minnesota
Homeland Security and Emergency Management
He also noted the UMPD is forming a coordinated response team to connect
with business and neighborhood associations and student groups that often meet
in the evenings. Additionally, the
UMPD is trying to improve its visibility with students and inform them about
Text U, the Gopher shuttle, and escort services.
He also mentioned the challenge presented by the many special events held
at the University. He stated that
there is a pool of about 100 part-time officers who assist with these
events.
Next, Chief
Hestness responded to questions submitted by CSC members regarding mental
health and the University policy on the conceal and carry law. He sated that the UMPD frequently
responds to mental health crises and 13 officers are trained in crisis
intervention. On campus resources
for mental health crises include Boynton Health Service and University
Counseling and Consulting Services.
He also discussed the:
á
Behavioral
Consultation Team. (A resource for
consultation about concerning student behavior that might pose a risk for harm
to the student or others.)
á
Employee
assistance program,
á
Employee
threat assessment team,
á
Provosts
Committee on Student Mental Health, and
á
Active
Shooter Campus Training.
With regard to the
UniversityÕs policy on conceal and carry, Chief Hestness stated that the
Regents Policy states: except for law enforcement and military personnel no one
may carry a firearm on campus with out the approval of the President. The UMPD will ask anyone carrying a
weapon to leave the campus or remove the weapon. But carrying a weapon on campus with a permit is a violation
of RegentsÕ policy not state law.
In his closing
comments, Chief Hestness emphasized the following points.
á
When
threatened with a weapon, it is best not to resist. Your personal safety is more important than a lost wallet or
cell phone
á
Walk
in well-lit areas and do not walk alone.
Call the campus escort service for a free security escort.
á
Students
are encouraged to use the Gopher Chauffer
á
Call
911 anytime you need to speak to a police officer
Susan Cable
Morrison asked Chief Hestness why tickets could not be paid on campus. Chief Hestness explained that the
University does not have the authority to take in fines. This is managed by the district court
system.
Chief Hestness
noted he had not previously spoken to the CSC and asked whom they represent and
what they do. Mr. Strahan
explained that the CSC represents the 4,700 CS employees at the University and
provides employment advocacy, legislative advocacy, assistance with the CS
Employment Rules, and assistance with issues regarding benefits and
compensation.
Rick Densmore
asked if the UMPD would have a volunteer reserve in the future. Chief Hestness noted that this was
previously considered, but not undertaken because the UMPD could not provide
workersÕ compensation to volunteer reserve members.
Blake Downes noted
the need for increased traffic safety with the light rail transit construction. Chief Hestness agreed that the upcoming
campus construction projects and road closures would force more traffic though
the center of campus, increase pedestrian traffic crossing Washington Avenue,
and increase the need for traffic enforcement.
Mr. Strahan
asked whom he should contact with concerns about unsafe traffic
situations. Chief Hestness stated
that Mr. Strahan could contact him, but Bob Baker and Sandy Cohen were primary
contacts for the light rail construction project.
Chairs Report – Frank
Strahan
á
Human
Resources Prep Meeting – Mr. Strahan met with Patti Dion, Twin Cities
Office of Human Resources (OHR) Director and Susan Rafferty, OHR Assistant
Director. Ms. Dion expressed
continued concern about the CSCÕs transition to a Senate.
á
Senate
Consultative Committee – The Rochester Chancellor presented his vision
for the future of the Rochester campus.
The SCC considered a resolution from the Equity Access and Diversity
Committee regarding pay equity if future budget cuts are necessary. The resolution was sent back to EAD for
revisions. Mr. Strahan noted that
the President would be giving his State of the University address at the next
University Senate meeting.
á
Membership
– Committee membership continues to be an issue for the CSC. Mr. Strahan expressed
hope that the CSCÕs transition to a Senate and the support of the University
Senate Office would help fill the CS Senate and Consultative Committee. He noted that there is an individual in
Crookston who is interested in joining the CSC, but there is no one at the
Morris campus.
á
Mr.
Strahan encouraged CS members to contact their State legislators and ask them
to support the University and higher education. Amy Olson noted that she met with State Representative Erin
Murphy who indicated there was little support at the Legislature for maintaining
funding for the University.
Vice Chairs Report – Don
Cavalier
Mr. Cavalier
reported that at the Crookston campus there was an increase in non-renewals of
Professional and Administrative positions. The Career Services Office is preparing to assist those
employees losing jobs. There are
five departments up for review.
TreasurerÕs Report – Frank Strahan (for Caroline
Davidson)
Mr. Strahan
provided the committee with a spreadsheet indicating the expenditures on
professional development funds ($1,198.00) and for committee member travel
reimbursements ($1638.13). Susan
Cable Morrison asked why the CSC no longer received a spreadsheet setting out
all of the CSCÕs expenditures. Mr.
Strahan explained that the Senate Office is charged with managing the budget
and managing the budget is not the work of the CSC. Mr. Downes indicated he would like the CSC to be able to
review the full budget for planning purposes. Mr. Strahan said he could ask Ms. Davidson to request this.
Office of Human Resources Update – Susan Rafferty
Ms. Rafferty
discussed the Retirement Incentive Option (RIO) that was approved by the Board
of Regents on February 11. The RIO
is an opportunity for voluntary retirement for eligible employees. Faculty, P&A, Civil Service, Union
Represented and University employees enrolled in federal health benefits may
enroll in the program beginning February 15 through May 15, 2011. All faculty and staff employees who
elect to participate in the RIO must retire at a date mutually acceptable to
the employee and his/her unit, but no later than January 11, 2012. Ms. Rafferty noted that this is the
third RIO the University has offered and the primary difference is that this
one must be paid for by the departments rather than through central funds. Mr. Strahan asked if the departments
could deny requests for RIOÕs since they are funding them. Ms. Rafferty stated that an employeeÕs
participation in the voluntary program usually is mutually agreeable, but if
the request is denied the employee should speak with Employee Benefits. Ms. Rafferty asked the CSC if there had
been much interest in the RIO. Mr.
Strahan and Ms. Olson reported that there was interest in the RIO in their
respective departments.
Ms. Rafferty
also noted that the budget situation is extreme and referenced the budget
scenarios the President presented to the Legislature and has communicated to
the University community through emails.
There will also likely be another salary freeze, but this has yet to
move through the consultative processes and collective bargaining processes for
union-represented employees.
Subcommittee Updates
Compensation
Benefits –Nancy
Fulton
Ms. Fulton noted
that the UniversityÕs budget situation is extreme as President Bruininks
outlined in his statements to the State Legislature. The Benefits Advisory Committee is reviewing changes to the
health benefits plan. Nothing is
public yet, but there will be large cuts.
The BAC is working to insure that the cuts are equitable to all
employees.
Advocacy
Subcommittee Report
–Susan Cable-Morrison
Ms.
Cable-Morrison reported that she recently received notice of two issues.
One involves a
constituent working through his/her lunch hour and leaving early, and the other
concerns a requirement that vacation be taken in 40-week blocks. Ms. Cable-Morrison noted she is still
gathering information on both of these situations.
Rick Densmore
reported that he received a constituent call relating to the UniversityÕs
weather-related closure and its impact on individuals working the third
shift. Mr. Densmore indicated he
would contact Facilities Management to determine the exact hours of the
UniversityÕs closure. Ms.
Cable-Morrison and Ms. Rafferty suggested contacting University Services Human
Resources to help understand and resolve the issue.
Communications -Amy Olson
Mr. Strahan stated
he would provide Ms. Olson with the chairs report for the e-InTouch
Newsletter. Ms. Olson indicated
that the newsletter would also include the dates for the public hearing on the
CS employment rules amendments.
Professional Development - Frank Strahan (for Carolyn Davidson)
Mr. Strahan
presented two professional development funds requests. One from a Research Compliance Supervisor
requesting $200.00 to attend a conference and one from a Info Tech.
Professional for $170.00 to attend a conference. The Professional Development Subcommittee recommended not
funding either request because the Research Compliance Supervisor was receiving
departmental support and the Info. Tech Professional received CS professional
development funds in 2010. The CSC
recommended approval of funds for the Research Compliance Supervisor and denied
the request of the Info Tech. Professional because he was a recent recipient of
CS funds.
Rules – Blake Downes
Mr. Downes
presented the CSC with a draft of the proposed amendments to CS Employment
Rules 1, 3, 4, 5,7, 9, 11, and 14 (see below).
PROPOSED
DRAFT 2/22/2011--to take effect 7/1/2011
INCLUDES PREVIOUSLY
CONSENTED ITEMS, SENATE TRANSITION ITEMS FOR CONSENT, AND SEVERAL OTHERS RECOMMENDED FOR
CONSENT
PART 1
CHANGES TO RULES 1 AND RULE 3 related to Civil Service Senate
governance.
1.1.1 These rules, through June 30, 2011 prepared and recommended by
the Vice President for the Office of Human Resources (The words Vice
President as used in these Rules shall refer to the administrative head or
designee of the Office of Human Resources) and the duly appointed
Civil Service Committee in accordance with the authority vested in them by the
Basic Law for Civil Service of the University of Minnesota, as approved by the
Board of Regents on November 24, 1945, shall be were until the
adoption of the Civil Service Senate Constitution known as the Civil
Service Rules, or Rules. They shall govern the operation of the University
of Minnesota Civil Service personnel system.
1.1.2 Henceforth prepared and
recommended by the Vice President for the Office of Human Resources and the
Civil Service Consultative Committee under the authority vested in them by the
Board of Regents and the Civil Service Senate Constitution, they shall be known
as the Civil Service Employment Rules, or Rules, and shall govern the operation
of the University of Minnesota Civil Service personnel system from July 1, 2011
onward.
1.1.3 The words "Vice
President" as used in these Rules shall refer to the administrative head
or designee of the Office of Human Resources. The words "the
President" shall refer to the President of the University of Minnesota.
The words "Consultative Committee" or "the Committee" as
used in these Rules shall refer to the Civil Service Consultative Committee,
with powers and duties designated by the governing documents of the Civil
Service Senate and by these Rules.
The Civil Service
Employment Rules and ÒDefinitionsÓ shall cover all full-time, part-time,
continuing, probationary, and temporary employees paid from
University-administered funds except those holding academic appointments,
student appointments, those covered under collective bargaining agreements, and
temporary no-post and non-public employees (see ÒDefinitions).
1.3.1 Any University civil
service employee may propose an amendment to the Civil Service Consultative
Committee at any time. In
consultation with the Vice-President, tThe Committee
will solicit and review additional proposals, conduct public hearings, and recommend
amendments to the Civil Service Senate and the President as deemed appropriate.
A complete Rules review will be conducted once every two to at an
interval no greater than every three years.
1.3.2 Other governing
documents notwithstanding, any amendment must be approved by a 60% vote of the
Consultative Committee and ratified by a 60% vote of the Civil Service Senate
in order to be recommended to the President.
1.3.2 1.3.3 Public hearings are required before
Rules amendments are voted upon by the Consultative Committee and the Civil
Service Senate and proposed to the President. Notice of intention to amend
the Rules specifying the date, hour, and place of the hearings shall be announced
published in campus publications not less than 14 days before said
hearing
1.3.3 1.3.4 Proposed revisions will be made
available at least seven days before the public hearings on the Office of Human
Resources worldwide web home page currently at http://www.umn.edu/ohr/ or through the Office of
Human Resources.
1.3.4 1.3.5 The Vice President and Civil Service
Consultative Committee shall recommend present to the President all proposed amendments that have been approved by the
Consultative Committee and ratified by the Civil Service Senate. After consultation with the Vice
President and the Civil Service Consultative Committee, the
President shallmay recommend any or all of
the amendmentsmake recommendations to the Board of Regents
for their consideration. The members of the Board of Regents shall be provided
with copies of the proposed amendments.
1.3.5 1.3.6 Amendments shall become effective upon
adoption by the Board of Regents except as otherwise specifically provided within
the amendment. The Vice President shall promptly transmit notification to
administrators and shall make the Rules and amendments available to employees.
...
[Subsequent sections will be
renumbered.]
All employees shall have
access to the Rules on the Civil Service website at: http://www.umn.edu/csc/ or from the Office of Human
Resources, http://www.umn.edu/ohr/.
3.1.1
In accordance with the governing documents of the Civil Service
Senate, Tthere shall be a Civil Service Consultative
Committee. Both the Civil Service Senate and the Consultative
Committee shall have specific powers and duties with respect to these Rules. of fifteen members and a minimum of three alternates
appointed by the President with the approval of the Board of Regents. Members
shall be appointed to represent all areas, campuses, and central administration
to include a representative balance from all civil service classifications.
A current list of Civil Service Committee members is available on the
worldwide web at http://www.umn.edu/csc or through the Office of Human
Resources.
3.1.2 Terms of appointment shall be staggered
to ensure that less than half of the terms expire in any calendar year. All
appointments shall be for three-year terms unless a longer or shorter term is
necessary to preserve the staggered term schedule.
3.1.3 The President will appoint a search
committee to solicit nominations from the University community to fill
Committee vacancies. The civil service search committee will solicit, interview
and refer a slate of candidates to the President to appoint Committee members
and alternates on an annual basis. The President will fill mid-year vacancies
on the Committee from the pool of alternates in consultation with the search
committee.
3.1.4 Members appointed to the Civil Service
Committee shall be persons who have an understanding of University policies and
personnel administration, and who are able to adjust their schedules to devote
adequate time to Committee work. All Committee members must be Civil Service
employees covered under these Rules. Full committee members may serve for a
maximum of six consecutive years, except for under extenuating
circumstances.
3.1.5 Vacancies created by resignation, leave
of absence for more than three months, termination of University civil service
employment, or failure to attend three consecutive regular meetings unless on
approved leave shall be filled by an alternate appointed by the President for
the unexpired portion of the term.
3.1.6 The alternates will be appointed to
serve one-year terms. Alternates will serve without vote except as a member of
an appeals panel and when attending a meeting of the Committee in place of a
Committee member as their designee.
3.1.7 A quorum shall consist of a simple
majority (one-half plus one) of the Committee membership. Appeals shall be
handled by three-member panels.
3.1.8 Aspects of Committee structure and
governance not addressed by these Rules shall be covered by the Committee's Bylaws, or by the current
revision of Robert's Rules of Order.
3.1.9 Secretarial services and funds for
Committee use (including, but not limited to meeting expenses, travel,
publication of Rules or amendments, photocopying, and postage) shall be
supplied as necessary by the PresidentÕs Office.
The Civil Service Consultative
Committee Sshall:
3.2.1 review, conduct public hearings, and
present recommendations to the President regarding Civil Service Rules, in
accordance with Rule 1.3;
3.2.2 act as an appeals
board in all cases involving supervisors or employees appealing decisions made
by the Vice President in accordance with Rules 4, Position Classification Plan;
and 5, Compensation System; Appeals
shall be handled by panels consisting of at least three Consultative Committee
members and/or alternates.
3.2.3 make investigations
at the request of the Board of Regents, the President, the Vice President,
Civil Service staff, or on its own initiative concerning personnel
administration in University Civil Service;
3.2.4 interpret the intent or meaning of the
Rules in cases of questions or disputes
3.2.5 act as consultants to the Vice
President in developing performance appraisal plans (Rule 9, Section 19.1);
3.2.6 review the creation of new and
elimination of obsolete job classifications (Rule 4, Section 44.4);
3.2.7 review and approve proposed changes to
the compensation plan (Rule 5, Section 15.1); (Rule 5, Section
2;
3.2.8 review any proposed changes in any salary range that
are requested by the Vice President (Rule 5.2)
3.2.9 appoint civil service representatives
to the University Grievance
Board and the Conflict Resolution Advisory Committee, and nominate
civil service employees for selection to serve on the Hearing Officers Panel
Officer Roster and the
Panelist Roster (Rule 14);
3.2.10 appoint civil service representatives
to other University committees and task forces as requested by the President;
3.2.11 coordinate
the membership and election of Civil Service members to the University Senate
including eligibility requirements, areas of representation, slate of
candidates, and the filling of vacancies as per the Civil Service Committee
Bylaws; and
3.2.11 perform such other duties as may be assigned to it by the
President or these Rules.
In accordance with Rule 1.3,
the Civil Service Senate shall ratify amendments to these Rules.
No administrative action affecting the status, rate of pay, or
classification of an employee or position in University Civil Service shall
become final until approved by the Vice President or designee as being in
conformance with these Rules.
PART 2
CHANGES TO OTHER RULES AND DEFINITIONS (reflecting only CSC name
change except as marked)
4.2 Job Evaluation Questionnaires
...
4.2.8 The appropriate human resources officeÕs decision may be appealed
by the employee within 45 calendar days after receiving the decision. Appeals
must be made in writing to the Civil Service Consultative
Committee. Please refer to the
classification appeal process found on the Civil Service website.
4.3 Periodic Surveys
4.3.1
An administrator or supervisor initiates a review of a Civil Service position
within a unit by completing a Periodic Survey. Reclassifications resulting from
the Periodic Survey will become effective on the first day of the pay period
mutually agreed to by the appropriate human resources office and the
administrative unit, and specified in writing.
4.3.2
The decision of the appropriate human resources office may be appealed by the
employee within 45 calendar days after receiving the decision. Appeals must be
made in writing to the Civil Service Consultative Committee.
4.4 Maintenance of the Classification
Plan
4.4.1
The creation of new job classifications, the elimination of obsolete ones, and
changes in titles or pay ranges of existing classifications shall be
recommended by the Vice President for review by the Civil Service Consultative
Committee and approved by the University administration.
4.4.2
In cases of emergency, the Vice President may establish a job classification on
a provisional basis, assign it to an appropriate salary range, and approve the
appointment of individuals to positions in the classification until the
classification and salary range can be reviewed by the Civil Service Consultative
Committee and approved by the University administration.
Rule 5 Compensation System
5.1 Preparation of Compensation Plan
The
Vice President shall prepare a compensation plan that includes provisions for
any salary increases. The policy of equal pay for equal work, the University's
ability to pay, labor market competitiveness, and internal pay equity will be
the major considerations in formulating the compensation plan. The Vice
President shall obtain approval of the Civil Service Consultative
Committee and the Board of Regents. The current compensation plan can be viewed
on the worldwide web at http://www1.umn.edu/ohr/toolkit/compensation/payplans/index.html
or be obtained from the responsible administrator.
5.2 Salary Range Changes
5.2.1
The Vice President shall consider all written requests for changes in salary
ranges from employees, supervisors, and responsible administrators. The Vice
President shall notify all affected parties of the decision for or against a
change. The Civil Service Consultative Committee shall review and
the Vice President shall approve any proposed recommendations regarding salary
range changes. Salary increases commensurate with the amount of the range
adjustment shall be given to employees in job classifications that are
affected, except where documented performance or documented funding
considerations warrant withholding part or all of the increase or where such
range adjustments are made for administrative purposes to improve the salary
structure
5.2.2
The Vice President's decision may be appealed by the employee within 45
calendar days after receiving the decision. Appeals must be made in writing to
the Civil Service Consultative Committee.
Rule
7 Probationary Period and Orientation
[CHANGE based on 2009
discussions with OCR (Chalmers), OHR (Dion) and CSC]; needs CSC vote.
7.4
Probationary Rating
All probationary employees will have at least
one written performance appraisal during their probationary period, except
where immediate removal from the position is warranted;, such as serious job misconduct -- for example, falsification of records
or misappropriation of University resources -- or workplace actions that
endanger the health or safety of the employee or others.
Supervisors must use either the standardized
University evaluation form or other Human Resources approved evaluation form,
pursuant to Rule 9.1. The Vice President may, at any other time during the
probationary period, ask the responsible administrator for additional oral
and/or written statements regarding the employee's work performance. If a written
performance appraisal is not given before the actual expiration date of an
employee's probationary period, the employee will pass probation.
Rule 9 Performance Appraisal
9.1 Plan
The
Vice President shall be responsible for developing and administering a
performance appraisal plan. The plan shall be implemented after consultation
with and input from the Civil Service Consultative Committee and
other appropriate University personnel. Use of alternate plans must be approved
by the Vice President after consultation with and input from the Civil
Service Consultative Committee (refer also to Rule 7.4 Probationary
Appraisal).
PENDING CHANGES TO RULE 11
REGARDING LEAVE TO CARE FOR ILL FAMILY MEMBERS (This reflects the
subcommittee's preference for
Option 2 of 3 options presented by OHR to the subcommittee on 3/17/2010;
this mirrors P&A policy; this language was approved by OHR as of 10/19/2010
and by CSC 11/18/2010)
11.5 General Provisions for Sick Leave
...
11.5.10 Approved sick
leave may be used to care for or arrange care for an employeeÕs child,
including medical and dental appointments. Approved sick leave to care for an
employee's sick child is not limited. EmployeeÕs child as used in this portion
includes adoptive, biological, step-child, or foster child of the employee or
of the employeeÕs registered same sex domestic partner.
11.5.11 Up to five days per incident 10 days per fiscal year may also be used by an
employee to care for or make arrangements for the care of an ill member of the
employee's immediate family. Immediate family as used in this portion of the
Rule shall mean spouse, registered same sex domestic partner; and siblings,
parents, grandchildren and wards of the employee, spouse, or registered same
sex domestic partner.
....
[Subsequent sections of 11.5 will be renumbered.]
CLARIFYING PARENTAL LEAVE LANGUAGE (HR interpretation has been
consistent in terms of "weeks"; employees with less than full time appointments
or whose leave period contains holidays have misunderstood this on occasion.
Change puts it in line with total time allowed for other units (BU &
P&A). this language was approved by OHR as of 11/16/2010 and by CSC
11/18/2010)
11.7.2 Paid and Unpaid Leaves
11.7.2.1
A civil service employee, on the occasion of the birth or adoption of the
employeeÕs child may, upon request, take up to a 10-workday two
week paid parental leave of absence. The definition of employee
child in this portion includes the adoptive or biological child of the employee
or of the employeeÕs registered same sex domestic partner. This parental leave
shall not be charged against the employee's accumulated vacation or sick leave.
The parental leave shall begin at a time requested by the employee, although
the leave may not begin more than six weeks after the birth or adoption. In the
case where the child must remain in the hospital longer than the birth mother,
the leave must begin no later than six (6) weeks after the child leaves the
hospital. This leave must be consecutive and without interruption and must be
taken during the term of appointment.
11.7.2.2
A birth mother may use the 10
workdays two weeks of parental
leave and up to 20 workdays four weeks of accumulated sick leave immediately
following the parental leave, which must commence no sooner than two weeks
prior to the anticipated delivery date and no later than six (6) weeks after
delivery. The birth mother may use accumulated vacation leave immediately
following the sick leave. These leaves must be consecutive and without
interruption and must be taken during the term of appointment. An unpaid leave
of absence for maternity shall be granted to an employee for a period of up to
six months, when requested in conjunction with the birth of the employee's
child. This leave of absence without pay may be extended up to an additional
six months upon the employee's request and with responsible administrator
approval.
11.7.2.3
A birth father or adoptive parent may use the 10 workdays two weeks
of parental leave, immediately followed by accumulated vacation which must
commence no sooner than two weeks prior to the anticipated delivery date and no
later than six (6) weeks after the birth or adoption. These leaves must be consecutive
and without interruption and must be taken during the term of appointment. An
unpaid leave of absence shall be granted to an employee for a period of up to
six months, when requested in conjunction with the birth or adoption of the
employeeÕs child. This leave of absence without pay may be extended up to an
additional six months upon the employeeÕs request and with responsible
administrator approval.
Rule 14 University Conflict Resolution
14.1
This policy applies to all University of Minnesota non-
bargaining unit
employees, but all Civil Service Rules, including Rule 14, cover only employees
specified in Rule 1, Section 2 1.2 of these rules. For the
most current policy, refer to the worldwide web at www.umn.edu/ocr
or contact the Office for Conflict Resolution.
14.2
The Office for Conflict Resolution shouldwill consult with the Civil Service Consultative
Committee for interpretation of Civil Service Rules for grievances
regarding Rules interpretation issues arising in petitions filed by civil
service employees (Rule 3.1)(Rule 3.2.4).
DEFINITIONS
Committee. Civil Service Consultative Committee of the University of
Minnesota.
Mr. Downes
explained that the initial changes to Rules 1,3,4, 5, 7, 9, 11, and 14 as they
related to the CS transition to a CS Senate were primarily nominative, but as
the Rules Subcommittee reviewed the changes with OHR other issues arose. The primary issue is over the language the
CSC proposed for Rule 1.3.5. The
CSC believes Rule1.3.5 should be clarified to state that proposed rules changes
would be presented to the President after consultation with the Vice President
of OHR, approval by the CSCC and ratification by the CS Senate. Ms. Rafferty explained OHRÕs position
that the current situation allows differing rules proposals to be presented to
the President. She noted that OHR
is concerned that the language proposed by the CSC gives CS employees rights
beyond those of represented bargaining unit employees. OHR wants to maintain the possibility
that it may disagree with the CSC and still bring its proposed CS Employment
Rules amendments to the President. It suggests adding a second sentence to Rule 1.3.5 that
states Òthe Vice President may also present to the President proposed
amendments that have been discussed at but have not been approved or ratified
by the CSCC or CS Senate.Ó Mr.
Strahan, Mr. Downes and Ms. Rafferty discussed the differences in the CSCÕs
interpretation of Rule 1.3.5 and OHRÕs interpretation.
OHR also proposed
alternative language to Rules 1.2, 3.4, and 3.5.
The Civil Service Employment Rules and ÒDefinitionsÓ shall cover
all full-time, part-time, continuing, probationary, and temporary employees
paid from University-administered funds except those holding academic
appointments, student appointments, those covered under collective bargaining
agreements, and temporary no-post and non-public employees (see ÒDefinitionsÓ).
OHR Proposed Rewrite of 1.2:
The Civil Service Employment Rules cover all University
employees in job classifications included in the civil service employee
group. Specifically excluded from
coverage under these employment rules are temporary no-post and non-public
employees (see ÒDefinitionsÓ).
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No administrative action affecting the status, rate of pay, or
classification of an employee or position in University Civil Service shall
become final until approved by the Vice President or designee as being in
conformance with these Rules.
OHR Proposed Rewrite of 3.4:
The Vice President or designee shall:
3.4.1 make rule proposals
(Rule 1.3.1);
3.4.2 consult with the Consultative Committee on rule proposals (Rule
1.3.2);
3.4.3 consult with the President on proposed rule amendments (Rule
1.3.6);
3.4.4 maintain the civil service job classification system (Rules 4.4.1
and 4.4.2);
3.4.5 prepare, consult with the Consultative Committee, and obtain
approval of the President for a compensation plan (Rule 5.1);
3.4.6 determine salary range changes (Rule 5.2.1);
3.4.7 establish compensation policies (Rule 5.3);
3.4.8 determine the forms and manner for applications for civil service
positions (Rule 6.4);
3.4.9 prescribe and maintain the application system for civil service
positions (Rule 6.5);
3.4.10 approve certain probationary period requirements (Rule 7.2.2)
and determine and publish probationary periods for job classifications (Rule
7.2.3); and
3.4.11 develop and administer a performance appraisal plan (Rule 9.1).
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OHR
Proposed Rewrite of 3.5:
Eliminate because specific rules indicate what
supervisors should do and it is too burdensome and not productive or
instructive to restate those items in Rule 3.
The CSC approved
the recommended changes to the Definitions section and the changes to Rules 14,
7.4, 5, 4, 3.1, and 1.1. The
changes to Rule 11 were approved at the CSCÕs November meeting. The CSC did not act on the
proposed changes to Rules 1.2,1.3, 1.4, 3.2, 3.3, 3.4, and 3.5. Mr. Strahan indicated that the Rules Subcommittee
would continue discussing Rule 1.3.5 with OHR, and proposed that the CSC meet
again on Wednesday, March 2 to consider the remaining rules changes and the CS
Consultative Committee charge, and to have a final vote on the CS Senate Bylaws.
Mr. Strahan
asked for nominations for CSC vice-chair for 2011-2012. Mr. Cavalier nominated Ms. Olson.
Hearing no
further business Mr. Strahan adjourned the meeting.
Dawn
Zugay
University
Senate Office