Health System Academic and
Research Employee Council Meeting Minutes
February 21, 2002
Location: VP Conference Room - McKim Hall
With the majority of the Council representatives present, as well
as the invited guest, the meeting was called to order, the guest
speaker introduced, and official Council proceedings commenced.
Mr. Jay Scott, Associate Dean
for Finance for the School of Medicine, was this month's special
guest. Mr. Scott made a presentation which focused on two major
points. The first discussion focused on a recent electronic memo
that was distributed to all Department and Center Administrators
regarding some employee concerns regarding strong fragrances, both
perfume or cologne and scented candles, in the work place. A complaint
was made by an employee regarding apparent respiratory affects sustained
as a result of these fragrances, and the Administration was looking
at this closely. The Administration is currently formulating a policy
to address this concern as they understand the importance of a good
environment, both for the employees as well as our patients. It
is also considering amending the dress code policy to include guidelines
with regard to personal fragrances. As for scented candles, they
also represent a breach of the fire safety code, and open flames
are prohibited in all situations excluding a laboratory setting.
Mr. Scott said that once the policy has been developed, it will
be published for all to review.
The second item Mr. Scott wanted to review, and the primary reason
for his attendance at this meeting, was the Rewards and Recognition
Policy. (The following will serve as a brief overview of the presentation
made by Mr. Scott. For specific questions, and a complete overview
of the policy, please refer to the SOM Policy section of the School
of Medicine web site.
The Rewards and Recognition Policy (RRP)
is a program that was developed on a State government level
with the input of numerous agency employees, including several from
the University of Virginia, to allow for various means of recognizing
staff members for performance ranging from single incidents of great
service to sustained exemplary service. The rewards are broken down
into two major categories, Instant Awards and Planned Awards, and
have three levels of acknowledgment.
- Instant Awards refer to the acknowledgment of a single act that
your supervisor wants to show their appreciation for your efforts
(i.e. doing a great job helping a patient with a problem or doing
a great job planning and coordinating a meeting or seminar).
- Planned Awards refer to those activities that meet a criteria
that is established in advance and the goals are met (i.e. improved
productivity of an individual or team).
- The three levels of rewards are: Level One-up to $200 and/or
one day of comp. leave, Level Two-up to $500 and/or 3 days comp.
leave, and Level Three-$1000 and/or 5 days comp. leave.
Awards up to $500 or 3 days off are initiated and awarded on the
department level, following Dean's review, and awards above that
level require prior approval from the Dean's office. Of course,
these financial awards are subject to departmental fund availability.
A complete listing of the seven Award categories can be found on
the web site noted above, as well as the forms required for submission
to the Dean's office. The policy was rolled out in December 2001
and Mr. Scott has held several training sessions for Department
and Center Administrators. If you, or your supervisor, have specific
questions, please refer to the web site or contact Mr. Scott's office.
Without further questions for Mr. Scott, he retired from the proceedings
and Anda Webb led the discussion.
Mrs. Webb's main point was regarding the Commonwealth's Budget activity
in Richmond. In a word, the outlook is bleak. There will be an across-the-board
cut-back in funds allotted by Richmond this year; all areas will
be effected. Just how much of an effect will not be finalized until
mid-March, so look for an answer at future Employee Council meetings.
Link to the proposed cuts
Mr. Bill Vining next led the
discussion by acknowledging and applauding the efforts of Jay Scott,
Tom Gausvik, and others that led to the creation of the Rewards
and Recognition Policy.
- April 17th at 1:30 in Newcomb Hall will be the New Employee
Orientation and Resource Fair. This is a great opportunity for
all UVA employees to see what services are offered to support
them and their activities as UVA employees and their families.
- The Annual Service Awards Program will be held May 21st at Cabell
Hall. This is the program that acknowledges those employees with
10, 15, and 20 years of Service to the University. And on June
13th, the OMNI Charlottesville will host the Program to honor
those with 25 or greater years of service to the University.
- The Outstanding Contributor Award ,the highest award presented
to staff members, will also be awarded at the OMNI. Nominations
for this award are accepted through March.
- UVA TRIP update: arrangements are being made for the November
2002 trip which is slated for Greece. Bill hopes to have flyers
ready by the next meeting with complete details and deadlines.
NEW BUSINESS: To expound on
Mr. Scott's discussion of the fragrance issue, a letter from Dean
Carey was read asking for our Council's input on the matter. While
the council did not have any specific recommendations for the Dean,
it was hoped that matters such as this could be addressed on a local
level and a suitable compromise attained to provide a suitable and
beneficial environment for our employees and out patients. It was
also noted that concerns such as this be directed to the E.O.P.
office for assistance in resolving the problem. It is a very personal
and sensitive issue, and we look forward to seeing what the Administration
will offer in their new policy.
The New Inclement Weather policy,
which was distributed to all Medical Center Administrators by Patricia
Van Hook, was read at the meeting. In summation, it notes that the
grace period allowed will be consistent between the Academic departments
and the Medical Center. If an inclement weather situation should
arise, please refer to local media or the weather phone line (924-SNOW)
for updates and grace periods.
Without further business for review, the meeting was adjourned.
The next meeting will be March 21st at 10:00 in the VP Conference
Room in McKim Hall.