Classified Senate Monthly Meeting January 16, 2020

HRTC 154

AGENDA 10:00 – 10:05 am Call to order: Jacob Jakuszeit, Chair

• Roll Call: Marilyn Maher, Secretary 10:05 – 10:30 am Executive Officers’ Reports

• Secretary: Marilyn Maher • Treasurer: Theresa Meyer • Chair: Jacob Jakuszeit

10:30 – 11:00 am Committee Reports • Classified Senate Committees

o Policy and Procedures o Professional Development and Relations o Scholarship Sales and Recognition

• University Standing Committees • University Ad Hoc Committees

11:00 – 11:30 am Guest: Mac Stricklen, Ombudsman 11:30 – 11:45 am Old Business 11:45 am – 12:00 pm New Business 12:00 pm Meeting Adjourn

UPCOMING EVENTS January 20 Dr. Martin Luther King, Jr. Holiday February 7-9 Sibs Weekend February 11 Professional Development & Relations Committee Customer Service

Leadership Training April 3-5 Moms Weekend May 1 Graduate Commencement May 2 Undergraduate Commencement

Classified Senate

Meeting Minutes • January 16, 2020

Call to Order Jacob Jakuszeit, Chair of Classified Senate, called the meeting to order at 10:03 AM on January 16, 2020.

Roll Call Classified Senate Members in Attendance: Tina Brucker, Pat Bungard, Tyler Bump, Heather Gould, Amanda Graham, Jacob Jakuszeit, Marilyn Maher, Theresa Meyer, Melanie Quolke, Teresa Smith

Classified Senate Members Present via Webex: Dave Jezewski

Classified Senate Members Absent: Angie Brock, Virginia Ferrell, Jeff Fulk

Guests in Person: George Mauzy, Jr.

Guests via Webex: Adam Grimm, Pam Harvey, Tyler Hatfield, Joy Hawthorne, Darlene Hembree, Misty Hutchison, Evonne Jackson, Nicole Knapp, Noel Payne, Jim Perry, Susie Pitts, Lori Poch, Sherie Steinberger, Allison Weber, Debi (no last name given)

Secretary Report – Marilyn Maher Minutes were sent out yesterday. Please send committee reports to Marilyn if you have not yet done so.

Treasurer Report – Theresa Meyer The January report was reviewed. The Scholarship Sales and Recognition Committee purchased more tote bags.

Chair Report – Jacob Jakuszeit Virginia Ferrell will be joining the Outstanding Administrator Committee

Still waiting to hear from President’s Office about who will be joining the Sustainability Committee

Virginia will also take over the Webmaster position Some jobs are still being posted; Jacob will go over that in the new business section

of the meeting Brad Cohen wants to include more Classified employees (up to 5) in the Reimagining

the Academic Enterprise initiative o Classified employees may also be added to the Digital Transformations

initiative team HR is now issuing badging credits for StrengthsFinder in the Professional

Development Pathways program o Jacob will ensure that all members who completed the StrengthsFinder

assessment will receive badging credit o He is not sure what certificate the badges count towards

The Dr. Martin Luther King, Jr. Silent March starts at 10:30 am at Galbreath Chapel on January 20

Employees have been reaching out to Jacob to find out their bumping rights o These employees have been notified that their positions are going to be

eliminated Senate Committee Arrangements

o Do Senate members want to switch committees? Jacob will also follow up with members via email.

Committee Reports Classified Senate Committees

Policy and Procedures Committee – Amanda Graham (Chair)

Have not met, will be meeting after Senate meeting today

Professional Development and Relations Committee – Jeff Fulk (Chair)

Marilyn and Heather gave the report since Jeff was unable to attend. Positive Notes

o Where are we in sequence? The final months for 2019 have been sent for mailing. They should be sent to employees very shortly. Next year’s design and magnet have been selected. Estimate for new design and magnet for 2020 from printing services has been received. Funds request have been submitted

Mentoring Program o Mentor training was January 6th with 5 attendees from Senate: Melanie

Quolke, Theresa Meyer, Marilyn Maher, Tyler Bump, Jeff Fulk o Outline of program and responsibilities is being worked on. Melanie hopes to

have the draft by February

Professional Development February 11 Customer Service Leadership Training, McCracken Hall 306 Marilyn sent out the email with registration link on January 15 We have received 14 registrations so far and attendance will be

capped at 30 Newsletter

o We will break this into parts and ask committee members to work on assigned sections

Scholarship Sales and Recognition Committee – Pat Bungard (Chair)

Sales o February 13, bottom of Baker from 10 am – 2 pm

Pint glasses, Bobcats, earrings, totes EOTM

o Advertising Will send postcards to Colleges to Deans, Associate Deans,

Department Chairs Digital ad in Baker George Mauzy will include it in OHIO Employee News

o One pending nomination

Ohio University Standing Committees

Committee on Committees – Jacob Jakuszeit

Committee last met in November Still trying to find out the status of certain committees such as Transportation and

Parking Committee and Facilities Planning Advisory Committee

Diversity and Inclusion Committee – Pat Bungard and Janet Russell

Have not met since May 2019

Intercollegiate Athletics Committee – Jacob Jakuszeit Will meet in February

Kennedy/Frontiers in Science Lecture Committee – Sharon Romina No update provided

University Library Committee – Jeff Fulk

Will meet in February

Post Publishing Board – Theresa Meyer

Have not met

Sorority and Fraternity Life Committee – Vacant

Classified and Administrative Senates are refraining from appointing representatives to the committee until the Chairs meet with Ariel Tarosky, the new Director of Sorority and Fraternity Life

Sustainability Committee – Vacant

Transportation and Parking Committee – Vacant

Ohio University Ad Hoc Committees and Councils

Benefits Advisory Council – Heather Gould Met yesterday (January 15, 2020) We were given an update on the RFP’s for Anthem, Express Scripts and Stop Loss.

These are currently underway and will wrap up in January – February 2020. o More information will follow once we hear back more.

We had a budget update. o Through November we were over budget by 1.8%, which is for healthcare

claims and fees. o This equates to $1.2 million but we do have reserves to cover this, if this is

our final number. o We still have December to go with claims so that number can and most likely

will change. We started to discuss Faculty Benefits eligibility

o Currently Admin and Classified are benefits eligible if they hold a position with appointments greater than 120 days and an FTE level of 0.75 or greater.

o We currently don’t have a definition as to what an FTE truly means for Faculty because they don’t work a typical 40-hour work week and going based on credit hours they teach, doesn’t define how much time they spend either.

o More discussions will come for this but the reason for talking about it, is because of how those benefits eligible employees contribute to the cost of healthcare. The numbers that were presented might not have included everyone, so HR was working on updating the numbers before moving forward.

The last thing that was discussed but wasn’t on the agenda was about OU moving to a high deductible healthcare plan.

o The Cadillac Tax was repealed again so we don’t have to worry too much about that at this very moment.

o We’re currently trying to save small amounts and slim down our healthcare costs, but healthcare continues to rise. At this point we know that we’re going to be moving to a high deductible plan so we’re thinking instead of adding to the intensity level of employees and possibly killing morale even more, instead of trying to eliminate benefits to small numbers of people, we’re just going to start discussing the high deductible plan sooner rather than later.

o BAC is planning to start truly discussing a high deductible plan and what that might look like here at OU now rather than later to allow at least a few years before we switch. There is a lot of communication and education that would need to go

out to prepare employees for the switch and many items that would need to be discussed to develop our own high deductible plan.

The group had some small discussion about how it could work and some of the different options that might work as well.

Currently, the deductible was $1,350 for single and $2,700 for family when Greg looked it up on the fly in the room (again this wasn’t on the agenda originally).

More to follow on this topic. Heather said that BAC asked her how Classified employees would feel about the

change to a high deductible plan. o She told them she would like to get feedback from Classified employees to

bring back to BAC as she does not want to speak for other Classified employees without getting their input first.

Wage compression for Classified employees was brought up Teresa commented that employees may choose not to enroll in OU’s insurance and

pay the tax penalty as that may cost less than the high deductible plan Theresa suggested that employees should be able to vote to see how many

employees would choose to go to a high deductible plan o Theresa asked, why not have two plans?

Carrie Linscott, joining via WebEx, commented that raises should cover any increased amounts in insurance and parking costs

o Rebecca Arnold and Nicole Knapp commented via WebEx that they agreed with this, but Nicole commented that that doesn’t sound likely

Marilyn said that the high deductible plan would be very bad for employees who have costly medicines and/or treatments that cause them to reach their out-of-pocket every year

Noel Payne asked via WebEx whether the number of Classified employees mentioned earlier (approximately 500) included regional employees

o Regional employees are included in that total

Teresa mentioned that she received feedback that regional employees do not feel represented

o Maybe Dave could reach out to other regional employees? o Noel Payne commented and thanked Teresa and pointed out that employees

should hold themselves accountable to be involved in university matters like those that Senate discusses

Budget Planning Council – Amanda Graham

No update provided

Facilities Planning Advisory Council – Shelley Barton

Waiting to find out the status of this committee from Committee on Committees

Joint Police Advisory Council – Amanda Graham

No update provided

Outstanding Administrator – Vacant

PACSM ProVention Subcommittee – Adam Grimm

Have not met

Performance Management Taskforce –

Have not met since June. Jacob will send Marilyn the list of committee members

Student Services Committee – Angie Brock

Have not met

Training Advisory Council – Melanie Quolke

Will be meeting January 24. Melanie will not be able to attend due to a conflict with a college event

Women’s Achievement Dinner Planning Committee – Heather Gould

There is an email communication that we would like to send out to everyone to let people know that the link is live and you can go on now and nominate someone or do a self-nomination for an award.

o Jacob will send the email to the listserv. After being on this planning committee, I (Heather) have noticed that there aren’t

many Classified employees. I want to advertise this to our fellow Classified and

spread the word to nominate someone. We work hard and I know that there are many of us out there that would be great for these awards so please take a look at the awards and possibly nominate someone.

The website to nominate someone is https://tinyurl.com/OHIOwomenAchieve so please take a look at the Women’s Achievement website to see what awards there are to determine if you know someone that would be great for the award. The website for the award information is https://www.ohio.edu/womens-center/womens-achievement-dinner.

Tickets are also available to purchase online if you would like to attend the event. Tickets are $30 each and can be purchased at https://commerce.cashnet.com/cashneti/selfserve/BrowseCatalog.aspx?CNAME=DINNER

Guest Presentation – Mac Stricklen, Ombudsperson Mac’s PowerPoint is attached to the end of the minutes Ombudsman is a Swedish term and not a gendered term As an Ombudsperson, he is independent and does not report to the Provost even

though he is under that “umbrella” Jacob asked if he was also Ombudsperson for the regional campuses

o Mac does get calls from regional campus employees and occasionally visits the campuses

His nickname for the office is the “Office of ‘I wasn’t sure where to go with this’”

Old Business Jacob gave an update from his last meeting with President Nellis and Jennifer

Kirksey o Reviewed CIO and General Counsel hires o Discussed strategy for addressing decline in enrollment

Discussed visitor experience on campus • Positive encounters with staff and tour guides are important

to attract potential students • It is important to invest time in training and resources to

enhance the visitor experience • Jacob indicated that the best marketing for OU is physically

seeing and experiencing what’s it like to be on campus Robin Oliver, Vice-President for University Communications and

Marketing, will be evaluating marketing going forward Considering having a single OU application rather than separate

regional campus and Athens campus applications o President’s Cabinet meeting

Questions were raised about duplicating efforts of different workgroups/committees

Want to leverage Benefits Advisory Council and Budget Planning Council, for example, into Strategic Initiatives groups

Melanie discussed the mentoring program o Presented certificates to participants of the Mentor Leader Training – Tyler

Bump, Jeff Fulk, Marilyn Maher, Theresa Meyer and Melanie Quolke o Want to start program in February o Will be scheduling another Mentor Leader Training for those who want to be

mentors o Surveys were passed out to help members decide if they are ready to be

mentors at this time o Program Overview

Documents were reviewed – confidentiality agreement, mentoring agreement

There will be 4 roles • Program Manager (Senate Chair-Elect), Senior-Level

Champion (Senate Chair), Mentors, Mentees Want to establish a culture of mentorship among Classified

employees Events include an Open House once per year, Orientations for

mentors and mentees, Workshops for mentors to improve their skills and Graduation Ceremonies

The program will include mentees who are new hires as well as Classified employees switching positions (within 3 months of hire or position change)

Formal relationship will last one year from Mentoring Orientation Evaluations will be conducted throughout the process Pilot program will only include Senate members as mentors at this

time May start a Senate sub-committee specifically for the program if it is

successful Starting pilot program on Athens campus first but plan to extend to

regional campuses

With there being no further discussion, Jacob adjourned the meeting at 11:56 am.

Respectfully submitted,

Marilyn Maher

2019-2020 Classified Senate Secretary

What does an Ombuds do?Presented by: Mac Stricklen

Ohio University Ombuds

What does an Ombuds do?

The primary duty of the Ombuds is

to explain the primary duty of the Ombuds

Frequently Asked Questions:

• Om-what?

• What’s an alms-buds?

• Oh, I’ve heard of that. You…um…you…what do you?

An Organizational Ombudsman…

• …is a designated neutral or impartial dispute resolution practitioner whose major function is to provide independent, impartial, confidential and informal assistance to managers and employees, clients and/or other stakeholders.

An Organizational Ombudsman…

• …is a designated neutral or impartial dispute resolution practitioner whose major function is to provide independent, impartial, confidential and informal assistance to managers and employees, clients and/or other stakeholders.

• OR: a resource for help with conflicts, complaints, and concerns. . .

An Ombuds is:

• Informal

• Confidential

• Independent

• Neutral

An Ombuds is:

• Informal • Allows me to work outside of (or in addition to) official university processes and

policies, providing alternatives and sometimes additional options • Possibility for change without the “side effects”

• Confidential

• Independent

• Neutral

An Ombuds is:

• Informal

• Confidential (with two exceptions)

• No one even needs to know you worked with me

• Space to explore problem solving with no commitment or reduced consequence

• Option to gain information anonymously

• Independent

• Neutral

An Ombuds is:

• Informal

• Confidential

• Independent• I don’t report to anyone, so there’s nothing to report (helps confidentiality)

• No need to defend a department since I’m not in a department (helps neutrality)

• Neutral

An Ombuds is:

• Informal

• Confidential

• Independent

• Neutral• Allows for third party perspective on problems• Work for mutual solutions and fairness• Focus on improving communication and understanding

What can the OU Ombuds do?When there is a conflict, dispute or feeling of unfair treatment:

The Ombudsperson can:

• Mediate conflicts in ongoing relationships if the parties are willing

• Clarify options and rights under University policy and procedure

• Refer to appropriate other resources

• Redirect official complaints and grievances to the appropriate authority

• Investigate the facts surrounding an incident or situation

• Craft solutions for disputes using shuttle diplomacy

• Coach someone who is preparing for a difficult conversation

• Provide an impartial “reality check”

• Listen

What can the OU Ombuds do?When there is a conflict, dispute or feeling of unfair treatment:

The Ombudsperson can:

• Mediate conflicts in ongoing relationships if the parties are willing

• Clarify options and rights under University policy and procedure

• Refer to appropriate other resources

• Redirect official complaints and grievances to the appropriate authority

• Explore the facts surrounding an incident or situation

• Craft solutions for disputes using shuttle diplomacy

• Coach someone who is preparing for a difficult conversation

• Provide an impartial “reality check”

• Listen

• And unofficially: confidential venting

What can the OU Ombuds not do?The Ombudsperson cannot:

• Negotiate for any one party in a dispute

• Force a solution on anyone

• Receive or address official complaints and grievances

So wait, the Ombuds doesn’t really have any power?

So wait, the Ombuds doesn’t really have any power?

“The primary power of the Ombudsman shall be reasoned persuasion….”

-President Sowle 1970

So wait, the Ombuds doesn’t really have any power?

“The primary power of the Ombudsman shall be reasoned persuasion….”

-President Sowle 1970

“characteristics [of a] truly mature person”

”sense of self, sense of humor, and sensitivity to individual dignity.”

“healthy intolerance of nonsense.”

So wait, the Ombuds doesn’t really have any power?

“The primary power of the Ombudsman shall be reasoned persuasion….”

-President Sowle 1970

“characteristics [of a] truly mature person”

”sense of self, sense of humor, and sensitivity to individual dignity.”

“healthy intolerance of nonsense.”

“it is imperative that we consider these characteristics in our search for the ideal man”

Questions? Comments? Brief amusing anecdotes?

Contact:

Mac Stricklen

501 Baker University Center

ombuds@ohio.edu

740-593-2627

@OhioU_Ombuds

ohio.edu/ombuds