Classified Council Agenda

Thursday, October 7, 2010 8:30 – 10:00 ADM 204

Access Number: 1-800-893-8850 Meeting Number: 7730925

I.

Call to Order

II. Introduction of Members, New Members, and Guests

2010-2011 Classified Council Membership Megan Carlson, President * 09-11 Judi Spry * 10-12 Craig Mead, Vice President * 10-12 Fannie Slaten 10-12 Connie Dennis, Secretary 09-11 Sandra Barclay 09-11 Gary Foster * 10-12 Cedar Cussins 09-11 Nancy Hall 10-12 Gwen Gere 09-11 Kim Heidemann ** 10-12 Debra Gritman 09-11 Ana Hinkle 10-12 Tina Hudspeth ** 09-11 Lara Madden ** 10-12 Natalie Kowal 09-11

Audrey Jo Malone 10-12 Gianna Ridgeway ** 09-11 E Sarah Pace 10-12 Kathy Smith * 09-11 E E Mikayla Savikko 10-12 Timea Webster 09-11 Jennifer Schultz 10-12 Vacant (Anchorage) 09-11

* Assembly Reps ** Alternate Assembly Reps

III. Approval of Agenda

(pg. 1-2)

IV. Approval of Summary

(pg. 3-5)

V. A. President - Megan Carlson (pg. 6) Reports

B. Staff Alliance - Megan Carlson C. UAA Assembly – Megan Carlson D. Diversity Action Council - Tina Hudspeth E. Campus Safety Committee - Kim Heidemann (pg. 7-8) F. UAA Advisory Council for Enhancing Student Success (ACCESS) – (has

not met yet) G. Staff Health Care Committee - Megan Carlson

VI.

A. Retreat update – Sandi Barclay, Lara Madden Old Business

B. Accreditation update – Megan Carlson

VIII. A. Disease Management Program – Mike Humphrey New Business

B. Homecoming – Timea Webster

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C. Performance Evaluation Form Draft (pg. 9-13) D. Discussion of possible fall social event (chili feed or service drive?)

IX.

A. ASEA Withdrawal of Representation Petition (pg. 14) Information Items

B. Assembly Memo to President Gamble re: Chancellor search (pg. 15-16) C. Alaska General Election November 2nd Don’t Forget to Vote!

http://www.elections.alaska.gov/ D. Regents Decision on FY12 Tuition Rate

http://www.alaska.edu/opa/enews/ E. Proposed FY12 Operating and Capital Budgets

http://www.alaska.edu/bor/agendas/2010/sep23-24/ F. Memo – MFD Existing Devices (pg. 17-18)

http://www.cbsnews.com/video/watch/?id=6412572n&tag=contentMain;contentBody

X. Adjourn

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Classified Council Summary

Thursday, September 2, 2010 8:30 – 10:00 ADM 204

Access Number: 1-800-893-8850 Meeting Number: 7730925

I.

Call to Order

II. Introduction of Members, New Members, and Guests

2010-2011 Classified Council Membership X Megan Carlson, President * 09-11 Vacant (Anchorage) 10-12 X Craig Mead, Vice President * 10-12 Sandra Barclay 09-11 X X Gary Foster * 10-12 Janet Burton 09-11 X X Nancy Hall 10-12 Connie Dennis 09-11 X X Kim Heidemann ** 10-12 Gwen Gere 09-11 X X Ana Hinkle (PWSCC) 10-12 Debra Gritman 09-11 X X Lara Madden 10-12 Tina Hudspeth ** 09-11 X X Sarah Pace 10-12 Natalie Kowal 09-11 X X Mikayla Savikko 10-12 Gianna Ridgeway ** 09-11 X X Jennifer Schultz 10-12 Kathy Smith * 09-11 X X Judi Spry ** 10-12 Kim Stanford 09-11 X X Fannie Slaten 10-12 Vacant (Anchorage) 09-11

* Assembly Reps ** Alternate Assembly Reps

III. Approval of Agenda

(pg. 1-2) Approved

IV. Approval of Summary

(pg. 3-7) Approved

V. A. President - Megan Carlson (pg. 8) Reports

PBAC is starting to look at strategic planning, good business practice Staff alliance is contributing to discussion about a unified form for performance evaluation-the last draft we saw was not the final draft, so we’ll share when that version is received. Fisher report Congratulations to recipients of longevity awards, and to Jennifer Schultz for Admin Asst of the Year award.

B. Staff Alliance - Megan Carlson C. UAA Assembly – Megan Carlson D. Diversity Action Council - Tina Hudspeth

No meeting yet (set for either Sep. 14 or 17); did meet yesterday for reception of old and new members, faculty senate diversity committee; talked about diversity action council.

E. Campus Safety Committee - Kim Heidemann Date TBD.

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Judi mentioned a problem with the sign for pedestrian crossing near housing. Kim will bring it up at the next Campus Safety Committee meeting.

F. UAA Advisory Council for Enhancing Student Success (ACCESS) – (has not met yet)

G. Staff Health Care Committee - Megan Carlson (pg. 9-10) Presentations by WIN for Alaska and other vendors offering new services. Council discussed disease management program, agreed to invite Mike Humphrey to next meeting to answer questions. Also discussed Best Doctors and Navigenics proposals.

H. Child Care Taskforce – (report submitted to Chancellor last spring; taskforce now a working group) Dissolved but still a core working forward

I. UAA Faculty/Staff Association - Kim Stanford Have been working on primary projects Will be working on postcard campaign

VI. A. Election of CC Secretary Old Business

Nominations: Connie Dennis Tina Hudspeth Nominations Closed Connie Dennis elected new CC Secretary.

B. Staff Council Consolidation – results of 2nd

Might revisit council presence after union vote. advisory vote

Motion to move forward with collaboration and possible joint retreat – motion passed. MOTION ( ): details. 2nd: Judi Spry Approved

C. Added – Sunshine Club. Discussed possible functions - $5 to club? Birthday cards? Agreed not to move forward with this proposal. Will continue to have snacks provided at each meeting by members, with Kathy maintaining the list of who has signed up.

VIII.

A. Election of Anchorage Assembly representative (which should be first among the existing alternates before being opened up to the full council)

New Business

Judi Spry elected new Assembly representative Lara Madden elected new Assembly alternate

B. Retreat planning i. Joint retreat with APT?

Motion (Kim Stanford): APT and Classified Council move forward in planning a joint retreat in October or November. 2nd

Approved : Craig Mead

ii. Agenda items council would like to see at retreat

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Teambuilding exercises Email other agenda ideas to committee members

iii. Volunteers for planning committee Judi Spry Lara Madden Kim Stanford Jennifer Schultz Tina Hudspeth Sandra Barclay (Classified Council contact)

C. Accreditation Update (pg. 11-13) Report is online. Accreditation visit Oct. 4-6. Please familiarize yourself with those aspects of the core themes you contribute to and are involved with.

IX.

A. Classified Council Membership List (pg. 14) (email Information Items

aygov@uaa.alaska.edu with corrections)

B. Implications of the Union Organizing Efforts at UA (pg. 15-20) Educate yourself. Discussion of possibly resending union implications as a .jpg in email, rather than an attachment, to gain greater readership.

C. Sustainability Advisory Board Meeting (pg. 21) Melodee represented both the Classified Council and the APT Council at this meeting.

D. STARS Scoring (pg. 22-25) E. Vacancies for 2 Anchorage seats (09-11 and 10-12) Mike Humphrey invited to next meeting to talk about disease management program and Best Doctors.

X.

Meeting adjourned Adjourn

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Classified Council President’s Report, October 2010

At the September Assembly meeting, we drafted a memo to President Gamble regarding the search for the next UAA Chancellor. This memo is attached to the CC agenda. We felt it was important to assert the need for representation from UAA’s governance groups and community campuses in the committee that is entrusted with this important task.

Assembly

We also heard a report from Bob McDonnell in General Support Services about a new security risk discovered in digital copiers and scanners. The CBS News story that sparked interest in the topic, along with a memo from Statewide on the issue and how to address it, are attached to the agenda. I’d be happy to invite Bob to a future meeting to discuss this in greater detail, if there’s interest.

The Regents held their first review of the FY12 operating and capital budgets in September. President Gamble’s approach for the budget is fairly conservative for the coming year, focusing on fixed costs and deferred maintenance rather than new initiatives (programs) and buildings. The Board has not published their plan for compensation increases in the budget yet, because contract negotiations with the unions are ongoing and they feel announcing one number would impact other negotiations. I have heard that we should expect some compensation increase, but it is too soon to know that number.

FY12 Budget

Several facilities normally in the capital budget request, such as the UAA Sports Arena and the UAF Science Building, are included in a General Obligation Bond measure on the November ballot. Keep in mind that this measure will not raise property taxes, and will be paid directly by the state in a process similar to that used for other state buildings, but over several years.

The Staff Health Care Committee and Joint Health Care Committee have both held meetings discussing possible uses for a fund designated for promoting wellness at our campuses. There was a lot of interest in options that would better engage our employees, such as competitions for healthy cooking or weight loss challenges. More research on increasing the availability of vouchers for health club memberships is also being discussed.

Staff Health Care Committee & Joint Health Care Committee

In various forums, Governance Leaders met with members of the Fisher Review consulting team, which visited the UAA, UAF, and UAS to evaluate the UA System holistically. We expect a fairly short turnaround on the report from this visit, but it is up to President Gamble and the Regents how it will be distributed.

Governance Leaders

Staff Alliance Staff Alliance discussed the performance evaluation form, our thoughts on the Fisher Review meetings, and the health care incentive fund, which are all addressed elsewhere in this report.

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Campus Safety Committee

Sept. 17, 2010

Rep: Kim Heidemann

*Campus Safety Walk is scheduled for Oct. 7th

*Retirements: Jody Inman replaces Wayne Morrison as Associate Director of UHDC and Mike Halko replaces Trig Trigiano as Director of EHSRM

from 7:30p – 10p. Meet at the amenities bldg.

*Guns on Campus: Prohibition of guns on campus has changed to allow guns in personal vehicles as long as that person has legal right to possess fire arms. The fire arm must be secured inside the vehicle

*Preparedness update: Prince William Sound Community College went through ICS training. Soldotna Campus now has 18 emergency responders. Juneau Campus participated in a shooter on campus drill. UAA during Staff Development Day had a work place violence seminar; the chancellor’s wing had a silent panic alarm system installed on Sept. 1st

*UAA Evacuation Drills: The drills conducted on campus went well. Discovered ERT team and building personnel overlapped in some areas. In a true emergency, just dial 911. (APD will call UPD). 6-4911 is going back to 6-1120 for UPD. However both numbers ring to the dispatch number. An Emergency Phone will be put into PSB. Call Karolynn Liggon in IT if you would like to have an emergency phone installed in the lobby of your building.

; the campus was evaluated for terrorist attack vulnerability and concerns after the evaluation are being addressed; safe room bucket project is complete with all buckets distributed (70 safe rooms designated throughout campus); student orientation includes awareness training for crime prevention and moose attack. Homer will also start CERT (Community Emergency Response Teams) training in the near future.

*Facilities & Campus Services: Projects wrapping up – Spirit Dr should be complete by Oct. DSS had issues with people locking up their bikes on the railings of the Portable Classroom Ramps. This blocked access for disabled students so signs were installed that bikes will be impounded if locked to ramps.

*UPD updates: There have been some staff changes. Vending machine break-ins remain the same. Video surveillance on campus – options are being looked at. No campus-wide solution at the moment as there is no funding available. Researching cold weather systems for parking lot surveillance; consulting with Fairbanks.

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*Around the table: Spikies are available at HR and LIB. KMEL-AM radio (frequency 1610 AM) will continue even if other systems fail. It is a 10 watt radio system. Best system in case of emergency. Cause of loss reports include workman’s comp and outdoor slip and fall, usually caused by ice. Possible solutions would be to wear appropriate shoes and walk on the sanded pathways. Promote tossing out sand that’s located by the doors of the buildings. Educate people.

*Next meeting is scheduled for December 3, 2010.

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University of Alaska Performance Evaluation Form

All University of Alaska supervisors are required to complete an annual written performance evaluation at least two weeks prior to their employee’s leave accrual date (Regulation 04.06.03). In addition, accreditation standards require that “administrators and staff are evaluated regularly with regard to performance of work duties and responsibilities.” Completed evaluation forms should be forwarded to Human Resources for inclusion in the employee’s official personal file.

I. Employee Information

Employee Name (Last, First, Middle) Employee ID Position Title

Department Supervisor Name Accrual Date Review Date

Annual Review, Six-Month Review or Other: Identify Time period of performance evaluated: i.e., January 1, 2010 – December 31, 2010, etc.

II. Instructions:

The Employee’s PD is the supervisor’s reference for rating on all of the duties and factors that appear in this document.

1. Review the performance evaluation format and the instructions below. Compile any department files or other relevant information (i.e., previous evaluation, Job Evaluation Form, ect.) pertinent to the evaluation.

2. When assigning each performance factor, consider only those aspects of the employee’s performance in the specific area being evaluated. For example, an employee can earn an ”E” rating for “Job Knowledge”, and a “NI” rating for attendance”. You may consider all aspects of an employee’s performance in the overall performance rating. When evaluating attendance, do not consider time away from work that is protected by Federal or State Law (i.e., Family Medical Leave Act or Americans with Disabilities Act, ect.) 3. To assign an overall “NI” rating, documentation of a previous counseling session between the supervisor and employee must exist to support rating. 4. Forward completed evaluation to second level supervisor (dean, director or department Head) for approval prior to reviewing with the employee. 5. Meet with employee to discuss evaluation contents and goals for the upcoming year. 6. Request the employee’s signature. Employee may make comments on the form and/or on an additional sheet of paper. If an employee refuses to sign, note that on the form and forward to Human Resources. 7. Initial employee comments (if any) and route to second level supervisor for final review. The supervisor forwards the original, signed and initialed performance evaluation form to Human Resources for approval and inclusion in the official personnel file.

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III. Performance Ratings

E Exceptional: Consistently exceeds performance expectations. HE Highly Effective: Consistently meets and at times exceeds performance expectations. P Proficient: Consistently meets performance expectations. NI Needs Improvement: Inconsistent performance; at times meets expectations and at times falls below

expectations N/A Not Applicable: May be used when employee is too new to evaluate, or if employee has been gone

for an extended period of leave, or if a specific performance factor does not apply to the job. IV. Essential Functions – All Employees Essential Functions: List in priority order the major job accountabilities and goals for the employee during this evaluation period. (Insert the PD essential functions below.

Results: Comment on results achieved in relation to essential functions. In the box to the right, rate the performance for each major area.

Performance Rating: (Choose One)

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Performance Factors – All Employees

Every employee should be rated on the below performance factors, in addition to rating above on their specific Position Description duties. Job Factors Rating Comments 1. Job Knowledge: Knowledgeable of current requirements, methods, techniques and skills. Knowledge of how work relates to and affects internal/external areas.

2. Planning and Organization: Effectively sets objectives and priorities within area of responsibility; forecasts needs; identifies key tasks and sequential steps; manages time and resources efficiently; effectively handles the requirements of multiple or competing tasks.

3. Work Quality/ Quantity: Rate quantity and quality of work produced. Consider timeliness, ability to follow directions, accuracy, attention to detail, follow-through, and thoroughness; completes assignments, meets commitments and deadlines .

4. Problem Solving: Identifies, evaluates, and researches problems, and recommends solutions. Seeks input or assistance when appropriate.

5. Communication: Effectively conveys information to others by written and verbal means, practices active listening. Builds effective relationships.

6. Decision Making: Consistently uses good judgment in gathering, analyzing and acting on relevant information in a timely manner.

7. Attendance: Adheres to work schedule; attendance is punctual and consistent.

8. Adaptability: Flexible under changing conditions (new people, ideas, tasks, priorities, etc.). Anticipates and prepares for change.

9. Safety and Risk Management: Applies proper analysis and takes action to mitigate or where appropriate eliminate undue risk or contingent liability. Observes safety rules and safe work habits. Identifies safety problems to appropriate staff.

10. Initiative: Completes assignments and takes constructive action without prompting. Seeks challenging assignments, self-development, and learning opportunities.

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V. Performance Factors continued – SUPERVISORY POSITIONS ONLY (This does not include lead positions)

The below factors should be rated only if the employee holds a supervisory or leadership position. Job Factors Rating Comments 1. Leadership: Directs, motivates and appropriately influences others to achieve the relevant mission; serves as credible role model, displaying and instilling a positive attitude; sets high standards for self, group and others; builds a strong sense of teamwork, purpose and group identity; encourages subordinate input and participation; makes effective decisions and exercises discretion consistent with relevant policy, regulation, unit responsibilities and goals; ability to facilitate necessary change.

2. Employee Management: Effectively delegates work and responsibility to appropriate staff, clearly communicates goals and expectations; ensures staff are kept informed of relevant information, engages in two-way communication; effectively handles personnel issues; recognizes the achievements of others; routinely provides constructive and on-going feedback on job performance; completes annual performance appraisals in a timely manner; applies policies and procedures equitably to staff.

3. Training & Development: Identifies training needs, provides educational/training opportunities to ensure employee success; develops capabilities of staff.

4. Resource/Budget Management: Ensures that University resources are used consistent with cost versus benefit considerations; seeks, identifies and acts on opportunities for cost efficiency; routinely analyzes work activities for efficiency and effectiveness; achieves desired results within constraints.

5. Application of Policy & Procedure: Knowledge and application of relevant policies, regulations and procedures; ensures consistent departmental compliance.

6. University & Community Relations: Effectively coordinates and works cooperatively within the University community and where relevant with external agencies and community organizations.

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VI. Additional Comments:

VII. Action Plan/ Training, Development, Improvement Goals: Summarize any specific projects, performance objectives, or training and development plans for the next evaluation period.

VIII. Signatures/ Approvals Reviewing Supervisor Name: ____________________ Signature: _________________ Date: _________

Second Level Supervisor Name: ____________________ Signature: _________________ Date: _________

Employee Review: The contents of this form have been reviewed with me. I understand that this form will be used by the University of Alaska in connection with salary administration, development and placement activities. I understand whether I agree with this evaluation, I may enter my opinions here or on an attached sheet of paper. I reserve the right to discuss this evaluation with a Human Resources representative.

_____________________________________ Employee Signature: Employee Comments: (use back or attach additional sheet(s) (if necessary)

Reviewing Supervisor Initials/ Date ______________ Second Level Supervisor Initials/ Date ______________ HR Services Reviewer Name: ____________________ Signature: _________________ Date: _________

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September 21, 2010 Dear University Employees: Yesterday, the university received a copy of ASEA's notice to the Alaska Labor Relations Agency stating that the union is withdrawing its petition to represent university staff. Jim Duncan also wrote a message to staff in which he said that a major reason the union had difficulty in communicating the value of a union to staff was that the university has "actively oppos[ed]" staff's effort to organize and that the university had misstated ASEA's positions on issues. The decision to withdraw its organizing petition was ASEA's decision to make. The university neither misstated facts nor acted in any way to discourage staff from organizing. The union knows how serious their charges are. The truth is that the university presented information and issues for employees to consider, asked employees to research the relative advantages or disadvantages of being represented and asked employees to vote. Since ASEA announced the withdrawal of its representation petition, many employees have had questions about what the decision will mean to them. It is important to know that ASEA’s action was not merely a request to postpone the election. The petition itself has been withdrawn and cannot be reactivated. The filing of a new representation petition would need to be based on a new showing of interest (at least 30% of members of a proposed unit signing representation cards, submitted to the Agency). Following a withdrawal of the petition, ASEA and other unions could start a new organizing drive at any time. If an election had been held and had resulted in a majority voting "no union," there would have been a 12 month waiting period before any union could file a new petition. ASEA's withdrawal of the petition creates a situation in which there is no minimum length of time before any union could file a new petition. Employees have asked about the impact of the petition withdrawal on the university's FY12 budget development, regarding a proposed compensation increase for staff. In the next few days, the university expects to receive formal confirmation from the ALRA that the representation petition has been dismissed. After that, the university can develop a proposed increase in compensation for staff according to its normal processes, for consideration by the regents and inclusion in the regents’ proposed FY12 budget. University Regulation provides that the Board of Regents will annually review the staff salary schedule. The university consults with Staff Alliance and considers internal and external factors, including the Consumer Price Index in determining annual salary adjustments. See Board of Regents' Policy 03.01E.2 and University Regulation 04.05.043. Although the union organizing campaign is over, the university will continue to actively communicate with staff regarding issues the campaign raised. A number of employee communications the university was working on are on topics that are still relevant to employees, such as UA health care plan. Also, the Statewide Administration Assembly (SAA) collected additional questions from employees at the September 3 union organizing forum and asked the union and the university to prepare written responses. The university will provide its responses to SAA, because employees indicated they would still like answers. The university will also be actively working with staff on the development of the FY12 budget recommendation and on a continuing basis regarding issues such as employee health care. If you have other questions on these topics, please send me an email. Sincerely, Beth E. Behner Chief Human Resources Officer

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Dr. Russell O’Hare Chief Records Officer (907) 450 - 8078 (907) 450 - 8071 fax rjohare@alaska.edu

Office of the Vice President for Finance and Administration

PO BOX 755120 910 Yukon Drive Ste. 208

Fairbanks, AK 99775-5120

To: Business Council Thru: Joe Trubacz From: Russ O’Hare Date: June 14, 2010 Re: Immediate Action to Protect Data/information stored in Multi-Function Devices (MFDs) Many MFDs (copiers, scanners, printers, and fax machines) are equipped with the capacity to store electronic documents in persistent memory such as hard drive. As with computers, sensitive documents stored on these devices must be rendered unreadable before they are returned to a lessor, sent for repairs, repurposed, surveyed or disposed of. MFDs are not always the responsibility of the IT staff; please share this memorandum with office mangers and other relevant staff in your unit that might not e aware that they store sensitive documents in a persistent memory. This memorandum is broken into two distinct situations: What to do with existing equipment What to do when disposing of, transferring, or retiring old equipment This memorandum may refer to but is not limited to photocopiers, scanners, fax machines, and other multi function devices. Existing Equipment If you are currently in the middle of a product’s life cycle, you have several options, I recommend you carefully evaluate the options and choose one commensurate with your perceived risk. However, before anything else, first determine whether your equipment is in fact retaining digital copies on a hard drive. To do this, you may want to contact: Your sales/leasing vendor The manufacturer’s web site Office of Procurement Services Recommendations:

• Attach a warning label to copiers, printers, scanners, or fax machines with persistent memory such as, “WARNING: Data scanned on this machine is stored in persistent memory.”

• Consult the manufacturer for the proper sanitization/wiping procedures for MFDS. Additional vendor fees might apply.

• If the vendor does not provide a facility to sanitize media, remove the storage medium from the device before it is removed from UA premises, and then render it unreadable. Note this may render the device non-functioning possibly resulting in penalties for leased devices.

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• Ensure that originals are removed from copiers before they are removed from secure UA premises.

• If a third party vendor removes the MFD from UA premises, the vendor should be required to produce a signed ‘certificate of destruction’ that includes the model number and serial number of the device.

Harden the device and develop departmental clean-up policies Your best option may be to keep your current equipment and attempt to secure the data within the devices as you go. In this case, UA offers this quick 4-step guide:

1. Review all the functionality of the device, decide how it is to be used, and harden the configurations. Disable every service and feature except those indentified as required for department’s business processes – including how accessible the machine is via the network.

2. Determine if your make/model equipment offers a “disable” option with regard to maintaining a digital cache copies. If so, disable that option.

3. If not, determine whether your equipment allows periodic deletion of data. Automatic deletion at specific intervals is preferable, but manual deletion will suffice.

4. If your equipment only allows for manual deletion, determine whom this task will fall to in your office. Copiers and related devices have not been traditional considered IT equipment, so an office manager or other administrative personnel may oversee your equipment.

Disposing of, transferring, or retiring old equipment Since it has become public knowledge that multi function devices may contain sensitive personal information, their disposal must be handled carefully. The university already has procedures related to the disposal of hard drives that includes the secure removal of data, from computers and servers, the same standards should be applied to MFDs. With the exception of leased equipment, all MFDs should be disposed through campus Surplus Property. Releasing departments should securely wipe hard drives and other data-containing medium before transfer to Surplus Property. If the departments fail to wipe hard drives, Surplus Property staff should have procedures to complete the task.

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