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Academic Staff Executive Committee Minutes 06-07-18

Approved 6-21-18

ASEC Minutes
1:30 – 4:00 p.m. Thursday, June 7, 2018
53 Bascom Hall

Members Present: Bruno Browning; Aaron Crandall; Jenny Dahlberg; Beth Giles; Mallory Musolf; Kevin Niemi, chair; Jim Rogers; Deb Shapiro; Lindsey Stoddard Cameron

Guests: Michael Bernard-Donals, Liv Goff, Rusty Haines, Dan Langer, Jake Smith, Mark Walters

The meeting was called to order at 1:31 p.m.

The minutes of May 24, 2018, were approved.

General Reports
Kevin Niemi reported on the UWS Academic Staff Representatives group meeting with President Ray Cross.  There was discussion about operating procedures for that group.  President Cross charged them with rewriting the guidelines that were originally written in 2008.  They also discussed the Title and Total Compensation Study and the lack of communication on other UW System campuses.

Heather Daniels reported that the UW-Extension/UW-Madison Academic Staff Policies Work Group met to discuss the general appeals policies.  There were two main differences between the policies.  The UW-Extension policy requires informal resolution process, and UW-Madison’s doesn’t.  Also UW-Extension allows for 120 calendar days before a grievance process can be started and UW-Madison allows 20 working days.  UW-Madison’s Academic Staff Policies and Procedures allows flexibility in the timeline for the grievance if agreed upon by both parties.  It was suggested that UW-Extension approach their individual units about some kind of agreement for a fixed period of time during the transition that would allow for extension beyond the 20 working days.  Heather attended a meeting of the academic staff within Auxiliary Services.  She shared information about governance generally as well as specific information about how academic staff governance at Madison is organized.

Heather reported on the Shared Governance Ad Hoc Committee that Beth Giles is also sitting on.  They are working on writing up examples of how shared governance has been involved in decision-making in specific areas that are mentioned in the administration’s shared governance letter that goes out in the fall.  They hope to have a draft by mid-July.

Motion to Convene in Closed Session Pursuant to Wis. Stats. 19.85(1)(c), and (f) to Discuss Appointments to the Student Panels; Research, Instructional and Clinical Title Series Committee; Assembly Representatives and Alternates; and Information Technology Committee and Nominations for ASEC Chair and Vice Chair  (Browning). Seconded. Approved.

Motion to Convene in Open Session. (Dahlberg). Seconded. Approved.

Motion to appoint Emily Tarter, Derek Steinbach, TJ Sargent, Teresa Rutecki and Amy Arntsen to the Student Panels (Stoddard Cameron). Seconded. Approved.
Motion to appoint Teresa Nguyen to the Information Technology Committee (Dahlberg). Seconded. Approved.
Motion to appoint Megan Spurgeon, Shane Hubbard and Tom Eggert to the Committee on Professor Titles convened by the Office of Human Resources (Stoddard Cameron). Seconded. Approved.
Motion to appoint continuing representatives/alternates for the Academic Staff Staff Assembly (Dahlberg). Seconded. Approved.
•Election of ASEC Chair and Vice Chair
Kevin Niemi was elected chair for 2018-19, and Mallory Musolf was elected vice chair for 2018-19.
•Revised Levels and Level Descriptors Document
ASEC discussed a revised levels and level descriptors document that had been provided by Mary Luther prior to her departure.  The document added “academic/research” to some statements.  The discussion centered on how levels will work.  The importance of levels will depend on how salary adjustments will work in the new system.  
•Topics for Provost and VCFA
Tim Norris Retirement
EID survey results not being distributed to particular units
Internal Controls Philosophy in general (where is the balance between being successful in an audit situation vs administrative burden?)
Big Ten Provosts meeting highlights
WAA awards follow up

Guests: Dan Langer, Rusty Haines, and Liv Goff, Business Services
Discussion on the UW-Madison campus regarding internal controls began in 2014.  The first area that was addressed was capital equipment.  The next area was travel due to UW System gaining statutory authority on travel.  

In regards to purchasing cards and laboratories and other units, there will be a department P Card option.  UW-Madison has received permission from the State Department of Administration to try it for one year.  Designated users end on July 1.  

In regards to travel, the Fox World Travel contract goes through July 2019.  There will be a RFP process this coming year.  UW System likes having a single contract in part because of the duty of care provisions, especially for contacting people about adverse travel situations.  

They are continuing to work on new systems.  There is a team looking at a purchasing portal.  The product would have workflow and automated forms.  You would use the tool to login, fill out the form, and then have Purchasing order the item.  The process would have a lot of automation built in.  This is a minimum of 2 years away from implementation.  

Guest: Michael Bernard-Donals, Vice Provost for Faculty and Staff
Michael Bernard-Donals reported that a debrief was held for both the planning group for the Hostile and Intimidating Behavior (HIB) workshops as well as the HIB liaisons a week ago.  The sessions held for leadership went well, and those in attendance hit the learning outcomes.  They received feedback and will work on revising the curriculum a bit this summer.  There are 6 sessions offered this summer and more this fall and spring.  This summer he will consider how to hold sessions for 2nd and 3rd shifts and coordinate translation of these sessions.

There was a general discussion about possibly having an orientation for new instructional academic staff.  Parts of this orientation could mirror the orientation that is done for new tenure-track faculty.  

Michael shared that his priorities for the coming year include diversity hiring for faculty, tools for resources for complaints, performance evaluation follow-up, and professional development resources for academic staff.

Meeting adjourned at 4:03 p.m.

Minutes submitted by Heather Daniels, Secretary of the Academic Staff

KeywordsASEC minutes   Doc ID83433
OwnerLesley F.GroupThe Office of the Secretary/ Academic Staff
Created2018-07-06 13:07:06Updated2020-07-13 15:26:00
SitesThe Office of the Secretary/ Academic Staff
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