MARSHALL UNIVERSITY CLASSIFIED STAFF COUNCIL MINUTES
THURSDAY JANUARY 17, 2002
DRINKO LIBRARY 349

President Barrett called the meeting to order at 1:05 p.m. and asked for discussion and/or corrections of minutes of last meeting. With no discussion or corrections, motion was made to accept and seconded. Council voted unanimously to accept minutes as written.

GUEST: Jim Stephens 

Mr. Stephens advised he had several items to discuss with Council: 

Classified Staff Handbook: After discussion from previous meetings regarding concern of not having hard copy of handbook in hand and that many employees do not have computer accessibility, the Human Resource office will resume printing of this document.  This will be distributed to all regular status classified employees. Mr. Stephens hopes to begin distribution of this by February 1.  He noted that changes will still be done via the WEB and we should continue to check this periodically to make sure we remain current on issues. 

Changes in Staff Handbook:  Mr. Stephens felt that the conversation from the November meeting indicated an overall concern regarding changes made previously in the Handbook.  Mr. Stephens feels that all changes made to date have improved situations for employees. Many of these changes resulted because of a governing policy being changed. The history of the changes made in the handbook can be reviewed in the last chapter. Anyone with questions or concerns should contact Mr. Stephens. 

Leave Documentation Policy:  This came as a result of a finding of the Legislative Auditors. They found that the documentation of reported Leave Requests did not balance with amounts actually reported. Therefore, departments will be required to implement this form to report leave used by employees and must be retained in the departmental office.  Mr. Stephens’ concern regarding this matter is that we provide accurate information that will balance with the leave reported and will pass the Auditor’s review. 

Mr. Stephens had received many calls regarding the use of social security number  on this form. He noted that the leave usage reporting now in use is SS# based. Further discussion will go into this matter because the new reporting system that is being worked on at this time will be SS# based as well. He feels more discussion will result from this procedure and the continued use of the Social Security numbers.  Mr. Stephens did note that departments could use their own discretion in requiring SS# to be used on forms retained in offices. 

QUESTIONS & ANSWERS: 

1. Jill Burcham - Would donation of annual/sick leave to the leave bank be reported on the leave request form? Mr. Stephens noted this would continue to be processed through the Human Resource office in the same manner now in place.

2. Cora Westmoreland – Who is required to sign the approval on the leave request form?  Mr. Stephens advised that the immediate supervisor or person responsible for approving leave requests must sign form.

3. LuAnn South - Are we required to use this form or can we use a form we already have established in place?  Mr. Stephens advised he had no problem approving something we have in place as long as it reported the information required by the auditors. Second part of the question was the length of time we should retain records? LuAnn noted one part of the form contained reporting for a 3-year period and another part for a 5-year period. Mr. Stephens explained the error and advised documentation must be held for a 5-year reporting period.

4.  President Barrett - Why was this form not submitted to Council as a courtesy?  Mr. Stephens advised that this was undertaken to come into compliance with an audit finding. A Task Committee was formed to develop this form and he noted two classified staff employees did have input on this matter. Mr. Stephens did inform Council that a program is being developed to report leave but he has no idea when this will be in place or when we may begin working with it.    
5. Elizabeth Graybeal - Will employees receive an annual/sick leave report? Mr. Stephens asked President Barrett if Dr. Angel had responded to the Resolution submitted to him regarding the reinstatement of leave reports? President Barrett had not received a response back from him at this time. However, Mr. Stephens feels President Angel will be very supportive of this request and the restoration of reproducing this report for the employees. Mr. Stephens will get back to Council with any further news he receives on this matter.

 Mr. Stephens asked President Barrett as to our concern with the PIQ. President Barrett noted she had pulled the WEB site up and found the PIQ form is not in a fillable form on the computer.  While it can be filled in online, it is very difficult to do and is not user friendly. She asked if Mr. Stephens could place this document in ADOBE as a fillable form document? Mr. Stephens said he would review this and see if it is feasible. 

Next issue of concern addressed to Mr. Stephens by Mr. Muhammad Chaudhry was the process of the desk audit. Issues discussed:        

 How can one individual be responsible in making the final decision that an employee should or should not be upgraded?

             Does this individual give fair and impartial evaluations to desk audits?

 Does an individual review employee’s old job description versus present duties above and beyond as assigned now?

How does the Human Resource office justify someone of 25-30 years of service, that has letters of support from their department head, immediate supervisor, Chair, etc. that an upgrade is warranted and then it be denied?

 Is it possible that a committee could be formed so that more than one person is involved in the decision making process?

 Classified staff reiterated to Mr. Stephens the lack of confidence in the desk audit process, lack of confidence in the individual handling audit, and unhappiness with one person being allowed to have the final decision.

 Would it be possible for another Human Resources representative to perform the desk audits for a period of time to see if results would differ? This may help employees have a better perspective about the evaluation given.

Concern was raised that when employees choose to question a decision the consensus is that most often we do not receive satisfactory answers. Mr. Stephens was also asked if he could provide numbers as to how many desk audits had been approved and had been denied? Mr. Stephens said he would get the new numbers to us but thought it to be around 60%. Council responded to Mr. Stephens that we do not feel it to be a matter of numbers but, more an interpersonal issue with the Human Resources representative, which we feel is “poisoning the well” so to speak. Mr. Stephens responded that if he found some impeachable behavior, he would respond to it, but he feels everything has been  done in a very professional operation and that it is up to the standards of the system.

 Mr. Stephens reminded Council that clients who may feel a fair decision was not given in their desk audit can grieve the process and have JEC review the decision, but advised that individuals do take a chance their position could possibly even be downgraded rather than given the upgrade they seek. In response to more than one person making the decision Mr. Stephens advised having multiple members would cause other problems i.e. that clients would feel one evaluator would be more favorable than another in the decision process.

 President Barrett thanked Mr. Stephens for attending the meeting and his cooperative manner in resolving our concerns.

 STANDING COMMITTEE REPORTS: Many reports were not available as committees had yet to meet since returning from holiday break.

 ETHICS COMMITTEE: Patsy Stephenson:Patsy reported that she had a draft of proposed “Statement of Ethics for All Employees.” She asked that Council members  review this draft and contact her with any comments. The next meeting of the Committee will be held on the 28^th of January at 4:00 p.m..

 ACCE:  President Barrett noted that Stephanie Neal was attending an ACCE meeting. She asked that we look at the recent E-mail Stephanie had sent regarding Bills to be introduced during the Legislative meetings. If we have questions or comments, please contact Stephanie as soon as possible.

 OTHER BUSINESS:  President Barrett asked for volunteers to help with editing a newsletter. She feels this would be the most appropriate way for employees to be kept informed of issues at hand since many do not have computer access. If anyone would be interested in helping to contact her or let Mary Black know.

 President Barrett informed members that Mary would be returning from leave on January 23, 2002.

 President Barrett noted to Council that unexcused absences would be addressed at the next meeting.

 Question was raised to President Barrett if the upcoming raise of $804 given by Governor Wise is applicable to us. Are we considered state employees or Higher Ed status? President Barrett advised she was not sure Governor Wise is aware of the confusion over this matter but would check in to this and see if she could find out what our status will be. President Barrett noted this question always poses problems.

 President Barrett noted also that Higher Ed Day at the Capitol will be February 5^th and Marshall Day will be sometime in March.  She will get the date to us. If we attend, we will have to use annual leave.

 With nothing further meeting adjourned at 2:45 p.m.