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Minutes for May 03, 2006


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•  Welcome

•  Pledge of Allegiance

•  Roll Call

 

Senators present: Jana Atkins, Gene Bals, Joan Blackmon, Jaclyn Byrd, Gerald Cunningham, Crystal Davis, Sheryl Epperson, Travis Findley, Sandy Gellner, Scott Hall, Judy Hunter, Donna Hurtado, Teresa Impson, Marcia Kawecki, Michelle Kiser, Rick Loper, Guadalupe Luna, Barbara McArthur, Teresa Neal, Kathy Nordstrom, Rebecca Owens, Patti Perkins, Donna Perry, Eddie Ramirez, Tony Rando, Donna Rogers, Don Roulain, Ryan Scheckel, Linda Stracener, Kevin Tunnell, Richard Verrone, Brenda Winn, Barbara White, Leigh Wilson

 

Senators absent: Louisa Arriaga, Estella Barron, Eric Burrell, Yolanda Coronado, Bobby Davila, Lori Dudley, Maria Fernandez, Rocky Gauna, Bill McDonald, David Shuping, Randy Smith, Carol Ann Stanley

 

Guests: Nathanael Haddox, Mary Jane Hurst, Kay Whyburn Rhodes, Tom Davis

 

•  Minutes - approved as written

 

•  Treasurer's Report - There has been some discrepancy in the budget recently. A previous report showed a rollover amount from the previous fiscal year as $12,913 and a corrected amount as $13,878. However, further investigation has revealed the actual amount of the rollover was $12,913. White is continuing to investigate the accounts for further problems.

 

•  Speaker

Cecilia Carter-Browne, Public Art Manager, Facilities Planning and Construction, Texas Tech System

The public art brochure was mailed to everyone on campus back in November. The objective of Texas Tech's public art program is not to decorate, but to educate. The program was approved by Board of Regents in 1998. There are more than 350 public art programs in the nation. In Texas, there are 11 programs. Eleven cities have ordinances, including Austin, Dallas, San Antonio, and Houston. Four universities in Texas have public art programs. TTU was one of the first. The University of Texas in Austin just received approval to begin a program last winter. The funding model Tech uses is 1% of all construction over $500,000 is set aside for public art. Landscaping also receives 1% of construction budgets. This is a common type of funding model, starting with WPA. Philadelphia was the first to start a city ordinance for public art. TTU was selected to be among the top-ten public art collections in the nation.

With new construction projects, interviews are conducted with the artist or the artist will conduct interviews with users of the facility. A prospectus is prepared and becomes a Request for Qualifications (RFQ). Mrs. Carter-Browne developed a slide registry where artists can apply to the program regardless of his or her media. An RFQ is more project-specific. A group works to evaluate the body of work, the resumes, etc. and a shortlist is developed (2-3 finalists per project). From the finalists, a Request for Proposal (RFP) is requested. Tech brings each finalist to campus to define the site, then the artists go home and work on a proposal for a month or so. Then they come back to campus to make a full design proposal to the committee. The World Trade Center design contests used a similar process. An 18-member committee then decides on a finalist.

The brochure has a self-guided walking tour and is available through Mrs. Carter-Browne. She also conducts guided group tours with a bus and a reception for $25 per person. Leftover money, after paying for the reception and the bus, is added to the endowment for art maintenance.

 

•  Committee Reports

•  Proposal accepted.

•  A staff member is concerned about the safety issue generated by the lack of a sidewalk in front of Stangel Hall.

•  A staff member would like the university to consider awards other than a service pin for length of service.

•  A staff member would like hand sanitizer to be made available in campus restrooms because of the lack of hot water in many restrooms around campus.

•  A staff member is concerned that not enough notification is being made before exterminators spray for insects.

•  A staff member would like to include extended studies courses in the tuition waiver program.

•  President's Budget Advisory Council - Richard Verrone - The council has not met in the last few weeks. The Board of Regents meets next week - Verrone will attend on behalf of the Staff Senate. The Budget Advisory Council will meet after that for the FY 2007-2008 budget.

•  President's report - Verrone met with President Whitmore on Monday. President Whitmore is concerned about the budget, especially how the state will allocate money for Tech.
The three senates should get together and determine how we have positively and negatively affected this campus.
Officer elections will be held during the June Staff Senate meeting. Nominations are made from among current senators. Donna Perry suggests providing a list to all senators of those eligible to run for office. In July is the turnover meeting. This will take place Wednesday, July 12 in the Merket Alumni Center. Interim Chancellor Haragan will be unable to attend, but President Whitmore will be there. Next year, Staff Senate meetings should be moved back to the regular Senate Room.
Verrone will meet with Eric Crouch, director of University Parking Services, next week. He will be asking about parking fees for the next fiscal year. Verrone also met with incoming SGA President RyanWorley. Verrone plans to meet with James Smith, the new Faculty Senate president. He will invite both presidents to a Staff Senate meeting to introduce them.

 

•  Speaker

Kay Whyburn Rhodes, Associate Vice President, Office of the CIO, Texas Tech System

The Faculty Senate had not previously heard about this project. The Sunguard Higher Education software has been purchased and the project has begun. The project is called Connect Tech and will be used to join TTU and HSC. This project will take place over the next 3 years to replace the Legacy administrative applications and move to an enterprise environment. TechSIS, TechFIM (since 1984), TecHRIS will be replaced with the Banner system. This new system will be operated in a portal environment with a single sign-on. All applications will be behind this single sign-on. An imaging system will be integrated to access images from the Banner screen on the web. A data warehouse was also purchased to maintain a reporting system. Rebecca Owens asked how this affects Social Security Number use around campus. The Banner environment provides a unique identifier with every person associated with Tech, including vendors. This is called a Banner ID and does not use Social Security Numbers. People with multiple roles, such as staff members who attend classes, will be entered as a single record. The Social Security Number will continue to be used as necessary but will not be used as an identifier.
Web content management for the new system is scheduled to roll out this summer. The first system to roll out is admissions in June 2007. Admissions is scheduled for Fall 08. This will be followed by Financial Aid and Registration is next. Personnel is scheduled for calendar year 2009. During the registration migration, students will have to register for summer in the current system and register for fall in the Banner system. This is part of the transition and cannot be avoided.
A website with project status, FAQs, and a feedback form will be available soon.
Some areas overlap - for example, Financial Aid impacts two other areas. Employees are impacted by budget, personnel, and payroll. Account numbers will change. The Registrar will handle student records, and Personnel handles employment functions, but these records will be maintained in the same files to avoid redundancy. Safeguards will need to be developed to prevent problems with differing processes in various departments. However, this sharing of files does not mean Personnel can see student records. Only certain common data is shared, like demographic data.
This new system will provide some opportunities for Tech among all the changes to processes. The new chart of accounts will develop better accounting and better identification for departments. IT moves away from use of the Social Security Number. All information on one individual is in one place. Access is always available - there will be no downtime for data updates. Everything will be moved to the web. New workflows will be implemented including more automated approvals. The two financial aid systems run by the university and HSC will be consolidated into one system with the campus autonomy remaining in place. Reporting will be improved.
As individuals, as staff members, we will see change, and it will be frustrating at times. The end result will be better. There will be things we can build on later. There will be multiple opportunities for staff input and suggestions. Training will be made available for those impacted.
Regarding student records, was a product selected for degree audit? This has been researched, but no current update today. Will there be downtime to the degree-audit system? We know there will be an issue with this.
The single sign-on for the Banner system will use the e-raider.
Social Security Numbers are still being removed from documents, but the committee charged with this are being moved to the Banner transition team. TechSIS web for Faculty is moving to an e-raider login this summer. We don't know yet how the systems will be rolled out. Some individuals may have earlier transitions than others. The migration plan has not been developed yet, but it is a top priority.
Housing acquired new time clocks and now the Social Security Number is displayed on a screen for several seconds. This issue will be brought to the attention of payroll.

Tech conducted significant research with other universities before purchasing the Banner system. The University of Illinois is the largest school that has implemented it. The implementation has gotten better along the way, although they have had some communication problems. In Texas, Lamar University and Angelo State University have implemented Banner. Notre Dame has had a successful implementation. Auburn, the University of New Mexico, and New Mexico State have also been successful.

How will the Sunguard BSR system for development integrate? This system is not yet plugged into the Banner product. Tech does not have plans to implement the Banner advancement system and is not aware if Banner provides a data integration with BSR. However, it may develop one in the future since BSR is a new acquisition for Sunguard.
Why are job applicants asked to provide Social Security Numbers? The SSN is actually part of the EEO form and is separated from the application. There has been some discussion in Personnel regarding the use of the SSN on the EEO form. Personnel is willing to assign a temporary number if applicants do not wish to provide an SSN.

No timeline is available for when training will begin for the new system.

 

•  New Business

Resolution 6 for 2005-2006. No quorum was present for a vote. The resolution is tabled until the June meeting. See Appendix B for full text of this resolution

 

•  Announcements

•  The next Executive Board meeting has changed to Friday, September 30, at 1 p.m.

 

•  Adjourn

•  Motion made by Jaclyn Byrd to adjourn

•  Seconded by Tony Rando

•  Motion carries


Appendix A

 

Electronic Nominations and Voting Proposal

 

After reviewing the nominations and election procedures for 2006, several points were made clear.

•  Many staff employees did not receive ballots in a timely manner.

•  The distribution of the ballots could prove to be cost-prohibitive at some point in the future.

•  Administration of the ballots requires man-hours that exceed the normal duties of a Staff Senator

•  The Texas Tech University Faculty Senate is researching viable options in electronic voting.

 

Given these points, the Elections Committee of the 2005-2006 Staff Senate recommends that the Staff Senate pursue electronic nomination and voting options to be in place for pilot testing during the next round of nominations and elections. It is also recommended that paper ballots continue to be made accessible to any staff member who does not have access to a computer or who is more comfortable with paper-based voting.

 

In order to achieve this goal, the Elections Committee further recommends an ad-hoc committee be formed from the general Staff Senate. The purpose of this committee will be to formulate the requirements for an electronic system, coordinate these requirements with the Faculty Senate in an attempt to collaborate on the project, and begin the submission process for a project request to the Information Technology Division.


Appendix B

 

Texas Tech University Staff Senate

2005-2006 Resolution 6

May 3, 2006

 

Resolution in Appreciation of Staff Senate Jana Atkins

 

WHEREAS , Jana Atkins has provided Texas Tech University with loyal and unending support and service; and

 

WHEREAS , Jana Atkins has faithfully served a term on the Texas Tech University Staff Senate with quality work that is seldom found; and

 

WHEREAS , Jana Atkins has served as Texas Tech University Staff Senate Secretary for two years; and

 

WHEREAS , Jana Atkins has provided a sense of continuity which enabled the transition between terms to occur seamlessly

 

THEREFORE BE IT RESOLVED , that on this day, May 3, 2006, the Texas Tech University Staff Senate pays tribute to Jana Atkins' fine record as a Staff Senator and her years as Staff Senate Secretary, expresses gratitude for her overall exemplary service to the Staff Senate, and wishes her the very best in her new endeavor.

 

 

Introduced to, and passed by, the Texas Tech University Staff Senate on May 3, 2006.