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KU Library Support Staff (KULSS) Exec
Meeting Minutes
Thursday, January 26, 2006
Watson Conf. A/B – 10am-12pm

PRESENT: Monica Claassen-Wilson (FY06 Chair), Rebecca Claassen (FY06 Vice-Chair), Angie Rathmel (Secretary), Jill Becker (Group 3), Kevin Fussell (Group 2), Denise Swartz (Group 1), Robert Szabo (Group 4)

GUEST: Dr. Steven Hedden, Chair, Dean of Libraries Search Committee
ABSENT:

Approval of Jan. 12, 2005 Meeting Minutes

Approval of Jan. 12, 2005 Meeting Action Items
WHO? BY WHEN? WHAT?
1. Monica: Friday - Email Donna re: her email to all staff about search committee training. Readdress to USS. Tabled for more research, will address with new administration.
2. Angie: Friday - Email HR re: search committee training for USS. DONE
3. Kevin: Tuesday - Get a committee member for SSEYA and send name to Angie. DONE
4. Angie: Upon above - Send list of names for SSEYA. DONE
5. Monica: Friday - Email Donna the Outline for SSEYA. DONE

Committee Reports

Diversity Committee
N/A

University Support Staff (USS) Senate
Kathy Jansen, President of the USS Senate is on the Provost search committee and she says she wants to make sure that the new Provost supports the governance structure as it currently stands, particularly the USS participation in it. Phone refs, etc., are supposed to be completed by Dec 19th and interviews to begin shortly after school resumes for the Spring Semester.

USS Senate Exec Council will forward a resolution to support the KS Regents stand against Kansas having a TABOR (Taxpayers' Bill of Rights) to the full Senate for a vote next week. Let me know if you need more information about TABOR in general and I'll send you an informative e-mail.

Disciplinary Action Hearing Board appeals system seems to be working OK. There is very strong encouragement to get a lawyer if one files an appeal. Also, one should consider the cost in time and money. Appearances during the hearings are on work time if one is still in pay status but you must use your own time to prepare the case. There is no power to subpoena witnesses but there may a note from the Provost's Office to supervisors, etc. supporting folks who are called as witnesses. Witnesses do testify on their work time. Kathy Reed in the Governance Office is working on a checklist for what you need to do and by when to do it for those who are contemplating filing an appeal. Activity on this board since July 2005 is as follows:

Disciplinary Actions Taken: 27 (of this, 6 are still within 21days to appeal)
- Dismissals (13)
- Demotions (1)
- Suspensions (10)
- Resigned (1)
- Verbal resignations (1)
- Probationary /not eligible to appeal (1)
Hearing Held: 3
Actions affirmed, modified or overturned by the Board:
- Affirmed (2)
- Pending (0)
- Reversed (0)
- Modified (1)
Board’s recommendations affirmed, modified or overturned by Provost:
- Affirmed (3)
- Pending (0)
- Reversed (0)
- Modified (0)
Description of actions affirmed, modified by Board and Provost
1-day suspension (affirmed by Board 10/18/05, affirmed by Provost 11/1/05)
3-day suspension (affirmed by Board 10/2/05, affirmed by Provost 11/705)
dismissal, modified to demotion (modified by Board 12/2/05, affirmed by Provost 12/16/05)

Departments Involved:
Facilities Operations (12)
Public Safety (7)
Student Housing (4)
Electrical Engineering & Computer Science (1)
Life Span institute (1)
Kansas Public Radio (1)
Animal Care Unit (1)

Job broad-banding: HREO is ready to hit the road and start checking with some focus groups about the concept of broad banding positions. USS folks should be proactive to ascertain that their position description is current. Go to supervisor and if that doesn’t work go to HR. Kathy Jensen reminds that this is a NO COST IMPLMENTATION. Donna Brewer assures that new hires will always be compared to others with similar skills so as not to hire at higher rate than someone with more experience on the job. Trying to have variety of work/skills (i.e. reference, circulation, etc) merit specialization worthy of LA Senior.

I was unable to attend the University Council meeting last week but I believe that the new withdrawal [from classes] process passed. I also believe that SENEX is aware that the direct reporting line for the new Dean of Libraries has been removed from the Provost and is not in support of such a move.

USS Senate Personnel Committee had a meeting with some unclassified folks to gage their interest in family tuition assistance as a benefit for KU staff. The unclassified staff are interested and work has already begun to set up some kind of survey to test the interest across campus. I believe that SENEX will be approached on this issue soon to see if faculty wishes to join in the exploration. It's felt that if we got all 3 of these governance groups in support of the concept, then the KU admin would really have to take a look at it instead of just outright saying "no way".

Early Spring is time for USS Senate elections so if you're interested on serving on a University or Senate committee or becoming an esteemed Senator yourself, check out the Senate website: <http://www.ku.edu/~clsenate>.

To get our evaluation process in a calendar year sequence, USS folks will be evaluated for the period August - December 2005 this time only. After that evaluations will be for the calendar year, January - December.

USS Senate Exec Council was informed of a Jan 4th legislative meeting with Tom Sloan. They did show up (with little prepared) to discuss being compensated for sick leave at retirement (policy has not been looked at in over 25 year). Someone had written a proposal plan.
QUESTION: Ability to transfer vac hours to sick leave (so you don’t lose your earned vacation time)? How long has this policy been in place? Why isn’t this advertised or noted in the policy handbook?

David Johnston from KU Office of External Affairs talked about new KUGraphic Identity Standards and shared examples of letterhead stationery for University governance entities.

Jon Josserand (legislative liaison for KU for many years) is leaving.

University Committee on Libraries (UCL)
1. Approval of minutes – December 6 meeting (see attached minutes)

2. Serials Review – Richard Fyffe and Susanne Clement, Collection Development (see attached R. Fyffe’s 1/27/06 email)

3. Charge 8 – Consider the repositioning and new staff policies for public service desks in Watson and Anschutz libraries to assure that students and faculty are receiving knowledgeable, courteous, and prompt reference assistance – Stella Bentley (not enough time to discuss this agenda item)

4. Charge 10 – Explore ways that the libraries can attract more faculty, staff and students to its core mission of information provision through both direct building visits and remote electronic connections – Stella Bentley (not enough time to discuss this agenda item)

Minutes from Meeting with Stella and Donna (Dec. 21, 2005).

Click to view minutes (Word Document)

Group Reports

Grp1
§ N/a

Grp2
§ N/a

Grp3
§ N/a

Grp4
§ Changes in processing space are afoot in Spencer Library.

Q&A with Dr. Hedden

Vice Provost, Denise Stephens contacted Dr. Hedden to chair the search. There is lots of effort involved but knowing the importance of the libraries to research of the University, agreed to serve. Call for search committee volunteers went out and representatives from many different constituents across the University are on board. (18 members). Rough timeline of events:
1) position announcement – there was a draft that a subcommittee tweaked and then the entire committee approved and fwd to Vice Provost Stephens for processing (posting). No unanimous approval of the position announcement, which is not uncommon. But, there was sense from the committee of the importance to move the position forward. Strong convictions about the reporting structure. This was communicated with the fwd announcement to Vice Provost Stephens.
2) Receiving nominations -- Emailed faculty and staff encouraging nominations. Acknowledged all nominates with a letter. Dr. Hedden volunteered to go to ALA midwinter for recruiting. But only 1 commitment was made, so instead had phone conversations. Many other phone calls happening that Dr. Hedden isn’t involved with as nominees may be doing research via other (more library personnel) means.
3) Review of applications -- begins Feb 6th for priority consideration (but window is open). Will see if size and depth of pool strong. Hope for like the provost search (that committee found it challenging from 10 considerations to narrow to 5 finalists). We want that for this position as well. Have had 1-3 early applications, as review date closes in anticipate many more to come in. This is the pattern we hope will follow.
4) Candidate is on campus -- Subcommittee will work with Vice Provost and report schedule in as much as who and what rather than hour-by-hour. Will be similar to previous Dean search. KULSS-Exec will have a meeting with each candidate, as was the case in the previous search. Hope for overall candidate visit to be not quite as long (was 2 ½ days).

Q: REPORTING LINE DECISION: If nothing has really changed, why was the announcement “printed” differently?
A: Meeting with LFA, the reporting line that had been in place is weekly with Vice Provost and monthly with Provost. This practice will continue= faculty/tenure to Provost and all others to Vice Provost. Compared to trends across t he country? Don’t know. Committee did try to kee p the language in. Vice Provost and Provost indicated how it should be. Dean Hedden speaks to each candidates about Stella’s relationship with other deans and how it works. This issue could be negotiable with each candidate. NOTE: The Provost candidate visits are open forum and a great opportunity to pose these questions!

Q: FACULTY of Dean of Libraries PERCEIVE A TENURE PROBLEM that their Dean doesn’t report to Provost. Other universities

Q: HOW MANY APPLICATIONS
A; Will be more interested in the count closer to Feb 6 as this will be more accurate. Generalization: many early applications are not the stronger ones.

Q: ARE THERE INTERNAL CANDIDATES?
A: We don’t know this yet. HR guidelines say we can look at them but not talk about until the Feb 6 date.

Q: WHAT WAS FINAL DETERMINE ON EDUCATIONAL REQUIREMENTS
A: Masters ALA accredited program (MIS or MLS) – “or equivalent” was removed

Q: NOMINATIONS vs. APPLICANTS
A: Generalization: Appear as stronger candidates those who wait to be nominated. Letter is sent inviting them to then apply. Often nominee is not aware that they are nominated.

Q: ARE YOU OPEN TO COMMENTS ON THE QUALITIES KULSS HOPE FOR IN A DEAN
A: Yes, KULSS should think strategically about what kinds of questions to be raised for teach candidate.

Q: HOW CAN WE AFFECT THE WEEDING PROCESS FOR WHO TO BRING TO CAMPUS
A: HR website uses a screening matrix. Yes or No and 1-5 rating for required/preferred.

Q: ANY INTERACTION WITH THE CANDIDATES’ STAFF TO PROVIDE COMMENTS ON EACH OF THESE QUALIFICAIONS
A: Yes, the matrix as a starting point. At the point of trying to weed out to bring to campus, at that point we may ask to talk to their staff (or others not mentioned on their resume) Will ask their permission to contact these people.

Q: HOW WOULD YOU GET THESE CONTACTS?
A: Will ask the candidates for names. But may also ask permission to contact ANYONE. Then go to professional networks (LFA, KULSS and equivalent at their institution)

Q: HAS THE COMMITTEE OR DO YOU HAVE IDEAS ABOUT ISSUES/PROBLEMS THAT NEW DEAN WILL FACE. I.E. HUMANITIES FACULTY POSITION PAPER.
A: Committee has a diverse constituency to bring an abundance of issues forward and many vantage points. Subcommittee working with Denise to have meetings with certain key groups. Another sub committee to develop questions either for phone conversations or campus interviews. These may come from information in these key committees meetings and generate this content.

Q: COMPOSITION ON COMMITTEE
A: KULSS was asked by Denise Stephens to submit names. WE submitted 5 and 2 were asked.

Q: NATIONAL COMPETITION?
A: Always a turnover market for Deans. Perpetual competition. Haven’t checked specifically for dean of libraries across the country.

Q: DO WE ACQUAINT INVITED CANDIDATES WITH THE ENVIRONMENT? WHAT IS YOUR PERSONAL EXPERIENCE?
A: One always gets more info at the site and them more after the offer is accepted. Harness the energy of each department that has a “challenge” and present these. BACK to the issues of “what are the questions that need to be raised?” Note: One candidate for another Dean search didn’t feel “courted” for the position. We want to portray the challenges in a way that will successfully court these candidates.

Q: WHAT STRENGTHS (UNDEFINALBE) ARE YOU LOOKING FOR?
A: KULSS (and other groups) must tell the candidate (and the Search Committee) what they are looking for.

NOTE on the above: HEIRARCHICAL vs. INCLUSIVE MANAGERIAL STYLE – WOULD PREFER TO HAVE ALL LEVELS AT THE TABLE OF DISCUSSIONS.

Q: GIVEN ANY THINGS TO LOOK FOR SPECIFICALLY FROM PROVOST AND VICE PROVOST?
A: Position announcement taken from prior search. Provost and Vice Provost guide this. Only significant change is the reporting line.

Q: WILL POVOST SCHULLENBURGER STILL BE INVOLVED IN THIS SEARCH OR WILL IT BE THE NEW PROVOST.
A: No explicit conversation with Schulenberger about his role at that time. Predict that since new Provost hire expected by March, that the new Provost would be involved. Other department Deans have joined on without the new provost being hired. Candidates more interested in what’s generally happening at KU. For some it will be a better assurance to have new provost, for others not.

Q: MATRIX IS COMMITTEE DOCUMENT OR CAN IT BE SHARED OPENLY?
A: Open for anyone to see and to make their own. They have just input the qualifications in.

Q: WHO IS THE HIRING AUTHORITY?
A: Vice Provost Stephens will give the offer. Search Committee submits strength and weakness of each candidate only, no priority order given. Preferences will be clear, but each one of the recommendations ought to be “workable” for the search committee so that no decision by VP is actually a disappointment. Needs to be good working relationship between the committee and the Vice Provost and Provost, so that the unbiased strengths and personal interaction with candidate and Vice Provost are in line. But likely to be differences in this.

Action Items for next meeting:

WHO? BY WHEN? WHAT?
Angie: Friday - Send out draft minutes for Group reps to send out
Group Reps: Upon above - Send out minutes from Steve Hedden meeting and solicit input/ questions for the Dean candidate visits.

The next meeting of KULSS-Exec will be Feb 9, 2005 in Spencer Johnson Room.