IUB Professional Council
Business Meeting Minutes
Kelley School of Business, Room 3055
November 19 , 2008
Council Members in Attendance: Rob Aspy, Margaret Baechtold, Tracy Bee, Jonathan Bolte, Jennifer Chaffin, Dan Ondrik, Claudia Polley, Suzanne Ryan (Ex-officio, UHRS), Patrick Smith, Tracy Smith, Kelly Thacker, Greg Travis, Ed Vasquez (Ex-officio, CWA), Dee Verostko, Beverly Vicker.
Proxies: Tracy Bee for Jim Brown, Margaret Baechtold for Mark Goodner, Rob Aspy for Christina Kuzmych, Claudia Polley for Paula Phillips.
Members Not in Attendance: Eric Love, Michele Neary, Liz Peck.
Guests: Debby Allmayer, VPIT; Janet Holloway, VPIT; Peter Kaczmarczyk, CWA; Dan Rives, UHRS.
Meeting Minutes
A motion to approve the October, 2008 minutes as written was made, seconded and passed.
Annual Auction Update
This year we received a total of 33 items. As of today, bidding is at $808 total. Bidding will close this Friday, November 21, at 5:00 p.m.
Retirement Planning Seminar Review
There were approximately 10 BPC members who attended a review session of the retirement planning seminar UHRS plans to begin presenting next year. One suggestion made by those in attendance was to offer two seminars, with one being “basic” and another being more “advanced.” Another suggestion made was to have some presentations after regular work hours, so that spouses and partners could attend.
Newsletter Update
The newsletter went out on November 7 in its new format. The format divides content into three columns, and it is presented in a “news bite” style with links to more information. Anyone with feedback on the new format should email Jonathan at bolte@indiana.edu.
BPC Funding Proposal
The Executive Committee is working on a funding proposal for 2009-2010. The plan is to tie the proposal to current campus initiatives, i.e. sustainability, international interest and diversity. They would also like to see the professional development grant program place heavy emphasis on these initiatives.
The introduction to the funding proposal will be a tie-in to these initiatives and will include professional development grant information as an appendix item. The committee hopes to have a draft of the proposal ready for the December meeting.
Orientation for New Professional Staff
The BPC office is once again receiving information from UHRS on new professional staff. Several BPC members have expressed an interest in having a uniform system of making contact with these new staff members after the initial contact letter has gone out from the BPC office.
One suggestion offered was to invite these new staff members to a specific BPC meeting, 2-3 times per year, and allot 15 minutes of the meeting to a question and answer session with them.
Community Service Project
Jennifer Chaffin met with a representative from CWA about the possibility of co-sponsoring their upcoming food drive. Other possibilities discussed were: a book drive, supplies for Teachers’ Warehouse, and an “adopt-a-school” program. Beverly Vicker will email BPC members with options.
Proposed Conference Topics
A recent survey taken by the Outreach and Advocacy Committee revealed that professional staff members are most interested in topics relating to employment. It was also suggested that these topics could tie back to the campus initiatives of diversity, sustainability, and international interest.
Executive Committee – 11/12/08 – Dan Ondrik
In attendance: Dan Ondrik, Rob Aspy, Tracy Smith, Margaret Baechtold, Jonathan Bolte, Beverly Vicker, Teresa Spiegel.
- Discussed upcoming BPC funding proposal. Dan and Margaret will prepare a draft of a strategic plan to accompany the funding proposal. The Executive Committee will review it, and then it will be presented to the full council.
- Discussed new procedures for filling staff positions. Any positions to be filled must now be approved by a Dean or Vice President. The Executive Committee will continue to monitor this situation.
- Discussed timing of a memo to the Board of Trustees, Vice Presidents and Deans. It was decided that this would be better if done sometime during 2009, after the funding proposal has been submitted.
- Discussed FMS RFP for replacing processes in Student Loan Administration. Will ask Dan Rives for an update at the November BPC meeting.
- Discussed the Retirement Program Seminar that was presented last Friday by UHRS. Everyone agreed that the seminar was well done. In particular, everyone liked the concept of two separate presentations, one for planning basics and one that is a bit more advanced. They also liked the idea of offering the seminars after work hours so that spouses/partners could attend.
- Discussed the silent auction. As of this morning, 99 bids had been submitted, for a total of $498. The process has been fairly smooth thus far, and the new system put into place this year seems to be working well.
- Discussed the new format of the BPC newsletter. Jonathan showed everyone what the newsletter “should have” looked like, and what it will look like in the future. Apparently, there was a slight glitch in the email process that affected the overall look. However, comments about the general layout and design have been positive.
- Discussed a replacement for Susan Johnson. The BPC currently has a vacancy in Unit 1. Dan will email Christina and Eric to see if they have suggestions for filling the slot.
- Discussed the status of HR orientation concerning the BPC. After talking with Suzanne Ryan, it appears that this is really not a good time for BPC to try and connect with new professional staff, since they are almost overwhelmed with new information to process. Teresa will continue to send letters to new professional staff, now that we are getting the lists again from HR.
- Discussed options for the standards/process for BPC units to connect with new professional staff. This will be discussed further at the November BPC business meeting.
- Prepared the agenda for the November business meeting.
Communications and Marketing Committee – Jonathan Bolte
The first newsletter in its new format went out November 7. (Our thanks to Jonathan for working on this, as well as changes to the BPC web site.)
Outreach and Advocacy Committee – 11/11/08 – Beverly Vicker
Attendees: Jennifer Chaffin, Beverly Vicker
Summary
- Know Your Campus event- December 4, 4-6 at Archives Dept in Wells Library. Two blasts about event will be developed. RSVP to Teresa.
- Know Your Campus- Assembly Hall to be scheduled for spring; Wiley House for mid May
- Will solicit topics from within BPC for topical workshops- timing dependent on results of survey
- Consider options for possible food drive- to be discussed at council meeting
- Alumni group- 5 with positive interest; 6 with possible interest. Will send summary email to describe how might be used. Need to invite to some thank you function to see old friends and be acknowledged.
- Co- Sponsorship- Rob and Eric to represent BPC at Men of Color and Women of Color conference; no other help needed. Other conferences /projects still to be explored and what supports might be needed.
- Discuss procedures for greeting new BPC members
- Welcome at meeting
- Schedule for unit person to greet
Next Meeting: 8:15 in the downstairs café at the Wells Library on January 13th, 2009
Professional Interests Committee – Mark Goodner
I. Meeting:
Wednesday, October 21, 2008 at Maxwell Hall 003, at 1:00 p.m.-3:00 p.m. (and still continuing via e-mail)
II. Members in Attendance:
Mark Goodner – Chair, Jim Brown, Michele Neary, Kelly Thacker, Dee Verostko
III. Members not in Attendance:
Greg Travis
IV. Old Business:
None
V. New Business:
1. We finalized a letter the BPC may use every year from now on to solicit donations for the Silent Auction from the businesses who advertise on the Perks Page. Teresa plans to send out the letter for the first time on Monday, November 3. We will monitor response for future improvements necessary for the letter and for any follow-up that may increase the likelihood of a donation.
2. We discussed/brainstormed one last time how we should write the new Professional Development Grants (PDG) website and application text in order to more clearly state the goals and expectations of the program, to clarify evaluation criteria, to reduce the need for regular updates on the site, to reduce the amount of paper used in proposals, to streamline the contents of proposals, and to more clearly distance ourselves from the administration’s view of the PDG program as becoming a substitute for departmental responsibilities for funding/supporting professional development activities.
We finalized the text via e-mail conversations and Teresa put the text into production on Monday morning, November
3.See the new PDG page at: http://www.indiana.edu/~iubpc/GrantProgram.htm
Updating the reviewer score sheets to match the new criteria is an ongoing e-mail conversation and will be completed before the next round of proposals is due.
VI. Other Updates/Issues/Announcements:
Next meeting is November 18, 2008 at Maxwell Hall 003, at 1:00 p.m.-3:00 p.m.
Ad-hoc and Campus Committees
Campus Recreational Sports Advisory Board – Michele Neary
The board is investigating the possibility of free passes to HPER and/or SRSC for faculty and staff members. More information will be forthcoming as it becomes available.
Faculty Fringe Benefits Committee – Michele Neary
- The Faculty Council will likely update the health care comparison chart they put together a few years ago to include updated information about the 3 health care plan options we currently have. Hopefully they will have the updates made before Open Enrollment for 2010 begins.
- Information was shared regarding a new tax provision to encourage bike commuting for faculty and staff. The enabling legislation makes bicycle commuting expense reimbursements from employers a nontaxable fringe benefit effective 1/1/2009. Faculty representatives have asked for a “bike commuting reimbursement” policy to be rolled out soon on the BL campus. Hopefully we’ll hear more about this in the weeks and months to come.
- Information was shared regarding Purdue’s recent adoption (effective Oct. 1, 2008) of a new Parental Leave policy for faculty and staff. This policy allows for up to six weeks of paid leave for the birth mother and up to three weeks for the father. Dan Rives reported that IU currently has no plans to provide such a benefit to staff employees because staff employees already accumulate paid leave that may be used for “family events”. If the BPC is interested in pursuing the adoption of a similar policy at IU, I believe the Faculty Fringe Benefits Committee would be interested in partnering with us.
Staff Merit Awards – Tracy Smith
Tracy’s group worked specifically on the review of PA staff submissions. Out of 20 proposals, two names have been recommended for awards.
Search and Screen/Review Committees
Vice Provost for Faculty and Academic Affairs – Kelly Thacker
A list of names chosen by the committee has been provided to the Provost.
Vice Provost for Undergraduate Education – Mark Goodner
The Vice Provost for Undergraduate Education (VPUE) Search Committee met Friday, October 31, 2008 to discuss the nominations and applications. 31 nominations were submitted. 17 nominees declined. 8 submitted application letters. 1 was declined since the applicant was not a full professor. 2 are still being considered, but on the assumption that their current promotion review will be positive. Applicants will begin being interviewed next week, as soon as arrangements can be made. The current plan is to interview all 7 applicants. Included below is the position announcement and the list of committee members. The expectation of the Provost is to have recommendations to her before the end of November.
Please find below the request for nominations and applications for the position of Vice Provost for Undergraduate Education. This is a new position, created as part of an ongoing reorganization of the Office of Academic Affairs & Dean of the Faculties. The reorganization places two overarching functions of the current unit under the leadership of two Vice Provosts. Activities in support of teaching and learning will be led by a Vice Provost for Undergraduate Education. Activities relating to academic appointments and policies, including recruitment and retention, tenure and promotion, diversity, faculty development, and mediation will be led by the Vice Provost for Faculty and Academic Affairs.
Announcement of Vice Provost for Undergraduate Education
Indiana University Bloomington is soliciting applications and nominations for the position of Vice Provost for Undergraduate Education, a senior administrative appointment who will provide leadership for campus-wide activities in support of teaching and learning. The position will report directly to the Provost. The Vice Provost for Undergraduate Education will also work with other senior administrative leaders on the Bloomington campus, as well as with the Bloomington Faculty Council and the educational policy committees in the academic units. The successful candidate will begin his or her duties on January 1, 2009. This is a 12-month appointment, with the expectation of a three to five year initial appointment, renewable.
Position Description and Major Responsibilities
The Vice Provost for Undergraduate Education (VPUE) leads campus-wide programs and initiatives that support innovation and enrichment in the curriculum, help faculty to develop enhanced teaching strategies, and provide classroom support services and academic support to students. The VPUE provides effective leadership on campus-wide curricular issues, including implementation and management of the IUB General Education Initiative, and superintends the Campus Curriculum Committee. The VPUE and members of his or her senior staff also work with other IU campuses and institutions on cross-institutional curricular issues, including degree articulation and course transfer agreements. In addition, the VPUE and members of his or her staff manage a variety of grant and scholarship programs that benefit faculty and students.
Offices reporting to the VPUE include the University Division, which provides advising and academic record support for most new undergraduate students. Other offices manage instructional consulting and learning support services for students, which include innovative freshman-year programs. Also reporting to the VPUE are offices that extend educational opportunities in different directions; these include opportunities for high school students to complete IUB coursework and for adults to complete degree- and non-degree courses in life-long learning programs offered by the Bloomington Division of Continuing Studies.
Qualifications
The successful candidate must be a tenured member of the IU Bloomington faculty who has achieved full rank. She or he must have a passion for enhancing the academic experiences of our students, which presumably is an extension of a record of exemplary teaching. The candidate should have experience with developing innovative courses or programs, and should be knowledgeable about current campus-wide curricular issues and procedures. Broad intellectual interests and the ability to work with faculty and administrators across diverse academic programs at IUB are crucial. The successful candidate will also be expected to have substantial administrative experience and a demonstrated ability to manage a complex organization via an open, inclusive, and collaborative style of leadership.
Procedures
Applications and nominations should be submitted to Dean Bennett Bertenthal via the Oncourse web site at: vpuesearch@oncourse.iu.edu Applicants and interested nominees should submit their curriculum vitae and a letter describing their qualifications for the position and reasons for pursuing it, and should identify two or three individuals who have knowledge of their qualifications and who may be contacted by the committee. Deadline for submission of applications is Wednesday October 29, 2008. If a prospective applicant is unable to file application materials by the announced deadline, s/he should submit a letter of intent by that date. The committee will continue to review applications until the position is filled. Indiana University is an Equal Opportunity/Affirmative Action employer. We especially encourage applications from minority and women candidates.
Please find the list of committee members below.
Best wishes,
Karen Hanson
Provost & Executive Vice President
Vice Provost for Undergraduate Education Search & Screen Committee Members
Bennett Bertenthal Committee CHAIR, Dean, the College of Arts and Sciences
Caty Pilachowski Department of Astronomy, the College
Allan Edmonds Department of Mathematics, the College
James Walker Department of Economics, the College
Dewitt Kilgore Department of English, the College
Ellen Dwyer Collins Living-Learning Center
Martha MacLeish Fine Arts, Studio, the College
Geoff Sprinkle Kelley School of Business
Thomas Brush School of Education
Kathleen Gilbert Health, Physical Education and Recreation
Geoffrey Brown School of Informatics
Gary Potter Jacobs School of Music
Bonnie Brownlee School of Journalism
Amy Bastin School of Public and Environmental Affairs
Laura Plummer Dean of Faculties
Mary Hardesty CWA, School of Education
Abhijit Basu Geological Sciences, the College
Michael LaBelle Indiana University Student Association
Mark Goodner Bloomington Professional Council
Vice Provost for Student Affairs and Dean of Students – Margaret Baechtold
This committee will meet tomorrow, November 19.
Special Guest– Debby Allmayer and Janet Holloway – VP of Information Technology
Debby Allmayer, HR Officer for VPIT, and Janet Holloway, Senior Advisor for Special Projects, VPIT, joined us at 4:00 to discuss the IT Strategic Plan 2.
The first strategic plan for information technology was in 1998. Most of the plan was completed within 10 years. This past spring, President McRobbie put forth a charge to expand this plan. Frank Acito was selected to chair the University Information Technology Committee. Four task forces were established. They are: Faculty and Scholarly Excellence Task Force, Student Success Task Force, Effective Community Task Force, and Engagement Beyond Task Force.
The ITSP2 contains 15 recommendations and 69 action items. The draft of the plan may be reviewed by going to http://ovpit.iu.edu/itsp2, and feedback is welcome. The committee plans to present the final draft to the Board of Trustees in December.
Special Guest – Dan Rives, University Human Resource Services
At 4:25 Dan Rives joined us to provide updates on several HR related topics.
- Although federal regulations have not yet been issued, HR is working on a plan to provide preferential tax treatment for bike commuters. This would give tax credits to those employees who bike to and from work to help defray equipment and maintenance costs for their bikes. The plan will likely go into effect in January, 2009.
- An update on St. Francis Hospital – The hospital has rescinded its intention to leave the Anthem network. However, as of this date, no new contract has been signed.
- Open enrollment – Over 7,200 employees took advantage of open enrollment on-line. That is a great number, since this is the first year on-line enrollment has been offered. There were 300 employees who signed up for the new high deductible health plan with health savings account.
- Health risk assessment/24-hour nurseline – IU is able to offer two new opportunities next year in partnership with Clarian. The first is a health risk assessment. This is available to employees and their spouses/partners, and it is available to those who are enrolled in either the HDHP or a PPO plan. The second is a 24-hour nurseline. Anyone enrolled in an IU health plan will have access to a toll-free number that is staffed by nurses, 24 hours a day, 365 days a year.
- There is a new set of requirements to fill vacant staff positions. Before a position is filled, the department should determine whether the position is critical. If it is not, consider suspending or eliminating the position. As was the case before, authority to fill hourly positions and staff positions funded by “sponsored programs” will remain within the department. For all others, authority to fill positions will require approval from a vice president or the provost. This is not to be viewed as a hiring freeze or suspension. The full set of guidelines may be viewed at http://www.indiana.edu/~uhrs/salary/position_guidelines.html.
- Retirement Planning Seminar – The recent review of the UHRS retirement planning seminar was very helpful. Cristy Wheeler is looking at a few modifications, based on feedback from BPC members.
Meeting was adjourned at 5:15 p.m.
Meeting minutes respectfully submitted by Teresa Spiegel.
