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SenEx-University Senate Executive Committee 4/18/17

April 18, 2017 - 3:00pm
Provost’s Conference Room


(This meeting may be electronically recorded.)


    I.          Approval of minutes of April 4, 2017
​    II.         Standing Reports

A.              University Senate President Joe Harrington

B.              Faculty Senate President Pam Keller

                         C.        Student Senate President Gabby Naylor

                         D.        Staff Senate President Liz Phillips


III.          Questions for KBOR SenEx April 20, 2017 meeting


IV.           Discussion of HR Performance Policies for Policy Comment Period


 V.           Climate Study-Report from Amalia Monroe-Gulick


VI.           Unfinished Business

                Employee Conditions Policy


VII.           New Business    




April 18, 2017 – 3:00 p.m.

Provost Conference Room



Approved May 2, 2017

MEMBERS PRESENT: Joe Harrington, Suzanne Shontz, Amalia Monroe-Gulick, Alex Erwin, Pam Fine, Ruben Flores, Charlotte Goodman, Dylan Jones, Brian Moss, Gabby Naylor, Ebenezer Obadare, Liz Phillips


FY17 MEMBERS ABSENT: Pam Keller (excused), Jacob Murray


ALSO PRESENT: Maureen Altman and Kathy Reed, University Governance


Joe Harrington called the meeting to order and announced that the meeting was recorded.


MINUTES for April 4, 2017 were approved


Report of University Senate President

Harrington reported that the Chancellor search committee got a late start but is progressing.  Governance has been receiving final reports from committees which have been forwarded to SenEx members.


No report.  Pam Keller was absent.


Gabby Naylor reported that Student Senate is starting turnover of its membership. They have had the election for standing committee members, and chairs will draft charges for the upcoming year.  Maddie Womack and Mattie Carter, who have been unofficially elected Student Body President and Vice President, respectively, and will be confirmed tonight or tomorrow, are hiring their executive staff.  Today Student Senate finalized their Sexual Assault Survivor’s Fund, modeled after the one at UT Austin.  The program will receive $5,000 from Student Senate and additional funding from contributions from Pan Hellenic, Athletic Student Advisory Council, and Athletics.  There is a lot of alum support as well.


Liz Phillips reported that as of tomorrow Brian Moss will be the new Staff Senate President but noted that she will be on SenEx/University Senate until they transition.  Staff Senate is still working on the issue of their reporting to KBOR which KBOR had eliminated this semester. 



Harrington asked what students and staff want to ask KBOR at Thursday’s meeting.  Phillips pointed out that they have already asked for various things and received no response; Harrington suggested staff might like to ask KBOR face to face.  Phillips said that the question about reporting would depend on how her and Brian Moss’s meeting goes tomorrow.  In response to Dylan Jones, Harrington said that KBOR can’t say whether the Chancellor search committee is looking in-house or outside.  Noting that KBOR has the final say he explained that the search committee would give KBOR about five recommendations.  Naylor said she would like to ask how KBOR sees the role of the Chancellor regarding student issues--recruitment, careers, bringing students back as alums.  Jones said he would like to see a Chancellor who works with the legislation, and Alex Erwin wants a chancellor who is an effective advocate for research, as Chancellor Bernadette Gray-Little has been.  Harrington suggested that some of the students’ questions might be answered by looking at the job description on the Chancellor’s website.  Naylor suggested asking KBOR that if they could focus on one area what would they like to improve on, and Erwin suggested that SenEx ask if there is more KBOR want see from students.  Retention of associate professors was a concern Ruben Flores wanted to see addressed, adding that he fears that the University is not as competitive as it once was and is losing new faculty who could later become full professors.  Harrington said someone from Faculty for a Safe Campus would give a brief presentation.  Naylor feared that campus carry will get all attention but Harrington said he would put the issue at the end of the agenda.  Regarding the agenda, Harrington said he would like to have time segments if KBOR agrees.  Kathy Reed said that in the past the SenEx Chair opened the meeting and began questions alternating between faculty, students and staff which gave a better representation.  Looking at some of KBOR’s priorities—retention, recruitment (goal of having more Kansans earning degrees)--Pam Fine suggested asking KBOR what progress they’ve made.  Ebenezer Obadare observed the university community often receives contradictory information/rhetoric from the University and the state and would like to ask KBOR if they are sensitive to that.  Suzanne Shontz said that many of her colleagues are concerned about resources.



SenEx didn’t raise any objections to the proposed policies.  Phillips explained that the policies, which bring UPS (Unclassified Professional Staff) in line with USS (University Support Staff), were run by Staff Personnel Committee and about 50% of their suggestions, which mainly concerned inconsistencies between UPS and USS, were implemented.  She added that some staff has never had evaluations and this forces them to be done.  Moss asked why UPS has seven days to appeal while USS has ten; Harrington asked him email the highlighted the sections of the proposed policy that reference the number of days and he will ask Ola Faucher (Director of HR) for clarification.   

Phillips and Moss expressed concern about another policy, addressing retention and non-reappointment, which is expected to be sent for consideration on April 24.  The policy outlines reasons for retaining a staff employee, the most concerning of which is “nonrenewal of appointment in the best interest of the University” since it doesn’t require giving an employee an explanation. 



Following up on the request made at the last SenEx meeting to find out more information about the Climate Study, Amalia Monroe-Gulick emailed Jennifer Hamer, Interim Vice Provost for Diversity, Equity and Inclusion, and Climate Study Task Force member Trina Ramirez, OIRP (Office of Institutional Research and Planning).  She asked if SenEx wanted anyone to speak before the end of the three-month moratorium on data, adding that there is basically nothing for SenEx to see and nothing they can do since the Vice Provost office is in transition and OIRP has just received the data which had not been analyzed by unit, schools, etc.  Naylor added the study’s steering committee is finished because of the transition but will reconvene.   Flores noted that the Ad Hoc Diversity, Equity, and Inclusion within Governance Committee would need the data.  Harrington pointed out that, in light of the moratorium and with only a few more Governance meetings left, there wasn’t much that could be done with the data even if it were available.  As next year’s Faculty Senate President Monroe-Gulick said that Governance could ask for additional analyses later and might make looking at the Climate Study a committee charge for 2018. 



Employee Conditions Policy

Harrington noted that “faculty” in the second paragraph of the proposed policy is new and needs clarification since, although HR does checks and technically hires, units actually select faculty.  Phillips pointed out that the same is true for staff, adding that she hopes the intent of the proposed policy is that HR approves whether applicants are eligible not whether they are appropriate or able.  SenEx didn’t raise any other concerns. 





Meeting adjourned at 3:45


Respectfully submitted,

Maureen Altman




HR Performance Policies for Policy Comment Period


Explanation of Proposed Policies


April 10, 2017


Dear colleagues:


To address the use of one electronic performance management system for all staff and capture in policy existing practices, a working group, composed of members from General Counsel, Human Resource Management, and the Policy Office, has created or revised the following three policies:

·        Staff Performance Evaluations;

·        USS Performance Evaluation Appeal Process; and

·        the UPS Performance Evaluation Appeal Process.


The proposed policies would replace the current University Support Staff (USS) Performance Evaluations and Unclassified Professional Staff (UPS) Performance Evaluation Appeal Process policies in the Policy Library.


The draft policies address and reflect the use of one electronic performance management system for all staff, as well as make evaluation processes consistent among all staff members. Much of the methodology described in the evaluation policies represents past practices updated to conform with the new electronic system. The appeal processes policies were created or revised to conform with the new electronic performance management system and to achieve closer alignment of the appeal processes for unclassified professional and university support staff.


Preliminary drafts of the policies were reviewed by the Personnel Committee of the Staff Senate. The comments submitted by representatives of this committee have been incorporated into the attached drafts.


Please read the attached drafts and send any comments, questions, or concerns you have to Hrdept@ku.edu by Sunday, April 23rd.


Thank you,



Jennifer Anderson, MPA

Director, Policy Office

Office of the Provost

The University of Kansas


Tel. +1 (785) 864-4906 | Fax. +1 (785) 864-4463

Email jenniferanderson@ku.edu | Web policy.ku.edu


Staff Performance Evaluations Draft


University Support Staff (USS) Performance Evaluation Appeal Process


Unclassified Professional Staff (UPS) Evaluation Appeal Process



Climate Study



Employment Conditions Policy


Analysis of Employment Conditions Policy


Proposed Employment Conditions Policy


Explanation of Employment Conditions Policy





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