Provost Employee Council Meeting
Tuesday, March 14, 2006
Minutes
Council Members Present:
Jo Ann Addison (Engineering), Heather Cullop (McIntire), Pat Dunn (SEAS), Peggy Ehrenberg (McIntire), Vikie Faulconer (SEAS), Dan Fetko (Engineering), Carol Garges (Law), Kathy Gillette-Mallard (SCPS), Lorrie Jean (Arts), Carolyn LaQuatra (Provost), Carole Lohman (Library), Rob Schuett (Darden).
Non-Members in Attendanct:
Alan Cohn (HR), Sue Haas (Darden), Brad Holland (HR), Anda Webb (Provost).
Featured Speaker: Gene Block, Provost
Jo Ann Addison, Acting Chair, called meeting to order at 9:37 a.m. Becky Marshall, Council Chair, was unable to attend due to illness.
I. Welcoming Remarks, Appreciation and Introductions:
Jo Ann welcomed council members and guests and thanked Rob Schuett for arranging to have the meeting at the Darden Sponsors Center facility as well as for making luncheon reservations at the Abbott Center Dinning Room.
Members and guests introduced themselves and Jo Ann introduced the Provost, Gene Block, who proceeded to respond to the questions which had been submitted in advance, as follows.
Question #1: Why can’t the cost of infrastructures (facilities maintenance; health & safety, etc.) used to support the new research facilities which are going to be built be added into the contract at the time of bidding? . . . If this cost could be added into the contract when it went out to bid, it would be a way of obtaining additional funding for what might be needed later to operate and maintain the facility.
Reply to Question #1: Mr. Block responded that there is no disagreement regarding the need for more money when we build new facilities to cover the additional costs of maintenance and infrastructure. Block explained that we would like to conduct our fundraising campaign so that donors understand that we also need to cover costs of building infrastructure. Donors, however, believe it is the state’s responsibility and, according to Block, there is a “psychology of the state university” which impacts on how donors designate their gifts. Donors want to give the bare minimum to cover design and construction of a new facility or for a new program or project but they do not necessarily want to contribute towards facility maintenance, etc. Block said that Leonard Sandridge does factor in parking costs when the budget is developed for new construction. Block believes that eventually we are going to get there and that we need to upscale our budget projections.
Another concern is that everyday the construction costs increase and oftentimes, before construction begins, the University finds it will be over budget due to the spiraling cost of building materials.
The Provost added that it’s a good generic point and that the process needs to be reviewed by the senior administrators. Block also responded to the question asked about restructuring and its impact on how construction costs are allocated. He said that it is important to approach all new building projects in a mindful way and that changing the mindset of donors is an important part of the equation.
As a follow-up to question #1, Carol Garges asked about UVA’s non-university properties and other real estate holdings and how the revenues generated from these sources is appropriated. Gene Block explained that the monies from these other sources are kept separate from UVA’s operating budget. He said that the monies from these other sources are recycled internally, i.e., they go back into the properties from which they were generated.
Question #2: Will the personnel evaluation process be changed with restructuring? Will "supervisees" have the opportunity to evaluate their supervisors/ managers?
Reply to Question #2 : Gene Block asked Alan Cohn with HR to respond to this question. Alan answered yes, UVa is working with Virginia Tech and William and Mary. They are planning to conduct a series of focus groups in regards to evaluation design and process.
Sue Haas noted that the 360 degree evaluation philosophy has the level of competency defined.
Alan further commented on the merit system and other aspects of the restructuring-management agreement and said that the Governor plans to sign off on the charter agreement in April and that presently the new system will be rolled out in July 2007.
Question #3 : Just as students must adhere to and sign off on the Honor Code on their papers, tests, exams, etc., would it also be appropriate to require other members of the UVA community to likewise adhere to the Honor Code in regards to documents, personnel evaluations, assigning grades, etc.?
Reply to Question #3: Gene Block said that he was not sure if the Honor Code is extensible to staff, faculty and employees of the University. He explained that since the Honor Code system is a student-run operation, it is difficult to apply it to the employees of the University as a whole.
Block further commented that the Honor Code seeks to establish an environment of integrity and trust for students but that employees are best supported by laws and procedures.
Question #4: What is the status of Restructuring and staffing since things seem to be changing regularly? Also, if there is going to be any money for staff bonuses distributed this year? Suggestion: to reassert the need for a Staff Representative on the Board of Visitors (esp. with the changing status of staff under the charter).
Reply to Question #4: Gene Block replied that Chief Operating Officer, Leonard Sandridge, and Vice President for Management and Budget, Colette Sheehy, continue to spearhead the Restructuring Initiative effort. They are devoting time to the academic planning piece and that it is very good. The December 13 th meeting with Leonard Sandridge was cited. It was noted that in addition to what is in this restructuring bill, the state budget for 2005-06 allowed for a special base budget increase to classified salaries; academic division “contributor”- rated employees on the state’s rating scale, were awarded a $50 bonus for each year of service above any other increase to which they were entitled. It was not stated if there will be bonuses again this year.
Bloc k also said that the University administration was very pleased with the AccessUVa initiative as an important means to attract lower income families. The University is also looking at how to meet the demands for more nurses and medical technicians, more teachers, and more high visibility research.
Regarding a staff representative on the Board of Visitors, it was noted that some universities do include a staff rep on the board. Block expressed mixed feelings on the topic noting that if UVa has a staff person, then they will have to include a faculty member. Likewise if there is a grad student, then it will be necessary to have an undergrad, etc.
Question #5 : Inquiry regarding an item from the latest Faculty Senate meeting: "In other business, Casteen said the administration is investigating a tuition waiver at the University for children of faculty, a senate concern. While it is not uncommon, Casteen said there are many details to consider, such as how it would be funded, who would be eligible and how the plan would be implemented. Senate chairman Houston G. Wood promised Casteen advice from the senate committee studying a waiver.” Will this tuition waiver be extended to the children of staff as well?
Reply to Question #5 : Block explained that UVa, as a state institution, can’t really give waivers as state universities have to actually put that money aside (unlike private institutions). But, he continued, if we give it to faculty, we need to give waivers to children of staff as well. However, this will open up the University to other claims, e.g. single faculty will then claim that they should be eligible for some kind of waiver, etc.
Provost Block said that AccessUVa is the best provision for low and middle income families. It is a provision that is being heavily used by more and more families, and therefore, shows great promise of attracting and allowing students from all income levels to attend UVa.
Question #6: The University seems to be getting bigger and bigger. There seems to be an unspoken mandate for the University to grow. I also see massive growth all around us here in Charlottesville, Albemarle, and surrounding counties. The University seems to be a major driving force in this process.
As the provost for the University, do you operate under the assumption that the University needs to get bigger to survive? If so, how do you justify that assumption? Do you foresee a time when the expansion of the University will begin to level off? How can we help the University fulfill its mission without incurring the devastating results created by the unbridled growth of the University?
Reply to Question #6: Block noted that the University, in terms of student enrollment, is actually growing very modestly. Over the next six years, there will only be 1,000 new students added to the roles. He stated that he doesn’t see a great deal of growth and noted that, in some areas, such as research, departments are shrinking. Block added that UVa is heavily leveraged and if major funding sources for research, such as NIH, refocus their grant-making targets to areas such as bio-terrorism, UVa could find itself in a perilous situation.
The Provost acknowledged that Charlottesville is indeed growing and that the quality of life is undoubtedly impacted but that UVa is not going to be a big driver of growth. There are many factors which are affecting the growth.
Block stated that UVA needs to take advantage of these groups that spin off from the University as a result of successful research and development to provide start up costs for other research and development projects. He cited the example of the $20 million for the patent for Adenosine and expressed hope that there would be more successful research outcomes.
Other mention was made of the ways in which UVa could grow but without impacting and straining the surrounding community, e.g. increase online course offerings; international programs which supports 10% of the student body at any given time off-campus; and perhaps offer more undergraduate programs at the satellite campuses, e.g. summer courses at the Northern Virginia Center.
Question #7 : Why can’t benefits be the same for faculty and staff?
Reply to Question #7: The provost noted that VRS is planning to conduct a study of the system and look for ways to improve upon it. Currently, there are good choices for retirement plans and in time, there will be more flexibility.
Block further addressed the issue of faculty salary reviews in that faculty salary increases are based on UVa salary increase policy and noted that both staff and faculty, while utilizing different vehicles, the main premise is the same.
A question was asked regarding merit pay. Block explained that academic salaries are swayed by the market forces and gave the example of the difficulty UVa has in hiring and keeping professors of Economics because they are in such demand.
JoAnn thanked the Provost for taking the time to be with us and for the helpful Q & A session. After a short break, the group reconvened and several announcements were made, i.e.:
Joann announced that a 3rd term of Weight Watchers was about to begin and any interested parties should contact her.
- A ceremony and reception for employees who have attained 10, 15, and 20 years of service scheduled for Tuesday, May 23, 2006 in the Cabell Hall Auditorium;
- An awards dinner banquet honoring employees with 25 and more years of service will be held at 6:00 PM on Wednesday, June 14, 2006 in the Omni Hotel Ballroom.
6. The Spring Resource Fair for all Academic Division and Medical Center employees is scheduled for Tuesday, April 18, 2006 at 2:00 p.m. in the Newcomb Hall Theater. A special invitation will be extended to the newest members of the UVA community, our incoming faculty and staff hired between October 1, 2005 and February 28, 2006.
HR has developed a new video which will be premiered.
Staff should seek permission from their supervisor to attend the fair. Attendance at the fair is considered work time and is not charged to leave. Attendees are encouraged to take a UTS bus, carpool or walk (weather permitting) to Newcomb Hall. Parking is very limited in the Central Grounds Parking Garage. Parking is at the expense of the attendee.
For more information, please contact Tonia Duncan-Rivers, Faculty & Staff Employee Relations Counselor and NEO Coordinator, at 924-4320 or e-mail at tdd3v@virginia.edu.
JoAnn asked if Alan needs volunteers and he said yes.
Sue Haas asked about having access to the HR Orientation video for Darden employees (?).
Alan further advised that the HR building is being renovated to be visitor friendly.
7. Carol Garges said that she will craft a question regarding parking needs for constituents. Rob Schuett will work with Carol in putting together a question that will effectively elicit constituent concerns.
8. JoAnn said that we should table the vote.