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University of North Carolina

Employee Forum

Personnel Issues Committee


Committee Chair: James Holman


Report Prepared by: Y. S. Dunlap


Last Meeting Date:

August 27, 2013

Delegates in Attendance: Christina Rodriquez; Jill Crowder; Clifton Webb; Karen J. Cheek; Kenneth Davis; Yvonne Dunlap; Aluoch Ooro; James Holman; Jim Fuller, Marilyn Couch


Guest:  Gena Carter


Next Meeting Date:   September 24, 2013, 134 E. Franklin Street, Room 207

Time:  11:30 a.m.


Key Points

Updates and Comments from the chair of the Personnel Issues Committee included:

  • There will be a special election during the next Employee Forum meeting for members interested in becoming Staff Assembly Delegates on September 4, 2013
  • Comments and questions on the communication in re:  HB 834.  Most members indicated that departments had not shared the information as of 8/27/2013


Some discussion, questions and clarifications in regard to the letter from the office of C. Neal Alexander, Jr., State  Human Resources Director:


  • The probationary period is no longer 90 days, but 24 months? Employees are exempt from the State Personnel Act until they achieve career status
  • James will review grievance Process in order to clarify changes for the next meeting since members were not clear on the current process


Thank you to Karen Cheek for drafting the letter in support of a return to 5-day work week for Matt Banks


The letter of support for the return of a 5-day work week for Matt Banks was reviewed and will be sent out again for a final review, then on to the chair and executive committee for approval


It was explained that due to cutbacks in the system, an impact was felt on the forum budget, which was the reason for the one-day cut in the work week for Matt Banks.  The Vice Chancellor of HR has expressed a willingness to review the cut once she receives documents in support returning him to 5-day status.

James has written the letter on legislative updates and it will print soon in In-Touch


The cell Phone Usage Policy created by Energy Services was reviewed and is attached. Responsibilities for Energy Services includes shuttle service and repairing conveyors, i.e., which do not have extensive risks. According to the representative, this policy is for fuel handlers only.  Fuel handlers are to leave their cell phones in their cars or in the break room.  A follow-up conversation with Lisa Daley, HR Representative for Energy Services is forthcoming.


Clarification and how this policy compares with the institution wide-policy is requested from the Energy Services Department and further reviewed at the next meeting.


The PIC welcomed the attendance of Gena Carter to the meeting.  There were lengthy explanations and clarification on several items that included:


How, why, where questions were discussed in re:  ADA Policy.  Gena suggested that perhaps Rudy could attend to have a more thorough discussion if questions remained.  She was able to offer reasonable explanations that cleared up several questions in regard to this policy.  Key points in her discussion:


  • Employees must initiate the action to obtain approval of a “restrictive work plan”.
  • Supervisors must have input in reasonableness of request
  • Doctors must confirm restrictive work needs
  • Departments must be able to identify “what is essential to maintain the job” when extension of this plan is re-discussed or re-approval is requested.


Family Medical Leave Act (FMLA)

  • Abrupt changes in the FMLA Policy.  Supervisors now sign blank documents and have no knowledge of the reason for leave.  All FMLA is handled strictly by the AOB and Office of Human Resources –


Gena explained that reasons for employees requesting FMLA is confidential and HIPAA guidelines govern an employee’s privacy when requesting leave of this nature.


The following issues will be continued…….


Hiring/Promoting from within the University vs. Career Banding and the restrictive guidelines associated with the process.

  • The rules of OSP are not beneficial to the retention of current staff employees. (S. Long; J. Crowder and C. Rodriguez will draft resolution advocating for fair compensation for promoted employees vs. new hires that enter the system with higher salaries.


Gena suggested that Jessica Moore be invited to discuss Career Banding in addition to other experts of various subjects as necessary


University Compliance Line resulted in the following questions:

  • When is it appropriate to use the Compliance Line?
  • Are the statistics available that might identify whether or not this line is being used?
  • Do a Public Record Search that might provide information general information about the Compliance Line


A. Chang will write an article on the University Compliance Line and submit to In Touch for employee knowledge



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