PERSONNEL POLICIES AND PROCEDURES COMMITTEE

2001-2002 Annual Report

June 4, 2002

Major projects during the year

1. Continued to monitor job security at the UW-Madison

· Sent to all academic staff a flyer describing the ASPP-mandated review of employees with seven or more years of service for a rolling-horizon, indefinite, or multiple-year appointment

· Worked with the Office of Human Resources to clarify the mailing to divisions with instructions about collecting job-security data

· Reviewed questionable reasons for denying job security to long-term employees, as reported by schools and colleges during 2000-2001

· Reviewed the school and college reports on job security offered or modified during 2000-01; prepared a summary report and sent copies to the Assembly and school and college Committees on Academic Staff Issues

2. Continued to improve Committee web site by adding links to related sites and submitting HTML version of Academic Staff Policies and Procedures to supplement pdf version

Pending

1. Revised Academic Staff Policies and Procedures (ASPP) Chapter 12, "Outside Activities," in consultation with campus administration; secured approval of the revisions by the Academic Staff Assembly [Chapter 12 under the new title "Conflicts of Interest" is awaiting approval by the Provost and UW-System Administration]

Other topics addressed

1. Drafted various revisions in Academic Staff Policies and Procedures for consideration by the Assembly

· ASPP Chapters 13 and 14 at ASEC's request
· Leaves of absence for members of standing committees (Ch 14.12.2.)
· Minimum appointment levels for the Academic Staff Executive Committee and standing committees of the Assembly
· Guarantees that indefinite appointees are not laid off before holders of rolling-horizon or renewable appointments

2. Met jointly with the Compensation and Economic Benefits Committee to discuss common concerns, including problems being created by caps on Category A salaries and the lack of available career progression for program managers; formed a subcommittee to study the issues and draft recommendations that are now being reviewed by UW System Administration

3. Reviewed for the Academic Personnel Office a draft of new Chapter 14 in Unclassified Personnel Policies and Procedures on "Work Schedule"

4. Reviewed periodic reports on numbers and outcomes of grievances and appeals

5. Reviewed the annual reports of the Distinguished Prefix Review Committee and three Area Review Committees (Administrative/Student Services/Library, Humanities/Social Science, and Physical Sciences and Engineering)

In addition to the above committee activities, individual members provided consultation to and/or presented continuing education sessions to academic staff on various issues of interest such as promotions, job security, and living on soft money

Committee members

Sandra Guthrie
Carla Love (on lv Sem II)
Karen Schwarz
Jeanne Hendricks
John Mather
Kendra Tutsch
Marcia Jezwinski
Rebecca Ryan
Ann Wallace (Chair)

2000-2001 Annual Report

July 31, 2001

Major projects during the year

• Revised Academic Staff Policies and Procedures (ASPP) Chapter 12, Outside Activities, in consultation with campus administration; secured approval of the revisions by the Academic Staff Assembly [Chapter 12 under the new title Conflicts of Interest is awaiting approval by the Provost and UW-System Administration]
• Created a PPPC web site to increase access to documents created by PPPC and related documents
• Prepared a fact sheet explaining types of appointment and another document defining  appointment types in laypersons’ terms and made them available on the PPPC web site
• Continued to monitor job security at the UW-Madison
  • Sent to all academic staff a flyer describing the ASPP-mandated review of employees with seven or more years of service for a rolling-horizon, indefinite, or multiple-year appointment
• Reviewed questionable reasons for denying job security to long-term employees, as reported by schools and colleges during 1999-2000
• Will continue to analyze job security data once compiled by the Academic Personnel Office and will report to the Assembly, school and college Committees on Academic Staff Issues, the Academic Staff Assembly, and Wisconsin Week
• Responded to the Academic Staff Assembly’s request to analyze three proposals that would have changed referral priority rights and reappointment rights; prepared several discussion documents for the Assembly, which accepted the PPPC recommendation to reject all three proposals

Other topics addressed

• Invited a representative of Letters and Science administration to discuss the college’s  implementation of ASPP rules on terminal appointments for instructional academic staff (ASPP 2.01.1.c.ii)
• Met jointly with the Compensation and Economic Benefits Committee to discuss common concerns, including problems being created by caps on Category A salaries; formed a subcommittee to study the issues and draft recommendations
• At the request of the Compensation and Economic Benefits Committee, critiqued  revisions of their draft brochure intended for new academic staff and describing salary increases and promotions
• Requested periodic reports on numbers and outcomes of grievances and appeals
• Reviewed the annual report of the Distinguished Prefix Review Committee

Committee members

Jeanne Hendricks
Marsha Landretti
Karen Schwarz
Robert Holloway
Carla Love
Kendra Tutsch
Marcia Jezwinski
John Mather
Ann Wallace (Chair)

PERSONNEL POLICIES AND PROCEDURES COMMITTEE
1999-2000 Annual Report

August 15, 2000

Major projects during the year

• Worked with campus administration on final revisions to Chapters 1-10 of Academic Staff Policies and Procedures (ASPP) and secured approval of the revisions by the Academic Staff Assembly in preparation for sending them to the Regents for approval
  
• Prepared a question-and-answer flyer to explain ASPP; once revisions to ASPP are approved by the Regents, copies of the flyer will be sent to each academic staff member and made available on the Web
  
• Revised Chapter 12 of ASPP on outside activities and conflicts of interest and submitted it for initial administrative review
  
• Increased efforts to monitor job security at the UW-Madison
  
  • Sent to all academic staff a flyer describing the ASPP-mandated review of employees with seven or more years of service for a rolling-horizon, indefinite, or multiple-year appointment
    
  • Reviewed the school and college reports on job security offered or modified during 199899; prepared a summary report and sent copies to the Assembly, school and college Committees on Academic Staff Issues, and Wisconsin Week for publication

Other topics addressed

• Developed operating policies and procedures for the committee, in accordance with ASPP14.08.D
• Revised and sent to all academic staff the PPPC flyer on promotions and salary increases
• Reviewed a recent layoff appeal with an eye toward possible needed revisions in ASPP; reported back to the Academic Staff Executive Committee, who had requested this review
• Discussed the design of a PPPC web page
  
• At the request of the Compensation and Economic Benefits Committee, critiqued their draft brochure targeted to new academic staff and describing salary increases and promotions
• Worked with staff in the Academic Personnel Office to revise the Unclassified Title Guideline to eliminate the suggestion that the distinguished prefix is part of normal career progression
• Discussed revisions in Area Review Committees; decided upon the status quo
• Discussed increasing the size of the Academic Staff Appeals Committee in light of their difficulty scheduling review panels; decided upon the status quo
• Reviewed periodic reports on grievances and appeals
• Reviewed the annual reports of the Administrative/Student Services/Library Area Review Committee and the Distinguished Prefix Review Committee
• Reviewed and approved changes in the Distinguished Prefix Review Committee Policies and Procedures; changes were approved by the Assembly
• Approved revised procedures of the Humanities/Social Sciences Area Review Committee

Committee members

Jeanne Hendricks
Marsha Landretti
Karen Schwarz
Robert Holloway
Carla Love
Kendra Tutsch
Marcia Jezwinski
John Mather
Ann Wallace (Chair)

• Secured passage of revisions to Chapters 1-10 of Academic Staff Policies and Procedures (ASPP) by the Academic Staff Assembly; new version expected to be in effect by the start of Semester I, 1999-2000. Most changes were based on implementation of ASPP during the past four years. Other changes were the result of a detailed review to clarify language and ensure consistency throughout the document.

• Increased efforts to monitor job security at the UW-Madison
  
• Sent to all academic staff a flyer describing the ASPP-mandated review of employees with seven or more years of service for a rolling-horizon, indefinite, or multiple-year appointment
• Reviewed the school and college reports on job security offered or modified during 199798; increased efforts to secure job-security reports from all UW divisions; suggested changes in the reporting form that would show additional relevant data
  
• Revised the Distinguished Prefix Review Committee Policies and Procedures in light of the new eligibility of Category B academic staff for the

• Called attention to the differences between academic staff and classified staff in the definition of "immediate family member" in use of sick leave; discrepancy has been corrected by UW-System
  
• Called attention to the potential discrepancy between academic staff and classified staff resulting from proposed language to increase the classified benefits reinstatement period from three to five years. Change is pending.
  
• Met with staff in the Academic Personnel Office to discuss the difficulties of getting certain types of positions into the academic staff (the "classified-unclassified" issue)
  
• Reviewed draft language from the Ad Hoc Committee on Longer-Term Appointments on required frequency of review for indefinite appointments

Committee members

Jeanne Hendricks
Marsha Landretti
Karen Schwarz
Robert Holloway
Carla Love
Kendra Tutsch
Marcia Jezwinski
John Mather
Ann Wallace (Chair)

• Reviewed proposed changes to Academic Staff Policies and Procedures (ASPP) based on its implementation during the past three years; reviewed balance of ASPP to clarify language and ensure consistency throughout the document; proposed revisions will go to the Assembly in the fall of 1998

• Increased efforts to monitor job security at the UW-Madison
  
  • Sent to all academic staff a flyer describing the ASPP-mandated review of employees with seven or more years of service for a rolling-horizon, indefinite, or multiple-year appointment
    
  • Reviewed the school and college reports on job security offered or modified during 199697; increased efforts to secure job-security reports from all UW divisions
    
• Recommended the abolition of the long-dormant Title Review Committee
  
• Began considering revisions to the Distinguished Prefix Review Committee Policies and Procedures

• Discussed the Nominating Committee's proposal to decrease the number of human resources committees; met with Area Review Committee chairs and the Distinguished Prefix Review Committee chair
  
• Reviewed the Academic Staff Appeals Committee operating procedures and annual report as required by ASPP; met with the Appeals Committee to discuss a recent controversial appeal and to examine the appeals process

Committee members

Jeanne Hendricks
Marsha Landretti
Karen Schwarz
Robert Holloway
Carla Love
Kendra Tutsch
Marcia Jezwinski
John Mather
Ann Wallace (Chair)

• Completed final revisions on Chapter 11 of Academic Staff Policies and Procedures (ASPP), "The Personnel File," passed by the Academic Staff Assembly in September, 1996
  
• Wrote and sent to all UW-Madison academic staff a description of the possibilities and procedures for academic staff promotions and salary increases
  
• Reviewed proposed changes to ASPP based on its implementation during the past two years; proposed revisions will go to the Assembly in the fall of 1997

• Increased efforts to monitor job security at the UW-Madison
  
  • Redesigned and sent to all academic staff a flyer describing the ASPP-mandated review of employees with seven or more years of service for a rolling-horizon, indefinite, or multiple-year appointment
    
  • Reviewed the school and college reports on job security offered or modified during 199596; increased efforts to secure job-security reports from all UW divisions
    
  • Reviewed rolling-horizon and indefinite appointments by gender; will ask for additional data next year
• Reviewed draft document establishing Equity and Diversity Committees in each school, college, and major administrative unit; policy passed in May 1997 by both the Academic Staff Assembly and the Faculty Senate
  
• Considered issues relating to job security of instructional academic staff: reviewed the implementation of ASPP rules applying to renewable lectureships; discussed whether faculty assistants warranted special language in ASPP; decided to retain current ASPP language
  
• Discussed the preparation of an ASPP chapter on academic freedom for academic staff; decided that existing language in both Faculty Policies and Procedures and the AAUP A1940 Statement of Principles on Academic Freedom and Tenure@ is sufficiently inclusive

• Discussed the Nominating Committee's proposal to decrease the number of human resources committees; decision deferred pending input from committee chairs
  
• Discussed a proposed change to ASPP Chapter 14 regarding appointing authorities for personnel committees; decided to recommend no changes
  
• Reviewed the Academic Staff Appeals Committee annual report as required by ASPP
  
• Reviewed ASPP language regarding term length of the Academic Staff Appeals Committee in light of the increased Committee size approved by the Assembly
  
• As required by ASPP, reviewed two grievances filed by employees who had changed operational areas and decided that both should be processed based on the issue of standing; on both cases further informal efforts at resolution were recommended

Committee members

Jeanne Hendricks
John Mather
Robert Holloway
Carol Mueller
Marcia Jezwinski
Karen Schwarz
Marsha Landretti
Ann Wallace (Chair)
Carla Love

• Completed Chapter 11 of Academic Staff Policies and Procedures (ASPP), "The Personnel File," to be considered by the Academic Staff Assembly in September, 1996
  
• Worked with campus administrators to develop a proposal to expand the distinguished prefix to include several Category B titles; awaiting approval by UW-System

• Increased efforts to monitor job security on campus
  
  • Drafted and sent to all academic staff on campus a memo informing anyone who has been on the campus for seven or more years of the right to be reviewed for a rolling-horizon, indefinite, or multiple-year appointment
    
  • Reviewed the school and college reports on job security offered or modified during 1994
• Increased efforts to secure job-security reports from all UW divisions
  
• Reviewed the Academic Staff Appeals Committee structure
  
  • Recommended an increase from seven to nine members; approved by UW-System
    
  • Approved its operating procedures
• Worked with the Academic Personnel Office on "help guides" for academic staff members on notice of layoff or nonrenewal; consulted with the organizing staff member and made suggestions for the job transition workshops
  
• Reviewed the implementation of ASPP rules applying to renewable lectureships
  
  • Met with Letters and Science administrators regarding the effect of underenrolled courses on notice periods for renewable lecturer appointments
    
  • Discussed the feasibility of changing ASPP to allow renewable lecturers to be laid off in cases of low enrollment; decision pending
• Discussed whether the Title Review Committee should be continued or abolished; decision pending

• Endorsed language drafted by the campus interim ADA coordinator to revise the policy governing accommodations for academic staff with disabilities; passed by Academic Staff Assembly
  
• Reviewed language about the structure of the Standing Committee on Personnel Policies and Procedures as proposed by the Academic Staff Executive Committee for the expanded Assembly by-laws
  
• Discussed issues raised by the Category A Gender/Race Equity Appeals Committee pertaining to promotions and title appeals; decision pending

Committee members during all or part of 1995-96

Jeanne Hendricks
Carol Mueller
Robert Holloway
Judie Murphy
Marcia Jezwinski
Kathleen Parks
Carla Love
Michael Pierick
John Mather
Ann Wallace (Chair)

• Completed final revisions in Academic Staff Policies and Procedures (ASPP)
  Status: ASPP passed successfully through all stages of campus, System, and Regent oversight. It went into effect formally in April.

• On request from the Academic Personnel Office, consulted with APO staff in writing and modifying transition rules for implementing ASPP
  
• Drafted a new chapter on "The Personnel File" to add to ASPP
  Status: Committee work completed; chapter is awaiting review by staff in Administrative Legal Services
  
• Worked with others, such as Administrative Legal Services and the Office of Affirmative Action and Compliance, to update the "Academic Staff Disability AccomPolicy," with special attention to the appeal process
  Status: Revisions were passed by the Academic Staff Assembly on May 8, 1995, and are now in effect
  
• Increased efforts to monitor job security on campus
  
  • Drafted and sent to all academic staff on campus a memo informing anyone who has been on the campus for seven or more years of the right to be reviewed for a rolling-horizon, indefinite, or multiple-year appointment
    
  • Reviewed the school and college reports on job security offered during 1993
    
  • Made plans to work with the Academic Personnel Office to ensure that all units submit such reports in 1995
• Drafted, in subcommittee, policies and procedures for memorial resolutions to be written for deceased current or emeritus academic staff and read at Academic Staff Assembly meetings
  Status: Awaiting approval by the Academic Staff Assembly in September

• The employee dress code in the University Hospital and Clinics
  
• Faculty Senate action on Income Continuation Insurance
  
• Problems in the Gender and Race Equity Study
  
• A "fact sheet" for laid-off and nonrenewed employees
  Status: This project was expanded into the development by the Office of Human Resources and the Office of Professional Development and Training of a day-long training program for such employees. Sessions began in June and will continue to be offered intermittently as needed.
  
• The layoff of an indefinite appointee in the College of Agricultural and Life Sciences

Committee Members, 1994-1995:

Jeanne Hendricks
Marcia Jezwinski
Fred Juergens
John Mather
Judie Murphy
Michael Pierick
Nancy Sugden
Ann Wallace, Chair
Ann Zanzig

STANDING COMMITTEE ON PERSONNEL POLICES AND PROCEDURES
1993-94 Annual Report

Major accomplishments:

(1) The Committee wrote Chapters 1-9, Academic Staff Policies and Procedures (UW-Madison ASPP) to replace Academic Staff Appointments (UW-Madison ASA), adopted in 1978. Developing the new chapters involved extensive discussion and consultation with campus personnel and legal representatives. In addition, consultations were also begun with System legal staff to ensure that ASPP would be consistent with the Rules of the Board of Regents of the University of Wisconsin System (s. UWS 1-21, Wisconsin Administrative Code). The Assembly approved ASPP Chapters 1-9, May 94.

(2) The Committee forwarded to campus administration its recommendation to implement the motion passed by the Assembly in January 93, that "all academic staff members, regardless of title, shall be eligible to be reviewed for the Distinguished Prefix title."

Other activities:

• Monitored UW-System activities relating to the Memorandum of Agreement (department administrator titles), and the Gender/Minority Equity Study that will affect some academic staff titles and salaries.
• Served as a "sounding board" for campus personnel administration on issues concerning academic staff and held executive sessions as requested to advise on individual personnel situations.

Committee Members, 1993-94

Jeanne Hendricks
Esther Olson
Marcia Jezwinski
Bill Steffenhagen, Chair
Fred Juergens
Nancy Sugden
John Mather
Ann Wallace
Judie Murphy

• Proposed establishment of a permanent Distinguished Prefix Review Committee. Proposed that all academic staff members, regardless of title, be eligible for Distinguished Prefix review. Approved by the Assembly, January 93.
• Wrote the language that established the UW-Madison Category A Pay Equity Appeals Committee and its operating policies and procedures. Reported to the Assembly, April 93.
• Wrote the language guaranteeing governance rights for academic staff in the proposal to create a public authority to operate the University Hospital and Clinics. Approved by the Assembly, September 92.
• Proposed changing the designation to honor retired academic staff to "Emeritus" rather than "Distinguished Service". Proposed that retired academic staff holding Distinguished Service status be converted to Emeritus status upon request. Approved by the Assembly, May 93 and implemented.

Other activities:

• Investigated the potential impact of a preliminary court ruling stating that academic staff at the UW-Madison academic staff have an expectation of continuing employment and that this expectation provides the staff member with a "property interest" in his or her employment. A property interest requires that just cause be used as the standard for termination of employment. Met with UW-Madison and UW-System legal counsel to determine the impact of just cause, due process and their effect on job security for academic staff. Requested that Human Resources and Legal Services meet with the Chancellor and Provost to determine their views. Upon learning that the Chancellor and Provost supported the concept of providing academic staff "just cause appeal rights" for termination, the SCPPP immediately began rewriting UW-Madison ASA Chapters 1, 3, 5, 6, 7, 8, 9 and 10 to incorporate the just cause appeal standard for termination of employment. This language will be presented to the Assembly in 1993-94. If approved and implemented this will significantly increase job security for academic staff.
• Wrote a response to UW-System on its proposal to evaluate "performance reviews for academic staff". The committee reaffirmed the policies and procedures of Chapter 4 as adopted by the Assembly. This was incorporated into the UW-Madison response to System on personnel evaluation.
• Worked with ASEC to recommend language implementing the Americans with Disabilities Act for academic staff. Approved by the Assembly, December 92.
• Reviewed and recommended language changes to the UW-System's proposed revision of UPG 1-11. These were included in UW-Madison's response to UW-System.
• Continued to serve as a "sounding board" for campus personnel administration.

Committee Members, 1992-93

Marcia Jezwinski
Judie Murphy
Bill Steffenhagen (Chair)
Fred Juergens
Esrold Nurse
Nancy Sugden
Joan Kwiatkowski
Esther Olson
Ann Wallace

• Rewrote Academic Staff Policies and Procedures (formerly ASA) Chapters 1, "Definitions and Coverage," 3, "Academic Staff Appointments," and 5, "Ending Open Term Appoint Approved by the Assembly in May.
• Examined Wisconsin Administrative Code to identify changes needed to accommodate the open-term appointment concept introduced in ASPP Chapter

Other activities:

• Completed revisions in ASPP Chapter 10, "Layoff for Reasons of Budget or Program"; now undergoing administrative review
• Worked on ASPP Chapter 8, "Discipline and Dismissal for Cause"
• Monitored school and college reports on job security improvements
• Invited a grievance panel to a meeting to present their evaluations of the grievance process
• Advised Academic Personnel Office on a revision in Position Vacancy Listings to specify whether degree waivers will be permitted
• Made recommendations to the advisory committee on implementing the Frankel decision regarding senior prefixes
• Wrote the language guaranteeing academic staff governance rights that was incorporated in the proposal to create a public authority to operate the University Hospitals and Clinics
• Reviewed a proposed policy to implement the Americans with Disabilities Act for academic staff

Committee Members, 1991-92:

Dennis Hill
Esrold Nurse
Bill Steffenhagen
Joan Kwiatkowski
Esther Olson
Nancy Sugden
Judie Murphy
Mary Lou Reeb
Ann Wallace (Chair)