Meeting Minutes

Date:  June 21, 2007

Time:  10:00 am

Place:  McKim Hall, VP Conference Room 3001

Representatives in Attendance:  Judy Berry; Johy Betts; Tina Fuller; Nell Harlow; Keith Johnson; Nancy Kriigel; Della Marsh; Lynn McCutcheon; Jennifer Roff; Sandy Saxe; Vicki Schwab; June Wade; Leslie Yowell

I. Call to Order: Meeting was called to order by Johy Betts.

II. Reports:

Provost Office - Anda Webb introduced John Teahan, new administrative intern.  John joined their office on May 25, 2007.

Ombudsman/ADA Coordinator - Brad Holland reported that his office organized an ADA workshop for HR employees, HR Liaisons and Employee Relations personnel.  EOP is creating a focus group which will start meeting in August 2007.

University Human Resources - Beth Reinhard reported that as of June 12, about 46% of University employees had completed the Human Resources Restructuring survey.  HR should receive the results mid/end of August and will begin to create focus groups based on those results.  The next UVA trip is to Innsbruck, Austria on October 28th through November 4th, 2007.  Paris might be an option for Spring 2008.  It doesn't look like the Hawaii trip is going to happen because it is too expensive.  Their office tries to keep the cost of all trips around $999 per person.  Go to http://www.hrs.virginia.edu/benefits/travelopp.html for more information regarding employee travel opportunities.

III. Guest Speakers:

Jenn Oliver, Director of Human Resources for the Department of Medicine and Nancy Dodd, Director of Human Resources for the School of Medicine
Job@UVa is a new University of Virginia's on-line position description and applicant tracking system, which is scheduled to go live on July 30, 2007.  The new system is designed to help the University community with their HR needs, replacing the paper system in use now.  The system also allows those seeking work at the University to apply and track their application with ease.  Some of the benefits of the system are:  (1) faster processing; (2) more effective and efficient use of people and resources; (3) 24/7 web-based access for all users; and (4) improved customer service.  You will use the system:  (1) if you are an applicant; (2) if you manage position descriptions; (3) if you are recruiting for a position; and (4) if you approve human resources-related actions in your area.  There are several important changes from the old way of doing business.  These enhancements will improve our business processes and provide better customer service.  With this system, you can check the status on-line of a request submitted to UHR and get approvals.  You can create a position description or you can clone a current position from the system and edit it to meet your needs or use prepared "classification specifications", which is a standardized description loaded into the system.  Position Action Forms (PAF) will be eliminated because the system will automatically generate a position number.  If there is problem with the position, it will be "bounced back" to you electronically.  It is possible to create/modify a position without posting at that time.  It is possible to create/modify a position, put in the requisition to post, and choose a later date for that posting.  Once you complete the online requisition and it is approved, it will automatically go to recruitment.  Applications and their attachment(s) (resumes, cover letters) live in the same web-based system which eliminates waiting for downloads, eliminates a ten-day delay between posting and receiving applications, and the need to request additional application referrals.  The system has questions that do some pre-screening work for desired qualifications.  The questions can be established with input from the hiring official initiating the position.

Faculty applicants will not complete the staff/temp application.  They will fill out a candidate profile which has minimal identification information to which they can then attach their CV, cover letter and/or other required documents.  Departments can create a position description from scratch or clone a position from the system and edit it to meet their needs.  Submission is online.  Exemptions and hiring proposals are on-line and viewable by the Provost.

It is required to use the new system in recruiting administrative/professional faculty.  It is optional for one year during the pilot/testing phase to hire professional research staff and teaching and research faculty.  The advantages of using Jobs@UVa for faculty searches are:  (1) EOP and HR process both and always know where your action is in the process; (2) ad is automatically posted to the web once EOP has approved the posting; (3) no more appendix Bs; (4) candidate profiles are received electronically; (5) search committee members are given access to the applications on the web; and (6) the Provost Office is notified of the search status and will have access to view the recommendations for hire through Jobs@UVa

The temp order request form lives in the position description module.  UHR organizational structure hasn't changed.  Because the temps apply to generic positions there is essentially a pool.  Temp recruiters will search this pool to select a candidate for the temp order, which should make the process faster.

For more details about the new system, go to http://www.hrs.virginia.edu/employment/jobsatuva.html

Carol Garges, Chair, Parking Committee
Ms. Garges shared a draft of the parking fee survey which will be submitted to Rich Kovatch and Becca White.  Medical Center staff will not be part of this survey.  Parking and Transportation receives approximately 30% of their revenue from parking fees so we can't just do away with parking fees from staff.  Public transportation is not available in a lot of areas so staff depend on parking that is convenient to their work area.  As everyone knows, permit parking keeps increasing and staff has trouble keeping up with the increases.  This survey will hopefully help reduce the fees charged to staff for permit parking.  One suggestion is for staff to pay on a sliding scale (those with lower salaries pay less than those with higher salaries) or reduce parking fees across the board by a set percentage.  Another suggestion is to reduce or eliminate parking fees for persons earning an annual salary under a set amount.

IV. New Business:  Leonard Sandridge, Executive Vice President and Chief Operating Officer, will be our next guest speaker.  Be prepared to have questions to Johy Betts for Mr. Sandridge prior to the next meeting.

V. Old Business:  None

VI. Committee Reports:  None

VII. Adjournment:  Johy Betts adjourned the meeting at 11:30am.  The next meeting is scheduled on July 19, 2007 at 10:00am.