IFO/MnSCU Meet and Confer UNOFFICIAL Notes
February 18, 2005
Present IFO: Nancy Black, Annette Schoenberger, Dave Larkin, Richard Gendreau, Cindy Phillips, Steve Bohnenblust, Debra Japp, Russ Stanton, Cindy Webber
Present MnSCU: Chancellor James McCormick, Linda Baer, Jerry Johnson, Jim Jorstad, Gary Janikowski, Lynda Milne, Deena Allen, John Shabatura, Don Mercado, Barb Miller, Chris Roberts (Roberts & More PR Firm Hired by MnSCU), Manuel Lopez, Gary Langer, Renee Hogoboom
Called to order at 8:40 a.m.
The IFO distributed a meet and confer log of the items on the agenda.
Policy Development and Approval for Academic & Student Affairs’ Policy and Procedures
Development Process for Board of Trustees Policy and Chancellor’s Procedure:
MnSCU: Deena Allen gave a draft handout and summarized its contents. This is an internal document to develop and shepherd the process. A cleaner copy will be brought back to a future meet and confer based on the 2/17/05 Academic and Student Affairs Policy Council meeting. All policies are brought to statewide meet and confers before they go to a first reading before the Board of Trustees.
IFO: We are concerned with campus communications. We also notice there are typos and grammatical errors in these documents.
Course Redesign Project (Twigg Initiative):
MnSCU: We want to bring up an update. Our staff has worked hard on this and we feel we are making improvements.
Deena Allen, Debra Proctor and the CTL Steering Committee are working on research and planning. We want to get information directly from faculty. Faculty will be attending workshops in March (Phoenix, AZ) and in May. We have asked the IFO and MSCF to appoint one member that we will send.
IFO: We have appointed Debra Japp, our Academic Affairs Coordinator. Annette Schoenberger will also be attending.
MnSCU: Underserved students are the focus. We are planning to bring in Carol Twigg for a statewide presentation through the CTL and we place this in the context of the work on the campus (Bush grant money and other Office of the Chancellor money). We want to go back to the faculty who received grants and see what they’ve done. Betsy Draper from Southwest Minnesota State University will help us plan as well as Pat Rogers (Bemidji State University) and Judy Euller (Winona State University). We want to open this up for conversation.
IFO: We hear you say you want to talk to faculty, yet you’ve only mentioned the conference. Are you conducting research only with people who are pleased with this course redesign initiative or are you including people who are not so happy?
MnSCU: We want to sit down with the folks who attend the workshop and put together a plan. We may develop a protocol to start calling interested faculty.
IFO: We know that the Board of Trustees is excited about this but we need to be able to communicate a broad perspective; the Board has only heard from a sales person (Carol Twigg). We contacted MIT who put $10 million into course redesign of large introductory courses and asked faculty for feedback. We need to talk to people who work hands-on with this project. Faculty have struggled with large class sizes for a long time. We may already be doing this under a different label. We need to identify those people and pull them into the discussion. Black will provide MnSCU with contact information.
Office of the Chancellor Committees:
IFO: We have had mixed results on the OOC committees and faculty have problems being reimbursed for travel expenses. Some committees are reimbursing travel expenses while others are not.
MnSCU: If it’s a committee initiated by the system, then the system is typically responsible for travel expenses. Generally we’re trying to cover the costs.
IFO: Could we know which ones you reimburse on this form you’ve given us?
MnSCU: That’s a good idea. For the newer committees we have that already established; now we have to go back to the older ones.
Chancellor: I believe most Board of Trustees members know nothing about our participatory committees. Do we need to educate our board about how the style of our system works? Maybe Linda Baer and Nancy Black can think of something to do to educate them.
IFO: At the Board of Trustees (BOT) orientation I suggested this same thing. Linda Baer and I have been discussing the importance of this.
MnSCU: We commit to work on that.
IFO: We need a standard travel reimbursement form put in the packet at these committee meetings – the form should include information on where to mail it to for reimbursement.
MnSCU: We have a standard form.
IFO: We get the strong impression that you do not want to reimburse our faculty who attend your meetings.
MnSCU: We will provide forms at committee meetings for IFO faculty.
Proposed Repeal of Carry Forward CC Policy III.02.10 Diplomas
Proposed Repeal of Carry Forward TC Policy 2.3.8.0 Technical Education Guarantee:
Two (2) handouts were given by MnSCU for IFO review. They had been discussed at the Academic and Student Policy Committee meetings at which IFO representatives were present.
1.B.1 Policy Change Request:
IFO: We are requesting a revision be made to the 1.B.1.1 policy. We have no real complaints about the 1.B.1 process – the real concern revolves around the 1.B.1.1 policy. The problem is when there is an investigation against a faculty member and the faculty member is found guilty before s/he even sees the report and then has to file a grievance to get more information. There is a segment of faculty and students who harass others by claiming they’ve been harassed.
MnSCU: After the investigation we provide information to the faculty member.
IFO: But a faculty member cannot prepare a defense until after the investigation.
MnSCU: We’re dealing with the MN Data Practices Act.
IFO: But then you say ‘confidentiality cannot be guaranteed’ and we’re concerned about the confidentiality for the faculty member. Although they don’t know the charge until after the investigation, the charge may become public knowledge. We’d like to revisit this later to see if the theory and practice matches.
Chancellor: The same process applies to the administration. One of our presidents had the same situation and this person feels s/he was abandoned. This is across the board. If this is the MN Data Practices Act (DPA), then so be it, but we’re making our people feel guilty.
First of all, this is a legitimate concern. Part of this may be an investigative technique, during the investigation, the subject needs some inkling. With the DPA there is not a whole lot of wiggle room. When a union is involved, you can do a stipulation and the union rep can get the information.
Regarding the issue of confidentiality, the respondent has the right to know their accusers and we need to get a formal grievance before we can release the data. Exclusive representatives have a right to the data under the context of the law.
IFO: We are formally requesting and want you to initiate that change.
MnSCU: We are going to be looking at 1.B.1.1 based on the sexual violence policy.
Chancellor: I’m hearing that there may not be much we can do.
MnSCU: Yes, that is correct.
IFO: We want to be at the table discussing that.
MnSCU: I will encourage you to talk to your HR Director.
IFO: Can you give us a date when you think this policy will be reviewed?
MnSCU: Yes, at our next meet and confer.
HRA Accounts:
MnSCU: In early January 2005 I forwarded a letter to all HR Directors to forward to faculty regarding reimbursement. One issue we are dealing with is COBRA benefits through DOER. I talked to Bud Johnson at DOER and we’ll be meeting with them to review this issue in March. I think we are on track for March, early-April for faculty to begin submitting reimbursement forms.
IFO: We saw that letter but at our campus we were only asked to forward the letter to IFO members. We don’t know where things are at.
MnSCU: Eide Bailley is managing the funds. Nothing has changed since the last update.
Maybe we should send out an update?
IFO: Insurance premiums need to be addressed in the Q&A. Are we accruing interest?
MnSCU: There won’t be a sizeable amount of interest. Every time a check is written, it costs money to do that. DOER is charging fees.
IFO: We would like to have information by our March 25 Board of Directors meeting. Eide Bailley is awful to deal with for reimbursements.
MnSCU: Can you give us specifics of problems with Eide Bailley reimbursement?
IFO: Sure.
Duty Days:
MnSCU: Last time we left this issue MnSCU was having a discussion with the state university presidents to see if this Office of the Chancellor limitation was creating a problem at the university level in terms of their ability to recognize faculty for their work. We had a conference call with the state university presidents. In a nut shell, while they have not had significant problems, two (2) things have the potential to create a problem. Certain types of federally funded grants preclude the university from increasing the faculty member’s base pay to compensate them for their work. Second, there could be some case where a faculty member has an unusual assignment doing work on more than 224 duty days a year. We’d be willing to deal with this in a Memorandum of Agreement (MOA). If individual MOAs are more trouble, we’d be willing to look at a blanket MOA so the Presidents could decide. If that doesn’t work then we’d be willing to consider an exception but it has to come from the state university president.
IFO: So you asked the state university presidents if there was a problem with 224 duty days, but 224 duty days do not exist anywhere in our contract. We are not aware of any problems. What happens when an MOA comes to your office and it is rejected? We have a case at Mankato where this happened (specifics given). If we have an agreement that the state university presidents can decide, will you let them decide?
MnSCU: I can’t speak specifically to the Mankato MOA. I saw the MOA but I don’t know how it all originated.
IFO: Our campus (Mankato) is being told they will only pay for 224 duty days. That MOA still isn’t signed. Mankato administration is being quiet about all of this.
MnSCU: I’ll look into that.
Chancellor: This is a sticking point – it looks like the state university presidents have been consulted but what you’re telling me doesn’t line up.
IFO: I’m not so sure that the problem isn’t here (MnSCU). The contract says 168 duty days are guaranteed and anything above that is at the discretion of the administration. We want the university to choose, that is what we are asking.
MnSCU: I agree with you. 224 is not in the contract; the presidents have not put forth any problems. The issue is coming from us in Labor Relations here at the Office of the Chancellor.
Chancellor: When you tell them (faculty/IFO) no[, we can’t go above 224 duty days,] you usually say why.
IFO: Can we say that the extra duty days would be the decision of the state university president?
MnSCU: Yes, but no we can’t.
Chancellor: We have to tell Vice Chancellor of Human Relations, Bill Tschida, why people are so upset and have a small meeting to work this out.
Baer: Nancy and I are committed to resolving this.
MnSCU: I felt the ideas (MOAs) I put forth would resolve this issue.
IFO: If the state university presidents had MOAs, then would they have the latitude to deal with unique situations?
MnSCU: Yes, as long as they did it in dollars and not duty days.
IFO: We don’t think we need an MOA for an issue that is non-contractual.
MnSCU: I thought you’d want an MOA.
IFO: We have an instance where a faculty member is being told they will make $15,000 less than they were offered because it exceeds the 224 duty days.
Baer: How about Nancy Black, John Shabatura and I work together to get a solution.
Chancellor: If we have good reasons we need to bring them forward. I’d ask John Shabatura to bring Bill Tschida into this meeting.
Marketing Communications Update:
MnSCU: In our advertising campaign we are stating that: 4 of 5 nurses; 3 of 6 teachers; 9 of 10 law enforcement grads come from our Minnesota system; and, 4 of 5 grads stay in Minnesota. In the four (4) ads we are producing, every state university is represented and identified by name. We’d like to talk about some strategies we have. We’re doing our legislative strategy (enrollment adjustment) and asking our presidents to talk to legislators and send letters to the editor.
Chancellor: Did you see the recent Star Tribune editorial?
MnSCU: We’re planning to have the ad out by Easter break. We hired Linda Vos who will be willing to get stories from our institutions. She was a reporter for 26 years and founded the Health Care Journalists.
IFO: I attended the meeting and was told it was an internal communications plan was a work in progress. Has information been distributed?
MnSCU: Yes, we will give you a copy.
IFO: What newspapers will L. Vos target?
Chancellor: I’m over at the legislature all the time. The Governor is recommending $107 million while we need $130 + $60 Million. I’ve been told we have to protect our $107. Our state university presidents need to advocate our budget request locally. The legislators are mainly hearing about health care cuts. We’re not generating enough push. I’m trying to generate pressure.
IFO: Legislators are saying they are not hearing enough about our substantial pain. They want us to do more with less but they also want to hear the impact of cuts on programs and students.
Chancellor: We need more energy and presence. For these next 2-3 weeks we have to put on the heat.
IFO: We need to talk more about the resource pool…cigarette tax – we need more revenue in the pot so we aren’t pitted against poor people.
Chancellor: The presidents need to show pain in the media.
IFO: What Chris Roberts drafted (handout given) is a start. We need a distinct state university plan.
Chris Roberts: I appreciate your patience. We’ve made tremendous progress, pulled out priorities from government and public relations to build a key message for the state universities. This has been the hardest thing I’ve done in years. I cancelled my meeting with the IFO in January because I was not prepared. Thank you, IFO, for giving me so much information on faculty accomplishments. We need to give more ongoing attention to points of pride.
I have 2003 data but now I need 2004 data – I don’t want old data. This is merely a starting point. Do we talk about Baccalaureates or Liberal Arts? By the end of next weeks I’ll have more material to share. The Chancellor has been made aware that whenever he makes a speech he will recognize the value of a Baccalaureate education. Every year I’d like to update our points of pride. I’m very supportive of having a collaborative piece on the value of state universities.
Thank you for your input, I know this lack of progress has been very annoying for you.
IFO: At our lobby days, Susan Hegaard said the universities are invisible. You’re not doing a good enough job. Not only are we distinct from two-year institutions but we are distinct from each other – curriculum and culture. We think this is critical for funding state universities.
Leadership Development Program:
IFO: A concern was expressed by the Board that there are not enough applicants at the leadership level (dean and vice president). I asked Bill Tschida to give us a list of participants in the program and I see 54 names 7 from Hennepin Tech – none of which are state university faculty. We are quite concerned. This program was a week long at the end of October 2004. How can faculty be expected to take off one week to attend this? What will the new hire Anita Rios’ role be?
MnSCU: Your perception that it (the leadership development program) was rushed is accurate and inaccurate. It had been on the work plan for two years. Faculty were approached but because it was a full week’s commitment, there was a structural error.
Chancellor: I take responsibility. I asked the state university presidents to make a recommendation.
IFO: Chancellor, you talk about the collaborative nature of our institutions, but yet you only approached the state university presidents – that’s a narrow perception. Why were seven people from a single two-year institution included?
MnSCU: We’re looking at a component for broader training.
Gen Ed/Upper Division:
(Two handouts were given by MnSCU prepared by two-year faculty.)
MnSCU: What is the gen ed definition? We’ll perhaps return to this in April. We brought this memo to the 2 year and feel it is firmed up and can be distributed to the campuses on inclusion of upper division courses in the Minnesota Transfer Curriculum.
IFO: Thank you, I am very glad to see this. We’re glad to see this and have it sent out.
MnSCU: We’ll communicate through Linda Baer’s office to get that off to the campuses.
Transfer Staff:
IFO: We have concerns with there being adequate staffing in this department. Linda Lade was important to us and we want to know how her vacant position will be filled.
MnSCU: We didn’t lose her. Our transfer initiatives have been in the soft money line. We have put the position forward to Don Mercado in Human Resources and is in the job audit process right now. We’re revising the existing job description and changing its classification. Linda is still helping out with the transition. I think some of us are aware that Larry Selin is working as a consultant on a particular project.
We think this position will be filled within 3-4 months.
IFO: It’s not often that we advocate the filling of a MnSCU position. This position is necessary; it affects many students and is very important to us.
Executive Director Equal Opportunity and Diversity:
MnSCU: I talked to Patrice Arseneault, IFO Equity Advocate, about this position and she requested the job description (job description distributed). We sent out a survey on the current job description. When the results came back, we had a 50% turnover. I’ve done a lot of work in EOD areas. We placed an ad in the Multicultural Chronicle of Higher Education, Black Issues and the Hispanic Outlook as well as our contacts at Affirmative Action and other agencies. We’ll start reviewing ads in March. People are excited about this position. There was a recent multicultural conference, and I worked the room. I was born and raised in St. Paul. The committee will meet next Tuesday, and Cindy Phillips will be there. We hope to make an offer in mid to late April.
IFO: You talked about diverse communities. Does that include GLBT?
MnSCU: Out and Equal was sent the job description. The job description and salary range are posted on the MnSCU website.
IFO: We are disturbed that this position went from an Associate Vice Chancellor position to an Executive Director position. We want this position to be a direct report.
MnSCU: This position reports directly to the Chancellor. Typically you don’t change the job title when someone is working the position. The position and pay is the same but the title changed. There was no substance to the other job title.
IFO: This has caused great consternation. Our GLBTA, FIC and MIC Committees want a meeting with the Chancellor. The title change gives an impression. There is a real issue with the Chancellor’s credibility. Why did this happen?
Chancellor: I haven’t heard this until now. Does it help if we change Associate Vice Chancellor titles over to Executive Directors?
MnSCU: I have heard the concerns. We’ve addressed them head on and this is the first time I’ve heard this issue. Everyone I talk to is very comfortable and I’d be happy to join in on this discussion with your committees and the Chancellor. It’s a perception issue, and when we clear it up we’ll be okay.
IFO: But when you create a new title that no one has with a position such as this one, the title is a sensitive matter. I wish we would have been consulted.
MnSCU: This is an important position. We have some great applicants already. The job description is amazing despite the title.
IFO: If the rationale is that none of your staff should have the title Associate Vice Chancellor, then you would have credibility.
MnSCU: There’s a huge amount of credibility by the Chancellor.
Chancellor: We have a signal that there is a problem.
Library Director Position:
IFO: I heard about the creation of this position at MnSCU’s central office – MnSCU doesn’t even have a library.
MnSCU: We’ve talked about this a year ago in the spring when all the system librarians got together. I’m not a librarian and our system needs the support of a librarian.
IFO: We heard from faculty committees saying faculty are outraged and did not recommend the creation of this position.
MnSCU: This has been advertised and talked about. Some don’t like it. We needed someone at the system office with financial aid, policy and campus support.
IFO: Sounds like this was a controversial issue.
MnSCU: I did meet with the Library Committee, and they were very supportive.
Centers of Excellence:
(MnSCU handout was given.)
Chancellor: We did not put this line into our budget proposal to the legislature. We do have some responsibility. The idea of this is in our work plan. If the governor wants to give us money for the centers, we need to see if we can be open to the Governor’s recommendations.
The Higher Learning Commission says we need a distinctive mission. What do other states do? We need highly specialized areas to increase states’ competitiveness so congress could match money. We’ve been thinking a lot about if this goes through. We want a little more flexibility. We don’t know how we are going to handle the money until we know how much we are going to get. We need to have this discussion on the campus with the Presidents.
IFO: We have 3,600 degree programs – we think it’s not a good strategy to watch the decline and say we’ve got a few good centers. The truth is our basic programs are not well funded. This needs to be addressed with the Board of Trustees. You can’t have new initiatives without new money.
Chancellor: Yes, you can’t do more in an under-funded system.
IFO: What is your process?
MnSCU: After the state university presidents heard this language from the governor, they started conceptualizing – we haven’t done anything with this. Eventually we may ask campuses to let us know what they think about this.
Chancellor: If we do, we need a year of planning.
Baer: We need nursing and teacher education. Nancy and I will continue our discussions on this topic.
IFO: We are very concerned about MN Online. Gary Langer and Linda Baer are coming to our next Board meeting in March.
ITS/CTL Surveys:
MnSCU: We have had six faculty respond to our need for a survey specialist for CTL and Desire2Learn. We found one faculty member at Mankato. We’re talking with them about the planning and administration of the survey. We’re thrilled to work with them. We’ve gone one step further and added in some HR questions and other departments. We would like to have this survey out in April or maybe August. Is there time to do this in April?
IFO: Our Board meeting in on March 25. Give it to us one week prior.
MnSCU: Do you want us to bring the IFO Faculty member from Mankato to the Board?
IFO: We’ll let you know.
MnSCU: We also have early drafts we could get to you.
Future Statewide Meet and Confer Meetings:
Cindy Webber and Barb Miller have planned all of the dates for 05-06 schedule of meet and confer meetings. Only one date is left to set in November. It was agreed that the statewide meet and confer in November 2005 would take place on the 18th.
Adjourned 11:45 a.m.