Topics Map > Academic Staff Executive Committee (ASEC) > 2020-2021 > 09. March
Academic Staff Executive Committee Minutes 03-25-21
Approved 04-01-21
ASEC Minutes
2:00 – 4:30 p.m.
Thursday, March 25, 2021
https://uwmadison.zoom.us/j/93936751067
Members
Present: Donna Cole; Jenny
Dahlberg; Tim Dalby, chair; Deb Shapiro; Lindsey Stoddard Cameron; Bill Tishler
Guests:
Lesley Fisher, Laurent Heller, John Horn,
Angela Kita, Beth Meyerand, Karl Scholz
The meeting was called to order at 2:00 p.m.
The minutes of March 18 were approved.
General Reports
Tim Dalby, ASEC Chair, reported on the
continuing pilot series of ASEC listening sessions. Conversations were on
diversity, equity, and inclusion issues, as well as return to campus and uses
of technology in employee engagement. It was reported at the meeting of the
chiefs of staff, chairs, and secretaries that there were 0 positive COVID cases
over the weekend and only 2 by Tuesday. Positivity rates are still in the 0.1%
range. Vaccinations are progressing, with 1409 of 1500 available appointments
through a partnership with SSM being taken by UW-Madison. Over 10,000 members
of the UW-Madison community—employees and students—have been vaccinated so far,
with approximately 6,500 having been vaccinated on campus. There will be three
test sites that will be closing due to low utilization rates and increased
vaccinations: HSLC, Helen C. White, and Carson Gulley. There are no changes to
the policy on wearing masks at this time. Only some
bridge programs will be face-to-face, and all other summer programs will be
online. Tim also attended the first meeting of the group looking at the
academic calendar. There will be four subgroups looking at spring messaging
around Ramadan and finals, longer-term messaging with respect to the fall
semester, military accommodations, and the next 5 years of the academic
calendar.
Jake
Smith, Secretary of the Academic Staff, shared that there was a draft UW System
policy on telecommuting that was available for review. The draft states that
UW-Madison is not subject to the proposed policy. Matt Mayrl, Chief of Staff
for the Office of the Chancellor, will be coming to ASEC on April 1 to discuss
a draft of overarching principles that would guide schools/colleges/divisions
in development of their guidelines for remote work. At the University
Committee, there was discussion on a possible resolution from the Committee on Disability
Access and Inclusion as well as a proposal from ASM regarding students
participating in election day activities such as working at the polls. Along
with a number of co-signers from other committees on
campus, the Committee for Women in the University sent a letter to Chancellor
Blank and other members of administration calling for the formation of an ad
hoc committee to look at caregiving issues as a result of the pandemic. In
response to requests from the CASIs, Jake and Lesley have provided a template
for the 5-year review document and are also working on scheduling the spring
CASI session.
Liaison
Reports
Deb Shapiro reported on the Letters & Science
CASI meeting, which included discussions about return to campus post-COVID and
a review of their bylaws. The TTC Governance Advisory Committee will be meeting
on Friday. The group will discuss the new timeline for the project and review
the material for the first wave of forums. The Spring Pandemic Academic Policy
Task Force will have recommendations going to the Provost this week on SD/UD
grading, transcript notations, and making SD/UD grading available for this
semester.
Donna Cole reported that the Pharmacy CASI is having a town hall next week. They are also starting to look at their school-level guidelines for the research professor title.
Jenny Dahlberg reported that the drafts of
school-level guidelines for the teaching and research professor titles were
shared with the School of Veterinary Medicine and were discussed at a town hall
on Wednesday.
Guest:
Karl Scholz, Provost
Provost Scholz reported on the progress of
creating a Center for Teaching, Learning and Mentoring. Much of the work
concerns administrative organization between the Provost Office and the
Collaborative for the Advancement of Learning and Teaching. The goal is to
improve student learning by continuing to improve teaching. UW-Madison has a number of resources in this space, but we are unique among
our public and private peers in not having a centralized resource for teaching,
learning, and mentoring. The center would build relationships with instructors
across their careers, offer professional development in course design and
production support, and be a general asset to the instructional community in
exploring innovative approaches to instruction. Academic staff instructors will
be a critical part of this initiative. During the pandemic, the community
supporting instructors has pulled together, and the center would continue to
foster those collaborations across schools, colleges, and divisions. Vice
Provost for Teaching and Learning John Zumbrunnen will be leading this effort.
Provost
Scholz continues to have conversations with the Deans on the issue of belonging.
When we recruit more diverse staff, faculty, and students, we won’t be successful if people don’t feel as though they
belong. The Deans have broken themselves into 4 working groups: 1) how to diversify
staff, 2) sharing best practices from schools, colleges, and divisions via more
formal mechanisms, 3) thinking about top metrics that can be published
regularly with accountability attached to those metrics, and 4) engaging what
equity means on a practical and operational level within schools, colleges, and
divisions. The group working on staff diversity has consulted with Mark Walters
in OHR and is learning about successful pipeline efforts from American Family.
The best practices group is meeting regularly with their chief diversity
officers to find out what’s working well.
Guest:
Laurent Heller, Vice Chancellor for Finance and Administration
Vice Chancellor Heller reported that the $300 level for purchases
without further approvals in the new Procure-to-Pay system is set at this
point, though we will be looking at how that level works and may revisit as
needed. Regarding the issue from the previous meeting on approver and requestor
roles, Business Services would like for there to be more approvers, with the
understanding that those roles carry financial responsibilities. The number of
people in these roles will be variable depending on the division, and there
will be a team ready to help with issues in this area, as well as any other
issues with P2P.
On the topic of the Administrative Transformation Project, there will
be an interoperability project looking at timeout issues across systems. It won’t fix these issues all over campus, but the reduction of
shadow systems will help. At a higher level, the ATP team has been doing
visioning sessions on the overall project, as well as in specific areas such as
finance, HR, and research administration. These will lead to more discussions
in specific topic areas and will cascade to how policy will support changes to
our systems. UW System has also asked internal audit to perform a review of the
procurement process in response to a complaint from a prospective vendor. The
report will hopefully be received in the next couple of weeks, along with any
necessary recommendations for controls to ensure that staff are better
supported and that any issues with the process are addressed. UW System will
also be participating in the next procurement process.
Regarding the single payroll initiative, Vice Chancellor Heller has
asked for a clearer business case for this implementation. There are good reasons
to implement this project, but the time and cost impacts need to be thought
through.
Addressing a question about use of space at University Research Park,
URP is pretty full at this point. There is some
available space, but there is a cost to that. Hopefully, over time, what we’ve learned about our ability to do remote work means that
demand for space may be reduced. For any building projects, possible relocation
of employees creates pressure on telecommuting arrangements. Vice Chancellor
Heller also emphasized the importance of physical presence to the university.
He also addressed the building projects for the Mosse
Humanities Building and a new L&S academic building. The naming rights of
the Mosse building will continue to be recognized in
some way.
Guest:
Beth Meyerand, Vice Provost for Faculty and Staff Affairs
Vice Provost Meyerand reported that her impression is that there will
be an attempt to be flexible as to how fall will look, with some positions
having mutual agreement as to on-campus or off-campus arrangements. Campus will
be encouraging supervisors to be flexible in these conversations.
Vice Provost Meyerand and Interim Chief Diversity Officer Cheryl
Gittens are working with the Campus Committee for Diversity Education and Training
over the next couple of weeks to choose a path forward based on the findings of
the different workgroups within the committee. Currently, it looks like campus
may be able to use existing training similar to one of
our peer institutions for a base-level training for all employees. After that
point, the idea would be to implement a series of pipelines that are determined
by job duties, with an appropriate curriculum constructed in a tiered fashion.
Solely online training may be enough to change opinions but won’t
be enough to change behavior. Whether they take the form of reading/discussion
groups or something more didactic, the group has determined that there needs to
be face-to-face components as well. Vice Provost Meyerand will report back with
more details on this toward the end of April.
Thinking about the recent Academic Staff Chat, it is
clear that there are differences in how performance reviews are
happening on campus, and that there is a strong desire to make the process more
uniform and more helpful to employees. It is important to convey the message
that the performance management process is an ongoing process as opposed to one
that solely happens twice a year. There were also questions about making
training on the process mandatory for supervisors.
Vice Provost Meyerand reported that the school/college guidelines for
the College of Engineering and the School of Human Ecology have been approved.
Recessed at 3:59 p.m.
Reconvened at 4:03 p.m.
Business
· April Assembly Agenda
ASEC
discussed the draft agenda. Vice Provosts John Zumbrunnen and Beth Meyerand will
be presenting at the meeting. ASEC will vote to approve the agenda next week.
· Topics for Guests
Chancellor:
thoughts on single pay and costs associated with conversion, along with the possibility
of using ATP; telecommuting philosophy; pay equity and addressing compensation
levels once TTC is implemented; response to CWU letter
Provost:
instructor survey results; thoughts on vaccination efforts in wake of new round
of eligibility; post-COVID priorities shift for some areas in Provost Office
Meeting adjourned at 4:26 p.m.
Minutes
submitted by Jake Smith, Secretary of the Academic Staff