2007-2008 |
2006-2007 |
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April 11, 2007 (Expanded Council) |
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September 3, 2008
Lower Level Conference Room
Room 9, Administration Building
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Human Resources Annual Report and Action Plan Presentation
Wayne Argo presented the Human Resources 2007-2008 annual report. The full report can be found online at: http://www.uwstout.edu/HR/documents/hr_annual_report_0708.pdf
Highlights of the report include:
- Filled four vacant positions in the HR office.
- Conducted two sessions on union contracts for supervisors.
- Implemented the criminal background check policy.
- Coordinated EDGE and Leadership and Professional Development programs.
- Reviewed tuition reimbursement procedures for employees.
Highlights of the 08-09 Action Plan :
- Provide “hands on” retirement calculator training session.
- Implement lean process action items for classified recruitment process.
- Review and implement a new multi-session new employee orientation program.
- Implement post-offer essential job function testing program.
- Expand career exploration program to Menomonie community.
360 Leadership Assessment
The 360 Leadership Assessment respondent groups were defined. Directors should complete the respondent form and send it to Diane for review no later than Tuesday, September 9 th. Kristi will work with Jeff on the changes for the assessment and directors will have an opportunity to review the invitation memo prior to its distribution.
Announcements and Other Items
The Classified Employee of the Month recognition reception will be held on Tuesday, September 9 th at 1:30-3:00 p.m. in Ballrooms B and C of the Memorial Student Center.
Items for Future Meetings
- Unit Annual Reports and Action Plan Presentations
- Academic and Student Affairs Initiatives – Provost Julie Furst-Bowe
- Workers Compensation Report
- Communication Specialist – Heidi Hooten
- First-Year Student Retention – Dan Riordan
- Suitcase Campus Report
- Career Exploration Program – Cally Henderson
- Differences between the Private Sector & Higher Education
- Safety Training
- Review Accident Reports
- 5S Project Report
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- CMI Program
- Post Offer Essential Job Function Executive Summary
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- New Directors/Deans – Information Sharing and Welcome
ASLS Council Meeting Minutes
August 27, 2008
Lower Level Conference Room
Room 9, Administration Building
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
2008-2010 Focused Initiatives
The draft statements for the 2008-2010 Focused Initiatives were reviewed. Kristi will update the document and it will be published in mid-September.
360 Leadership Assessment
The timeline and process for the 360 Leadership Assessment was reviewed. The full day workshop is scheduled for Thursday, November 6 th. Directors should review the assessment questions and send any comments to Kristi by Friday, September 5 th. The respondent form will be sent out to the directors electronically and respondent selection will be discussed further at the September 3 rd council meeting. Kristi will work with Jeff to address the questions raised by the directors.
Listening Sessions
Meridith provided an overview of the upcoming listening sessions. The listening sessions are an opportunity for employees to provide input on the themes that were identified from the Visioning Session that was held in July. The feedback received at the visioning sessions will be used to develop the Focus 2015 initiatives. The sessions include a brief presentation from the Chancellor and then allow for open discussion on the themes. There are eight sessions scheduled and the schedule can be found online at: http://www.uwstout.edu/bpa/univprio/2008/schedule08.pdf Employees will be receiving an invitation and announcements will be made in the daily email. ASLS employees are encouraged to attend.
Announcements and Other Items
Budget, Planning and Analysis: Currently preparing for the listening sessions that start on September 16 th. The fact book will be distributed next week. The office is currently working on lots of reports including: suitcase campus, NSSE, student retention, workload, and UCLA faculty job satisfaction.
Business and Financial Services: Brent Tilton, director of Procurement and Materials Management is getting adjusted and working on the assistant director recruitment as well as exploring options for a break room/conference room for the building. Ed is hoping to start the recruitment for the director of Student Business Services in December.
Health and Safety: Fire drills for all academic buildings are scheduled for September 25 th. Fire drills in the residence halls will be held at a later date. Jim is working on finalizing the details for the C-CERT program that will begin this fall. The buildings that have been identified are: Admin, Bowman, Millennium, Home Ec, and Voc Rehab. Jim is close to opening up the search for the Environmental Health Specialist position. Sheila Forrest-DeSmith was reinstated as the .50 Risk Management Specialist. The Nurse Practitioner/Physician’s Assistant position in Student Health Services is still open. Jim is working with the city regarding concerns over the construction for move-in day.
Human Resources: The payroll for September went out. Doreen Johnson was hired as a Human Resources Assistant. Her first day will be September 8 th. Cally is back from leave and has been busy working on planning for various training programs.
Physical Plant: Jeanine Rossow was hired as the business manager. She will start on September 15 th. The 50% auto mechanic position and 50% facilities repair worker position were combined and will be recruited for. This position will report to Zenon Smolarek. The engineering project appointment is being reviewed by UW System. The staff has been busy completing lots of projects before school starts.
Student Life Services: Erik Unger has resigned from his position in University Recreation. The phone interviews for the LGBTQ position were recently concluded. Phil is still waiting to receive the numbers for Hovlid.
Items for Future Meetings
- Unit Annual Reports and Action Plan Presentations
- 360 Leadership Assessment
- Workers Compensation Report
- Communication Specialist – Heidi Hooten
- First-Year Student Retention – Dan Riordan
- Suitcase Campus Report
- Career Exploration Program – Cally Henderson
- Differences between the Private Sector & Higher Education
- Safety Training
- Review Accident Reports
- 5S Project Report
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- CMI Program
- Post Offer Essential Job Function Executive Summary
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- New Directors/Deans – Information Sharing and Welcome
July 9, 2008
Lower Level Conference Room
Room 9, Administration Building
10:30-noon
Attendees: Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Review of Directors’ Retreat Process and Agenda
The Directors’ retreat is scheduled for Wednesday, July 30 th. The retreat agenda was reviewed. If directors have ideas for focused initiatives, they should be sent to Kristi to be added to the agenda. This year the retreat book will be available electronically instead of in binder format. A data review meeting is scheduled for Monday, July 28 th to review the retreat book information. The books will be distributed prior to that meeting. Unit Annual Reports and Progress on the 2007-2009 Focused Initiatives are due on Wednesday, July 16 th.
Announcements and Other Items
Budget, Planning and Analysis: The Visioning Session is next week, anticipating approximately 90 participants. The Campus-wide Training and Development Plan has been accepted by the Chancellor. The suitcase campus report is getting close to being final.
Business and Financial Services: Finishing up year-end tasks. They will be recruiting for the Accounts Payable position left vacant by Marion Sandow. Ed is hoping to make an offer soon for the Director of Procurement and Materials Management position. The PeopleSoft project is going well.
Health and Safety: Jim is hoping to make an offer soon on the Nurse Practitioner/Physician’s Assistant position. Jim will be starting recruitment for the Environmental Health Specialist and the Risk Manager positions shortly. Good progress is being made on the COOP plans. Jim will be sending the plans to Madison for consultant review.
Physical Plant: The Environmental Health Specialist Position that is responsible for Asbestos Management is transferring to the Health and Safety unit. The paperwork is being processed to hire an Engineer as a Project Appointment. PP is also recruiting for an Assistant Superintendent position and the Business Manager position. Jarvis Hall Construction is underway.
Student Life Services: Three new hires have been made: Emily Ascher, events coordinator; Rebecca Wolf, involvement coordinator; and Curtis Wieland, accountant. Holly DeMarce has accepted a position at Louisiana State University. Hovlid Hall and 2 nd Floor Commons projects are going well. The overall housing numbers have come down slightly.
Items for Future Meetings
- 360 Leadership Assessment
- 5S Project Report
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- CMI Program
- Post Offer Essential Job Function Executive Summary
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- New Directors/Deans – Information Sharing and Welcome
May 28, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Kay Schnur, Patty Cramer
PeopleSoft Update
Kay Schnur provided an update on the progress of the PeopleSoft project. The implementation team is currently working on the setup and configuration of campus solutions, meeting with affected departments, finalizing customizations and interfaces and updating the project plan. The project is going well and is on schedule. The admissions office is scheduled to go live first in September 2008 with all of the modules scheduled to be up and running by fall 2009. Training will start as units are implemented. Training will be offered through the User Productivity Kit (UPK) that is built into the PeopleSoft modules. Monthly project newsletters will be distributed to keep the campus up-to-date on the progress of the project.
ASLS Senator Position
There is one, possibly two open senator positions representing ASLS on the Senate of Academic Staff. The council brainstormed potential staff members that could serve in this role. The directors will talk to these individuals and will let Diane know their decision.
Annual Operating Budget Book Review
Patty Cramer and Meridith Wentz provided an overview of the 2007-2008 Annual Operating Budget Book. The book is published once per year and documents the planning process, budget information and provides a glossary of related terms. The 2008-2009 budget book will reflect the new ASLS organization structure.
Announcements and Other Items
Budget, Planning and Analysis: Currently participating in discussions about a new online survey tool. There is a demo site set up of Qualtrics, a survey software tool. If individuals are interested in viewing this demo they can contact Meridith. The Internal Communication Audit Team submitted their report and recommendations to the Chancellor. BPA is working with UW System on the UW-Stout Campus Physical Development Plan. The 2009-2011 Din Request for a discovery center and the recruitment and retention of women and minorities in the STEM field will be going to the Board of Regents for review.
Business and Financial Services: Busy with year-end activities. The search committee for the Director of Procurement and Materials Management position is currently screening applications.
Health and Safety: There will be a tornado drill on Monday, June 2 nd at 10:00 am. Information about this drill will be sent out in the daily email. The clinic is currently closed and the staff is working on accreditation efforts. Jim is reviewing Sheila’s position to prepare for recruitment.
Human Resources: JCOER approved the union contracts and the unclassified pay plan.
Physical Plant: Heating Plant should be up and running this week.
Student Life Services: Beginning to interview for Mike Potter’s position this week. There is a design meeting scheduled on June 18 th for Hovlid Hall and Price Commons 2 nd Floor remodeling. The Hovlid Hall project will be going to the Board of Regents on August 21 st and the State Building Commission on September 17 th.
Vice Chancellor: Heidi Hooten was hired as the Communications Specialist.
Items for Future Meetings
- 5S Project Report
- Weekly Email Prototype
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- Post Offer Essential Job Function Executive Summary
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- New Directors/Deans – Information Sharing and Welcome
May 14, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Donna Weber, Wendy Swanson, Michelle Young
Affirmative Action Plan/Program Overview
Donna Weber reviewed the data from the 2007-2008 Affirmative Action Plan/Program. Kristi will route the plan to the ASLS directors to review the job titles in their units that have placement goals.
Campus-wide Training and Development Team Recommendations
Michelle Young and Wendy Swanson provided an overview of the recommendations from the Campus-wide Training and Development Team. The team was charged with developing a recommendation for a campus-wide training and development plan. The team developed a definition of campus-wide training and development, developed an inventory of current training offered, requested campus-wide feedback and also reviewed plans from other institutions to develop their recommendation. The team recommended the purchase of training management system to track progress of training activities and also recommended developing an assessment protocol to monitor effectiveness as well as reporting progress and updating the plan on a regular basis.
Announcements and Other Items
Budget, Planning and Analysis: Will be participating in the Equity Scorecard Project, the goal is to establish equitable learning outcomes. The Voluntary System of Accountability project is moving forward. The college portrait will be posted on the “Prospective Students” page. The visioning session invitation memos will be sent out soon. They are also working on updating the AQIP portfolio.
Business and Financial Services: Accepting applications for the Director of Procurement and Materials Management position through the end of the week. BFS had their first meeting with the ESUR Committee. The PeopleSoft conversion is going smoothly. Ed will be proposing some revisions to the student payment process.
Health and Safety: Will be pulling together a team for the CERT program. The program will be on emergency preparedness, CPR, fire safety and search and rescue. Currently the strongest need for this training exists in the academic departments. Moving forward on the planning for development of Lot 22 (Cenex property). Student Health Services is currently recruiting for a nurse practitioner/physician assistant. Sheila Forrest-DeSmith has announced her retirement and Safety and Risk Management will be recruiting for her position. COOP workshops will be on June 16 th and 17 th, Jim will send out the plans for review prior to the meetings. The clinic will be closing for the summer on Friday, May 16 th.
Human Resources: Most union contracts have been ratified. There has been discussion about revising the unclassified and classified non-rep contracts to match. Wayne has been participating in the fit/gap sessions for HRS PeopleSoft. They will be interviewing soon for the Donna Otto vacancy.
Physical Plant: The contractor for the Jarvis Science Wing project has been identified. The project is scheduled to start in July. PP will be shutting down the steam and power plant for maintenance. They are currently recruiting for the Business Manager position and are accepting applications for the Asbestos Management position.
Student Life Services: Working on the Hovlid Hall project. Currently proposing a standalone dining facility connected to Hovlid Hall with a connection to Fleming. The project will go to the Building Commission and Board of Regents this fall. They are also reviewing interior concepts for 2 nd floor of Price Commons and building plans for the Memorial Student Center.
Items for Future Meetings
- PeopleSoft Update – Kay Schnur
- 5S Project Report
- Weekly Email Prototype
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- New Directors/Deans – Information Sharing and Welcome
April 30, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Tammy Cutsforth (for Meridith Wentz)
Guests: Raina Clark
Policy Review
The Campus Policy Committee has recommended eliminating the Coping with Unscheduled Acts of Nature Which Disrupt Scheduled Instruction and the Guidelines for Employing Graduate Students. The ASLS Council reviewed the policies. The council felt that some of the items in the Coping with Unscheduled Acts policy are covered in the Inclement Weather policy and in the Continuity of Operations Plan and therefore the policy could be revoked. For the Employing Graduate Students policy, the council felt that the FTE associated with the contract dictates the expected hours of employment and acknowledged that some Graduate Assistant contracts are treated more as grants and others as employment contracts with expectations for performance. The council concurred that the policy could be revoked.
Sustainability Update
Raina Clark, environmental sustainability coordinator, provided an update on the progress of the sustainability initiative on campus. The Environmental Sustainability Steering Committee was charged with developing and recommending a sustainability action plan for UW-Stout. The committee has accomplished a great deal this year including establishing several workgroups, touring an anaerobic digester, and is co-sponsoring a Spring Move-out event that encourages students to donate furniture, clothes and large household items to Hope Gospel. Raina presented the draft of the proposed mission and vision as well as the sustainability image. The council recommended having one image for sustainability and storm water management. Raina will be presenting the mission, vision and image at an upcoming Chancellor’s Advisory Council meeting. There is an inventory of sustainability efforts and events at UW-Stout posted on the sustainability website . If anyone has information about other events, please send these to Raina so they can be added to the website.
ImageNow Unit Progress Updates
The council reviewed the progress of the ImageNow implementation in all of the units. Significant progress has been made in the ASLS division. Budget, Planning and Analysis is in the beginning of the planning process and has the software installed on their machine. Business and Financial Services office is scanning invoices, account maintenance forms, journal entries, and several student documents in Student Business Services. Student Health Services is working on scanning medical records. Human Resources is scanning the personnel files, they have been able to eliminate 4-5 filing cabinets. University Dining Services is scanning in all invoices and uses workflow to track weekly workload status, outstanding credits and other issues. The council will discuss ImageNow project management and identify a pilot process for digital signatures at the retreat.
Announcements and Other Items
Budget, Planning and Analysis: The Annual Operating Budget Book is being distributed. If any office would like Meridith or Patty to provide an overview to their unit they can contact Michelle Young to schedule. The office is planning for a June move back to the Administration Building. The Voluntary System of Accountability committee is underway and on task to meet their deadlines. Business and Financial Services will be participating in the ESURC process in fall 2008.
Business and Financial Services: The office is working on the year-end wrap up. Marilyn’s position has been advertised and accepting applications until May 19 th.
Health and Safety: There will be a tornado drill on June 2 nd. The COOP workshops to finish the plans will be June 16 th and 17 th in the Glass Lounge. Student Health Services has two vacancies they will be recruiting for.
Human Resources: Cally had a baby boy named Gabe. They are currently recruiting for Donna Otto’s vacancy. Wayne has been participating in fit/gap sessions for PeopleSoft. The electronic leave statements should be distributed shortly.
Physical Plant: Working on the recruitment for several positions.
Student Life Services: Mike Potter’s position has been posted. Phil is working on the logistics for the GLBTQ position. University Housing is working on identifying overflow locations to house residents in fall 2008.
Items for Future Meetings
- PeopleSoft Update – Kay Schnur
- Campus-wide Training and Development Team Recommendations – Wendy Knutson
- 5S Project Report
- Weekly Email Prototype
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- New Directors/Deans – Information Sharing and Welcome
April 16, 2008
130 Price Commons
10:30-noon
Attendees: Debra Gehrke (for Wayne Argo), Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
ESURC Recommendations Overview
The ESUR Committee took a year off from the regular unit reviews to review the committee’s charge and processes. Meridith provided an overview of the committee’s recommendations. Some of the committee’s recommendations include: revised goals and objectives, administering surveys earlier in the process, providing a checklist for the review process and guidelines for analyzing qualitative data. Suggestions for revisions to the committee’s objectives and review timeline were made. These will be forwarded on to the Chancellor for consideration.
ASLS Planning and Reporting Review
The council reviewed the ASLS planning model and planning timeline. Unit mission, vision, value statements and planning documents were reviewed and gaps were identified. Units should continue to look for national benchmarking opportunities for inclusion in the division performance indicators.
Announcements and Other Items
Budget, Planning and Analysis: Hosting a strategic planning orientation session on Monday, April 21 st.
Business and Financial Services: Have started the recruitment paperwork for Marilyn Mar’s vacancy.
Health and Safety: Raina Clark, environmental sustainability coordinator, has relocated to 134 University Services.
Human Resources: Currently recruiting for Donna Otto’s vacancy.
Physical Plant: Dave Cutsforth will be starting as the internal auditor on April 28 th.
Student Life Services: Recruiting for Mike Potter’s vacancy and working on the Hovlid budget and design. Phil will bring the designs to an upcoming council meeting.
Items for Future Meetings
- PeopleSoft Update – Kay Schnur
- ASLS ImageNow Implementation Review
- Campus-wide Training and Development Team Recommendations – Wendy Knutson
- 5S Project Report
- Weekly Email Prototype
- Review ASLS Expanded Council Initiatives
- Shoppes@Stout Demo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
April 2, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Cally Henderson
Career Exploration Program
Cally Henderson is the new coordinator for the Career Exploration Program. She provided an overview of the history of the program. . The ASLS division has employed 3-5 minority interns per summer since 2003. The goal of the program is to attract minority employees and provide them exposure to civil service employment. The interns will be employed for 20 hours per week, 9 weeks throughout the summer. Cally provided an overview of the program timeline. Directors need to send her position descriptions by Friday, April 4 th. It is important for each unit to provide opportunities for employment.
Generation Next Program Discussion
Mark Taylor is tentatively scheduled for May 1 st to give his presentation on Generation Next students. The council discussed the program and agreed to move forward with bringing him to campus on that date. There will be two-90 minute sessions. The specifics of the programs will be advertised in the daily email.
Supervisor Orientation Program
The first ASLS New Supervisor Orientation session with Chancellor Sorensen and Provost Furst-Bowe was well received. The second session will be on the history of UW-Stout and will be held at the Rassbach Museum. There will be an opportunity to tour the exhibits and also hear about the history of UW-Stout from either Don Steffen or Kevin Thorie. Kristi is working on finalizing a date with the museum and the details will be sent out shortly.
Classified Performance Reviews
There are still classified performance reviews that have not been completed. These were due on February 29 th. It is important that these are done in a timely manner. Kristi will send out a list of the reviews that need to be completed via email.
Announcements and Other Items
Budget, Planning and Analysis: There will be an open forum on the Campus Master Plan on April 7 th at 12:30-2:00 in the Glass Lounge. This is an opportunity to provide feedback on the proposed plan. The Job Engagement survey was sent out via email from Russell Consulting Wednesday morning. This is a legitimate survey and employees are encouraged to complete the survey. The BPA office is also working on budgets, the campus physical development plan, and planning for the external stakeholder visioning session.
Business and Financial Services: Their move back to the Administration building is complete. Marilyn Mars’ last day was March 31 st. The paperwork to recruit for her position will be processed shortly. Jane Griffiths’ last day is April 4 th. Rick Olson will be serving as Interim Director of Student Business Services.
Health and Safety: The Health Fair was a success; there were 428 attendees. Amy Riddle Swanson from the Aspire office won the bike. Jim is currently working on a grant application for Community Emergency Response Team (CERT) Program. The program provides training on disaster preparedness.
Human Resources: Debra Gehrke is at OSER classification training. A reminder will be sent to unclassified employees who are missing leave reports. WSEU has sent out a proposed contract for ratification.
Physical Plant: PP is currently working on the summer work schedule and is hoping that the snow is done for the winter. Dave Cutsforth accepted the Internal Auditor position replacing Kim Schulte-Shoberg, a start date has yet to be determined. The PP unit is recruiting for several vacant positions.
Vice Chancellor: There is not a lot of new information available regarding the budget reductions, still operating on the $30 million figure. Diane is serving on the Senior Vice President for System search committee. The VC Office is currently recruiting for a .65 Communications Specialist.
Items for Future Meetings
- ASLS ImageNow Implementation Review
- 5S Project Report
- Weekly Email Prototype
- Review ASLS Expanded Council Initiatives
- ESURC Recommendations
- Shoppes@Stout Demo
- Student Center Action Plans
- Unique Venues Demo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
March 5, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: George Acker, Craig Sachs, Mike McMahon, Kate Sullivan, Jeff Kosloske
Campus Master Plan Input
Craig Sachs and Mike McMahon of Miller Wagner Coenen/McMahon presented on the two campus master plan scenarios. They are on campus to obtain feedback from the campus community on these two scenarios. Some of the ideas in the scenarios include:
- Relocating Health Services to main campus.
- Additional green space on north campus.
- Bridging the gap between north and main campus.
- Welcome Center for campus.
- Sports and Fitness Center expansion.
It was recommended that a website be developed for the campus master plan to allow for review and comment, with a link to the webpage from the university home page. The anticipated completion date of the plan is October 2008.
ASLS Expanded Council Meeting Format
The council discussed the purpose, frequency of meetings and potential topics for the ASLS Expanded Council. It was agreed that meetings should be held twice a year as topics arise. The council discussed different communication strategies for the division and these will be explored further.
Announcements and Other Items
Health and Safety: Still evaluating options for the emergency message system.
Budget, Planning and Analysis: The ESURC process review is complete and the report will be reviewed at an upcoming council meeting. BPA is currently working on budgets and is holding several meetings on campus to gather input on the campus master plan scenarios.
Student Life Services: Working with UW System to discuss pre-planning options for the Memorial Student Center project.
Human Resources: Debra Gehrke, assistant director of Human Resources started on Monday.
Physical Plant: Working on a couple recruitments and their 5S project. Ted will present on the 5S project at a future council meeting.
Business and Financial Services: Getting ready to move back to the Administration building the week of March 17 th.
Items for Future Meetings
- 5S Project Report
- Weekly Email Prototype
- Review ASLS Expanded Council Initiatives
- ESURC Recommendations
- Shoppes@Stout Demo
- Student Center Action Plans
- Unique Venues Demo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
ASLS Council Meeting Minutes
130 Price Commons
10:30-noon
Attendees: Cally Henderson (for Wayne Argo), Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Heidi Hooten
Collaborative Group Reception
The Collaborative Group Reception to honor individuals that have served on a committee or a group is scheduled for June 18 th at 8:30-9:30 am in the Great Hall. Heidi Hooten is coordinating the event this year and reviewed the committees that will be honored at the event with the council. Directors should review the committee list and send any updates to Heidi.
Diversity Training
The ASLS division is committed to providing two diversity training opportunities to ASLS staff per year. Heidi Hooten developed a diversity training program entitled Diversity Training: An Open Mind is not a Head Wound. The proposed training would offer monthly sessions that featured different student diversity organizations on campus or possibly a community organization. After some discussion, the council recommended the following:
- Reducing the number of sessions to every other month or every three months.
- Limiting the number of attendees and possibly requesting RSVPs from attendees.
- Providing certificates for attendees.
- Rotating hosting duties between departments.
- Tying in smaller events that relate to sessions such as cell phone donations or food donations.
Secret Shopper Program
One of the Russell groups proposed a secret shopper program. Meridith and Diane were charged with providing an implementation proposal based upon the groups’ recommendation. An implementation proposal was developed, but it was decided not to be implemented for the university. The council reviewed the proposal and decided to review it further at the retreat as a possible ASLS initiative.
Announcements and Other Items
Health and Safety: The Emergency Warning Test email that was sent out had a glitch in it. Although the testing was flawed, they still learned a lot and will probably do another test in the future in addition to evaluating other means of communication. The COOP sessions were successful, another session will be held in May to see how departments are progressing with their plans.
Budget, Planning and Analysis: The university budget forums were held this week. The review of the ESURC process is nearing a completion. Meridith will provide an overview of the results at a future council meeting.
Human Resources: Their move back to the Administration Building will be complete this week. Debra Gehrke was hired as the Assistant Director of Human Resources. Her first day will be March 3 rd. Cally will start her training position on the 3 rd as well.
Student Life Services: Housing contracts are up from last year. They are recruiting for Mike Potter’s position.
Business and Financial Services: Will be moving back to the Administration building in March and will be finalizing specific dates shortly. Michelle Klass is the new purchasing agent in the Procurement and Materials Management office. They are working on the paperwork for the position left vacant by Audrey Woznicki.
Physical Plant: They are completing the 5S process on the storage area which will involve 2 ½ days of intense work. The new environmental specialist resigned so they will need to recruit again for that position. They are currently recruiting for an Assistant Superintendent of Buildings and Grounds.
Vice Chancellor: Kim Schulte-Shoberg has resigned as the Internal Auditor. She accepted a position at Luther Midelfort. The Vice Chancellor’s Office is currently recruiting for a Communication Specialist.
Items for Future Meetings
- Campus Master Plan Input
- Expanded Council Topics
- Shoppes@Stout Demo
- Student Center Action Plans
- Unique Venues Demo
- ESURC Review
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
February 13, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
ACT Alumni Outcomes Survey
Meridith provided an overview of the ACT Alumni Survey Report. The report highlights the results of the ACT Alumni Outcome Surveys from 2000, 2005 and 2007. The survey was completed by UW-Stout alumni who completed their bachelor’s degree during the years of 2003-04 and 2004-05. Highlights of the report include:
- In 2007, 88.9% of UW-Stout respondents reported being employed. This is higher than the System and National comparisons.
- UW-Stout grads have a higher annual income for their current job than UW System and National graduates.
- UW-Stout respondents most strongly agreed that “Academic Success was encouraged/supported at this school” in 2000, 2005 and 2007.
- Satisfaction ratings improved the most for “orientation to/instruction in use of campus computer system” from 2000 to 2007.
The entire report can be viewed online at: http://www.uwstout.edu/bpa/ir/survey%20results/actalum07.pdf
LTE Review
The updated LTE Review spreadsheet was reviewed and discussed. Kristi will update the spreadsheet with the discussed revisions and send it out to the ASLS Council.
Expanded Council Meeting
The process and agenda for the February 20 th Expanded Council meeting was reviewed. The focus group report, links to ASLS planning documents and discussion questions will be sent to the participants on Friday, February 15 th. The participants will be asked to come to the meeting prepared to share their ideas. The goal is to have action items developed with strategies and measurable outcomes.
Listening Sessions Issues List
The draft of the listening session issues list was reviewed. Directors will need to begin work on the short-term and long-term issues that they are responsible for. Progress on these items will be tracked and reported on.
The following are items that ASLS is responsible for:
- Daily email on how FTE is counted
- Daily email on how to report power source issues
- Printer issues in Student Life Services
- Suitcase image data review
- Marketing to external groups
- One Stop Shop idea added to capital issues list
- Mini training session for MSC service center students and staff
- ImageNow workflow and digital signature implementation
- Examine existing parking policies and practices
- Develop a culture of lean principles
- Implementation of climate commitment
- Student Services issues/barriers
Announcements and Other Items
Human Resources: Starting April 23 rd electronic leave statements will be sent out electronically. A decision on the new assistant director hire will be made this week. Human Resources will begin their move back to the Administration building on February 18 th.
Business and Financial Services: PeopleSoft has been down this week due to the System upgrade. Michelle Klass will be starting as the Purchasing Agent next week. An LTE will be hired to fill in for her position. The Academic Staff Titling Form was completed for Audrey’s vacant position.
Health and Safety: Coop planning writing sessions are scheduled for Wednesday, February 20 th 2-4 pm and Thursday, February 21 st 8:30-10:30 am to identify essential functions and facilities for the plan.
Physical Plant: A few employees are attending asbestos training this week. Physical Plant is currently recruiting for a supervisor and a gardener.
Budget, Planning and Analysis: Susan Greene was hired as a temporary emergency hire due to Chris Ness’s retirement. The budget forums are scheduled for later this month.
Student Life Services: The 2 nd floor Price Commons Remodeling project was approved by the Board of Regents. There is a meeting scheduled soon on the Hovlid project.
Items for Future Meetings
- Shoppes@Stout Demo
- Student Center Action Plans
- Unique Venues Demo
- Secret Shopper Program
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
ASLS Council Meeting Minutes
130 Price Commons
10:30-noon
Attendees: Cally Henderson (for Wayne Argo), Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Stan Goetz, Michelle Young
Safety and Workers Compensation Committee Six Month Report
Stan Goetz, chair of the Safety and Workers Compensation Committee presented the committee’s six month report. Highlights of the report include:
- The committee has experienced a lot of turnover this year and is working on reforming subcommittees.
- The Near Miss Reporting is now in an electronic spreadsheet for tracking.
- The committee is working on the incentive program. The proposal will be presented at an ASLS Council meeting once it is drafted.
- The committee is planning on providing a booth about the committee at this year’s health fair.
Spring Classified Staff Development Proposal
Michelle Young presented the proposal for the Spring Classified Staff Development Day. The proposal was for Nick Mezacapa to present How to Fly a Small Airplane. The presentation focuses on the team-building dynamic. The council approved the proposal and the committee will move forward with the planning for the event. The event is tentatively scheduled for April 15 th.
2007-2009 Focused Initiative Six Month Update Review
The council reviewed the 6-month updates to the 2007-209 Focused Initiatives. Initiatives are well underway and a significant amount of progress has been reported. The report can be found in its entirety online at: http://www.uwstout.edu/asls/documents/update0709.pdf
Announcements and Other Items
Health and Safety: Had a challenging day on Tuesday due to inclement weather.
Human Resources: Currently interviewing for the Human Resources Manager position. Will be moving back to the Administration Building on February 18 th.
Business and Financial Services: Will be moving back to the Administration Building the end of February. SFS will be down starting February 8 th for 10 days due to the UW System upgrade of PeopleSoft.
Budget, Planning and Analysis: A new Voluntary System of Accountability Committee is being formed to report out on standard measures. This committee is being formed due to the Spellings Report. Meridith is willing to present on the Year End Budget Review Book if any unit is interested.
Items for Future Meetings
- Shoppes@Stout Demo
- Student Center Action Plans
- LTE Review
- ACT Alumni Outcomes Survey
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
January 23, 2008
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Heidi Gilbertson-Gansberg
Optimal Health 6 Month Report
The group welcomed Heidi Gilbertson-Gansberg who had come to report on the activities of the 2007 – 2008 Optimal Health Committee. The biggest commitment of the committee is holding the annual Health Fair which will be on Wednesday, March 26 th in the Multipurpose room in the Student Center. The speaker is not yet confirmed. The group is considering charging a small vendor fee for outside vendors. Last year, over 600 people participated in the Health Fair and there were between 50 and 60 vendors.
During a brief discussion on covering the cost of the fair and speaker, Jim brought up the idea of having sponsorship packages.
Other Optimal Health Committee items included:
- Developing a logo and PR/Marketing plan for the committee and its activities. Also have intent to collaborate with and support other groups initiating health-related activities on campus.
- Considering once again offering a Weight Management Program.
- Continuing to provide information/training on the hazards of tobacco use; participating in the Great American Smoke Out.
- Has established sub-committees to work on Marketing/PR; EAP program; Grant writing and other discovering other funding sources; planning the Health Fair event; and collaborative program development.
Cough Safe Video
Jim Uhlir provided the 5-minute DVD “Why Don’t We Do It In Our Sleeves” for the group to watch. You can check this out at www.coughsafe.com. Jim has other videos for departments interested.
Retention Study – Meridith Wentz
Meridith reviewed the Retention Study for the Fall 2003, 2004 and 2005 Cohorts. The goal is 80% retention of students by the year 2010 using the formal definition of retention. The BPA department built a database of students enrolled during the years 2003 to 2005 and entered every variable which could be considered for retention. One of the big factors in retention seems to be engagement in on-campus activities. The group was surprised to find financial need to not be as big of a factor as assumed.
Announcements and Other Items
Wayne announced there are still Web Mail Training opportunities available on February 1 st and 8 th. The training goes into the basics of webmail and the calendar system, and will be held in the Robert S. Swanson Learning Center in Lab Room 111 both days at 8 and 10 a.m. Each session lasts 1.5 hours. There are 15 available slots per session. Supervisors should contact Cally Henderson at hendersonc@uwstout.edu or at extension 2613.
Ed announced the shared financial system will be down at noon on February 8 th. Worst case scenario is that it will be down 10 business days, but is unlikely to be down that long.
Items for Future Meetings
- 2007 ACT Alumni Outcomes – Meridith Wentz
- Shoppes@Stout Demo
- Committee Six-month reports
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
ASLS Council Meeting Minutes
130 Price Commons
10:30-noon
Attendees: Cally Henderson (for Wayne Argo), Ted Hendzel, Phil Lyons, Diane Moen, Ed Nieskes, Jim Uhlir, Meridith Wentz
Guests: Donna Weber, Michelle Young
Welcome Ed Nieskes
Ed Nieskes, director of Business and Financial Services was welcomed to his first ASLS Council meeting.
Unclassified Recruitment Process
Donna Weber provided an overview of the changes of the unclassified recruitment process. Changes include:
- Search committees must have a minimum of three members.
- The telephone interview is optional. No paperwork is required to be routed for signatures prior to waiving or conducting telephone interviews.
- A new ES form has been created combining the ES2 and ES3 forms. This form is required prior to inviting candidates for on-campus interviews.
- Criminal background checks will be conducted by the Human Resources office when a candidate has been selected for a position.
ASLS Training and Development Committee Six Month Report
Michelle Young, chair of the ASLS Training and Development Committee presented the committee’s six month report. Highlights of the report include:
- The committee hosted the 8 th annual division-wide picnic August 10 th with approximately 110 employees and their families in attendance.
- The committee coordinated the 7 th annual All Division Meeting with 165 employees in attendance. Breakout sessions were held on the library’s centennial celebration and on the Athletic department. A tour of the Child Family Study Center was also offered.
- The committee is currently working on updating the email distribution list and brainstorming speakers for the classified staff development opportunity.
Orientation Program Discussion
The council reviewed the draft orientation proposal for new ASLS supervisors. Kristi will finalize the membership listing of new supervisors in ASLS within the last two years. Diane will review the memo and suggest revisions. If the council has any suggestions on topics to be considered for the program, send these to Kristi. Kristi will begin to work on proposed dates for the first session.
Generation NeXt Program Discussion
The council discussed bringing Mark Taylor to campus to present on the Generation NeXt. Kristi will check with Mark on available dates in February and March.
Announcements and Other Items
SLS: Working on budgets and rate setting as well as working on the Hovlid Hall and University Centers projects.
PP: Working in the buildings. The new environmental specialist will start in a couple of weeks.
BFS: Jane Griffiths is retiring on April 4 th. Audrey Woznicki turned in her resignation.
HR: Monica Winter started on January 7 th. Monica will be handling the student payroll. The HRIS fit gap is beginning in March. Computer training for Physical Plant staff begins next week.
HS: Received good response from the academic departments for the chemical inventory. They are moving forward with the recruitment for the Physician Assistants position. Jim is spending a couple days a week in Student Health Services since Janice is on medical leave.
BPA: Budget forums are scheduled. The first one is scheduled for February, 25 th at 2:00 p.m. Chris Ness retired; recruitment for her position will begin shortly.
Items for Future Meetings
- Shoppes@Stout Demo
- Committee Six-month reports
- Cough Safe Video – Jim Uhlir
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Retention Study – Meridith Wentz
- 2007 ACT Alumni Outcomes – Meridith Wentz
- Mission , Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
ASLS Council Meeting Minutes
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Jane Griffiths, Ted Hendzel, Joe Krier, Diane Moen, Jim Uhlir, Meridith Wentz
Guests: Rick Olson
Segregated Fees Reporting Requirements
As part of Wisconsin Act 20, new segregated fees reporting requirements need to be implemented on the tuition bills for the spring semester. The requirements include: the total amount of resident or nonresident tuition assessed to the student; a separate listing of the total amount of segregated fees assessed to the student; and an internet web address that students can reference to find detailed segregated fee information. Rick Olson and Jane Griffiths provided an overview on the revised tuition bill and segregated fee website. Revisions and next steps were identified:
- Rick will change the link on the website to go directly to the SSA funded organizations and will link to the UW System website for the Financial Policy and Procedure Papers rather than to the SSA website.
- Kristi will send out the segregated fee website to the directors to review the descriptions, if there are changes to be made these should be routed through Meridith and she will initiate changes to the Administrative Procedure document.
- Student Business Services will keep a log of questions that they receive and will evaluate if changes need to be made.
- Joe Krier will inform Dave Karis of this change and Dave will ensure that SSA keeps the list of funded organizations up-to-date.
Toyota Way Presentation Overview
Wayne attended a two-day Toyota Way workshop. The workshop featured former Toyota employee Dave Meier. Dave is now sharing the quality principles of Toyota. Wayne provided an overview of the workshop. Directors should email Kristi if they are interested in viewing the three PowerPoint presentations from the conference. Dave was noted as a potential speaker to bring to UW-Stout.
CACUBO Best Practice Program
CACUBO is hosting the Best Practice Program again this year. The criteria and the three winning papers were distributed for review. The goal is to have one best practice submitted from each ASLS unit. Potential best practices for ASLS include: refresher safety program, hang tags, email as official means of communication, Shoppes@Stout surplus property. Joe will talk to Phil about potential best practices in SLS. Directors should send Diane their idea for their best practice proposal by January 4 th. The submission deadline is February 1 st.
Inclement Weather
Wayne reviewed the policies and procedures for inclement weather. They include:
- The Chancellor has the authority to cancel classes, close the campus to the public, or close the campus entirely.
- Employees should always assume that the campus will not be closed even if classes are cancelled.
- Employees should use their best judgment on whether they can report to work. They may use paid leave, other than sick leave.
- An employee using leave without pay will be allowed to work up to eight hours to make up the time during the same week as the absence. This must be approved by the supervisor.
- Official cancellation notices will come from the Chancellor’s Office or the University Communications Office.
The inclement weather memo was sent out to all UW-Stout staff last week. Diane will discuss the inclement weather and notification procedures at an upcoming issues meeting.
Sick Leave Reporting
Wayne reviewed the changes to the sick leave reporting policies for unclassified staff, they include:
- Instructional staff will no longer be able to use free collegial coverage. They must use sick leave effective January 1 st.
- Leave reports must be submitted by the 4 th of each month. At the end of the year, if any reports are missing annual year staff will only accumulate 8.5 days of sick leave rather than 12.0 days. For academic year staff if they are missing any leave reports, they will only accrue 6.4 days of sick leave rather than 12.0 days.
- If an employee does not turn in their leave statement, their next month statement will have no balances on it. Human Resources does notify employees if they do not turn in their leave statements.
- Starting in February the leave statements will be sent out electronically. The format is being changed slightly to two pages. The first page will show the balances and the second sheet will be for reporting leave.
Pay Plan
Wayne provided an overview of the pay plan agreement for unclassified staff. The lump sum amount for July-December will be received as a separate check on February 12 th. There will be a 2% across the board pay raise February 1 st for employees that received Above or Within on their performance reviews. Meridith will pull together the amount for employees with below ratings. The health insurance premiums did not go up. Classified employees will now be eligible for benefits after three months of employment rather than six months. The unions are still negotiating contracts for classified employees.
Announcements and Other Items
Health and Safety: Working with departments to inventory chemicals as part of the mandate from Homeland Security.
Budget, Planning and Analysis: The information portal is moving forward. Meridith is attending a product demonstration for the data warehouse conversion. Kristi will follow-up with Kay to find out more about this conversion.
Physical Plant: Currently interviewing for a carpenter and conducting reference checks for the environmental specialist position.
Student Life Services: The athletic advisory council met recently. SLS is preparing for their budget review process.
Human Resources: Barb Hoen started employment in HR. She will be in charge of the unclassified payroll. Donna Otto’s last day of work is Friday, December 14 th. HR will be starting recruitment for Cally’s position soon.
Business and Financial Services: Starting work on the PeopleSoft student conversion. Two employees from Student Business Services are on the committee. All students will be on per credit tuition in fall 2008, notification will be sent out to students.
- Shoppes@Stout Demo
- Committee six-month reports
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission , Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
130 Price Commons
10:00-noon
Attendees: Cally Henderson, Ted Hendzel, Phil Lyons, Diane Moen, Kim Schulte-Shoberg, Jim Uhlir, Meridith Wentz
Guests: Dave Cutsforth, Bob Dodge, Shirley Klebesadel, Ed Todahl
Physical Plant Annual Report and Action Plan Presentation
The directors from Physical Plant presented on their 2006-2007 Unit Annual Report. The full report can be found online at http://www.uwstout.edu/physplant/AnnualReport0607.doc
Highlights of the report include:
- The merger of both Physical Plants was effective July 1 st.
- Began implementation of lean process for work order processing.
- Implemented TMA iService desk for online work requests.
- Maintained approximately 1,191,000 gross square feet in 22 buildings.
- Custodial Services provides an enhanced safety awareness program that conducts immediate refresher training session for staff with reportable accidents.
- Submitted and obtained approval for 21 small projects totaling $1,120,346.
- Updated all campus floor plans and continued document tracking of floor plans to TMA.
- The central chilling plant was installed on the west end of the heating plant.
- Consumed 58,727 MCF of natural gas, 4,551 gallons of fuel oil, and 4,145 tons of coal.
Highlights of the 2007-2008 Physical Plant Action Plan:
- Implement the TMA room inspection module for residence halls.
- Improve fleet vehicle reservation and reporting process.
- Complete implementation of lean process for work order processing.
- Continue efforts to improve communication to Physical Plant customers and employees.
Focus Group Report Discussion
The focus group report was reviewed. The report will be distributed to all ASLS employees. The ASLS expanded council will meet in February to brainstorm initiatives from the report.
Laptop Contract Renewal Discussion
The RFP laptop contract timetable was distributed. A committee will be appointed for this process. Audrey Woznicki will be serving as the Procurement and Materials Management representative and Ed Nieskes will be serving as the Business and Financial Services representative. Directors should send any additional names for consideration to serve on the committee to Diane as soon as possible.
Announcement and Other Items
Vice Chancellor: Kim was thanked for all her work serving as the Director of Business and Financial Services. Kim’s last day before maternity leave is December 7 th. She will be returning to her position of Internal Auditor following her leave.
Business and Financial Services:Ed Nieskes was hired for the Director of Business and Financial Services. Ed will start work on Monday, January 7 th.
Physical Plant: Currently recruiting for the Environmental Specialist position. Tom Biasi, Building and Grounds Supervisor (Maintenance) and Mike Smith, Building and Grounds Supervisor (Grounds) started on November 26 th. Zenon Smolarek, Superintendent of Buildings and Grounds will start on December 3 rd. There was a power outage on Sunday due to a squirrel.
Human Resources: Hired two Payroll and Benefits Specialists. Barbara Hoen will be responsible for the Unclassified Payroll and starts on December 10 th. Monica Winter will be responsible for the Student Payroll and starts on January 7 th.
Student Life Services: Hall Director Paul Rodriguez resigned. The streamlined hall director recruitment process was approved. There was a minor flood in the student center.
Budget, Planning and Analysis: Tammy Cutsforth was the November classified employee of the month. The year-end budget review books will be distributed this week. The Running Effective Meetings session was held on November 16 th.
Health and Safety: Reviewing the new mandate regarding chemical inventories. There will be new reporting requirements associated with this mandate. Student Health Services is in the planning stages for the recruitment of a Physician Assistant.
Items for Future Meetings
- Unclassified Recruitment Process – Donna Weber
- Segregated Fees Reporting Requirements
- Toyota Way Presentation Overview – Wayne Argo
- Shoppes@Stout Demo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Environmental Sustainability (Expanded Council) – Raina Clark
- Mission, Vision, Values
- Performance Indicators
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
130 Price Commons
10:30-noon
Attendees: Wayne Argo, Jane Griffiths, Ted Hendzel, Phil Lyons, Diane Moen, Jim Uhlir, Meridith Wentz
Guests: Janice Lawrence-Ramaeker, Dean Sankey, Lisa Walter
Health and Safety Annual Report and Action Plan Presentation
The directors from the Health and Safety unit presented on their 2006-2007 Unit Annual Report. Highlights of the report include:
- Police Services continued the community policing program.
- Parking Services began planning for the North Campus and Jarvis Hall projects.
- Police Services partnered with the Arbor Place AODA grant to provide officers for a city-wide collaborative agency alcohol enforcement effort to reduce off-campus house parties.
- Safety and Risk Management consulted on the Jarvis Hall project to reduce waste streams.
- Safety and Risk Management worked with Human Resources to develop the post-offer essential job function program.
- Safety and Risk Management provided training to 1,092 employees.
- Student Health Services served 38% of the student body during 2006-2007.
- Student Health Services hired seven new students for the Peer Health Education Program.
- Student Health Services conducted a survey with 3,100 respondents.
Highlights of the 2007-2008 Health and Safety Action Plan:
- Improve satisfaction with parking services.
- Write and train on COOP and Critical Incident Response plans.
- Increase efforts to publicize the need to minimize and properly dispose of unused hazardous materials.
- Implement the Post-offer essential job function offer program.
- Increase awareness of Student Health Services.
- Conduct annual competency testing of SHS medical staff.
Student Life Services 2007-2008 Action Plan Presentation
Phil Lyons presented on the Student Life Services action plan. Highlights of the plan include:
- Conduct a departmental, space and facility review for Athletics.
- Revise the campus card website.
- Participate in the NIRSA benchmarking project for University Recreation.
- Secure a new 5-year bookstore contract for University Centers.
- Complete Price Commons dining renovations.
- Implement Housing Management software.
Focus Group Report
The ASLS Focus Group report was distributed for review. The report will be discussed in-depth at the November 28 th ASLS council meeting and will be targeted for distribution to focus group participants and ASLS expanded council members on December 1 st. A two-hour meeting will be scheduled in January for the expanded council to brainstorm solutions and recommend action items.
Items for Future Meetings
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
- Segregated Fees Reporting Requirements
- Toyota Way Presentation Overview – Wayne Argo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Unit Annual Reports
- Shoppes@Stout Demo
- Environmental Sustainability (Expanded Council) – Raina Clark
- Focus Group Recommendation Report
- Mission, Vision, Values
- Unclassified Recruitment Process – Donna Weber
- Performance Indicators
130 Price Commons
10:30-noon
Attendees: Ted Hendzel, Phil Lyons, Diane Moen, Kim Schulte-Shoberg, Jim Uhlir, Meridith Wentz, Cally Henderson
Guests: Jane Griffiths, Joel Heuschele, Ted Wenum
Business and Financial Services Annual Report and Action Plan Presentation
The directors from the Business and Financial Services unit presented on their 2006-2007 Unit Annual Report. The full report can be found online at: http://www.uwstout.edu/bfs/accounting/bfsannual.0607.pdf
Highlights of the report include:
- Implementation of PeopleSoft financials.
- Implementation of a process analysis and document control process for Accounting Services and Student Business Services.
- The Printing and Duplication Center was successfully integrated into Procurement and Materials Management.
- Implemented TouchNet Marketplace software to sell items online. Dining Services and Surplus property have operational stores through Shoppes@Stout.
- Grants and contracts streamlined two major processes that resulted in a total savings of 144 annual labor hours.
- Supported the e-Scholar laptop program including the laptop transfer program and laptop recovery activities.
- Completed a fixed asset inventory.
Highlights of 07-08 Action Plan:
- Implement PeopleSoft student.
- Conduct a process analysis and document control process for Procurement and Materials Management.
- Implement US Bank Access online services for the procurement card program.
- Implement an online travel system, Fox World Travel.
- Hire and integrate a new Director of Business and Financial Services.
- Integrate the laptop transfer agreement with the graduation application process.
Listening Session Feedback Discussion
The Chancellor has charged CAC to review the comments from the listening sessions for their areas and develop proposed solutions. The council reviewed the comments and identified next steps. Phil Lyons will complete the templates for Student Life Services items and send to Kristi for submission by November 5 th. Kristi will complete the templates for the remaining items for submission by the November 12 th deadline.
Announcements and Other Items
Human Resources: The first post offer essential job function screening is slated to take place in January 2008. An executive summary will be developed in November or December and presented to the ASLS Council.
Physical Plant: Currently interviewing for the four supervisory positions and hoping to wrap up process soon.
Student Life Services: Homecoming was successful. The Atmosphere concert was sold out.
Business and Financial Services: The three Director of Business and Financial Services candidates will be on campus for interviews the week of November 5 th.
Health and Safety: The flu shot is being offered October 31 st and November 8 th. Flu shots also are available through the Student Health Services by walk-in or appointment, by calling ext. 1314.
Budget, Planning and Analysis: The Halloween open house is October 31 st. The running effective meetings workshop is scheduled for November 16 th; ASLS Directors should encourage someone from their unit to attend.
Vice Chancellor: The Cenex property has finally been purchased. A celebration for those who have worked on the project over the years is being planned.
Items for Future Meetings
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
- Toyota Way Presentation Overview – Wayne Argo
- Post Offer Essential Job Function Executive Summary – Cally Henderson
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Unit Annual Reports
- Shoppes@Stout Demo
- Environmental Sustainability (Expanded Council) – Raina Clark
- Focus Group Recommendation Report
- Mission, Vision, Values
- Unclassified Recruitment Process – Donna Weber
- Performance Indicators
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Jim Uhlir, Meridith Wentz, Jane Griffiths
Guests: Holly DeMarce, Scott Griesbach, Joe Krier, Lucy Nicolai, Grady Richartz, Dennis Shaw, Ann Thies
Student Life Services 2006-2007 Unit Annual Report Presentation
The directors from Student Life Services presented on their 2006-2007 Unit Annual Report. The full report can be found online at: http://www.uwstout.edu/stulife/documents/annual.pdf
Highlights of the report include:
- A significant amount of reorganization took place in Student Life Services: Filled the Assistant Vice Chancellor position; Lucy Nicolai was named director of University Centers; Merged facilities management with Physical Plant; Police, Parking and Student Health Services were taken out of SLS and formed their own Health and Safety unit with Safety and Risk Management; Athletics was organized with University Recreation to create the new Athletics and Recreation unit that reports to executive director, Joe Krier.
- University Housing piloted a new program with Affirmative Action to streamline the hall director hiring process. This process was a huge success with housing being able to hire many of their top hall director candidates.
- University Housing purchased lofts for all student rooms, eliminating the need for students to rent or build them. This resulted in significant efficiencies on move-in day.
- University Dining had an increase in business at Tainter’s Northern Express and PM Operations by 27.5% and the Expressway carts had an increase of 4.3%.
- University Dining successfully implemented the Bowl Me over Program and the Dining Bucks Reward Program.
- University Centers implemented the Meeting Matrix software to provide seating diagrams for customers.
- 970 reservations were received through the EMS online system.
- The Rec Center was renamed The Underground.
- 41% of freshmen participate in intramural sports.
- There are 25 sports clubs, with 650 athletes. Many of these teams compete at the national level.
- The technology staff installed wireless access points in the common areas of the residence halls and installed a new Diamond II server. There are 254 card readers on Diamond II.
- The Campus Card office revamped their orientation for students and also hosted a parents’ informational session that was well attended.
Phil Lyons will present on the 2007-2008 action plan at the October 31 st meeting.
Announcements and Other Items
Vice Chancellor: The budget was finalized and was favorable for the UW System. It includes money for developing new programs and a $25 million lapse to the UW System for two biennia. Shelly Hendrickson is currently modeling the vacancy assessments at 7%, 14% and 21%.
Human Resources: The Dual Choice deadline has been extended to November 5 th.
Health and Safety: There will be flu shots offered in Ballroom B on Wednesday, October 31 st and Thursday, November 8 th.
Items for Future Meetings
- Book Discussion
- New Directors/Deans – Information Sharing and Welcome
- Marketing Plan Presentation (Expanded Council) – Doug Mell
- Unit Annual Reports
- Shoppes@Stout Demo
- Environmental Sustainability (Expanded Council) – Raina Clark
- Focus Group Recommendation Report
- Mission, Vision, Values
- Unclassified Recruitment Process – Donna Weber
- Listening Sessions
- Performance Indicators
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Jim Uhlir, Meridith Wentz, Jane Griffiths
Guests: George Acker, Craig Sachs (Miller Wagner Coenen/McMahon)
Welcome Jim Uhlir
Jim Uhlir, executive director of Health and Safety was welcomed to his first ASLS Council meeting.
Campus Master Plan Discussion
Craig Sachs of Miller Wagner Coenen/McMahon and George Acker gave an overview of the Campus Master Plan development process. The consultants are currently meeting with campus constituents to conduct a campus needs assessment. The findings will be incorporated into the 20-year campus master plan. The anticipated completion date is October 2008. The key components of a master plan include: campus flow, future development areas, campus image, campus sustainability, and recreation/athletics land use. The council shared ideas and concerns for consideration. If there are further comments they can be sent to George Acker or Craig Sachs.
Budget, Planning and Analysis 06-07 Annual Report Presentation
Meridith Wentz presented the BPA 2006-2007 annual report. The full report can be found online at: http://www.uwstout.edu/bpa/annualrep/annrep07.pdf
Highlights of the report include:
- Completed annual operating budget book
- Conducted a campus-wide space audit
- Revised and completed the fiscal-year end budget review book
- Updated performance indicators on a quarterly basis
- Provided support and guidance to assessment of laptop program
- Implemented online course evaluation
- Developed and published Fact Book and Quick Facts publications
Highlights of Budget, Planning and Analysis 07-08 Action Plan
- Implement integrated electronic filing system
- Develop and implement process for sharing information about the annual budget process with business managers
- Implement 2007-2008 recommendations from the space audit report
- Develop a campus-wide training and development plan
- Implement revised job satisfaction survey
- Implement new online course evaluation program for pilot group
- Create an Applied Research Center
Announcements and Other Items
- Vice Chancellor: Budget reduction scenarios have been developed. They include: 1. Increasing vacancy assessment from 7% to 21%. 2. Holding approximately $400,000 reserve money. 3. Eliminating travel for 2 nd semester. 4. Laying-off limited term employees 2 nd semester.
- Physical Plant: In the process of interviewing for vacant positions.
- Human Resources: The Dual Choice deadline is Friday, October 26 th.
- Health and Safety: Jim is getting settled and preparing for the Homecoming Week events. He will be riding along with Officer Bob Starck on Thursday night.
- Business and Financial Services: Working on the PeopleSoft conversion for student data.
- Student Life Services: Preplanning document for the Student Center was delayed causing problems with the planning of renovations.
Attendees: Wayne Argo, Ted Hendzel, Phil Lyons, Diane Moen, Kim Schulte-Shoberg, Meridith Wentz
Guest:
Human Resources 06-07 Annual Report Presentation
Wayne Argo reviewed the highlights from the Human Resources 2006-2007 annual report. Highlights include:
- Continued conversion of documents into imaging (ImageNow System).
- Developed policy for pre-employment background checks.
- Developed post-offer essential job function testing for new employees.
- Worked with UW System on HRIS/Payroll conversion.
- Implemented KRONOS timekeeping system for all student employees.
Highlights of 07-08 Action Plan
- Recruit for and fill positions in Human Resources office.
- Complete implementation of post-offer essential job function testing.
- Conduct Executive EDGE sessions.
- Review tuition reimbursement procedures.
- Continue work on PeopleSoft HR/Payroll implementation.
2007-2009 Focused Initiative Implementation Plan
A draft version of the 2007-2009 Focused Initiative Implementation Plan was reviewed. Initiatives that need additional information or data were identified and directors should submit that information to Kristi. All units should post their annual reports online.
Announcements
SLS: Working on capital improvement projects. Homecoming is October 20 th. University Dining has developed a series of international tastings.
PP: Working on filling positions. The Chancellor’s office is moving back to the Administration Building October 18 th and 19 th.
BPA: Hired Wendy Knutson as Institutional Researcher. BPA is having an open house on Halloween at 1:00-4:00 pm and all are welcome to attend. The running effective meetings training session is scheduled for mid-November and an announcement will be sent out shortly. The ESURC process is currently under review, they sent out surveys and the information will be compiled in a couple of weeks.
BFS: Fox World Travel training sessions were held. The controller search is underway. The committee conducted telephone interviews and will be establishing the on-campus interview candidates shortly.
HR: Dual Choice Enrollment is underway. The books were distributed electronically this year. There are some major changes in the Humana plan this year.