UAA Staff Council Agenda · UAA Staff Council Agenda Thursday, September 6, 2018 9:30 a.m.-11:30...

UAA Staff Council Agenda Thursday, September 6, 2018

9:30 a.m.-11:30 a.m.

LIB 302

Audio: 786-6755 | ID: 284572

Link to Live Skype Meeting

I. Call to Order

II. Introduction of Members

[P = Present X = Absent C = Call In]

2018-2019 UAA Staff Council Membership

Term: H/S

Term: H/S

Brenda Levesque (Co-President) College of Health

17-19 CP: 18-19

H Krystal Offord College of Arts & Sciences

17-19 H

John Moore (Co-President) College of Arts & Sciences

18-20 CP: 18-19

S Austin Osborne Enrollment Services

18-20 H

(Co-Vice President)

18-20 CVP:

H Mo Radotich (PWSC) Office of Admin. Services

18-20 H

Kendra Conroy (Co-Vice President) Business Enterprise Institute

18-20 CVP: 18-19

S Tania Rowe Student Support Services

18-19 H

Alyssa Ament College of Engineering 18-19 H

Lorraine Stewart (Kodiak) Career & Technical Education

18-19 H

August Axtell Chugiak-Eagle River Campus 18-19 S

Mike Swanson (Mat-Su) Student Services

18-20 H

Tamika Dowdy Alaska Middle College 18-20 H

Amber Sweetland (KPC) Office of Admin. Services

18-20 S

Falon Harkins Parking Services 18-19 S

Charlotte Titus Justice Center

18-19 S

Jason Hotch College of Engineering

18-19 S Chris Triplett University Advancement 18-19 S

Dawn Humenik Student Government

18-20 H Julia Vizcaino Residence Life 18-19 S

Kyra McKay HPER 18-20 H

Michelle Yerkes Human Resource Services 18-20 S

H=Hourly/Non-Exempt S=Salary/Exempt

III. Approval of the Agenda (pg. 1-4)

IV. Approval of the Summary (pg. 5-7)

V. President’s Report A. Guest speakers

i. Susan Kalina, Institutional Self-Study Tri-Chairs - 9:45am (pg. 8-10) ii. Sara Childress, Director/Title IX Coordinator, Office of Equity & Compliance - 10am

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September 6, 2018 UAA Staff Council

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VI. New Business

A. Officer Election Review B. Staff Health Care Committee Vacancy to be filled C. Faculty Emeritus Review Process (pg. 11) D. Staff Emeritus Nomination Review E. Staff Morale Survey (pg. 12-14) F. Travel Feedback G. FY19 Resolutions – Tie to FY19 Council Goals H. Future Guest Speakers I. Meeting Time (if everyone could try and plan for the meeting to go to 12pm should we need extra

time?)

VII. Old Business

A. FY19 GOALS

VIII. UAA Staff Council Committees

A. Communications & Marketing Committee - Chair: Tania Members: Tania, Kendra, Amber, Austin, Alyssa

Committee Goals:

-Increase Staff Council visibility

-Improve communications with Staff

-Utilize the website and keeping it up-to-date

-Staff Solution Center (maybe a reference page on the website with helpful links/information)

-Communicate what the Council is doing more effectively

Overarching Goals:

Create a more clear identity for staff council and more effectively communicate with staff to increase

visibility and awareness.

Establish more avenues to solicit ideas, concerns, and suggestions from staff members in order to

ensure that all voices are heard and represented.

B. Staff Recognition Committee - Chair: Charlotte Members: Charlotte, Krystal, Dawn, Mo, Julia C. Events Committee - Chair: August (pg. 15)

Members: Kyra, Chris, August, Jason D. Human Resources (Compensation & Benefits) Committee - Chair: Tamika (pg. 16-18) Members: Falon, Tamika, Michelle, Mike, Lorraine E. Ad Hoc Community Campuses – Chair: TBD Members: Amber, Mo, Mike, Lorraine

IX. UAA Campus Committees A. Diversity Action Council Representative: VACANT and unknown if this council will continue

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B. University Assembly - Reporter: Has not meet Representatives: Brenda, John, Kendra, VACANT (to be filled by new Co-Vice President) C. Facilities Space and Planning Representative: Falon Alternate: Dawn D. Campus Safety Committee Representative: Tania Alternate: Tamika E. Institutional Self Study Representative: VACANT and unknown if it will exist after the October visit F. Planning and Budget Advisory Council (PBAC) – Reporter: Brenda or John (pg. 19-52) Representative: Brenda, John

X. UA Staff Alliance Committees

A. Staff Alliance – Reporter: Brenda or John Representatives: Brenda, John

B. Staff Health Care Committee - Reporter: TBD Representatives: Kendra, Michelle Alternate: VACANT C. Joint Health Care Committee (pg. 53-68)

Only filled by Staff Alliance members. Reps this year are from Fairbanks. They report to Staff Alliance and John and Brenda will share that information as it comes in. Attached is the last meeting AGENDA and the new Premera Personalized Medical Travel Guide for Alaska Travel Support.

D. Staff Compensation Committee - Reporter: John (pg. 69-80) Representatives: John, Charlotte Alternate: Mike E. Morale Committee - Reporter: TBD

Representatives: Krystal, Chris Alternate: Kyra

F. Staff Emeritus Ad Hoc Committee – Unknown if this committee will continue Representatives: August Alternate: Julia

XI. UA System-Wide Councils (Reps from Staff Alliance only)

A. Human Resources Council – Brenda (Continuation on Council from FY18) (pg. 81-84) HR Updates attached.

B. Research Council – John (has not met)

XII. Informational Items

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http://www.uaa.alaska.edu/governance/assembly/index.cfmhttps://www.uaa.alaska.edu/about/administrative-services/departments/facilities-campus-services/fspc.cshtmlhttp://www.uaa.alaska.edu/safety/https://www.uaa.alaska.edu/academics/office-of-academic-affairs/institutional-self-study/index.cshtmlhttps://www.uaa.alaska.edu/about/administration/planning-budgeting-advisory-council/facilities/index.cshtmlhttps://www.alaska.edu/governance/staff-alliance/https://alaska.edu/governance/staff-alliance/staff-groups-and-committe/staff-health-care-committ/index.xml


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XIII. Open Forum

XIV. Adjourn:

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UAAStaffCouncilRetreatAudio:786‐6755|ID:284572|Summary

Thursday,August2,2018

9:00am‐4:00pmCommons107

2018‐2019UAAStaffCouncilMembership

Term: H/S Term: H/SP BrendaLevesque(Co‐President)

CollegeofHealth18‐19

CP:18‐19 H LorraineStewart(Kodiak)

Career&TechnicalEducation 18‐19 HP JohnMoore(Co‐President)

CollegeofArts&Sciences18‐19

CP:18‐20 SP AlyssaAment

Engineering‐Geomatics 18‐19 H RomanieRoach(Co‐VicePresident)

CAFE 18‐19 H KyraMcKay

HPER 18‐20 HP KendraConroy(Co‐VicePresident)

BusinessEnterpriseInstitute 18‐20 SP JuliaVizcaino

ResidenceLife 18‐19 HP FalonHarkins

ParkingServices 18‐19 SP CharlotteTitus

JusticeCenter 18‐19 SP TamikaDowdy

AlaskaMiddleCollege 18‐20 HP KrystalOfford

CollegeofArts&Sciences 18‐19 HP AugustAxtell

Chugiak‐EagleRiverCampus 18‐19 SP AustinOsborne

CommunicationsTeam 18‐20 H MoRadotich(PWSC)

OfficeofAdmin.Services 18‐20 HP MichelleYerkes

HumanResourceServices 18‐20 SP MikeSwanson(Mat‐Su)

StudentServices 18‐20 H AmberSweetland(KPC)

FacultyServices 18‐20 HP TaniaRowe

StudentSupportServices 18‐19 HP ChrisTriplett

UniversityAdvancement 18‐19 SP Dawn(Demko)Humenik

StudentLife&Leadership 18‐20 H

H=Hourly/Non‐Exempt S=Salary/Exempt9:00am–9:45am ContinentalBreakfast/INTROS/PICS9:45am–10:30am Mission,Vision,Values,&GoverningDocuments,Member&CommitteeExpectationsReview

forabsencesandresolutions,Chair/Reporterresponsibilities10:30am–11:30am RECAPofAccomplishmentsforFY19andReviewofFY18GOALS–thosewe’vemet,those

wewouldliketomovetoFY19,andrecommendednewgoalsforFY1911:30am–12:00pm ViceProvostofHealthPrograms&CollegeofHealthDean,JeffJessee

Regentshavesetagoalofdoublingcollegeofhealthgraduatesby2025.WorkingoncollaboratingwithotherMAU’s.AssociateDeanKathyCraftisminingdatatohelpseewhatkindofgraduatesareneededandwhere.ReachingoutandnegotiatingfundingwithCOHcustomers(i.e.increaseinnursinggraduatesmeansincreaseinfundingfromProvidence).Cuttingservicecomponentoffacultytofocusmoreonstudentsuccess.Makingchangesinadmissionsthatwillhopefullyincreasediversityinruralareas.Q:whatisthemarketingandcommunicationplanforstudentsinthecommunity?A:Producinga15minutevideothatshowcasesthedifferenttypesofCOHgraduatesthatarevitaltoanaccidentscenario.HiringaFTCommunicationsDirector.

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UAAStaffCouncilRetreatAudio:907‐786‐6755|ID:284572|Summary

12:00pm–1:00pm LUNCHwithViceChancellorofAdministrativeServices,BeverlyShufordforQ&A(tostartaround12:30pm)

FinallyfinishedherPhDinMay,fillinghernew‐foundfreetimebyexploringAlaska.Q:Becausealotofdepartmentshavebeenrelocated,whatkindofchangesdoyouforsee?A:TherearemodelsofpotentialfacilitychangesbemadefromtheUniversityCenterallthewayovertothebookstore.Forexample:theCollegeofHealthhasbeengiventremendousgrowthgoalsandweneedtomakesuretheyhavethespacetheyneedtomeetthosegoals.Abigpriorityistryingtobalancingspaceutilizationacrosscampus.GregMyfordjoinedasAthleticDirectorofUAAonTuesday,July31,2018.HegavehispositiononUAAathleticsandwhathisfocusison.Theeducationalexperiencefortheathletesisthetoppriority.[UAAAthleticshasaphenomenalcumulativeGPAof3.3]Activelyengagingwiththeathletesisanotherprioritythatcreatesabetterexperienceforeveryone.EspeciallywhentheUAAcommunityattendsgamestosupporttheathletesandrecognizealltheirhardworkandeffort.

1:00pm–2:00pm IntroductiontoGovernance,MorganDufseth,ExecutiveOfficerforGovernance,Fairbanks

MorgangaveadetailedpresentationonUASystemGovernance.2:00pm–2:15pm SusanKalina,ViceProvostforAcademicAffairs,AccreditationUpdate

ReminderthattheNWCCUYearSevenPeerEvaluationsitevisitisOctober8‐10,2018.Thefinalreportisavailableonline..

2:15pm–2:30pm RESOLUTIONS2:30pm–3:45pm InternalCommitteesmeettoestablishtheirgoalsforFY19andselectcommittee

chair/reporter3:45pm–4:00pm QuickRECAPofInternalCommitteeFY19GOALSbyselectedChairs

Briefreviewofgoalsbyeachcommitteechair.ChairswillsubmitallFY19goalstoMoniquefortheSeptemberagenda.

4:05 MeetingAdjourned

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UAAStaffCouncilRetreatAudio:907‐786‐6755|ID:284572|Summary

StaffCouncil2018‐2019Goals:HUMANRESOURCES

Monetarycompensationincrease Stepincreasesofexistingemployees HR–reducenepotismandfavoritisminhiringpractices ImproveonboardingsupportedbyVCAdministrativeServicesintheworks Tieperformanceevaluationstostepincreases Remove10‐dayoutpolicywhichdiscouragesUAstafffromreturningtoUAafterotheroreven

non‐employmenti.e.TotalUAserviceshouldbeaccruedthesameasPERS ReviewofUAAbenefits:equity,“naming”(UApensionisnotapension;HDHPisnotIRShigh

deductible) Morechoiceinhealthcarei.e.gymmembershipsinsteadofhealthyroads Benefitssurveytoallfaculty&staff Phasedretirementoptions Advocateforsteporothercompensationincreases

PROFESSIONALDEVELOPMENT,RECOGNITION&EVENTS

Largeeventatendofyeartorecognizetheawardeeofstaffrecognitionawards Revisedincentivesand/orrecognitionforstaffappreciationforlongevityservice Longevityawardsprocessandrecognition DatabaseofworkshopsstaffcanteachortapintoforProfessionalDevelopment Staffprofessionaldevelopmentgrants:applicationprocess,approvalprocess&reviewboard

COMMUNICATIONS

Strengthenthebridgeofcommunicationtostaff Developplanstoconnectstaffthroughcommoninterestsandgoals(commuting,hobbies,etc) Improvevisibilityandmakeitclearertoallstaffwhothestaffcouncilisandwhatsupportit

offersthem Communicatewhatgovernancemeansinthiscontext Moreeffectivelycommunicatewhatstaffcouncildoesandwhystaffshouldcare Create/showcasemoreofwhatstaffcouncildoes Staffcouncilintro&presentationatnewhireorientationtofacilitateawarenessof

representation WorkwithHR&programmersoeachemployeeissentanemailonhis/herbirthdaywishing

greatday&goodyear Designateafewstaffadvocatesforemployeestogotowhentheyhavejobissuestheyfeel

uncomfortabletakingupthechainofcommandthemselves.(inadditiontocommunicatemoreeffectivelythevariouschannelsthatemployeescanutilizewhentheyhaveissuesorconcernsi.e.anonymousHRhotlineorStaffCouncilFeedbackForm.)

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Vice Provost for Academic Affairs

Report to Governance Groups

September 1, 2018

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NWCCU Accreditation

Site Visit: October 8-10, 2018 After more than two years of broad-based campus engagement in the analysis of mission fulfillment, the Year Seven Self-Evaluation Report has been sent to the NWCCU and a review team will visit the campus October 8-10. The site visit includes three open forums and faculty, staff and students are encouraged to participate.

Date Open Forum Times Locations

Monday October 8 Students Only 1:00-2:00 p.m. Anchorage: LIB 307

Kenai: Ward 102 Homer: P204

Kodiak: BBB 134A Mat-Su: FSM 201 PWSC: Room 153

Monday October 8 Faculty Only 2:30-3:30 p.m.

Tuesday October 9 Staff Only 10:30-11:30 a.m.

Things to Think About: What makes UAA distinctive? Where do you see the institution moving? How do you contribute to meeting the mission and core themes? What role do you play in the assessment of student learning? What role will you play in meeting the 2020 Student Success goals? Self-Study Website: See the Reaffirmation of Accreditation Self-Study Report and Process site for more information about the visit.

Curriculum

AAS Catalog Revisions Last year faculty approved a revision to the General Education component for all Associate of Applied Science degrees, to be implemented in AY20. This action aligned the associate and baccalaureate degrees, creating clearer pathways for students. In order to meet the implementation date, this year all AAS degrees must review and revise as appropriate their curriculum and catalog copy, to ensure alignment with the revised General Education component. Related Instruction for Undergraduate Certificates All Undergraduate Certificates must meet the NWCCU Standard regarding related instruction. A subgroup of the General Education Requirements Advisory Committee (GERA), including faculty representatives from programs with undergraduate certificates, will be charged to put

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September 1, 2018

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forward a proposal to the UAB. The proposal should align related instruction for Undergraduate Certificates to related instruction for the associate degrees.

Academic Policy

Student Complaints The Record of Student Complaints policy was approved in June. This annual high-level compilation of student complaints across the institution is required by our accreditors and allows the institution to track issues or trends which warrant further investigation or consideration of policy revisions. Academic Affairs Policy Site: https://www.uaa.alaska.edu/academics/office-of-academic-affairs/academic-policies-and-procedures.cshtml

Program Student Learning Outcomes Assessment

New Academic Assessment Homepage: https://www.uaa.alaska.edu/academics/office-of-academic-affairs/academic-assessment/index.cshtml IR-Reports Academic Assessment Repository: https://ir-reports.uaa.alaska.edu/Assessment/Pages/Default.aspx Annual Academic Assessment Seminar: Where Learning Matters Please join us for the annual Assessment Seminar on September 7th from 9:00-12:30 in LIB 307 and by video conference to the community campuses (coffee and registration at 8:30). The Seminar will feature keynote speaker David Marshall, Senior Scholar, National Institute for Learning Outcomes Assessment. Register Now Annual Academic Assessment Survey: 100% Participation!!!!! This summer, every UAA program completed an Annual Academic Assessment Survey. The Annual Academic Assessment Survey Report will be shared at the Assessment Seminar and posted on the Academic Assessment Homepage and the IR-Reports Academic Assessment Repository. Annual Academic Assessment Report (Deadline October 15, 2018) AY18 Annual Academic Assessment Reports are due by October 15, 2018. Check with your dean if you’re wondering who is responsible for posting your program’s report to the IR-Reports Assessment Repository. General Education Workshop Series Dan Kline, General Education Director, will facilitate a series of workshops and forums in AY19. The series will repeat in the Spring, culminating with the GER/AA/AAS Assessment Soiree in May. (Note: registration links below allow participants to register for the date’s workshop, forum, or both.)

Date Location Time Title Register

Fri 9/14 LIB 302A 11:30-12:30 GER Forum: What’s the Latest in General

Education? Register

Fri 9/21 LIB 302A 10:00-11:30

GER Assessment Workshop 1: Curriculum Mapping and Shared Assessment

Register 11:30-12:30

GER Forum: Diversity and Inclusion GER Initiative

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Date Location Time Title Register

Fri 10/19 LIB 302A 10:00-11:30

GER Assessment Workshop 2: Student Learning Outcomes & Rubric Development Register

11:30-12:30 GER Forum: The Interstate Passport

Fri 11/16 LIB 302A 10:00-11:30

GER Assessment Workshop 3: Assignment Design & Assignment Scaffolding Register

11:30-12:30 GER Forum: General Education & ePortfolios

Fri 12/7 TBD 10:00-11:30

GER Assessment Workshop 4: GER Across the Curriculum

Register 11:30-12:30

GER Forum: Looking Ahead in General Education

Mon 5/6 - Tues 5/7

LIB 307 9:00-2:00 GER/AA/AAS Assessment Soiree Register

Cyclical Academic Program Review

The Provost’s findings on AY18 program reviews are posted in the AY2018 folder on IR-Reports Program Review site. The programs up for review in AY19 and supporting materials are posted on the Academic Program Review website and in the AY2019 folder on IR-Reports.

Program Accreditation

Program Accreditation Actions

The Social Work BSW/MSW received continuing accreditation on the basis of an AY18 report and site visit.

The Surgical Technology AAS hosted a site visit in August for consideration of initial accreditation.

The Human Services AAS/BHS and Computer Science BS submitted self-studies for continuing accreditation in June.

The Clinical-Community Psychology PhD, Computer Science BS, and Paramedical Technology AAS programs have site visits scheduled in AY19.

The Automotive Technology UC/AAS and Diesel Power Technology UC/AAS programs have self-studies due without site visits in AY19.

International and Intercultural Affairs

International Partnerships This summer, UAA signed cooperative agreements to explore the development of collaborative educational and research projects, joint academic and scientific activities, publications, and faculty and student exchange with three universities: Nanjing Forestry University in China, Kumamoto University in Japan, and Takushoku University in Japan. UAA also hosted a delegation from the National University of Mongolia to discuss possible partnership opportunities under the cooperative agreement signed in 2017.

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FACULTY EMERITUS REVIEW PROCESS: Faculty Emeritus files go through the following levels of review:

1. Peer level (college/department) 2. Director if applicable 3. Dean 4. UFEC (equivalent of Staff Council) 5. Provost (not necessary for staff since he's considered an academic) 6. Chancellor

The UFEC (University-wide Faculty Evaluation Committee) is an elected subcomittee of the Faculty Senate that reviews all faculty promotion, tenure & emeritus files. Not all members are on the Faculty Senate and the terms vary. It only takes one person to nominate a faculty member and pull together a file to submit to the Peer Level Committee. As I mentioned before, the Peer Level is the initial group that knows the nominee and can base their decision on a personal level. Whereas, UFEC is the Faculty Senate level of review that makes a decision based on solid guidelines and the content of the faculty's file, not on their experience with the faculty. If a UFEC member is in the same department or college, they excuse themselves from reviewing files due to a potentially biased review.

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Projects Contacts Library Help Staff Morale Survey

Survey Actions

Staff Morale Survey

Default Question Block Block Options

Q1

How long have you been a staff member at UAA?

Less than one year

1-5 years

6-10 years

11-15 years

16-20 years

More than 20 years

Q2

How long have you been in your current position at UAA?

Less than one year

1-5 years

6-10 years

11-15 years

16-20 years

More than 20 years

Q3

In the past year, how has your morale as a UAA staff member changed?

It has improved a great deal

It has improved somewhat

It has not changed one way or another

It has declined somewhat

It has declined a great deal

The UAA Staff Council needs your help. Please take a few minutes to answer this short surveythat asks you about how you feel as a staff member at UAA. Results from this survey will beused to help inform Staff Council discussions with the Chancellor’s Cabinet, Staff Alliance,and the Board of Regents on the state of morale at UAA. Your responses are anonymous. The survey is entirely optional. You can choose not to answerany or all questions. If you have any questions about this survey, you can contact Brenda Levesque, Staff CouncilCo-President, at 786-0304 or at [email protected].

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Q4

Over the course of your employment at UAA, how do you compare morale now to moralein the past?

Morale is the highest I have seen it

Morale is slightly higher than I have seen it

Morale has not changed

Morale is slightly lower than I have seen it

Morale is the lowest I have seen it

Q5

What are the major factors that have led to a change in your morale?

Q6

What do you think could be done to improve morale among UAA staff?

Q7

I feel positive about the security of my job as a UAA staff member.

Strongly agree

Somewhat agree

Neither agree nor disagree

Somewhat disagree

Strongly disagree

Q8

I am actively looking for employment outside UAA.

Yes

No

Display This Question:If In the past year, how has your morale as a UAA staff member changed? It hasimproved a great deal Is SelectedOr In the past year, how has your morale as a UAA staff member changed? It hasimproved somewhat Is SelectedOr In the past year, how has your morale as a UAA staff member changed? It hasdeclined somewhat Is SelectedOr In the past year, how has your morale as a UAA staff member changed? It hasdeclined a great deal Is Selected

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Add Block

Q9

If yes, what are the top three reasons you are actively seeking employment outsideUAA?

Survey Termination Options...End of Survey

Qualtrics.com Contact Information Legal

Display This Question:If I am actively looking for employment outside UAA. Yes Is Selected

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STAFF COUNCIL Events Committee September 2018 Report Committee Members: August Axtell, Kyra McKay, Chris Triplett Charge: To establish goals for the 2018-2019 year of the committee and identify possible events. Considerations:

Identify possible events/professional training opportunities for the campus Communicate with employees via Qualtrics to determine what events are requested Identify possible resources, such as trainers or locations/room rentals, within a

conservative budget, that are available to conduct professional development sessions/events.

Goals & Objectives:

Improve employee morale through professional development sessions Improve dissemination of information/communications by including staff feedback for the

types of events/professional development workshops offered. Recommendations:

1. Communication with the campus employees to determine what professional development sessions are needed and desired through a Qualtrics survey.

a. Some possible topics/trainings already identified could include: i. Google/Google Apps ii. Performance Evaluation Process via PageUp iii. PageUp Recruitment Process/Tips and Tricks iv. Microsoft Suite Applications v. New Hire Benefits vi. CPR/AED/First-Aid Training

2. Establishing Department/Building Open House events to encourage campus/employee

networking, while showcasing college/unit/department services. Or one large event with tables for each unit to provide informational resources and communications with employees.

*ACTION ITEMS

1. If approved by Staff Council, the creation of the Qualtrics survey 2. Research partners to assist with conducting training or offering training resources 3. Begin identifying options to host open house events/resources

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Staff Council- HR Committee Reports

Present: Tamika, Falon, Michelle, Mike, John (consulting capacity) Discussion:

● Michelle will reach out to Lorraine Stewart.

● We first talked about setting norms and standards of operating for our meetings. Norms and standards of operating for meetings:

1. Scheduled meetings once/month minimum. More often by e‐mail if needed. 2. Michelle will be the note taker 3. Tamika (Chair) will set the agendas 4. There will be two individuals on each project, so if one member resigns, forward progress is not

lost. 5. We will have a list of takeaways from each meeting. 6. We will set the next meeting before we adjourn.

● Review retreat ideas

1. Advocate Step Increases – tie to perf evals? 2. Benefits Survey 3. Align with Staff Alliance/Statewide.

● John Moore agreed to join us to give us guidance, and inform us what items/issues were

resolved or unresolved during the last year at the Staff Council level. He advised, looking back at what was done last year, we are not beholden to rework the same path as last year’s committee.

o Last year, the HR Committee ended with John & Kendra. Both were on Staff Alliance, so the HR Committee itself was not overly active.

o System‐wide issues should go through Staff Alliance. o For resources to find what’s happening on Staff Alliance? Brenda Levesque is on that

committee, so we can check with Brenda.

o It is good to have system‐wide support and take that to Staff alliance, to get attention of the President. Campus‐only issues more or less are dealt with by each campus Chancellor.

● Issues from last year

1. Professional development for staff 2. UA Pension eligibility 3. Part‐time vs. full time definition 30 hrs/40 hours (Definition by the State vs. UA) 4. Notice period for layoffs different for exempt vs. non‐exempt

We questioned John about how our committee receives or fields inquiries. Generally, issues directed to the Staff Council go to the Council President (Brenda Levesque). She will send on to committees for research and discussion. Committees may take these issues to our whole Staff Council at monthly meetings, who could communicate that issue to staff alliance, or other groups.

o Tamika outlined agenda items for discussion today from the four items identified at the retreat.

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1. Advocate for step increase? Other compensation & benefits – tie to performance evaluations. This is at the Staff Alliance level. Mike added that if Staff Alliance system side decides on a COLA increase, then step increases should be tied to performance evaluations. One thing we can do at Staff Council level is to be sure everyone is getting evaluations. Everyone is not getting evaluations at this time.

2. Staff Benefits – educating staff, surveying staff, find how much benefits cost – early Fall The morale survey will be sent out in early Fall. If we would like to get benefits survey questions included, we need to have those done soon. Alternatively, there is discussion that Staff Alliance may want to send out system‐wide morale survey. If Staff Council sends out our UAA morale survey each year at the same time, we should stick with sending our morale survey the same time each year.

3. Learn what efforts already exist – look & compensation study. Michelle will check whether there is an update on the status of Statewide HR’s salary study .

4. Hiring process improvement – educate staff about rights/responsibilities, advocate for staff. We could add benefits survey questions to new employee orientation survey. HR is already tasked with surveying new hires on thoughts about their onboarding experiences. Michelle will find out when that will occur. We also have some low hanging fruit, because Beverly Shuford (Vice Chancellor of Admin Services) has already been working with HR, and making progress, to improve and update the New Employee Orientation.

● Overall, the committee members agree that to find out what are the staff’s issues, not what the

committee thinks are the issues. John suggested a monthly update from Staff Council, to include “This is what the HR Committee is working on, but our number one goal is to know what you want.” Our job is to advocate and educate staff.

The next regular Staff Council meeting is Thursday, September 6, from 9:30 – 11:30 am. Our committee decided to meet next directly after that regular meeting, at 11:30 am. Until then, we can communicate issues back and forth by e‐mail. ACTION REQUIRED: Each member is requested to list their top four specific things of interest for this committee to address. We would like to have these by e‐mail by Monday, August 13th, so we can take this forward as our committee report for next month’s regular staff council meeting. Michelle will send out the meeting request with today’s notes.

August 20th 2018 All committee members sent in their top four interest to Tamika, which she then used to compile sub-committee groups. Each subcommittee will focus their efforts on defining goals for their group, researching information pertaining to their group, and begin implementing initiatives to accomplish this year. The list of subcommittees are below: 1.) Compensation & Benefits (Mike & Michelle)

● Leave accrual ● Step Increases

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● Health Care Benefits ● UA Pension Eligibility

2.) Staff Orientation and Ongoing Support (Falon, Michelle) ● Refining on-boarding of staff ● Educating employees about their benefits ● Informing employees about their advocates (staff council, staff alliance etc.)

○ Increase visibility of Human Resource committee under Staff Council 3.) Hiring Practices & Performance Evaluations (Lorraine, Tamika, Mike)

● Educating staff (especially supervisors) about their rights and responsibilities in the hiring process ● Increase accountability of supervisors to complete annual employee evaluations

4.) Staff benefits survey (Everyone)

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Planning and Budget Advisory Council

Tuesday, August 21, 2018 2:00 pm to 3:00 pm

ADM 204 Teleconference: 1 (907) 786-6755 or 1 (844) 368-7867

Participant Pin #: 637672

Agenda

FY20 Budget Request o UAA FY20 Budget Presentation * o UAA FY20 Strategic Investment Request Summary * o FY19-FY20 Safety & Compliance Funding (Title IX) *

FY20 BOR Budget Timeline- Next Steps o Executive Council discussion Aug. 20 o BOR meeting Sept. 13 o BOR meeting Nov. 8 o Submission to Governor

FY19 Budget o FY19 Increment Awards * o FY19 distributions of funding from SW from the 3 Yr

Strategic Investment Reallocations FY19 Process Improvement memo * FY19 Research ($300K)

* Handout

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FY20 Budget

University of Alaska Anchorage

August 16, 2018

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Overview

1. Goals and Measures 2018-20252. FY20 Budget Planning Principles3. Reallocations FY18-FY204. FY19 Operating Budget Strategic Investments5. FY20 University System-wide Initiatives6. FY20 University Initiatives7. Other University Specific FY20 Funding Needs8. FY20 Capital Budget Priorities9. Next Steps10. August 16 Budget Work Session

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2017 (baseline)

2018 2019 2020 2021 2022 2023 2024 2025

1. Contribute to Alaska’s economic development

Increase STEM graduates 1,636 1,720 1,810 1,905 2,005 2,110 2,221 2,337 2,460

Increase # invention disclosures 17 19 21 23 25 27 29 31 34

2. Provide Alaska’s skilled workforce

Increase % of educators hired 30% 35% 40% 45% 50% 60% 70% 80% 90%

Double number of health program completions

874 912 1,002 1,100 1,209 1,328 1,459 1,602 1,760

3. Grow our world class research

Lead the world in Arctic related research 1 1 1 1 1 1 1 1 1

Increase research expenditures $159m $167m $175m $184m $193m $203m $213m $224m $235m

4. Increase degree attainment

Increase enrollment 29,171 27,823 31,000 33,000 35,000 37,500 40,000 42,500 45,000

Increase completions 4,594 *4,400 5,200 5,800 6,600 7,500 8,400 9,400 10,400

5. Operate more effectively

Decrease total cost of education (indirect and direct) per completer

$107.3 $102.5 $94.7 $87.5 $80.9 $74.8 $69.1 $63.8 $59.0

Increase annual completions per Full Time Equivalent (FTE)

23/100 24/100 25/100 27/100 28/100 30/100 31/100 33/100 35/100

* FY18 estimate; final figure will be available in August.

Goals & Measures 2018-2025 (As approved by Board of Regents, contingent on Regents FY19 budget request. To be revised based on actual FY19 funding.)

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FY20 Budget Planning Principles

•Put student success first•Maintain quality & access to academic programs• Leverage collaboration across the system• Focus on our goals & measures• Experiment with innovative solutions•Build partnerships•Put one-time funding to work•Maximize outcomes and return on investment•Diversify our revenues

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2018 2019 2020

1. Research* 1,100.0 300.0 300.0

2. Process Improvements* 100.0 400.0 0

3. Marketing/Advertising/Recruitment

3,400.0 2,000.0 1,100.0

4. Workforce Development 2,000.0 1,600.0 700.0* In addition to Statewide annual investments: Research $1.8M and Process Improvements $1.1M

Reallocations FY18-FY20

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2018 2019 2020

1. Research* • NMR Spectroscope• ISER

• ISER • TBD

2. Process Improvements* • LEAN • IT Desktop Support• Textbook Affordability

• TBD

3. Marketing/Advertising/Recruitment

• VP Student Success• ANSEP• CTC Student Success

Coordinators• Ruffalo Noel Levitz

• ACT testing for HS JRs• Reduce student loan

default rate• Web Site Improvements• Virtual Campus Tour• OEC Discount

Advertising Supplement

• TBD

4. Workforce Development • Nursing outreach to HS students

• Develop MS GlobalSupply Chain

• Expand on-line course delivery

• Nursing expansion• IT Web accessibility

auditor• MPP director• Construction Academy• Maritime Training

• TBD

* In addition to Statewide annual investments: Research $1.8M and Process Improvements $1.1M UAA

Reallocations FY18-FY20

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Goals GF NGF Impact on Goals1. Contribute to Alaska’s Econ. Dev.• ANSEP Acceleration Academy

• INNOVATE Program Expansion

500.0

90.0 140.0

• Hundreds of new STEM students completing up to two years of college credit early

• Develop up to five minimal viable products based on UAA IP; Formation of at least two new startups, securing outside investments and generating licensing revenue

2. Provide a Skilled Alaskan Workforce

• Next Generation Nursing

• Health Care Careers Middle College

150.0

250.0 297.5

Contribute to doubling of the number of health workforce graduates by 2025:• Increase the number of Nursing admissions in outreach

sites and increase retention in distance sites • 100-200 high school students will complete up to two

years of college debt-free

3. Grow Our World Class Research• Arctic Domain Awareness Center

• Health Care Policy Research (ISER) 150.0

210.0

150.0

• Enable ADAC to compete for $2.5 million over 3 years

• Increase submission of health care related grants by at least $3.0 million over 3 years

FY19 Operating Budget Strategic Investments*

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Goals GF NGF Impact on Goals4. Increase Ed. & Degree Attainment• MPP• AK Native Student Completion• Support Services for Students with

Disabilities• VP Student Success Advising Ops• Make CTE Programs More Affordable• Web Marketing

150.0

100.0

500.0

130.0

483.0250.0

All Contribute to UAA 2020 Outcomes:1. Increase the first to second year retention rate of all

entrants from 52% to 55%2. Increase persistence rate of all students from second to

third year from 37.9% to 45%3. Increase the 6-year graduation rate for first-time, full-

time, baccalaureate degree-seekers from 25.4% to 32%, and to 35% by AY25

4. Increase the number of graduates in high demand job areas from 1,777 in FY16 to 1,886 in AY20, a 2% growth per year

Total 1,890.0 1,660.5

FY19 Operating Budget Strategic Investments*

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FY20 University System-wide Initiatives

• Title IX

• Compensation

• Facilities Maintenance ($4.8M FY20 request)

• Health Programs

• Education Programs

• K-12 Partnerships

• Research/Innovation

• Internships/Placement

• Continuing and Professional Development

• Educational and Degree Attainment

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UAA FY20 Strategic Investment

Initiatives

10UAA29 of 84

Initiative $ Request Impact on Goals

Enrollment Services Readiness $ 350.0 Increase new transfer student headcount by 20% by 2020. Increase number of adults who enroll at UAA for continuing and work force development credentials by 10%

Expand UAA's story-telling/Communications Ability

$ 350.0 Improved communication, more story telling, enhanced reputation for UAA

Summer Academy Experience $ 250.0 Significantly increase the enrollments and awards in key disciplines such as STEM

Ready and Registered Seawolves $ 200.0 Increase enrollment, retention, and ultimately degree completion by removing significant barriers for students in their transition to college

Secondary Education Partners for Post-Secondary Access and Success

$ 200.0 Increase percentage of high school students from Anchorage and Matanuska-Susitna Borough School districts who attend UAA by 10% by 2025

(continued on next slide)

FY20 Increase Educational & Degree Attainment

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Electronic Journal Subscriptions $ 200.0 Significant measured improvement in the library's capability to respond to the needs of the students and faculty

Low Cost Accessible On-line Educational Resources

$ 200.0 Increase completers by lowering cost of education to students

Addition of Two Full-time Development Officers (not duplicative of Foundation Coordinators)

$ 200.0 Secure more major gifts from individuals; enhance UAA's preparedness for the UA SW Comprehensive fundraising campaign

Peer Advising $ 150.0 Increase 1st to 2nd and 2nd to 3rd year retention by 1%

Diversity and Inclusion Action Plan Implementation: Alaska Native Student Success

$ 100.0 Increase Alaska Native degree completion by 10% by 2023

Total $ 2,200.0

FY20 Increase Educational & Degree Attainment

12

(continued)

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Complete Nursing Expansion and other High Demand Health Professions Programs (Operating Needs)

$ 2,075.0 Double health workforce graduates by 2025

Center for Continuing and Professional Education Pilot

$ 250.0 Increase enrollments by degreed professionals

ParaPro Alaska $ 150.0 Produce 100 qualified Parapro educators

UAA SOE Recruitment and Retention Initiative

$ 150.0 Increase % of UA-trained educators hired

Total $ 2,625.0

FY20 Provide a Skilled Alaskan Workforce

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Alaska Native Science and Engineering Program (ANSEP) Acceleration Academy

$ 500.0 Hundreds of Acceleration Academy students will increase STEM graduates

Total $ 500.0

FY20 Contribute to Alaska’s Economic Development

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Electronic Research Administrative System $ 300.0 The proposed ERA will result in better strategic approach to proposal development and awards management and to decrease of unrecovered facilities and administrative (F&A) costs

Total $ 300.0

FY20 Grow Our World Class Research

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Other University Specific FY20 Funding Needs

Request GF NGF TotalComplete Nursing Expansion and other High Demand Health Professions Programs

$ 2,000.0 $ 2,000.0

Safety and Security Program Enhancements $ 1,000.0 $ 1,000.0

Relocate Enrollment Services and Student Facing Programs to Main Campus

$ 2,000.0 $ 2,000.0

UA Statewide Large Alaska Projects Workforce Development Coordinator

$ 700.0 $ 700.0

Total $ 700.0 $ 5,000.0 $ 5,700.0

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Other UAA FY20

Internal Investment Requests

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FY20 Capital Budget Priorities- Main Campus

Capital Investment FY20 FY21-FY29

DM/R&R • Regulatory Compliance, Safety Improvements, and Code Upgrades • Campus Building Envelope & Roof Systems Renewal• Campus Exterior Infrastructure And Signage Renewal• Campus Building Interior & Systems Renewal• Consortium Library Old Core Mechanical Upgrades• EM1 and EM2 Mechanical• Campus Access/Security Modernization Phase 1

$11,325.01,000.01,000.0

900.01,000.04,900.0

525.02,000.0

$157,319.4

One-time Items • Classroom Technology Replacement and Upgrades• Campus Space Reallocation/Consolidation Phase 1• Enrollment Services and Bookstore Consolidation and Repurposing• UC Repurposing COH Behavior Health Facility

$13,000.0950.0

2,500.06,450.03,100.0

$12,650.0

Total $24,325.0 $169,969.4

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FY20 Capital Budget Priorities- Main Campus

Capital Investment (cont.) FY20 FY21-FY29

New Construction • FY21 Health Sciences Phase II Building And Parking Structure ($96M)• FY21 Master Plan Circulation Improvements ($4M)• FY21 Alaska Native Art and Culture Building ($4.5M)

$0.0 $547,200.0

Acquisition• FY21 Adjacent Land and Property Acquisitions ($2M)

$0.0 $2,000.0

Total $0.0 $549,200.0

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FY20 Capital Budget Priorities- Community Campus

Capital Investment FY20 FY21-FY29

DM/R&R • PWSC Student Housing Reroof (2 Units)• PWSC Campus Renewal• KOC Campus Renewal• MSC Campus Renewal• KPC Campus Renewal• PWSC Multipurpose Training Room Reconfiguration• KPC-KBC Campus Renewal

$2,846.6196.0

55.0485.0943.6958.0150.0

59.0

$26,262.0

One-time Items • SW MAPTS Kenai Ground Water Contamination Mitigation• KPC-KBC Library/Computer Renovation

$250.0100.0150.0

$2,440.0

Total $3,096.6 $28,702.0

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FY20 Capital Budget Priorities- Community Campus

Capital Investment (cont.) FY20 FY21-FY29

New Construction • FY21 KOC Entrance Road Realignment and Exterior Lighting ($6M)• FY21 MSC Science & Technology Classroom Building ($3M)

$0.0 $73,500.0

Acquisition• FY21 KOC CTC Skills Warehouse Acquisition ($2.4)• FY21 KPC-KBC Property Acquisition ($1.8M)• FY21 KPC-KRC Property Acquisition ($2.2m)

$0.0 $6,435.0

Total $0.0 $79,935.0

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Next Steps

22

7/25 Distribute draft presentation template

7/26 Discuss draft presentation template

7/27 Distribution of presentation template to campus

8/10 Budget materials due

• Operating budget request worksheet

• Operating and other fixed cost estimates

• Capital budget requests (non-DM/R&R)

8/16 Universities FY20 Budget Presentations (8am-noon)

8/16 Summit Team update on FY20 goals, measures, strategies, and initiatives

8/20 Executive Council budget discussion follow-up

8/27 Executive Council draft budget and presentation review and comment

9/04 Executive Council review September BOR budget and presentation

9/06 Post budget document and presentation for BOR meeting

9/13-14 Board of Regents (BOR) meeting, first review of FY20 Operating and Capital Budgets; and approval of performance framework UAA41 of 84

August 16 Budget Work SessionPurpose:

Work session in preparation for September 13th -14th Board of Regents meeting for first review of FY20 budget.

Topics to be discussed:

• Update on your prior strategic investments.

• For each of the five goals, what are your funding requests and anticipated impacts?

• What are your fixed cost estimates and other funding needs?

• What are your capital budget priorities?

Agenda:

8:00 - 8:15 Overview (President Johnsen)

8:15 - 9:15 UAA (Interim Chancellor Gingerich and Team)

9:15 - 10:15 UAF (Chancellor White and Team)

10:15 – 10:30 Break / Transition

10:30 – 11:15 UAS (Chancellor Caulfield and Team)

11:15 – 11:45 Statewide (CFO Dosch)

11:45 – 12:00 Next steps (President Johnsen)

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Item # Unit Strategy, Theme Initiative Title Amount (000's)

Funding

Source

1 Student

Affairs

Student Success Enrollment Services Readiness 350.0$ UGF

2 Univ Adv Student Success Expand UAA's story-telling/Communications

Ability

350.0$ UGF

3 CoENG/CTC/

COH

Student Success Summer Academy Experience 250.0$ UGF

4 Provost Student Success Ready and Registered Seawolves 200.0$ UGF

5 Student

Affairs

Student Success Secondary Education Partners for Post-

Secondary Access and Success

$ 200.0 UGF

6 Library Student Success Electronic Journal Subscriptions 200.0$ UGF

7 Provost/Libr

ary/KPC

Student Success Low Cost Accessible On-line Educational

Resources

200.0$ UGF

8 Univ Adv Student Success Addition of Two Full-time Development Officers

(not duplicative of Foundation Coordinators)

$ 200.0 UGF

9 CTC/VPSS Student Success Peer Advising 150.0$ UGF

10 Provost Student Success Diversity and Inclusion Action Plan

Implementation: Alaska Native Student Success

100.0$ UGF

11 COH Skilled Workforce Complete Nursing Expansion and other High

Demand Health Professions Programs

$ 2,075.0 UGF

12 Chancellor

Sandeen

Skilled Workforce Center for Continuing and Professional

Education Pilot

$ 250.0 UGF

13 PWSC Skilled Workforce ParaPro Alaska 150.0$ UGF

14 UAA SOE Skilled Workforce UAA SOE Recruitment and Retention Initiative $ 150.0 UGF

15 Provost Economic

Development

Alaska Native Science and Engineering Program

(ANSEP) Acceleration Academy

500.0$ UGF

16 Provost Research Electronic Research Administrative System 300.0$ UGF/OT

Total 5,625.0$

Other UAA FY20 Strategic Investment Needs17 COH Skilled Workforce Complete Nursing Expansion and other High

Demand Health Professions Programs

$ 2,000.0 OT

18 Admin-F&CS Operate Effectively Safety and Security Program Enhancements $ 1,000.0 OT

19 Admin-F&CS Student Success Move Enrollment Services to Main Campus $ 2,000.0 OT

20 SW/KPC Economic

Development

UA Statewide Large Alaska Projects Workforce

Development Coordinator

$ 700.0 UGF

Total 5,700.0$

Title IX Request (SW)Tier 1 Chancellor Title IX Investigator - Office of Equity and Compliance 120.0$ UGF

Tier 1 Admin- HR Title IX Sr Employee Relations Specialist - Human

Resources

120.0$ UGF

Tier 2 VCAS Title IX Protection of Minors Specialist - Environmental

Health, Safety and Risk Management

97.0$ UGF

Tier 2 Student

Affairs

Title IX ADA Compliance Educator - Disability Support

Services

81.0$ UGF

Tier 2 Student

Affairs

Title IX Student Conduct Officer & Clery Act Specialist -

Dean of Students Office

81.0$ UGF

Total 499.0$

University of Alaska

FY2020 UA Strategic Investment Requests

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Mary Gower Chief Title IX Officer Phone: (907) 450-8145 Fax: (907) 450-8012 Email: [email protected]

202B Butrovich Building 2025 Yukon Drive PO Box 755020 Fairbanks, AK 99775-5020

DATE: August 16, 2018 TO:

Sara Childress Ron Kamahele Bruce Schultz Beverly Shuford Margo Griffith Brad Lobland Keith Champagne Kari Burrell Lori Klein Gail Cheney Joe Nelson Michael Ciri Myron Dosch Keli Hite McGee Saichi Oba Michelle Rizk Debbie Carlson Alesia Kruckenberg

CC: President Johnsen

Chancellor Gingerich Chancellor White Chancellor Caulfield

FROM: Mary Gower RE: Immediate Funding To address areas of acute concern and better position the university to grow the culture we want that values respect, service, safety, compliance and ultimately – to do the right thing, the President is providing one-time FY19 funding for the following items 1-10. Items A-H are also areas of significant need; however, there are not enough funds available immediately to fund these with statewide one-time funds. All of the requests from both lists should be considered for inclusion in the FY20 general fund budget request. Please work with your university budget officer to ensure that your campus budget request includes items 1-10. In the event that FY20 general funds are not secured, note that each university will be responsible for continuity of funding through university reallocation. Regarding items A-H, each university will want to discuss and consider for inclusion in their FY20 general fund budget request any items occurring on this list that are not already in their campus budget request. Again, in the event that FY20 general funds are not secured, note that each university will be responsible for continuity of funding through university reallocation.

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Please begin working with HR and other campus personnel as needed to begin recruiting and hiring for these positions in items 1-10. When each is hired, please contact Myron Dosch and Debbie Carlson for funding information. Approved Immediate Funding:

1) Position: UAA – Investigator *** Department: UAA Office of Equity and Compliance Responsibility: Investigate allegations relating to discrimination, discriminatory

harassment, sexual and gender-based misconduct, and other possible UA Board of Regents Policy and Regulation violations. This will be the third investigator on the UAA team and will provide necessary critical mass to the investigatory team across the system to offset the transitory nature of this position.

Cost: $90,000 - $120,000 (salary and benefits)

2) Position: UAA - Senior Employee Relations Specialist *** Department: UAA Human Resource Services Responsibility: Clear out investigations, provide behavioral interventions and

supervisory coaching for current employee relations issues, can train and advise supervisors on how to create a positive and productive environment and accountability in daily practice. Position can then shift to earlier interventions and more proactive practices. UAA may request a second Senior Employee Relations Specialist as a short/intermediate term need.


3) Position: UAF – Investigator (Two Positions) *** Department: Office of Equity and Compliance Responsibility: The investigator position at the University of Alaska Fairbanks'

Office of Equal and Compliance conducts inquiries and investigations to evaluate compliance with University policies, procedures, and programs on equal opportunity, discrimination, affirmative action, discriminatory harassment, sexual misconduct, retaliation, employee conduct and ethics. The investigator is part of a team of four workplace investigators examining reports utilizing a trauma-informed approach, acting as a neutral third party throughout all aspects of the workplace investigative process ensuring a well-documented, prompt, and fair handling of the report.

Cost: $110,000 each ($220,000 total; salary and benefits) Current one-time funding provided by UAF.

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4) Request: UAF - Special placement approval for current hiring of three investigators and one lead investigator. ***

Department: UAF Office of Equity and Compliance Overview: Stable investigator staffing levels are critical to the university

providing timely case processing, including investigations, to students, staff and faculty. Approval of this request will allow UAF to recruit and hire the most qualified individuals.

Cost: $80,000-120,000 ($20,000-30,000 per hire)

5) Position: UAF - Senior Employee Relations Specialists *** Department: UAF Human Resources Responsibility: Clear out investigations, provide behavioral interventions and

supervisory coaching for current employee relations issues can train and advise supervisors on how to create a positive and productive environment and accountability in daily practice. Position can then shift to earlier interventions and more proactive practices. UAF may request a second Senior Employee Relations Specialist as a short/intermediate term need.


6) Request: UAF, UAS Bystander Intervention Training *** Overview: UAA, UAF and UAS each have bystander intervention training

programs. UAA’s program is “Bring in the Bystander”; UAF and UAS are “Green Dot” schools, as is the State of Alaska. UAF previously paid for this; UAF no longer has the funds to bring “Green Dot” train-the-trainer to Alaska.

Cost: $50,000 ($25,000 to Green Dot; $25,000 for travel assistance to bring in employees from rural sites and across the system for training). UAA’s bystander training is already funded for this year.

7) Position: UAS Title IX Deputy Coordinator ***

Department: UAS Title IX Office Responsibility: The Deputy Coordinator reports directly to the UAS Title IX

Coordinator, currently the only regular staff member in the Title IX office. This position will work closely with the UAS Title IX Coordinator to ensure compliance with Title IX obligations. This position assists the Title IX Coordinator with various Title IX implementation activities, data tracking and retrieval that involve faculty, staff, and students in their designated areas. Deputy coordinators serve as an initial point of contact for concerns in the designated area, conduct trainings, coordinate Protection of Minor initiatives for UAS, and will take action in emergency safety situations to make adjustments as necessary.


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8) Request: SW - Contract with Organizational Culture Consultant *** Department: Joint effort between SW Human Resources and SW University

Relations & Chief Strategy, Planning and Budget Office Criteria: TBD. Selection of change expert should be predicated in part on

their experience working with Universities and the unique dynamics of working with faculty and students.

Cost: To be determined. Including $100,000 for purposes of estimation.

9) Position: SW Project Manager – Organizational Culture *** Department: Statewide, TBD Responsibility: Analytical and social science specialist to coordinate and support

all phases of the university’s culture change efforts as guided by the Culture Change Framework established by the Culture Change Expert. Further details TBD.


10) Position: Maxient Coordinator/Administrator *** Department: At individual campus or statewide Responsibility: Maxient is a statewide administered program in which campus

level changes impact the entire system. Currently there is not a system in place (or being honored) to vet decisions to change configurations. A Maxient administrator would receive these requests and with equity evaluate the need for a change to happen within the system, while also considering if we are currently maximizing what is in the system. The administrator would conduct monthly audits as to completeness of records, departments following protocols and properly recording data in the system. They would also be responsible for designing custom reports utilized in compliance.

Cost: $50,000 (salary and benefits); ½ time position to be combined with other ½ or ¼ time position.

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Additional Items for Inclusion in FY20 General Fund Budget Request:

A. Position: UAA - Student Conduct Officer & Clery Act Specialist Department: UAA Dean of Students Office

Responsibility: Conducts case investigations and hearings pertinent to the Student Code of conduct. Supports the readiness of UAA’s Care Team and campus safety initiatives and makes referrals to appropriate resources both on and off campus. Serves as campus expert in UAA’s compliance with the Jeanne Clery Act and the Campus Fire Safety Right-to-Know Act and leads UAA’s compliance with the Annual Fire Safety & Security Report.

Cost: $81,000 (salary and benefits)

B. Position: UAA - ADA Compliance Educator Department: UAA Disability Support Services

Responsibility: Develops and implements a comprehensive ADA compliance training program for faculty and staff, including tools and resources. Responsible for leading an institution-wide culture shift that supports disability accommodation requests being recognized and handled in a constructive way and educates individuals on the UAA process for determining and delivering accommodations with an emphasis on recognizing the important role faculty serve in this iterative process.


C. Position: UAA - Protection of Minors Specialist Department: UAA Environmental Health, Safety and Risk Management Responsibility: Supports UAA’s compliance with Regent’s Policy and University

Regulation concerning Protection of Minors. Develops and implements Protection of Minors training and ensures required employees meet the annual training requirements. Serves as a content specialist consultant for UAA programs serving minors to minimize risks using best practices and evidence based standards.

Cost: $97,000 (salary and benefits, includes training and travel funds)

D. Position: UAF Diversity and Inclusion Educator Department: UAF Office of Equity and Compliance Responsibility: Responsibility: The Diversity and Inclusion Educator position will

design and construct a wide-range of diversity, inclusion, civil rights compliance and EO/AA educational programs, as well as focus on cultural growth and change management to meet the emerging needs of UAF. This position will analyze data and

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develop appropriate tools to measure organizational culture, identify skill & knowledge gaps and design programs to address areas needing improvement, develop training and program strategies to build a more inclusive workplace based on research, most effective theory applications and current best practices. Will partner with the Nanook Diversity and Action Center educator on programs that overlap between students and employees. Will oversee the training budget.

Cost: $40,000 (Training program costs: $20,000 + $20,000 which is delta from current salary to supplement position reclassification.)

E. Position: UAF - ADA Professional

Department: UAF Equity and Compliance Responsibility: Provides ADA accommodations for employees and community

members on-campus. Will partner with the Diversity and Inclusion Educator for training and education of employees and supervisors on the UAF process for determining and delivering accommodations.


F. Position: UAF - Professional Counselor Department: UAF Center for Student Rights and Responsibilities (formerly the

Dean of Students office) Responsibility: Serve as a case manager for our BIT/Care cases, especially those

experiencing student crisis. This position would also help with prevention efforts in the form of classes/ workshops on Drug/Alcohol and Sexual Assault. A counselor would be a quick responder to the needs of our students in crisis (specifically after hours in the dorms or in a classroom, a need we are severely under-serving currently). An important aspect of this position will be post-vention and debriefing when our students experience a traumatic event. Lastly, sanctions are meant to be educational and help coach our students to better handle a situation in the future, this person could coordinate and lead classes of stewardship, being a responsible citizen, QPR, self-care, resilience training, anger management and addiction. This position could also help ensure that we are in compliance with the Drug Free Schools Act.


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G. Position: UAS Prevention & Conduct Coordinator Department: UAS Dean of Students Office Responsibility: Collaborate with various offices on campus (e.g., Title IX,

Residence Life, and Health and Counseling) to coordinate educational programming, messaging and support for student wellness and success.

Cost: $90,000 - 110,000 (salary and benefits)

H. Request: Systemwide HR Employee Experience Survey Overview: SW HR can provide the Universities with information through an

employee experience survey that is forwarded to the proper leadership to identify areas needing supervisory coaching and development to improve the work environment. To do this, we are locating a survey solution that gets to the heart of employee experience powered by AI and natural-language processing to make sense of critical open-ended question responses, featuring detailed graphs and plain-language data insights.

Cost: $15,000 - $20,000 annually

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FY19 Increment Awards

Unit Award Funding Type Title

Original

General Fund

Request ($)

Original One-

time Request

($)

BOR Fixed Operating Cost Awards

Central 2,000,000 State UGF FY19 Utility Cost Increases 2,000,000 0

Subtotal 2,000,000 2,000,000 -

BOR Strategic Investment AwardsCBPP 150,000 State UGF Masters Public Policy 300,000 1,000,000

COH 150,000 State UGF Next Generation Nursing 150,000

Provost 500,000 State UGF

Student Success IVPSS Advising

Operations 500,000 0

Provost-ANSEP 500,000 State UGF ANSEP Acceleration Academy 1,000,000 0

Stu. Affairs 100,000 State UGF

Support Services for Students with

Disabilities 100,000 0

Provost 547,500

$250,000 State UGF;

$297,500 3 Yr SW SI Pool

Health Care Careers Middle College

(HCCMC) 500,000 500,000

Provost 230,000

$90,000 State UGF;

$140,000 3 Yr SW SI Pool INNOVATE Expansion 500,000 0

CBPP/ISER 300,000

$150,000 State UGF;

$150,000 3 Yr SW SI Pool Health Care Policy Research 300,000 300,000

Central (pending

distribution) 483,000 3 Year SW SI Pool

Make CTE Programs More Affordable

(OEC Discount) 483,000

Provost - 3 Year SW SI Pool

Technical Careers Middle College

(award combined with HCCMC) 500,000 500,000

Provost 130,000 3 Year SW SI Pool Alaska Native Student Completion 130,000 0

Provost-ADAC 210,000 3 Year SW SI Pool Arctic Domain Awareness Center 250,000 0

Advancement 250,000 3 Year SW SI Pool Web Marketing 250,000 200,000

Subtotal 3,550,500 4,330,000 3,133,000

UAA Internal Cabinet AwardsStu. Affairs 250,000 UAA UGF Student Affairs Support 250,000 0

Stu. Affairs 35,000 UAA UGF Reduce Student Loan Default Rate 35,000 0

Chancellor 64,050 UAA UGF Chancellor Operations 64,050 0

VCAS-ITS 19,500 UAA UGF IT Web Accessibility Auditor 19,500 0

CBPP 225,000 UAA UGF MPP Director 225,000 0

VCAS-ITS 370,000 UAA UGF Eliminate Desktop Recharge 370,000 0

VCAS TBD (distribute as need

is determined) UAA UGF

Facilities Environmental Health and

Safety 500,000 0

Subtotal 963,550 1,463,550 -

UAA TOTAL 6,514,050 7,793,550 3,133,000

SI: Strategic Investment; UGF: Unrestricted General Fund

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DRAFT

1

Joint Health Care Committee (JHCC)DRAFT AGENDA

Wednesday August 15, 2018 10 - 11 a.m.

Room Location: 212a Butrovich Bldg, Telephonic: Dial-in: 866-832-7806; Participant Code: 5966472COMMITTEE MEMBERS:Unions: UNAC: Abel Bult-Ito (JHCC Chair), Soren Orley, Charla Brown, Robert (Trey) Coker

(Alternate)

Local 6070: Stephanie Tranby, Charles Silva, Michael Koskie

FFA: Ben Fleagle

Management:Gail Cheney, Tanya Hollis, Beverly Shuford, Ron Kamahele (Alternate)Staff Alliance: Brenda Levesque, Elaine Main, Trisha Lee (Alternate)Ex-Officio: Erika Van Flein, Keli Hite McGee, UA CHROStaff: Timothy ArmbrusterGuests and Speakers: David Hinckley, Lockton

AGENDA:

10:00 a.m. Call to Order, Roll Call, Approve Draft Agenda

10:05 a.m. Topics for discussion and Reports/Review/Action:

1) Medical/Pharmacy Claims Audit Update

2) RFP Update: Medical/Dental, Pharmacy, Vision and Wellness

3) Retrofit for FY19, successful progress = 5 Incentive Points

4) Travel Support Benefit Enhancementa. New dedicated phone number 800-364-2994b. Pre-paid travel option

5) Fall Semester Schedulea. Regular Monthly Meetings: Does the 3rd Wednesday at 10 a.m. work?b. Premera Knowledge Management Meeting in Anchorage

i. Week of November 12

10:45 a.m. Member Comments11:00 a.m. Adjourn **************************************Next Meetings: September 19 at 10 a.m.

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Your personalized medical travel guide

ALASKA TRAVEL SUPPORT

CONTENTS

You’re approved .................................................. 2

Know your benefit ............................................... 3

Step-by-step review ............................................ 4

Your travel itinerary ............................................ 6

Medical appointments and dates ...................... 7

Contacts .............................................................. 8

Before you travel ................................................. 9

Traveling with a medical condition ................. 10

Back at home .................................................... 11

Frequently asked questions ............................. 12

Claim form ......................................................... 13

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You’re approved for Elective Procedure Travel

Dear

We’re happy to let you know that you’ve been approved for Elective Procedure Travel for your upcoming

WHAT YOU SHOULD KNOW

• The Elective Procedure Travel benefit covers qualified expenses when you travel to receive care in the Lower 48 for hundreds of approved non-emergency procedures, including your planned

• Travel services are covered when you receive care from in-network providers (doctors and facilities).

• Approval for Elective Procedure Travel has two separate parts:1 Travel approval—You are approved for your medical travel.2 Medical approval—You may need approval for your medical service.

Some procedures must be approved by Premera before they are performed. (This is also known as prior authorization). Check with your provider or a Premera medical travel expert to find out if your planned service requires approval. If so, approval must be obtained before you travel. And remember, medical care is subject to your plan’s copays, coinsurance, and deductible.

• This booklet has information to guide you through your medical travel experience.

NEXT STEPS • Read through this booklet. It provides details you need to know about your upcoming elective procedure travel.

• Make your travel arrangements if you chose to make them yourself. Pages 4–7 of this guide can help. Premera is happy answer any questions you have (and we can still book your airline tickets and hotel if you’d like us to do that).

• Bring this guide with you when you travel. It has room to record your travel details and appointment times. A list of other items to take when you travel is on page 11.

• Travel for your medical procedure.

• Submit your claim form and receipts.

• Receive your reimbursement.

We know surgery—and travel—can be stressful. We are here to help. Please call us at 800-364-2994 Monday to Friday, 4 a.m. to 7 p.m. Alaska Time.

Best, Medical Travel Team at Premera Blue Cross Blue Shield of Alaska

2

,

.

.

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Know your Elective Procedure Travel program

HERE ARE THE DETAILS YOU NEED AS YOU PLAN TO TRAVEL FOR MEDICAL CARE

You are covered for approved elective (non-emergency) surgeries at in-network facilities outside Alaska.

COVERED

Travel outside Alaska

One round-trip coach airfare for the individual getting medical care and a companion (when medically necessary):• From the member’s home in Alaska• To the medical facility where services will be

provided

Air travel expenses cover unrestricted, flexible, and fully refundable round trip airfare from a licensed commercial carrier.

Airfare for a travel companion is covered as long as a letter of medical necessity from the healthcare provider is sent along with the completed claim form and receipts.

Car rental, taxi, and parking fees between the airport, hotel, and medical facility where services will be provided (up to $35 per day).

Mileage for the member’s personal automobile*

Ferry and train travel (roundtrip) by licensed commercial carrier:• From the member’s home in Alaska• To the medical facility where services will be

provided(up to $50 per day per person)

Lodging at a commercial establishment (hotel or motel) (up to $50 per day per person)

NOT COVERED

Travel within Alaska

International travel

First class travel

Airline charges, such as baggage fees, meals, booking change charges

Reimbursement for mileage rewards and frequent flier coupons

Meals

Travel for ineligible medical procedures

Travel in a mobile home, RV, or travel trailer

Travel to providers outside your health plan network

Travel expenses over IRS guidelines

Personal care items

Pet care, except for service animals

Phone service and long-distance calls

Lodging at any establishment that is not a hotel or motel

Personal care for children

Approval for Elective Procedure Travel has two parts: 1) Travel approval—You are approved for your medical travel. 2)Medical approval—You may need approval for your medical service. Some procedures must be approved by Premera before they are performed. (This is also known as prior authorization.) Check with your provider or a Premera medical travel expert to find out if your planned service requires approval. If so, approval must be obtained before you travel. And remember, medical care is subject to your plan’s copays, coinsurance, and deductible.

*Covered up to IRS limits.

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Step-by-step review of your Elective Procedure Travel program

Sometimes, getting the best, most affordable care requires you to travel. The good news is, with a Premera Blue Cross Blue Shield of Alaska health plan, you’re well on your way.

You got acquainted with your elective procedure program

You gathered your medical information

You’ve been approved for medical travel from Premera

Did Premera book your travel?

Arrange other needs you will have during and after you travel, such as:

• Ground transportation, such as to and from the airport and medical facility

• Medical equipment you may need when you get home, such as a walker, medical braces, and ice-pack cooler

Did you (or will you) book your travel?

Make your airline reservations. Travel dates are limited based on the nature of your procedure. If you have a question about this, please contact your medical travel expert at 800-364-2994.

Make your hotel reservation.

Arrange other needs you will have during and after you travel, such as:

• Ground transportation, such as to and from the airport and medical facility

• Medical equipment you may need when you get home, such as a walker, medical braces, and ice-pack cooler

NEXT, FINALIZE YOUR TRAVEL PLANS

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RECEIVE CARE

We wish you all the best for a successful procedure and speedy recovery.

SUBMIT YOUR RECEIPTS AND CLAIM FORM

The claim form is found at the back of this booklet. Fill out the form completely, attach your itemized receipts, and mail to the address on the form.

GET REIMBURSED

You’ll receive your reimbursement check within 30 days of the date we receive your completed claim form and receipts.

TAKE YOUR TRIP

Save your receipts for items that are outlined above in the Know your Elective Procedure Travel program section. You’ll need them to get reimbursed.

You may want to make a copy of the original receipts, or take a photo of each receipt, for your records.

Remember, reimbursement for some travel expenses are limited by IRS guidelines.

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Your travel itinerary

Use this page to note your travel plans. Be sure to save your boarding passes and travel receipts.

AIR TRAVEL

Departure

Date/time:

Airline:

Flight #:

Seat(s):

Return

Date/time:

Airline:

Flight #:

Seat(s):

ACCOMMODATIONS

Hotel name:

Address:

Phone:

Room #:

Check-in date/time:

Check-out date/time:

GROUND TRAVEL (AT DESTINATION)

From the airport to your hotel

Pick-up date/time:

Pick-up location:

Transportation company:

Company phone :

From your hotel to the airport

Pick-up date/time:

Pick-up location:

Transportation company:

Company phone:

Note: You may want to inquire if your hotel has accessible rooms.

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Medical appointments and key dates

Use this page to note your medical appointment details.

Phone call with Premera medical travel specialist

Date/time:

Pre-operative appointment

Date/time:

Doctor:

Location:

Phone:

Notes:

Surgical appointment

Date/time:

Doctor:

Location:

Phone:

Notes:

Post-operative appointment

Date/time:

Doctor:

Location:

Phone:

Notes:

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Contacts

Premera Blue Cross Blue Shield of Alaska

Phone: 800-364-2996

Website: premera.com

Address: PO Box 327, Seattle, WA 98111

Primary doctor:

Phone:

Email:

Address:

Specialist:

Phone:

Email:

Address:

Doctor you’re traveling to:

Phone:

Email:

Address:

Hospital/medical facility you’re traveling to:

Phone:

Email:

Address:

Primary emergency contact:

Phone:

Email:

Address:

Secondary emergency contact:

Phone:

Email:

Address:

Other (pharmacy, pet sitter, etc.):

Phone:

Email:

Address:

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Before you travel

FOR THE SMOOTHEST TRAVEL EXPERIENCE, DO THESE BEFORE YOU LEAVE HOME

Confirm your medical appointment(s). Record your appointment details on page 7 of this booklet. Also, schedule your follow-up visit for when you return home. It’s important that your regular doctor follows your recovery in the weeks after your procedure.

Make special travel arrangements

• Need help getting through the airport? Call your airline at least 48 hours (2 days) before your flight to request a wheelchair or electric cart. You do not need any special documentation to request a wheelchair or cart.

• Use an oxygen tank? It is essential you contact your airline before you fly to find out about their rules for bringing oxygen onboard. Also, make sure the hospital you’re traveling to can refill your tank while you’re there, and before you return home.

• Have an implanted medical device? Artificial joints, pacemakers, and other implanted devices can cause issues at airport security. Get a note from your doctor to help speed your way through the security checkpoint.

TOP TIPS: PREPARING YOUR HOME PRIOR TO SURGERY

Allow plenty of time to prepare your home for your return.

Clean up. Clear paths and sterilize surfaces to create a safe environment during your recovery.

Catch up. Get your laundry done before you leave. You’ll be able to put off the bending and lifting this chore requires for as long as possible when you come home.

Stock up. Think groceries, personal items, prescriptions.

Set up. Designate an area where you can comfortably recover. You may want to include:

• Pillows and blankets

• Paper and pen to track your prescription schedule

• Entertainment, such as reading material, games, TV remote

• Snacks and drinks (Keep bendable straws handy. They make it easier to drink when you’re lying down.)

Move things within reach. Put commonly used items, including food, within easy reach. This will help you avoid having to bend or stretch, which may be difficult post-surgery.

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Traveling with a medical condition

FOR A SMOOTHER TRIP, CARRY THESE WHEN YOU TRAVEL

Your medical records and your Premera ID card. You’ll need your complete, up-to-date records for the medical team at your destination. And before you head home, your doctor should provide you with a report that includes your procedure information and how to take care of yourself while you heal.

Your medications. Have enough for the duration of your trip, plus extra in case your trip ends up longer than planned.

• Carry prescription medications in clearly labeled containers.

• You may carry medically necessary liquids and creams in excess of 3.4 ounces (100 milliliters) in your carry-on bag.

• Keep prescriptions together in a plastic zip-lock bag and remove them to be screened separately at the security checkpoint.

• For the Transportation Security Administration’s complete procedures for passengers with medical conditions, please visit tsa.gov/travel/special-procedures.

Medical alert ID and basic medical information. Wear a medical ID bracelet or keep a card in your wallet. It’s good to have:

• Contact information for your primary care doctor, specialists, and emergency contacts

• Your health plan information

• List of your prescriptions (names and dosages)

• List of allergies and medical conditions

A doctor’s note. Implanted devices, such as artificial joints or pacemakers, or attached devices, such as insulin pumps, can cause issues when going through airport security. If you have one of these devices, bring a note from your doctor to speed your way through the security checkpoint.

Save your itemized receipts. You’ll need these to be reimbursed correctly.

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Back at home

HERE’S YOUR SHORT TO-DO LIST WHEN YOU RETURN FROM YOUR SURGERY

Follow your doctor’s orders for the best recovery.

Go to your follow-up visit.

Get reimbursed for eligible travel costs. Submit a claim form with your receipts:

1. Complete and print the medical travel claim form on the next page of this booklet.

2. Collect your itemized travel receipts.

3. Send the completed claim form and receipts to:

Premera Blue Cross Blue Shield of AlaskaMedical Travel Support ClaimsPO Box 327Seattle, WA 98111

You should receive a reimbursement check within 30 days after we receive your claim form and receipts. If you haven’t received the check by that time, please call us at the customer service number on the back of your Premera ID card.

We wish you good health and a speedy recovery.

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Frequently asked questions

Q. If I have an emergency while traveling who should I call?

A. For medical emergencies, call 911. For transportation delays or cancellation, call Premera at 800-364-2994 (4 a.m. to 7 p.m. Alaska Time). For changes in your medical plans, call Premera at 800-364-2994 (4 a.m. to 7 p.m. Alaska Time).

Q. What benefit is there to me in having Premera arrange my travel?

A. You will not have to apply for reimbursement or worry about those expenses.

Q. Can someone travel with me?

A. Airfare for a travel companion is covered as long as a letter of medical necessity from the healthcare provider is sent along with the completed claim form and travel receipts for both you and your companion.

Q. Do my companion and I have to travel at the exact same time?

A. Generally, yes. However, if you need to travel at different times, alert your Premera medical travel specialist. They’ll need to document and approve the separate travel. A letter of medical necessity from the healthcare provider stating the need for a travel companion is required.

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