October 4, 2024 UNC-Chapel Hill Employee Forum General Meeting
Delegates Attending: L. E. Alexander (in-person attendee), Caley Allen, David Barnette, Randall Borror, Sharron Bouquin, David Bragg, Bonita Brown, Renata Buchanan, Shavon Carey-Hicks, Tiffany Carver (in-person), Warren Chui, Kelsey Dillon, Chassidy Dixon, Elizabeth DuBose, Paloma Eddowes, Sarah Green, Chrissie Greenberg, Meagan Harvell (in-person), Keith Hines (in-person), James Holman (in-person), Rebecca Howell, Samara Howell, Brigitte Ironside, Paige Krier, Jennifer Larson, Daysia Mardré, Torri Mason, Mandy Melton, Katie Musgrove (in-person), Katherine Neer, Ken Nesbett, Joseph Ormond, Allana Smith Potts, Drexel Rivers, Lori Shamblin, Audrey Shore, Theresa Silsby, Greg Smith, James Stamey (in-person), Mathew Steadman, Annetta Streater, Matthew Teal, Marianna Tilley, Susse Toro, Ally Wardell, Jacob Womack (in-person), Natasha Young
Excused Absences: Shane Brogan, Alicea Easthope-Frazer, Adrianne Gibilisco, Arlene Medder, Cherie Mellor, Charlissa Rice, Heather Skinner
Chair Katie Musgrove called the meeting to order at 9:05 a.m. She welcomed attendees to the Forum’s in-person meeting at the Eshelman School of Pharmacy’s Kerr Building, Room 1001. She welcomed Chief of Staff Christi Hurt to speak in the Forum’s monthly roundtable segment.
Hurt began by expressing her best wishes to those affected by Hurricane Helene, both in Western North Carolina and elsewhere. She said that the university is ready to provide support and relief as these areas deal with the aftermath of the storm for the foreseeable future. As part of the UNC System’s coordinated effort, the university is sending requested teams of professionals to help sister institutions with a variety of needs. She noted that the Carolina Center for Public Service is the central point of coordination for this work. The Center is also the best source of online information for those trying to contribute or help across the state.
Hurt said that there are several university units and organizations that have expertise and partnerships integral to the response. She cited the Gillings School of Public Health for its unique qualifications and said that the university has worked closely with Gillings in this effort. Hurt said that the university will accept hurricane relief donations from 10-4 p.m. at the upcoming football game versus Pitt. She said that serving others is a big part of our campus identity but cautioned that the university will want to be coordinated in its response to provide support in a meaningful and helpful way.
On another subject, Hurt noted the upcoming University Day festivities will feature the installation of Lee Roberts as UNC’s thirteenth Chancellor. University Day will take place on Friday, October 11th at 11 a.m. in Memorial Hall. In addition to the installation and overall celebration of the university’s birthday, the day will feature the Distinguished Alumni Awards, and other awards, including the Rebecca Clark Award for Moral Courage, given this year to the Director of the Women’s Center Dr. Shauna Harris. She hoped that listeners would join in the festivities that day.
Hurt noted Carolina’s mission to provide affordable, accessible, world-class education. She was proud that Carolina students take on less debt than many of their peers, thanks to efforts to keep education here affordable. Hurt cited UNC-Chapel Hill’s status as the number five public university in the nation and being tied for 27th overall in the U.S. News and World Report best college rankings. She said that university employees contribute to the campus’ operational success, and she thanked employees for everything that they do to keep UNC-Chapel Hill at the top of these rankings.
Carolina has ranked in this measure among the top five public universities for 23 consecutive years. Hurt noted the contributions of the university’s capital campaign and state funding to help students afford college here through initiatives like the Carolina Covenant. The Covenant will fund families making under $80,000/year with typical assets, a guarantee extended in the summer of 2023.
Hurt noted the existence of a new program entitled Excellence Unveiled, which will showcase Carolina’s students, faculty, and staff on local radio station WCHL in short 90-second interviews. She said that the program will feature an all-star list of speakers this fall, including Candace Powell, Lynn Blanchard, Jed Atkins and Jasmine King.
Hurt then discussed the university’s new career hub. The hub is an example of Carolina’s commitment to serve as an engine of opportunity for everyone here. She noted that the hub was launched September 17th after several months of work relevant to the pathways the Carolina community can pursue, whether the academy, the community, or the public sector. The website careerhub.unc.edu will offer a centralized resource platform for the community here and received 1,000 views within the first 24 hours of launch.
It is the first anniversary of Innovate Carolina Junction, which has become a thriving center for creative collaboration and growth. The institution has originated 106 start-up companies, 88 of which are headquartered in North Carolina. Hurt said that the Innovate Carolina Office of Technology saw 72 new U. S. Provisional patent applications filed, 47 patents issued, and 8 I.P.-based start-ups launched. The center worked this past year to turn ideas and research discoveries into start-up companies, products, and services. She invited listeners to the Innovate Carolina Junction offices on Franklin Street, noting the upcoming opening of the B3 coffee shop in that building.
Hurt offered to take questions from the Forum. Meagan Harvell noted an issue she had brought forward to the Chancellor briefly in September. She had given the Chancellor a quick preview of issues that she found most prevalent in Facilities gathered from people whom she represents there. She said that she had brought these issues to the attention of the Forum and Human Resources previously.
Harvell cited the biggest issue in Facilities as the inequitable distribution of pay raises among Facilities, Housekeeping and Grounds. She said that a number of people have asked about the grant of such a huge raise to a specific classification, with no one else being adjusted accordingly. Secondly, she noted that the prevailing low wages in the department hurt the hiring of new people. She said that many employees have left these units which have been unable to hire because of low wages.
Another big issue brought to Harvell’s attention is the difficulty that employees in Facilities face progressing through competency levels. She said that an employee with seven to nine years of experience should not remain a contributing employee, a designation typically given beginning employees. Harvell thought that supervisors in these areas should be able to request upgrades without as much pushback because they work directly with these employees and have the most knowledge about their work tasks and improvement. She did not understand why supervisors recommending upgrades receive pushback from OHR (UNC-Chapel Hill’s Office of Human Resources) stating that they know the employee better.
Lastly, Harvell cited the five-year plan to demolish the Grounds building, with what she saw as little planning given to where to house the department following this demolition. She said that two days ago it was communicated that administrators plan to move Grounds employees to the shed in which graduation supplies are stored, which does not have heating, air conditioning, or bathrooms, and little electricity. She reported also that the building has mold everywhere.
Harvell said that she sought to bring this issue to the attention of someone to see if the university could fix this situation prior to the demolition of the Grounds building. Hurt said that she was not aware of the Grounds building’s impending demolition. She said that she would take time to follow up regarding Harvell’s issues and get back to her. She thanked Harvell for raising these questions.
Jay Eubank asked for an update on the lawsuit affecting students’ use of mobile OneCards in the upcoming elections. He understood, erroneously, that those choosing that option could not also have a physical OneCard. Hurt said that the university is not a party to this lawsuit. However, she said that students and employees can obtain a physical OneCard from the Student Union without charge. She said that the university is trying to switch over entirely to mobile I.D. for digital purposes, but one can request a physical OneCard for voting purposes for free. Eubank granted that the university is external to the lawsuit but thought that the university should take a position as it should advocate for the voting rights of its students. Hurt said that was the main reason why the university decided to issue the physical cards for free.
Keith Hines said as a current resident of Western North Carolina, he thanked the university and any person willing to do anything to help his compatriots there. He said that towns near his house in Rutherford County, Chimney Rock and Lake Lure, have been just demolished due to the recent storm. He said that he knew the people of Western North Carolina are truly appreciative of the efforts put forward. Hurt expressed her sorrow for Hines’ loss and said that what was happening in North Carolina is unbelievable and tragic. She was grateful that UNC-Chapel Hill is an institution that can provide some assistance in response to this tragedy.
- E. Alexander recalled that the one year anniversary of the October 7th Hamas attacks in Israel will take place soon. She asked the university’s plans around security and safety, noting what happened last year on Polk Place. She asked if Hurt could provide an update on messaging that is planned or security that is happening. Hurt said that for one, the immediate safety issue, there will be an increased security presence on campus, with law enforcement officers and security personnel deployed as eyes and ears on the ground. The university has done a lot of planning for this date with its emergency management team, namely Derek Kemp and Darryl Jeter.
In terms of messaging, three or four messages are released or about to be released. Among these is a message from the Provost asking for grace and forgiveness for students who are impacted for whatever reason, be it the storm, religious high holidays or other reasons. He asked for forgiveness and grace from faculty whose students may have to miss class this week.
In addition, there have been several messages from Student Affairs with both resources and reminders about conduct policies. Hurt noted a recent story in The Well discussing these expectations. She said that the university is working to update its website about actions taken also. She said that the university is issuing these messages but also wishes to ensure that it remains a place for dialogue and debate. Still, safety and security concerns have been in the front of decision-makers’ minds in recent weeks.
Alexander recalled the confusion that reigned last year. She recalled again this past month that student protesters walked through buildings and encouraged emergency management personnel to consult with departmental managers responsible for these facilities and who must deal in immediate time with these incursions. She asked if this messaging could be stressed if at all possible. Hurt said that she would follow up on this subject with Jim White and Darryl Jeter that day.
Sarah Green noted several messages around security and conduct on campus. She asked if the university has a plan to acknowledge in the same way it did for Western North Carolina’s tragedy the tragedy in Lebanon that is now unfolding. She said that North Carolina ranks in the nation’s top three states for Lebanese population. Is there a plan to acknowledge this tragedy? Hurt did not think that a message of that nature has been prepared. She pledged to note this concern as well.
Meagan Harvell followed up on her earlier questions by asserting that a lot of the issues in Facilities, Grounds, and Housekeeping are related to a lack of clear communication from top down or the bottom up. She thought that transparency and communication should be top priority and she encouraged Hurt to reach out to people on the bottom to figure out what is occurring in these areas instead of being fed misinformation.
Hurt asked if Harvell had an example of what she had just described, so that she is clear about this concern. Harvell said that as the issues mentioned have been ongoing for longer than the seven years she has worked here, the reason could be that nothing has been resolved because those at the top are not hearing these concerns. She said she would rather think that than believe that no one cares about these problems. She wanted to ensure that upper-level administrators are aware of these matters and thought the best way to accomplish this is direct communication with lower-level employees. Hurt thanked Harvell for this clarification and said that this was a reason why Harvell is serving on the Forum and on the Staff Advisory Committee to the Chancellor.
Sarah Green asked about mental health resources on campus. She recalled that the Chancellor frequently states that the university is committed to maintaining, improving, or expanding its mental health resources. Green said that she recently found out that the 17-year long program Peers for Progress is being eliminated this year. Furthermore, the state and the UNC System knew three years ago that this federally funded program needed a plan to continue funding, which was not done.
Green asked how this program’s elimination plays into the larger mental health, supportive community claim. She said that Peers for Progress just started the Listener program, a student peer-to-peer support chat group. Additionally, Peers for Progress has created a core initiative which hosts a meeting across all of the schools discussing resources and needs of individuals. Green said that Peers for Progress has been a really impactful mini-grant funding arm as well, awarding $32,000 in grants last year and ~$28,000 in the year prior.
Green said that as of October 1st all of these programs are done. She was curious about why this decision was made by the university and what the plan would be to replace or do similar initiatives. Hurt said that she was not aware that this program had wrapped up recently. She would figure out what had occurred, noting that it is an important part of the structure. Hurt said that Student Affairs has grown the mental health infrastructure over the past 3-4 years, now offering 24-hour service and a peer mentoring network. She would report back on what she was able to find out. She said that the university does have a lot of work to do in this space, including mental health first aid. Green said that the Peers for Progress program began through the Gillings School of Public Health. Hurt hoped that the program is slated to be centralized in some capacity rather than eliminated.
Jacob Womack spoke regarding issues in communication with laboring employees. He said that frequently communication is not clear but is difficult to access if one must work outside of an office. Regarding emergency management planning, Womack thought that unit is doing the best they can. Still, the only way to deal with work issues is through severe adverse weather conditions which are not appropriate to all emergencies on campus.
Womack also recalled a comment from the Chancellor stating that we at the university must learn to live with deferred maintenance budgets. Womack said the problem with this sentiment is that these budgets just grow, leaving dissatisfied folks who are constantly having to patch a wall and the psychological side of this lack of maintenance. He said that it feels like one is saying that maintenance budgets do not matter, which seems to form an aggressive emotional response to those asking the question. Hurt understood Womack’s point and said that she did not think that decisionmakers are trying to live with deferred maintenance budgets. She attempted to recall the Chancellor’s comment, stating that the Chancellor is focused on improving facilities through the state budget. She said that possibly Vice Chancellor for Finance and Operations Nate Knuffman could speak with the Forum regarding money set aside for this purpose.
Hurt said that a tremendous opportunity exists to ensure that campus buildings are safe, secure, and create healthy workspaces for all. She did not want to blow this topic off and said that deferred maintenance issues are in the forefront of decisionmakers’ minds.
Jay Eubank noted that mental health issues will face a pivotal time for a lot of people on campus in November, with the upcoming elections. He asked if there is some thought given to how the university might serve students who may have issues with the election results. As a student-facing staffer, Eubank thought that there could be a lot of confusion in this area. Hurt agreed, stating that in terms of mental health services, it is important to have programs that support dialogue and debate allowing students to sort through results before and afterward. She said that all of this rolls back up into the same things mentioned earlier, safety and security. Regarding protests or demonstrations, Hurt said that the campus wants to be ready.
Hurt thought about these questions in terms of the hierarchy of needs. She thought that the campus requires physical and psychological safety to ensure its overall health and to create opportunities for self-actualization so that members can learn and grow from each other’s influence. She said that the election may not wrap up in November and she encouraged delegates to continue this dialogue in future meetings. There are a lot of rifts in society that we need to be helping our students, staff, and faculty manage through, she said.
The Chair thanked Hurt for her remarks and for her listening to staff concerns. She then welcomed Director Kenny Langley from the Be a Maker network of spaces to speak on the work of his office. Langley wished all a good morning. He started by asking delegates if they are hobbyists, crafters, or tinkerers. Is there a hobby in their spare time that brings joy and happiness?
A delegate mentioned the Cricut machine used in cutting vinyl and felt. Langley said that BeAM has a few of these machines available to make stickers or custom t-shirts. He noted that a large number of people come into the makerspaces for live action role play (LARP) and costume play (cosplay), to make costumes or outfits. He encouraged listeners to come to the BeAM makerspaces as new items of interest are added.
Langley noted the refurbishment of the Hanes Art Center Makerspace, which endeavored to use the small square footage efficiently. He noted that Murray Hall opened in 2016 and has since added a laser cutter and an updated 3D printer fleet with different types of filaments. Langley added that all makerspaces are open to PID-holding students and employees, and that all 3D printers are on a cloud-based control system that will allow remote printing.
Langley recalled a number of new spaces and partnerships with departments occurring around campus. He said that novice users should start with BeAM 101 and then move into other areas for more advanced training. BeAM 101 is an online introductory training, with refresher training on the new tools available as well. New users would sign a waiver release for in-person training to become familiar with the tools and makerspace. He stressed the need for safety awareness in these spaces and noted that staff are available to help users develop projects.
Tools on offer include button makers, power tools, acrylic benders, and all kinds of other unique tools. He noted the people who make BeAM phenomenal, including Josh Leonard who recently departed. He also mentioned Marcus Reese, a Ph.D. in Chemistry, who built a flow reactor partially made out objects made by the BeAM 3D printer.
New users can converse with others in the makerspaces, learning from their experience in the quest to build new things. He said that the BeAM MakerFest happens at the end of every semester and allows people to show off the things they have made. Users range from artisan wood turners to oncologists, who are there to discuss their passion for creating things.
Langley said that employees can make reservations for a group from their office do a training in a makerspace, with a minimum of six attendees and a maximum of twelve. Annetta Streater asked how BeAM makerspaces are funded and the budget for retrofitting of spaces. Langley said that the initial set-up of BeAM was provided by funding in 2015-16, which was used to set up spaces and buy equipment. He said that this step was taken under the general understanding that innovative Tier 1 research universities need to house these innovation spaces. He was not certain as to the origination of these funds. Since then, a student referendum in 2019 was introduced. The university has been generous enough to provide annual funding for BeAM’s operation. BeAM staff also put together grant proposals and work to generate other revenue streams. Langley said that one of these proposals works with Innovate Carolina to allow Launch Chapel Hill members to use the BeAM spaces as a part of a fee-based program.
The Chair said another chat question asked if users must pay to use these spaces, or whether they must pay per project. Langley said that everything is provided free of charge up front, although there are limits placed on the premium materials. Users must secure their own plywood and acrylic. BeAM has a vending machine from which users can purchase tiles of heat press vinyl and other materials. Langley said that Eastman Chemical Corporation provides a donation that allows 3D printing to remain free, for now. Filament costs around a few cents per gram, meaning an eventual charge would be around a dollar or two per 3D print. Langley said that student staff are also available free of charge to users.
Jacob Womack asked what missing tool Langley would want for the spaces if possible. Langley replied that a saw stop, a table saw that stops automatically whenever anything flesh-like touches it, would be a first choice. However, he said that square footage to hold such a saw is not immediately available. He noted other tools that would last a long time or would reduce dust or particulate matter in the air. Langley said that BeAM has terrific tools which have come from a number of public and private sources. As a further example, he noted that BeAM will pivot on its 3D printers in order to accommodate Bambu, a new technology that addresses digital security and intellectual property concerns.
The Chair shared another chat question asking if PID holders can bring in guests for a training session. Langley said that guests must have an active PID, as BeAM is not otherwise equipped to deal with outside users. He said that BeAM can do tours for these outside people via an online form.
Another delegate asked about emergency medical equipment. Langley said that BeAM spaces are outfitted with bleed kits, first aid kits, fire extinguishers, and other safety items. Staff receive training in these areas but are encouraged by the university to call 911 in difficult cases. BeAM has steps in place to address immediate major and minor injuries. The organization relies on emergency services for any serious matters.
A questioner asked about possibly opening the BeAM spaces to guests who pay for the privilege. Langley said that this idea has been under discussion for a long time. This service would not be part of BeAM’s mission, so it would require extra effort. Langley said that alumni and professors emeritus would be the pilot population for people who are not active on campus and do not hold active PIDs. He said that there are still a few bridges to cross to get to this point, so BeAM is beginning with the Junction and Launch partnerships.
Sarah Green asked about air ventilation and potential airborne illnesses in the BeAM spaces. She asked if the spaces have or could procure any technology that also filters air to make it safer to be unmasked in these spaces. Langley said that all of the BeAM spaces have increased flow of ventilation just by the way the spaces are designed. He said that these spaces enjoy a higher turnover of air that is vented to the outside. In the Hanes space, fresh air comes into the space also, a unique feature. He said that there are no U.V. lights or upgraded filters to address airborne illness concerns, but all of the spaces have active ventilation systems that draws air out of the space. He said that users are welcome to wear masks if they do not feel comfortable.
The Chair noted a chat comment thanking Langley for their daughter’s successful field trip to BeAM last year. A questioner asked how BeAM communicates with campus students. Langley said that the organization does its best to get word out. He inevitably will speak with a junior or senior who says that they wish they had known about the service earlier. However, BeAM advertises through campus events, stickers, and other means, basically doing all that it can do to engage on all levels. Still, Langley said that BeAM can always do more outreach. The Chair commented that the Employee Forum has the same problem.
Keith Hines thanked Langley for allowing him to film part of his “Give UNC” video there last year. He added that BeAM is not a new program, and that if one has not heard about it on campus, one is not listening. Langley said that prospective users can talk with student staff about projects or materials or trying to figure out their use. He said that staff love these conversations.
The Chair shared a chat comment advising Langley to provide BeAM representation during transfer visits and orientation. Langley said that BeAM staff have spoken at many orientation events, although the early scheduling of these events presents a hurdle to this effort.
Langley added that BeAM is proud to build up its student staff employees, with some students working their very first job there. Students learn important working skills at BeAM. Langley was proud to hire service-minded and growth-minded people at BeAM.
The Chair thanked Langley for his remarks. Moving to the next portion of the agenda, she welcomed Senior Associate Vice Chancellor Linc Butler to provide the Forum’s customary HR update. Butler announced that the 25+ service appreciation banquet will happen Oct. 9th at the Carolina Club. Employee Appreciation Day will take place Oct. 18th, with a taco bar featured for lunch that day. He noted the range of offerings and events available.
October 30th will feature the Tar Heel Tribute for staff, faculty, and students who have served or who currently serve in the military. The day will include networking opportunities and a POW/MIA tribute lunch. OHR has extended invitations to all who have identified themselves as veterans in ConnectCarolina. RSVPs to this invitation are due October 18th.
Butler also said that campus OHR has sent a memo to its HR officers to distribute to employees who may be working in permanent work locations in the western part of the state and how Condition 3 will apply to them. In addition, Butler said that the Office of State Human Resources (OSHR) has approved a provision to provide employees with additional community service leave due to the impacts of the storm. Representatives from the Office will meet with the Governor’s Office today to discuss potentially recommending additional flexibility around other leave types. The university will wait until these provisions are announced before distributing this information to the campus community.
Butler observed that many employees have friends and loved ones in the western part of the state and are motivated to help them during this difficult time. He hoped that this additional flexibility around community service leave will provide folks a way to volunteer and help our neighbors to the west.
Butler recalled being at a conference in Cherokee this past week and said that he experienced a microcosm of what residents are experiencing there now. He said that when these things happen in other parts of the country these situations do not register in the same way as when one sees these things with one’s own eyes. He encouraged employees to help the desperate need of people in Western North Carolina in any way possible. He would keep the Forum posted on any additional flexibility around community service leave or other leave types available.
In response to a question, Senior Director of Benefits and Leave Administration Joe Williams spoke on the community service leave policy recently expanding for poll workers. Williams said that in the past, one could not work and receive pay as a poll worker while earning community service leave as a state employee. However, this rule has been amended, so long as the activities of the employee are non-partisan. With supervisor approval, Williams said, an employee can use up to 24 hours of community service leave and also be paid by the county for poll work or election administration. He said that this change had come about due to the struggle that counties are now experiencing filling poll worker positions.
Megan Harvell asked about the inequitable pay raise distribution in Facilities. She recalled speaking previously with Vice Chancellor Becci Menghini who said that the numbers do not reflect this impression. However, she had since heard differently from many skilled craft workers she represents. She thought that employees on the bottom are able to see firsthand how this situation affects employees and supervisors. She said that Human Resources has not been able to sufficiently answer these questions since 2022.
Butler asked Harvell what her exact question is. He understood the general concern and said that OHR is happy to continue to work with HR teams and the Facilities areas on any salary improvement efforts that they would like to make. However, he did not see a more specific question to answer than this general concern. He was uncertain as to Harvell’s contention that Human Resources has not adequately answered questions since 2022, as he was not sure what her question is, other than raising the general concern.
Harvell replied that she thought that Butler had already heard about the issue as she has been speaking with Human Resources officials for a while. She said that the issues began when raises were implemented by the state through the labor market reserve fund. These raises were given to a specific classification and even more specific pay grades within that classification. Thus, it seems that the university glazed over the fact that some people got significant raises while others did not. She thought a lot of people assumed that employees would be given equitable distribution of raises accordingly, in near the same amount, the same percentage that Housekeeping or the building environmental service technicians classification received. However, two years later these raises still have not occurred for a lot of people. Thus, Harvell said that she and others are still wondering when and if Human Resources or the university are going to make sure that everyone has the same equitable base pay based on those earlier raises.
Butler thanked Harvell for this clarification. He recalled describing to the Forum at that time the very outdated salary range structure that formed a big barrier in being able to provide increases to a wider variety of classifications, especially in the Facilities Services area. Those ranges have since been updated, and Butler said that he was happy to follow up with Facilities to see if they have any plans for salary improvements within these new ranges.
To be clear, Butler said that Human Resources does not initiate salary increases for departments on their behalf. Departments themselves must consider their budgets and actually take action to initiate those increases. Butler offered to follow up with Facilities leadership to see if they have any such plans, and if they do have such plans, to communicate these out in the future. Harvell asked if Butler meant the supervisors of each unit or department or the overall director of Facilities. Butler said that his office would likely begin with Associate Vice Chancellor for Finance and Operations Wendy Halsey, the chief decisionmaker for the Facilities area. He would also work with Bill Stockard, Executive Director of the Service Center of Excellence in the Finance and Operations area and his team that interfaces throughout the Facilities areas.
Harvell then noted that Facilities tried to reclassify people to make these adjustments, but it became obvious to people that the reclassification of competency levels and jobs was extremely difficult for supervisors to accomplish. She said that some supervisors have been trying for years and have still not been able to achieve this reclassification in order to get them where they need to be. She remarked that there seems to be a great deal of pushback when it comes to the paperwork with Human Resources when trying for these new classifications.
Butler said that this is a different issue as well. When evaluating reclassification requests, OHR must analyze the duties, functions, and responsibilities within the job description. He said that some jobs do “top out,” as OHR cannot continue to reclassify people in perpetuity for certain types of roles, though it does try to work with departments to provide options. Butler said that expanding the scope or the complexity of a position might make reclassification of either the competency or the title possible. He said that OHR does not push back simply for its own sake, but rather must analyze jobs for whether their descriptions meet the threshold for being reclassified into another area.
James Stamey asked if a position tops out at their salary and if the state provides them a raise afterwards, are they ineligible to receive this increase? Butler said that at one point historically these employees would have received a one-time payment. However, in the last few years, legislative language regarding the increase has stated that employees who are at or above the maximum range currently would still receive the boost to salaries even though they were at the top of the allowable range.
Matthew Teal recalled that the September 13th faculty council meeting introduced the new program Elevate, which introduces a university-wide approach to retaining and recruiting top tier faculty through mentoring, wellness groups, and talent pipeline programs. Teal asked if the university plans a similar approach to staff recruitment and retention. He asked this question in light of remarks made earlier in the meeting stating that staff hiring and talent decisions are left to schools and units rather than being done in a holistic university-wide approach.
Butler said that OHR is studying what is being done on the faculty side. He noted the turnover with regard to the senior director of organizational development which was working to set up mentoring for faculty. He said that OHR is working to build out holistic innovations on the faculty side. As part of this effort, OHR will seek to engage partners like the Forum to discuss and figure out what a program on the staff side should look like. He thanked Teal for his question and said that he looked forward to partnering with the Forum on this matter. Teal said that the full Forum and its Personnel Issues committee would offer many great perspectives from across the university to provide feedback and insight on what would make a difference on the ground for employees.
Elizabeth Dubose asked what the university could do for smaller departments whose staff may be working in the place of two others at another level of expertise for which they are not compensated. She noted the frustration of employees in these situations. Butler said again that departments actually set their own budgets. He would be happy to take the concern back to his team to figure out how to engage some of the departments who are part of a larger organization to find out how to achieve more impact than what is currently occurring.
Dubose said that smaller departments are also stressed and find that their leadership probably has less time to engage on their behalf. Thus, she would like the direction in this matter to come from central leadership to these smaller departments. As a Forum delegate, she urged leadership to consult with these employees because some individuals are absolutely underwater with responsibilities and workload.
Matthew Teal asked if Butler had any updates as to when the university will move into compliance with the new EPS policy, which have received significant changes to leave, separation, and other practices. He asked about the timeline because the UNC System policies took effect nine months ago and other universities in the UNC System have published guidance about these policies. He wondered when central Human Resources here at Carolina will announce the implementation of these updates.
Butler said that the timeline for virtually all of these updates will lead into the first of the new year. Part of the EPS implementation system has to do with salary ranges for these new classifications. OHR is still providing feedback to the UNC System Office on finalization of this process. There are other obstacles to be overcome, but amending the salary ranges is the one that must be done first in order for the other things to fall into place. The conversion process is likely to occur in the spring in coordination with Payroll to develop communication and infrastructure needed. Further communication will occur about election periods for these employees to decide about their status. Butler said that OHR does not want to start these election periods without having full information available first because people need to make informed decisions whether or not to opt into the new leave program or to go to EHRA. He said that it did not make sense to allow elections without the full classification system and salary ranges in place.
The Chair welcomed Joe Williams to provide open enrollment updates for the State Health Plan. Williams again noted that enrollment will run from September 30th to October 25th. As of now, just over 2,000 staff and faculty have taken some action on open enrollment, with around 11,000 employees remaining. He said that usually there is a large surge of enrollees the last three or four days before the deadline. He advised listeners to work on this task early so they have time to resolve problems that might occur. (Much of this presentation was previously covered in the September minutes at https://employeeforum.unc.edu/meeting-minutes/sept-13-2024-emp-forum-gen-mtg-minutes/ )
Williams relayed a story of his wife’s difficulty finding a primary care provider on the Aetna website. He encouraged listeners to search by doctor’s address. Any provider in your doctor’s office can serve as the primary care provider in this system. He noted that listeners can contact the open enrollment phone number for assistance with the enrollment process. He said also that listeners could visit the Benefits office on Airport Drive on Fridays from 10-2 p.m. during open enrollment to request one-on-one help.
Theresa Silsby thanked Williams for the informative video on subscribing located at https://youtu.be/cNDp8czTcrw. She had used the video to train her staff on open enrollment procedures. She asked for a reminder about the required retiree email change at the end of Williams’ presentation.
A listener noted that lactation services seem to have been removed from Aetna’s coverage. Did that mean that the State Health Plan would still have lactation care and coverage. Williams said that regardless of what Aetna does for its own subscribers, the State Health Plan sets its own policies regarding coverage and costs at shpnc.org. He did not think that these services have been eliminated in the State Health Plan.
Regarding the email change for retirees, Williams said that retired faculty and staff receive emeritus status, which allows them to retain their UNC email for up to ten years, with renewals allowed. What has changed is that retirees will no longer be able to use the desktop version of Outlook to access this email and must use web browsers instead. This is a security-based change related to non-UNC computers.
The Chair welcomed Senior Work/Life Manager Jessica Pyjas to present the Forum’s monthly wellness updates. She reminded listeners that Employee Assistance Program (EAP) services are available 24/7 via phone (877-314-5841) or online. She said that EAP clients desiring more than the three free sessions with counselors should request counselors who accept the State Health Plan for reimbursement. In response to Hurricane Helene, EAP did create a crisis portal online not requiring login for users, available through https://hr.unc.edu/benefits/work-life/eap/.
Pyjas outlined the regular programs offered throughout the month on Wellness Wednesdays. She noted that flu shots are available throughout the month and at Employee Appreciation Day. Prospective shot recipients should bring their OneCard and State Health Plan insurance card.
Pyjas said that the Work-Life website contains employee access to the childcare referral portal, which is run by the childcare association that the university contracts with to provide student and employee childcare scholarships. She went through the list of discounts also available to staff through the Work-Life website. She said in response to a question that COVID boosters are available throughout campus. Information about these boosters was distributed in an all-campus email last month.
The Chair called for a motion to approve the consent agenda for the meeting, which includes the minutes from the September general meeting. James Stamey made this motion, which was seconded by Keith Hines. The motion was approved by acclamation.
The Chair then asked that Forum committees provide their monthly reports. Joe Ormond from Communications and Public Relations said that the group is working on plans for the scavenger hunt on October 18th and publication of InTouch. The Chair noted that the book club had a very successful in-person showing at its September 26th meeting.
Theresa Silsby said that the Community Service committee plans to survey delegates regarding potential activities for the year. Ally Wardell said that she had attended a campus hurricane relief meeting, which emphasized monetary donations until physical donation drives are skillfully planned over the next couple of months. The Chair advised listeners to consult the Carolina Center for Public Service website for information on monetary donations and eventual physical supplies and human help for Western North Carolina. The Chair emphasized the importance of assisting Carolina’s sister schools in the western part of the state through these efforts and through the UNC System Staff Assembly. UNC will work to coordinate its response in a responsible way that does not negatively impact those who are suffering out there.
Renata Buchanan said that the winter Carolina Blood Drive will occur in around 71 days, on December 11th. The drive may or may not directly contribute to the need in western North Carolina, but it will replenish existing resources. The drive committee is working to finalize marketing, appointments, scheduling, and other matters. The drive will also have a table at Employee Appreciation Day October 18th for employee sign-ups. Finally, the committee is looking for a featured donor for the drive marketing materials.
Sarah Green said that the Diversity, Equity, and Inclusion committee will vote on committee priorities at its hybrid meeting October 7th.
Shavon Carey-Hicks said that the Leadership, Education, and Career Development committee will soon send out an announcement regarding the winter professional development grant application period.
Keith Hines of the Membership and Engagement committee lamented the low attendance of delegates in-person at the hybrid meeting today. He said that the Forum pays for the refreshments provided for these hybrid meetings. He asked whether the Forum should choose to continue to hold hybrid meetings given the poor in-person attendance (eight delegates, around 25 people in general in person; around 85 attendees via Zoom).
Hines noted also that he and Tiffany Carver will soon reach out to committee chairs regarding attendance at meetings, noting an upcoming audit of delegate participation. Again, all delegates are expected to serve actively on at least one Forum committee. Delegates won their seats in a competitive election that displaced other would-be members. Sarah Green once again asked listeners to fill out the survey regarding hybrid classroom spaces available for meetings, be they paid or free spaces.
Megan Harvell thanked the Forum for scheduling the in-person meeting that day. She said that a number of Facilities employees were unable to attend given that they work four ten-hour shifts and are not available Fridays. She hoped that the Forum could possibly implement the Zoom feature for its outer office for Forum meetings in the future. The Chair agreed but noted that the initial request had been to hold hybrid meetings. She attributed the lack of attendance to the weird week associated with the hurricane. She asked delegates to encourage their fellow members to attend the December, March, and June hybrid meetings in-person wherever possible.
Sharron Bouquin said that the Personnel Issues committee had met the first week of September but not since. The committee plans to work on forthcoming resolutions. The committee is trying to find a better time for its monthly meetings.
The Chair said that the Recognition and Awards committee had an introductory meeting to prepare for the spring awards season. Keith Hines said that the UNC System Staff Assembly will meet in November at the UNC School of the Arts in Winston-Salem. The Staff Assembly will undergo elections for its Chair-Elect and other officers then. Hines reported that the Chancellors’ Cup golf tournament had occurred the previous week here in Chapel Hill at Finley Golf Course. This was the first time there had been a full 30-team field, with 120 golfers and another 120 volunteers. He thanked everyone who attended and made the day a success. He did not plan to chair the tournament effort next year. Delegates thanked Hines for making the day a success.
The Chair announced the establishment of a new university committee called the Public Affairs Council. Senior leaders, including herself, have been appointed to the committee to discuss quarterly efforts advocating for Carolina to the legislature and the state.
Sarah Green shared news that the DEI Council and the Peers for Progress efforts have both been recently eliminated. The Chair confirmed that Green meant the Carolina Peer Support Collaborative. She was not aware that this group had been terminated. She hoped that the group would be restored. Another listener noted in the chat that Mental First Aid is also losing its funding at the end of the calendar year. The Chair hoped to impress upon leadership the importance of these programs to expand mental health access at the university.
The Chair planned to share a draft of the 2023-24 Forum annual report with delegates this month. She asked delegates to provide feedback on the draft, most notably on the Report of Activities and the Challenges/Goals sections of the report.
Moving to announcements and questions, the Chair said that Victoria Dowd will soon make Ombuds office posters available from the Forum Office. The Staff Advisory Committee to the Chancellor (STACC) meeting will take place November 5th, and the Vice Chancellors’ representatives’ meeting will take place November 14th. A call for questions will go out later in the month for the latter meeting.
Moving to the It Takes a Village portion of the agenda, Elizabeth Dubose praised Keith Hines for his effective and energetic leadership of the Chancellors’ Cup golf tournament. Sarah Green praised Charlissa Rice for her task list on the Forum’s SharePoint space. She said that Rice is a rock star in her organization and population of the page. Keith Hines added to this praise, noting Rice’s contributions throughout the university. The Chair wished Tiffany Carver a happy wedding anniversary. Jessica Pyjas gave kudos to those doing the Miles for Wellness challenge. Carver shouted out everyone who attended the meeting in-person that morning. The Chair noted Keith Hines’ attendance from his home in Western North Carolina that morning.
In the absence of further discussion, the meeting was adjourned by acclamation at 11:11 a.m.
Respectfully submitted,
Matt Banks, Recording Secretary