Civil Service Consultative Committee Operations Manual June 2011 June 30, 2012 MISSION STATEMENT The mission of the Civil Service Consultative Committee (CSCC) is to support the overall mission of the University of Minnesota by representing the interests of civil service employees and participating in the shared governance structure of the University. CHARGE The charge of the CSCC is set out in Civil Service Employment Rules 3.1 through 3.2.11 and the CS Senate Bylaws. ROLES AND RESPONSIBILITIES OF THE CHAIR, AND VICE-CHAIR CHAIR 1. Provide leadership to the CSCC and serve as liaison to the central administrative offices for all CSCC business. 2. Determine annual meeting schedule and propose agenda items for CSCC meetings. This includes: (1) seeking input from the CSCC members on items to be included on the agenda; (2) contacting presenters and providing monthly updates on the presentation schedule; and (3) verifying with Human Resources (HR) the HR issues ready for review or approval by the Committee. 3. Arrange the President and Vice President of HR visits to the committee (at end of Vice Chair term.) 4. Chair all CSCC meetings. 5. Appoint CSCC subcommittees and task forces as appropriate. 6. Coordinate with the Senate Office, the election of new Civil Service Senators, CSCC members, and Civil Service members of the University Senate and University Senate committees. 7. Meet monthly with HR representatives to discuss the CSCC agenda and related HR issues. 8. Lead the first meeting in August, usually as an all-day retreat, to discuss the mission and structure of the CSCC and subcommittees. Meet with the new members and alternates early in the year. 9. Consult routinely with the chairs of the CSCC subcommittees and task forces.
10. Serve as contact to the University administration regarding Civil Service employee participation on committees, search committees and taskforces. In the event the CSCC is not asked to suggest a Civil Service employee for appointment to a committee or task force where Civil Service participation is important, the chair contacts the office appointing the committee or task force and requests the membership of that committee or task force to include a Civil Service employee. 11. Serve as a member of the Senate Advocacy and Rules Subcommittee and the Senate Consultative Committee; and discuss with Civil Service employees issues of concern pertaining to Civil Service employment and related matters. 12. Be knowledgeable about Civil Service Employment Rules and personnel policies and the role of the CSCC in the University's governance structure. 13. Prepare report to the Board of Regents in June. This is done annually and should include the accomplishments of the committee. 14. Respond to all e-mail correspondence with constituencies. 15. Coordinate monthly e-intouch and Brief articles with communications subcommittee chair. 16. Attend annual meeting of the Senate Budget Subcommittee. VICE CHAIR 1. Coordinate Civil Service New Employee Orientation (NEO): NEO, based on schedule obtained from Office of Human Resources (HR). 2. Assist and/or represent Chair as requested for official committee business. 3. Coordinate meetings with representatives of Senate committees and civil service Senators to inform them of current issues and learn about the issues they are dealing with on their committees. 4. Provide a brief (5 minute) summary of CSCC issues at P&A Senate meetings, if requested by the P&A Senate. 5. Meet monthly with the Chair and a representative of HR to discuss Civil Service HR issues. 6. Serve as a member of the Senate Consultative Committee. 7. Coordinate strategic planning meetings and discussions. 8. Attend annual meeting of the Senate Budget Subcommittee. CIVIL SERVICE SUBCOMMITTEES ADVOCACY SUBCOMMITTEE CHARGE: The advocacy subcommittee supports and acts as an informal advocate for Civil Service employees with work-related issues. 2
1. Provide support t employees during job classification determination and appeals processes, if requested. 2. Provide resources to employees who request assistance with workplace-related issues. 3. Maintain relationships with the Office of Human Resources and Office for Conflict Resolution. 4. Respond to advocacy questions from employees, at the request of the Chair. 5. The subcommittee chair is encouraged to attend Compensation Subcommittee meetings to gain knowledge of current compensation issues. COMMUNICATIONS SUBCOMMITTEE CHARGE: The Communications Subcommittee develops an image and identity of University Civil Service employees as dynamic, capable and accomplished. 1. Promote the use of multi media to communicate beneficial messages for and about civil service employees. 2. Develop the monthly e-intouch newsletter from subcommittee reports and other information vital to Civil Service. 3. Coordinate with the Senate Staff to send monthly e-intouch newsletter to Civil Service employees. 4. Plan and develop monthly Civil Service articles for the Brief. Work in coordination with the Brief editor to meet the publication criteria and deadlines. 5. Coordinate with the Senate staff to evaluate and keep the web site vital and current. 6. Answer e-mails from employees regarding communications, as requested by the Chair. 7. Submit a monthly report to the CSCC membership list serve, if relevant. GUIDELINES FOR COMMUNICATIONS SUBCOMMITTEE: 1. Brief Submit articles to the contact person identified by University Relations, according to schedule agreed upon. 3
2. UM-UCSCC and Civil-Service-Staff Listserv Use the following Website http://www.mail.umn.edu/ to login and manage the account or use the Website: http://mail.tc.umn.edu/cgi-bin/wa?lmgt1 ELECTRONIC NEWSLETTER PRODUCTION: 1. Production The e-intouch is the electronic newsletter sent monthly to civil service employees. An editor/content coordinator needs to be recruited from CSCC members or civil service staff. The Communications Subcommittee Chair will solicit and edit articles submitted for publication to the e-in Touch. Subcommittee chairs and coordinators typically submit material. A draft version is reviewed by the entire committee to provide feedback prior to final revisions. 2. Distribution The newsletter is distributed monthly to all civil service employees via e-mail. CIVIL SERVICE COMMITTEE WEBSITE MAINTENANCE: 1. The Communications subcommittee chair(s) works with the Senate Office staff to update the CSCC website, as the need arises. COMPENSATION-BENEFITS SUBCOMMITTEE CHARGE: The Compensation-Benefits Subcommittee broadly represents Civil Service employees in the governance processes at the University in the areas of compensation, job classification, employee benefits and the University s organizational goals. Compensation Goals Equitable pay plan with precise language to eliminate misinterpretation. Monitor developments in Civil Service merit pay plans for Civil Service employees and deliver feedback to OHR and the departments writing the plans. Monitor developments in Civil Service performance management plans for Civil Service employees and deliver feedback to OHR and the department writing the plans. Continue pursuit of best practices for performance management and merit pay working with OHR and departments writing the plans. Work with OHR to assess the feasibility for a periodic review and feedback process for work units implementing merit pay. Respond to pay plan questions raised to the committee. Classification Goals 4
Monitor classification studies that impact Civil Service employees, review classification materials presented by OHR for studies, and provide feedback to the study teams and OHR. Work to improve the JEQ and JRQ process with the Human Resources (HR) Compliance Officer focusing on timely resolution for appeals, updating correspondence, and improving the process. Provide JEQ/JRQ appeals panel members for Civil Service employees classification appeals. Respond to classification questions raised to the committee. Benefits Goals Actively participate on benefits committees within the University either as a member or by attending committee meetings to represent Civil Service employees. Communicate with Civil Service employees information related to benefits and the implications of decisions being made within the University and externally. Respond to benefits questions raised to the committee. General Organizational Goals Keep constituents informed and encourage committee participation via e- InTouch, Brief, presentations and personal contacts. Participate in the OHR Working Group on Civil Service Classification and Compensation to improve classification and compensation systems, tools, and processes for Civil Service employees. Respond to organizational and questions raised to the committee. Respond to Civil Service employee questions as requested by the chair. Coordinate and work with HR on issues and questions related to market-based compensation. Review and provide feedback on proposed performance appraisal systems as requested by OHR and the departments, reporting at monthly Civil Service Committee (CSCC) meetings. Facilitate JEQ and JRQ appeals according to the JEQ/JRQ appeals process guidelines. Monitor the health care and dental benefits and the life and disability insurance of Civil Service. Report on coverage plan details including any changes to cost or coverage. Report Civil Service UPlan member feedback, regarding health benefits to the BAC Monitor state level issues that impact Minnesota State Retirement System. Submit a monthly report to the CSCC chair, the CSCC membership list serve, the Communications Subcommittee Chair, and the committee support staff as appropriate. The report is submitted prior to the CSCC meeting and the e-intouch deadline, each month. A co-chair provides an oral report at the monthly CSCC meeting. EMPLOYMENT RULES SUBCOMMITTEE CHAIR 5
CHARGE: The Employment Rules Subcommittee reviews and maintains the Civil Service Employment Rules (Rules), recommends interpretations of the Rules to the CSCC, and manages the Rules revision process. 1. Acquire extensive knowledge of existing Employment Rules. 2. Set up annual meeting schedule and send it to Senate support staff for posting to the web. 3. Send a monthly reminder of subcommittee meeting with the agenda to Civil Service Committee (CSCC); copy Senate staff. 4. Solicit proposals for Employment Rules changes via requests in the e-intouch and Brief, and emails to Civil Service employees; and review these proposals as possible Rules revisions. 5. Revise the Employment Rules, keep the electronic file up-to-date, keeping all electronic links in the Employment Rules current, and providing Human Resources (HR) web site manager with changes for web site. 6. Review requests for official interpretations of the Employment Rules and inform HR of the specific request. Prepare a recommendation of the Employment Rule interpretation to be discussed with the CSCC. 1 7. Coordinate the public hearings for Employment Rules changes (usually every 2 years): publicize the hearings in newsletters and postings not less than 14 days before the public hearings, post proposed revisions of the Employment Rules at least seven days before the public hearings, schedule attendance with committee members and assign tasks, as needed; schedule HR staff to attend; schedule rooms on all campuses; and arrange travel, as needed. Follow up with a vote at the Civil Service Committee. If its vote is affirmative, coordinate with HR in submitting the Employment Rules draft for approval at the next available Regents meeting. 8. Provide Regents with copies of proposed amendments. 9. Post approved Employment Rules on the Civil Service Web site in a format that constituents can download and print, but not change. Coordinate with HR web manager to link to this Civil Service document. Coordinate with the HR web manager and the Senate Office staff to link to an interactive edition of the Employment Rules on the HR web site; making sure that the interactive edition is, in every other way, exactly the same as the Employment Rules document approved by the Regents and posted on the Civil Service web site. 10. If any request for changes to the Employment Rules is sent after the public hearings deadline, the subcommittee chair will file the request for the next round of Employment Rule changes. 11. Submit a monthly report to the CSCC membership list serve and write an article for the e-intouch, as appropriate. 1 Rule changes may be sent to the CSCC at any time for review and/ or information. 6
12. Respond to Employment Rules questions from employees, at the request of the chair. GUIDELINES FOR THE RULES CHANGING PROCESS: Civil Service Employment Rules changes are done approximately every two to three years. The process takes from one to three years, depending on the extent of the changes. The rulebook printed in 1988 was a totally revised. Last paper revision was in April 1999 (printed June 2000). In June 2005 the Employment Rules became an entirely on-line document in html format on the HR web site and a pdf format for printing on the Civil Service Committee (CSCC) web site. The most recent revision is June 2010. BRIEF PROCESS FOR REVISING THE RULES: The Chair of the CSCC appoints an Employment Rules Subcommittee Chair and a subcommittee is formed. 1. Publicize that the CSCC is soliciting suggestions for Employment!Rules changes. 2. The subcommittee screens rules revision suggestions and rationale and decisions on which to include are made. A Human Resources (HR)representative attends subcommittee meetings during the development process to represent Central Administration. 3. A deadline is determined for receiving suggested rule changes. 4. Publicize the deadline and make sure the latest draft version of the Employment Rules is posted to the web. 5. Suggestions (in the form of the revised Employment Rules draft) are forwarded to the CSCC as a whole. The CSCC votes on the suggestions that should go forward to public hearings. 6. Public hearings are scheduled and the official draft is published on the Office of HR and/or CSCC website. According to Rule 1.3.2: Notice of intention to amend the Rules specifying the date, hour, and place of the hearings shall be published in campus publications not less than 14 days before the hearing. Proposed revisions will be made available at least seven days before the public hearings on the Office of HR web home page currently at http://www.umn.edu/ohr/ or through the Office of HR. 7. Hearings are available on all campuses through ITV or in person. Hearings are held with representatives from the CSCC present at each campus. These representatives will act as recorder and audience facilitators. 8. Further changes can be made as a result of the hearings. If there are changes, they must be approved by the CSCC. CSCC must approve the proposed Employment Rules in their entirety before they are presented to the Board of Regents. 9. Proposed changes are officially presented to the Vice President for HR and jointly presented to the President after the Office of General Counsel and Office of HR review. 10. OHR and the CSCC Rules Subcommittee Chair make arrangements to schedule the Employment Rules presentation on the Board of Regents agenda and prepare the presentation material for the Board of Regents (BOR) in the format required by the BOR. 7
LEGISLATIVE NETWORK SUBCOMMITTEE CHARGE: The Legislative Network Subcommittee supports the overall mission statements of the CSCC and the University of Minnesota. 1. Inform the CSCC and CS Senate of the legislative process as it relates to the University and in particular the Civil Service employees. 2. Represent the CSCC on the University Grassroots Committee. 3. Build networks throughout the University on behalf of Civil Service employees. 4. Promote Civil Service involvement in the political process. 5. Promote awareness of the budget proposals made by the President and Board of Regents and what the proposals mean for Civil Service staff. 6. Communicate key Civil Service issues to University's administration and the State Legislature by working collaboratively with other constituencies of the University. 7. Submit a monthly report on Legislative activities to the CSCC membership list serve. 8. Respond to questions from the constituency, at the request of the Chair. NOMINATIONS AND APPOINTMENTS SUBCOMMITTEE CHARGE: The Nominations and Appointments Subcommittee manages the recruiting, appointing, and nominating of Civil Service employees to University Committees. 1. Maintain a current list of all Civil Service assignments on University Committees including but not limited to University Senate Committees and Office for Conflict Resolution rosters. 2. Recruit new volunteers when vacancies occur on committees. 3. Work with Senate Office staff to fill vacancies on University Senate committees and Office for Conflict Resolution rosters. 4. Recommend appointments to the CSCC for approval. 5. Arrange for Civil Service employees serving on University committees to attend monthly CSCC meetings if requested. 6. Contact Civil Service employees serving on major University search committees for a status report on that search and provide update to the CSCC at the monthly meetings. 8
7. Send items for discussion at the CSCC monthly meeting via email to CSCC prior to the monthly meeting. 8. Write updates as needed for monthly e-intouch newsletter. STAFF DEVELOPMENT SUBCOMMITTEE The charge and duties of the subcommittee are currently under review by the CSCC. CHARGE: The Staff Development Subcommittee manages the Civil Service Staff Development Fund, fund guidelines, and application form. 1. Work with Vice President of Human Resources (HR) to encourage/identify availability of resources for professional development of Civil Service employees. 2. Receive applications for awards; review them with subcommittee members to make recommendations at the monthly CSCC meetings. 3. Maintain spreadsheet of all applications and provide a current copy to Senate support staff. 4. Send items for discussion to CSCC list serve before monthly meeting; discussion will take place at the meeting. 5. Recommend to CSCC changes to award policy or procedures and ensure that the website accurately reflects them. 6. Notify Civil Service applicants of grant approval or denial. Explain justification requirements to grantee. 7. Receive the Employee Expense Worksheet from grantee, checking for receipts and accurate information, and provide this information to University Senate staff. 8. Write and send monthly notice to Communications Subcommittee Chair for inclusion in the e-intouch until all professional development funds are awarded for the fiscal year. 9. Respond to questions from employees, as requested by the Chair. STAFF SUPPORT, UNIVERSITY SENATE OFFICE 1. Meet monthly with the Chair. 2. Work with the Chair to set the Civil Service Committee (CSCC) meeting schedule and identify agenda items for CSCC meetings. 3. Schedule CSCC meeting venues. 4. Post all meeting times, locations, agendas, and minutes to the CSCC website. 5. Record the minutes of Civil Service Committee meetings. Minutes will be edited and a draft sent to committee members for review. 6. Maintain an electronic file containing records of all Civil Service Committee official business (meeting agendas and support materials, correspondence, etc). 9
7. Evaluate and keep the website current in conjunction with the Communications Subcommittee Chair. 8. Maintain the CSCC list serve, and forward messages to the committee as appropriate. 9. Work with the Chair to schedule guests for the upcoming year. 10. Process all financial documents related to the CSCC. 11. Work with the representative from Human Resources to obtain the names and addresses of new Civil Service employees each month. Mail the CSCC welcome letter to the new employees. 12. Distribute the monthly e-intouch newsletter to employees. 13. Initiate the updating and editing of Civil Service Operations Manual as needed. 14. Work with the Nominations and Appointments Subcommittee to recruit CS employees to University Senate Committees and Office for Conflict Resolution positions. 15. Manage the CS Senate and CSCC election processes. ROLE OF PAST CHAIR 1. Immediate past chair convenes a meeting with other past chairs of the Civil Service Committee (CSCC) and reports their comments and recommendations to the CSCC. 2. Serve as an advisor to the current Chair of the CSCC. 3. Serves as a non-voting ex-officio member of the CSCC unless serving out a regular term. 10