Personnel Services Committee
March 19, 2009

 

Members Present:  Kate Blackwell, Myrtho Blanchard, Janet Bush, Lisa Donaldson, Charles Errico, Miguel Garcia, Nancy Gleeson, Marjorie Kinnaman, Sima Otsuka, Nan Peck, Jennifer Reynolds, Charles Scarborough, Carol Sinwell, Barbara Tolley, and Nancy Wyatt.  Joan Trabandt attended for Jennifer Lerner.

 

Members Absent:  JoAnn Credle, Mocha Dyrud, Van Robertson, Ruby Holland, Frances McDonald, Matthew Niziol, and Wendy Unison-Pace.

 

Guest:  David Mastropaolo, Associate HR Director for Professional Development

 

Approval of Minutes:  The minutes from the January 15, 2009, meeting were approved after agreeing to amend Dr. Chris Lee’s title as the VCCS Associate Vice Chancellor, Human Resources, rather than the Vice Chancellor.

 

Vice President’s Report:  VP Miguel Garcia reported that the financial situation is the same as last reported in February, affirming that the 5% budget cut scheduled in the fall is still likely.  The State funds approved by President Obama will help for the remainder of fiscal year 2009, but that when the funds are depleted, the worry will be fiscal year 2010.  It was noted that Dr. Templin’s email addressed the budget concerns clearly. 

 

On a separate matter, the Vice President reported that the Admin Council has approved a proposal from campus Provosts to standardize the signage and overall appearance of the various campuses so that they all have the same “feel”.  This will help students and visitors when they are on different campuses to find their way around. 

 

Chairperson’s Report:  Dr. Errico stated that the April 16^th PSC meeting will be held in the President’s dining room of the CE Building.  He further stated that there typically has not been a PSC meeting in May since the academic year ends May 16^th.  Unless Dr. Templin feels there is a need to meet sometime during the summer to address financial concerns, the next meeting will occur in September which is when the organization meeting will take place for the new year. 

 

Dr. Errico also noted that Dr. Templin’s email referred to recommendations that College Staff and full-time faculty workloads be reduced, either this summer or in the upcoming academic year, from 12 to 10 month contracts, and that it was still to be determined how HR would work with them to bring about these changes.  Dr. Errico further emphasized that this change was an emergency measure and that the pay cuts were an alternative to layoffs and that when the money returns, normal schedules should resume.  It was noted that employee benefits would continue despite the prorated pay and schedule changes. Any changes in schedule would require the supervisor approval. 

 

Vice Chairperson’s Report:  Janet Bush reported that a couple of weeks ago a member of the Annandale Classified Staff was invited to speak to a work group of administrative assistants to ease their minds and put to rest rumors about potential layoffs as a result of budget reductions.

Diversity:  Myrtho Blanchard reported that data concerning race/ethnicity are mandatory for state and federal reporting on the diversity of the school’s hiring practices, regardless of whether the information is based upon self-identification or visual identification during interviews. There is no written policy for this but the reporting requirement exists nonetheless. 

 

HR has amended the 105-23 in response to the Committee’s concerns expressed in February’s meeting; the Committee approved the change as noted and agreed unanimously to remove further discussion of the 105-23 from the agenda.  

 

The problem still remains with regard to the accuracy of data reported to state and federal agencies, and it was noted that using accurate data based upon self-identification is better than data based upon guesswork. Myrtho noted, however, that the agencies would not accept the forms if the required information is not provided.

 

The PSC will ask for clarification of this requirement through legal affairs and seek to have it reduced to writing. Until such time as written policy is provided, it was noted that HR has no choice but to provide the data required regardless of its source. Having resolved the issue on the 105-23, further discussions on the remainder of this issue will be continued to April’s meeting.

 

Promotion Policies:  In response to concerns expressed during February’s PSC meeting, David Mastropaolo stated that the terms “excellent” and “very good” as they apply to evaluating faculty are clearly defined in the Faculty Handbook. Specifically:

 

·       Page 617 of the Faculty Handbook sets out the requirements of the VCCS 29.

·       Appendix C, paragraph (f) of page C-3 states that “teaching effectiveness for initial appointments is determined through references” while promotions are determined through evaluation ratings for two previous years.

·       Teaching effectiveness equates to overall evaluation rating. References within Handbook are very clear – promotion is based upon overall rating of excellent.

·       Appendix J defines an “excellent” rating as consistently outstanding performance while a “very good” rating is defined as “clearly exceeds performance standards”.

 

It was noted that the problems in evaluations lie in the VCCS Form 29 and not in these explanations.  A faculty member may be given a “very good” rating in teaching while the narrative states overall professional development is “excellent” on the VCCS 29, and yet the faculty member will not be promoted.  It is important this be clarified in writing.

 

The PSC will make a recommendation to VCCS to reevaluate the VCCS 29 to address this issue.

 

Email Privileges for Retiring Employees:  VP Garcia expressed concerns about retiring NVCC employees who are granted ongoing email privileges until they reach emeritus status. His concern is based on the risk of potential security breaches.

It was noted by several committee members that discontinued email privileges could be a source of resentment for those retiring and risk the potential for future monetary support from these individuals. Options concerning the length of email privileges were discussed as well as the potential for discretionary supervisory intervention for termination of privileges.

 

VP Garcia will look more closely at the existing written policy concerning this matter and report to the Committee in April for further discussion and suggestions.

 

President’s Sabbatical Awards:  The discussion on President’s Sabbatical Awards was tabled until the April PSC meeting.

 

Early Retirement Policy Initiative (ERP):  This issue was tabled until the April PSC meeting.

 

Other Issues:  There were no other issues brought to the attention of the PSC.

 

The meeting adjourned at 4:00 p.m.