Staff Senate Minutes
July 9, 2003
The Staff Senate met on July 9, 2003. Those members in attendance were Gaye Calhoun, Vera Camp, Kathy Cole, Charles Honza, Keli Honza, Jason Goodrich, Sarah Jennings, Robert Jones, Essie Moore, Kellye Ogle, Beth Scroggins, Tommy Slaughter, Cledis Stuart, Houston Taylor, Sarajane Telford, Mark Trout, and Peggy Walters, David Wingfield. Guests included Art Horne, Dan Dykema, and Lisa Harwell. Roger Giles also joined us.
President Keli Honza called the meeting to order. Minutes were approved as written with a recommendation for acceptance from David Wingfield, and a second by Houston Taylor.
Roger Giles, Vice President for Finance and Administration, and Jasper Lewis, Director of the Physical Plant, were invited and expected to meet with us regarding employment procedures and distribution of information to Physical Plant staff. Roger attended.
Vera Camp addressed the committee regarding the upcoming United Way meeting to be held September 25 from 8:30 to 12:30. Different teams will go into agencies around Magnolia during the four hours in an attempt to help that agency accept donations. Vera mentioned that contributions have been down the last few years, so they will be making a strong effort to change that. The team representing SAU will be made up of Vera Camp, Essie Moore, Beth Scroggins and Cledis Stuart.
Roger Giles addressed the following question that was sent in to the Staff Senate by an SAU employee: Why is it that SAU does not practice the policy of first posting jobs that come available to the employees on campus? I know we are an Equal Opportunity Employer, but so are other places and they give their own people the chance first. It seems that when a job is posted/advertised in the paper, the people doing the hiring already have someone in mind and NEVER give the people that are familiar with the University the benefit of the doubt of being the right person for the job. Why are hiring practices not the same across the board on campus? Some jobs are quick to hire and other take months. Who decides which positions have a search committee and who decides which staff members will serve on the committee? Does the committee make the final decision as to who will be hired? Roger agreed that more notification needs to be given to employees – maybe, for instance, by placing the job description in the Faculty/Staff Bulletin. He said that the Administrative chain makes the decision of whether it’s an in-house or off campus search. Some supervisors feel more comfortable with a search committee…. some do not. It is the supervisor’s decision whether or not to use a search committee… then it is the supervisor’s charge to make their recommendation to the President who makes the final decision. If we, the Staff Senate Committee decide that we need “staff hiring guidelines,” Roger thought that a committee would be helpful in formulating the guidelines. Kathy Cole asked if he we actually needed a committee. Roger thought it would be a good idea. We will take this under further consideration. Jason Goodrich then made a motion that we form a committee to formulate “Staff Hiring Guildelines.” Beth Scroggins seconded the motion.
Mail Distribution:
Roger explained that mail coming to the University, unless it’s marked confidential or personal, will be opened by an appointed individual, even if it has a name and address. It’s considered “University mail …. it’s a document for the University.” He advised that if we are sending something by mail to a certain individual is should be marked personal or confidential – otherwise it will be opened.
In regard to the Physical Plant’s distribution of mail… especially e-mail, there are a number of people that don’t have access to a computer or bulletin board. “All Users” are supposed to be posted on a bulletin board. It is the responsibility of Tommy Slaughter and Mary Hines to get the information to the custodians in the buildings. Grounds crew workers receive their information from their supervisors. This works in most cases. If problems arise, the employees are supposed to get word to their supervisor first, then go from there. If that doesn’t work, the employee should take the matter to the Staff Senate. If problems continue, Roger continued, an analysis would be done and a way to improve the situation would be found. Robert Jones asked if a problem was reported to a supervisor, how much time should be allowed before the situation was addressed. Roger said that if the supervisor didn’t reply within an appropriate amount of time, then that employee would be advised to continue up the “chain of command,” beginning with the VPFA, Staff Senate, etc.
No other questions were presented to Roger… so he left!
President Honza then readdressed the Hiring Guidelines committee selection. Peggy Walters suggested that someone from each level serve on the committee. Keli asked Jason Goodrich to chair the committee. He will get a list from Mary Ann concerning grade levels, etc.
The survey that was handed out at the General Assembly was also formulated.
Cledis Stuart then made a motion to adjourn. Peggy Walters seconded.
With that, President Honza adjourned the meeting.
