March 2024 Meeting Minutes and Handouts

Call to Order – Brandi Martinez, Chair

Red Parking Permit Raffle – Hana Fuller, Chair, Marketing, Events, and Fundraising

Staff Council’s annual Red Parking Permit raffle is happening now through May 13, 2024! Purchase a raffle ticket for the chance to win a 2024-2025 TXST Red Restricted Parking Permit. This year we will have FIVE lucky winners. All red-permit eligible employees can participate in the raffle. Ticket prices are 1 for $5 or 3 for $10. All money raised is used to fund staff scholarships, awards, and initiatives.

Thank you to the Office of the President, Academic Affairs, TXST Global, the Nontenure Line Faculty Committee, and ITAC for sponsoring this year's fundraiser. Because of their generosity, all funds raised will go directly to Staff Council and staff initiatives. We are very grateful for their support!

Staff Shout-Outs – Hana Fuller, Secretary

• Adrian Leal, Human Resources Representative, Human Resources – Talent Acquisition
• Teresa Duggins, Sr Human Resources Analyst, Human Resources – HRIS
• Graciela Ruiz, Schedule Coordinator, University Registrar
• Sierra Bligh, Compliance Specialist, Intake Coordinator, Institutional Compliance

Guest Speaker – Danielle Waddell, Training Specialist, Human Resources

• 2024 Training Needs Assessment. This is an opportunity to shape your professional development journey – let us know what topics, time of day, and locations work for you! Available to staff, faculty, and student employees. Will influence future programming. Responses are due April 1. 
• Bobcat Prowl 5k hosted by Retired Faculty and Staff Association. Saturday, April 6, 2024, at 8 a.m. Proceeds go to student scholarships. Early registration is $30/adult (15 years or older) and $20/child (14 years and younger). 

Treasurer’s Report – Natalie Davis, Treasurer

See tables below for report. Planning to change the account that scholarships are funded from which will affect account balances (total Staff Council funds will remain the same).

Committee Updates 

• Elections, Awards, and Scholarships – Chad Willis, Committee Chair 
  • Staff Council award nominations will open on April 1. All staff are eligible to be nominated (with the exception of current Staff Council members). Award recipients will also receive an honorarium. 
  • VATS golf tournament on April 6. Funding supports student veterans. 
• Council Effectiveness – Krystyn Fleischauer, Committee Chair 
  • President Damphousse signed off on bylaw amendments. Looking for guidance on the first iteration of the Staff Council bylaws prior to posting on the website. 

Announcements – Brandi Martinez, Chair

• Artificial Intelligence (AI) survey responses due March 22.
• Position description updates due May 31, contact compensation@txstate.edu with questions.
• Kudos and Karaoke: Staff Awards and Appreciation Event on May 21 from 1:30 to 5:00 p.m. at the UEC.

Tip of the Month – Samantha Williams, Member-at-Large for Special Events

• University URL + QR Code: Does your department use QR codes for event registration or soliciting feedback? If so, we have some helpful information for your next flyer. ITAC provides Bobcat employees with the opportunity to create a “University URL” under the go.txstate.edu link. This is great for sending Qualtrics links and/or Zoom/Teams meetings. Plus, you can even create a QR code to go along with it. 
• Alkek MakerSpace: Do you have an interest in creating something new and exciting?  If so, check out the MakerSpace in Alkek for a variety of different tools, including a 3D printer, laser cutters, embroidery machines and more! Bobcat employees can utilize the technology and space after completing training. Check out their website for more information and upcoming training sessions. 

Guest Speaker – Dr. Kelly Damphousse, President, Eric Algoe, Executive Vice President for Operations and Chief Financial Officer, and Carole Clerie, Associate Vice President, Human Resources 

Dr. Damphousse: Remote work effectiveness varies by position. TXST leans towards working in person because we are a person serving institution. UPPS 04.04.01 General Workplace Policy describes both short and long-term remote work. Dr. Damphousse recognizes that understanding and interpretation of the remote work policy can vary by person and supervisor and hopes to increase understanding of the remote work policy across campus.

Eric Algoe: Based on the short-term remote work policy, employees can take up to 30 days of remote work (15% of working days) with approval from their direct supervisor. For long-term remote work, divisional VP approval is required. 

Supervisors must approve whether their employees can work remotely. HR is working on professional development for supervisors to better equip them to manage a remote workforce as appropriate. Jobs are unique throughout the university, so a singular approach to remote work is not feasible. Some positions cannot perform their duties effectively when working remotely. Being short staffed also makes it difficult for supervisors to approve remote work. If you disagree with your supervisor on remote work, there are resources you can utilize. 

Carole Clerie: The employee relations team can consult with employees and supervisors to understand disagreements and offer guidance. Another option is engaging in the mediation process which utilizes third party mediators to provide a non-bias option, mediators are not affiliated with TXST. The staff ombuds can provide guidance and support on how to approach concerns. Bobcat Balance also offers guidance and can help employees with navigating complex work situations. If employees are unable to reach a resolution through these avenues, they may submit a Staff Employee Grievance Form.

Additional resources shared:

• Wellness Leave (2.5 hours per week) is now incorporated in UPPS 04.04.30 University Leave Policy.  
• Employee academic release and tuition support. The Academic Release and Tuition Support (ARTS) program provides full-time benefits eligible employees with the opportunity to continue their educational journey with support from Texas State University. Eligible employees can apply to have paid class release time and receive a designated tuition and fees waiver.

Dr. Damphousse: TXST benefits will not benefit all TXST staff the same. Utilization of available benefits will vary based on the nature of your job.

Questions:

• Are staff required to state or prove an extenuating circumstance for a short-term remote work request/to work remotely for a single day? This has been a requirement in our area, so staff no longer request to use remote hours due to rarely being approved.
  This is case by case. Supervisors may ask for more information on why you are requesting to work remote. The policy gives supervisors this authority. 
• Will TXST close for the eclipse on April 8? 
  To celebrate the unique learning experience offered by the total solar eclipse occurring on Monday, April 8, Texas State University is suspending classes from noon to 2 p.m. on both campuses. Students, faculty, and staff members are highly encouraged to watch the eclipse on our campuses as travel during this period is expected to be difficult. Supervisors are authorized to close non-essential offices during the two-hour period to give employees the opportunity to view the eclipse. For timekeeping considerations, the university considers time taken for purposes of viewing the eclipse as worked time. A list of designated essential offices is posted on the HR website.
• When it comes to remote work, the charge for on-campus parking can be a sore point that is unique to a university setting, because people who work remotely (like living in another state) don't have to pay for parking. My question, therefore, is, whether parking policy is expected to be reviewed as part of thinking about remote work in the future? I know that parking fees support buses, etc., so it is a complicated problem.
  No, the university will not offer differential pay or benefits based on working remotely or in person. 
• Wellness seems to be an ambiguous term that is subjective from supervisor to supervisor. Some supervisors consider wellness to only be working out. Is that how it is defined or is there more to wellness than working out.
  The policy is specific to engaging in a health and wellness activity, as outlined in the State of Texas Government code. Not intended for shortening the workday, intended to be used during regularly scheduled work hours.
• What if a department does not allow you to use your full 30 work from home days? It seems like because some departments don't allow staff to utilize these benefits, it isn't equal across the University. Are there plans to make this more uniform across campus?
  Leadership agrees that there is not equal access to this benefit depending on the type of employee and the nature of their job. We can continue to try to encourage supervisors at every level to consider these options. Part of becoming an employer of choice is giving employees the opportunity for flexible work. Some employees by the nature of their job will not be able to work remotely, but there are many jobs that can be done remotely. Employees are encouraged to have the initial conversation with their direct supervisor. Central administration will continue to push out communication to supervisors to encourage flexibility. 
• Echoing earlier question for crystal clear clarification: Just need supervisor and their supervisor's approval for long-term remote approval? Not AVP approval?
  Long-term remote work requires divisional VP approval.
• Long term [remote work] requests begin only after the 30 days have been exhausted?
  Generally speaking, we want people to use the 30 days first, but if you intend to exhaust the 30 days or your position has been designated as a permanent hybrid or remote work position, then submit the long-term remote work request at the beginning of each fiscal year. 
• Will part of the updating of position descriptions in PeopleAdmin have a component where it is made more clear what positions have remote work flexibility? It seems like it would be helpful to have employees onboard with a clear understanding of if they can potentially utilize this benefit.
  Yes, hiring managers are encouraged to indicate remote work eligibility in job postings.

Additional questions not answered in the meeting:

• Does “health and wellness” in the Wellness policy include mental wellness, i.e. therapy appointments or support groups like AA or NA?
  No
• How is the University going about encouraging supervisors to allow their employees to utilize benefits like remote work and wellness?
  Supervisors receive monthly targeted communications from HR that speak to these issues.
• These benefits are included on all job posting in recruitment. Isn't it deceptive to use them for recruitment, but not allow access to them once hired?
  Remote work/flexible schedules/wellness leave is not included in the standard job posting language.

• If our position doesn't align with the job we are doing are we supposed to reach out to our supervisor?
  Yes, please consult with your supervisor.
• Is there a standard form that we could provide to our supervisors for a long-term remote work agreement?
  The form to request long-term remote work can be found in the SAP portal.

• Comment received: It seems drastic to file a grievance around working remote and I can see employees not wanting to do that to prevent the creation of a hostile work environment.
  Other options are available as outlined during the meeting/summarized above.
• So, it seems like the report function is in SAP and short term is the 30 days we receive. Once you exceed the 240 hours in SAP, are you now moved into long term remote which requires VP approval?
  Once the 30 work days are exhausted, the employee should submit a long-term remote work request via the SAP portal which is routed to the divisional VP for approval.
• Is this a correct summary? 

1. Nothing is changing with the remote/telecommuting policy. 
Correct.
2. If staff feel like they should be able to work remotely, but were not approved by their supervisor, they can file a grievance.
Or utilize the other dispute resolution options outlined during the meeting and summarized above.
3. The university wants to provide more info to supervisors about managing remote workers. 
The university is working to create a greater understanding on how to best utilize remote work, which includes providing supervisor training and support around managing a remote workforce.
4. There are no plans to change the remote/telecommuting policy in the near future.
Remote and telecommuting policies will still need the same levels of approval they currently require. Correct.

Administrative Burdens Taskforce Update – Amy Aguirre

• The LBB is no longer completed by the department.
• New ISASE that is dependent on security level will be released. Procurement and/or ITBS will help you determine the correct version. Will be available April 1.
• New intake form is in testing. Will be piloted at the end of April.
• Attachment Z is getting cleaned up to highlight Texas law for vendors. Working with legal and OGC to get approved.
• New trainings available. Procurement 101 is a live class. Next class is next Tuesday March 26th at 9am.  New training guides on Procurement website.

Will continue to meet, this is what is coming up. 

Staff Concerns – Krystyn Fleischauer, Parliamentarian

Check the status of submitted Staff Concerns

Updates

• Back parking lot at JCK.
• SSC custodial services. 

New concerns

• Energy conservation days
• Senate bill 17 and staff affinity groups. 

Closed Session

• Staff Council will not award the Angelika Lester Wahl Diversity Enrichment Award in 2024. The award is under review based on Senate Bill 17. The Elections, Awards, and Scholarships committee is exploring additional award options to recognize staff. 

Adjournment

Motion: Natalie Davis, Second: Toni Frank.