Minutes of Minot State University Faculty Senate

November 14, 2002

 

Members present: Bethany Andreasen, Larry Atwood, Lisa Borden-King, Christian Fantoni, Patti Fedje, Ron Fischer, Nancy Hall, Leisa Harmon, Christopher Keller, Paul Markel, David McCormack, Cheryl Nilsen, Ernst Pijning, Susan Podrygula, Gary Rabe, Ron Royer, M. Saeed, Michelle Sauer, Richard Seklecki, Tom Seymour, Kenneth Staub

Members absent: Richard Barkosky, Linda Haider, Clark Markell, Marie Mohler, Linda Olson, H. Erik Shaar, Elizabeth Steere

Guests present: Stephen Hayton, Joseph Jastrzembski, Wes Matthews

 

President Keller called the meeting to order at 3:32 p.m.

 

The minutes were accepted as corrected.

 

President Keller announced that the Faculty Senate Executive Board approved Liz Steere and Ron Fischer as representatives to the Student Senate.

 

The agenda (attached) was reviewed. To accommodate Wes Matthews teaching schedule, agenda item7b was placed after Item 3. Item 6b (General Education report) and item 6c (discussion of adjunct faculty qualifications and appointment procedures) were added to the agenda.

 

Wes Matthews reported on the change in payroll procedures (attached) which will most likely be adopted by the state of North Dakota. The change will result in twice monthly paychecks with an eight day lag between the end of any pay period and payday. This means wages earned between the 1st and 15th of a month will be paid on the 23rd, and wages earned between the 16th and the end of the month will be paid on the 8th of the next month.

The new procedures will be piloted in Mayville and Valley City starting July 2003, and will be effective at all other campuses starting July 2004.

 

Dr. Nancy Hall reported on many current issues:

¨      A new SBHE policy is being written regarding students who are called to active military duty.

¨      A list of grant awards was presented.

¨      Mayville and Valley City are requesting authority to offer graduate library courses. Dickinson is requesting authority to offer up to 20 graduate credits. NDSU would like to duplicate UND's EdD. Outside consultants may be calling us regarding these proposals.

¨      New agreements will place an ACT testing center and a Regional Small Business Development Center at MSU.

¨      Anne Nicole Nelson Theater is to be finished January 1 with the first performance on January 10.

¨      The Minot Daily News and two local broadcasting stations have received and appreciated MSU publicity information in recent meetings.

¨      MSU Inside is being reinstated on a monthly basis.

 

Ron Royer reported on the recent CCF IVN meeting. Discussion had centered on the payroll change and on possible legislative action. Ron noted that CCF doesn't have a good communication channel for its members.

 

President Keller has produced a cut-and-paste document comparing the responses on the 1999, 2000, and 2002 Faculty Senate surveys. The report sparked discussion of the low participation rate and on the needs identified by the report. Ron Royer moved and Paul Markel seconded that President Keller appoint an ad hoc Committee on the Faculty Survey. The committee is to (1) define a survey data base system, (2) recommend how to use the results, and (3) further analyze the present data. Motion passed.

 

Ernst Pijning  reported that the General Education Committee recommends a one year extension of the Health and Human Services general education courses. The  Committee also recommends re-certification of Psychology 111 for four years, and all the mathematics courses for 3 years. Ron Royer moved and Michelle Sauer seconded that we re-certify all these courses according to the General Education recommendations. Motion passed.

 

Ernst Pijning asked whether a department that wishes an exemption from one of the five General Education strands would get that exemption from the General Education committee or from the Faculty Senate. Ron Royer moved and Patti Fedje seconded that the General Education Committee be asked to make a recommendation which they will bring back to the Senate. Motion passed.

 

M. Saeed raised concerns about the qualifications of adjunct faculty and the procedure for their appointment. Discussion acknowledged a general concern about the appointment of people to teach online courses. In some cases, teachers who lack the approval of the department offering the course or of the person who developed the course are being named to teach the course. Lacking a quorum, no motion was made. The Curriculum Committee will investigate the rules on hiring of adjuncts and will make recommendations of what policies ought to be adopted.

 

Joseph Jastrzembski informed the Faculty Senate about the National Society of Collegiate Scholars (NSCS, a new honor society whose constitution is being approved by the Student Association process. NSCS has a strong service component and requires a GPA of at least 3.40 for admission.

 

Bethany Andreasen presented a list of needed By-Laws changes (attached). She asked that any other needed changes be brought to her attention.

 

Larry Atwood reported on the Froeber Faculty Center. Some problems exist with people being chased out of the room for meetings. The main problem, however, is an apparent lack of faculty interest in the room. Ideas were invited from anyone.

 

President Keller will report on the WCET meeting at the next Faculty Senate meeting.

 

Ron Fischer (representative to the Student Association) reported that students would like to steer ICC to projects that are more relevant to student concerns and to more diverse projects that allow divisions other than humanities to participate.

 

President Keller adjourned the meeting at 5:49 p.m.

 

Respectfully submitted,

 

David McCormack, Secretary

 

Attach: recommended by laws changes
Minot State University Faculty Senate 2002-2003

Full Senate Meeting October 3, 2002

3:30 p.m. Westlie Room

 

Officers:

Faculty Senate President - Dr. Christopher Keller

Faculty Senate Vice President - Dr. Paul Markel

Faculty Senate Secretary - Dr. David McCormack

Faculty Senate Parliamentarian - Dr. Bethany Andreasen 

 

Members:

At-large: David McCormack (03), Rick Seklecki (03), Tom Seymour (03), Elizabeth Steere (03), Leisa Harmon (04), Susan Podrygula (04), Michelle Sauer (04), Larry Atwood (05), Cheryl Nilsen (05)

Arts and Sciences: Rick Barkosky (03), Ron Fischer (03), Ernst Pijning (03), Chris Keller (04), Clark Markell (04), Ron Royer (04), Christian Fantoni (05), Linda Olson (05), Gary Rabe (05)

Business: Patti Fedje (04), Mohammad Saeed (05)

Education and Health Sciences: Marie Mohler (03), Ken Staub (03), Lisa Borden King (04), Paul Markel

Students: Chad Johnson, Colin McNamara

 

Agenda

  1. Approval of the minutes
  2.  Announcements
  3. Review the Agenda
  4. Administrative report
  5. CCF report - Dr. Ron Royer
  6. Old Business

      a. Faculty Opinion Survey results (continued)

      b.

  1. New Business

            a. MSU Chapter of the National Society of Collegiate Scholars - Jason Zablotney

            b. Payroll delay associated with ConnectND

            c. Proposed bylaw amendments

            d. Froeber's faculty center - Dr. Paul Markel      

            e. Report on the Western Cooperative for Educational Telecommunications       meeting - Dr. Chris Keller

            f.

            g.

           

 

 

 


ConnectND Question & Answer Decision Document

Issue PAY-02: Payroll Schedule

Module: Higher Education Human Resources Management System – Payroll

Updated November 5, 2002

 

2002.10.18, ConnectND Steering Committee

Recently, the ConnectND Higher Education Payroll Team decided that to follow best practices; resulting in a more accurate payroll, paycheck, and pay stub, the university system should pay all employees (both hourly and salaried) semi-monthly, with an 15-day lag with pay dates of the 15th and last day of each month. The Executive Steering Committee voted to support this decision, but asked that the lag be reduced to the shortest amount possible. In addressing this request, the Payroll Module Lead determined that 8 days was the shortest time possible which would still provide for an accurate payroll. However, to accommodate this shorter lag-period, you will be paid on the 23rd of the month for work done from the 1st to 15th, and on the 8th of the following month for work done from the 16th to 31st. For further information, and a detailed background paper on this issue see http://www.nodak.edu/connectnd/repository/design/payroll_schedule_8-day_lag_100102.pdf

 

How was this decision reached?

The Higher Ed Executive Steering Committee used the decision making process outlined in the “Initiation Phase” on the ConnectND web site. This was followed by Cabinet review on September 18 and October 16.

When will this take effect?

For pilot campuses Valley City State University and Mayville State University the exact change date is under discussion, but is projected to be between April 1 and July 1, 2003.  Other campuses will move to the new system when their campus goes live on PeopleSoft between fall 2003 and July 1, 2004.

How does this change vary from current practice?

Hourly employees will see a reduction in their lag time from 10-21 days to 8 days. Salaried employees on all campuses will be affected by the 8-day lag. Salaried employees on all campuses (except UND) will see a change as they move to semi-monthly payroll. (UND is already paid semi-monthly). In the end, all employees (hourly, and salaried) will be paid at the same times of the month.

 

Why can't we delay this decision until we have everyone's input?

The project is on a very tight implementation timeline. We knew, as outlined in the Guiding Principles, entering into the project we would have to make some decisions without time for full consultation. This is exactly why it was critical to pick from the most qualified and experienced campus employees available to serve on the project teams. Delaying a decision on this issue will delay the planned roll out of payroll (and possibly other modules). Also, we wanted to give employees an adequate amount of advanced notice for planning purposes.

What will the state do with this money plus the interest it earns?

Effectively, the state will not earn significantly more interest than it does now. If you are paid monthly now (excludes benefited employees on 2 campuses), for a 30 day month the state effectively delays your whole month’s pay for an average of 14.5 days. It works out this way because you are getting your pay sooner than you otherwise would have. Under the new system we will delay pay for an average of 15 days:

 

Monthly Pay on Last

Semi-Monthly Pay on

 

Day of Each Month

23rd and 8th

Day

Days You Wait for Pay

Days You Wait for Pay

1

29

22

2

28

21

3

27

20

4

26

19

5

25

18

6

24

17

7

23

16

8

22

15

9

21

14

10

20

13

11

19

12

12

18

11

13

17

10

14

16

9

15

15

8

16

14

22

17

13

21

18

12

20

19

11

19

20

10

18

21

9

17

22

8

16

23

7

15

24

6

14

25

5

13

26

4

12

27

3

11

28

2

10

29

1

9

30

0

8

Average Wait

14.5

15

 

Why weren't we informed earlier?

This decision was brought forward as soon as it was identified and we had a recommended solution. This specific issue arose as a result of the implementation process.

What other decisions are going to impact us?

At this point, we do not know the answer to this question. However, we will do our best to identify issues of general concern and prepare a document such as this one to be released soon after a decision is made. Our actions, including the decision-making process, are driven by the Project Implementation Guidelines and the interpretation thereof; see, respectively:

·         http://www.nodak.edu/connectnd/repository/initiation/ERPImpGuide-final.pdf

·         http://www.nodak.edu/connectnd/repository/initiation/interpretation.pdf.

 

Is it true that State employees will be paid twice a month when ERP is used, rather than the 1st of the month that many of us are used to? How will this be handled the first or second month?  Won’t this decrease morale?

If people understand the true effects of the change, and the reasons for it, we do not feel it will adversely impact morale. If you look closely at the change in cash flow you can see that moving from monthly to semi-monthly pay is not as big a burden as you might expect. . Here’s an example for a 12-month employee:  This example assumes a July 1 transition.  It will vary, depending on when PeopleSoft is actually implemented at each campus.

Assume that you are paid $1000/month

-          May 31 you get paid $1000 for your work May 1-31, and it has to last you all the way through June

-          June 30 you get paid $1000 for your work June 1-30, and it would normally have to last you all the way through July, but at the beginning of July we switch to semi-monthly pay,

-          July 8 you would , under the new system, be paid for June 15-30, but you’ve already received that money on June 30, so you will not get paid again .

-          July 23 you get paid $500 for July 1-15.  Under the current system this is money you would not have received until July 31

-          Aug 8 you get paid $500 for your work July 16-31 and it has to last you until

-          Aug 23 when you get paid $500 for your work Aug 1-15.

 

Here’s an example for a 9-month employee, again assuming a July 1 transition.  This will vary, depending on when PeopleSoft is actually implemented at each campus:

Assume that you are paid $1000/month.

The transition in pay cycles has taken place July 1. 

You return to campus August 16.  The check you would have normally received on August 31, you now receive on September 8, for $500, for the work August 16-31. 

September 23 you get paid $500 for the work September 1-15.  Under the current system, this is money you would not have received until September 30.

This continues on the 8th and 23rd of each month throughout the academic year.


On May 23, you get paid $500 for May 1-15.  Under the current system, this is money you would not have received until May 31.

 

 Why is 8 days considered the lowest lag time?

It will take us this long to process absence reports (annual leave, sick leave, other paid or unpaid leaves), pay changes, time slips, and overtime slips, run the payroll, get the information to the Bank of North Dakota, allow time for the Bank of North Dakota to get the information to your bank, have your bank process the deposit, and allow for a weekend that would fall into the schedule.

What tools or resources will be made available to employees to help with the transition?  Can you tell me how the proposed loan will work? Will it be actually an advance for reduced payments in the future?

We will offer a no-interest loan program—the details are yet to be determined.  Other employee assistance alternatives are also being reviewed.

Why do we have to "borrow" our own salary?

You don’t have to borrow. We recognize that most people who are paid monthly will have most of their payments scheduled to fall early in the month. It may take some time to either readjust those payment dates or absorb the financial burden. The loan is provided for those who may need a little help during the transition.

What benefit is there to me as an employee to support this change?

Greater organizational efficiencies and better management information that translate into more flexible resources at the institutional level.

I understand that when PeopleSoft is implemented, payday will be on the 8th and the 23rd of each month.  What happens when the 8th or 23rd falls on a weekend or a holiday?   Under the 8-day lag, would we get paid on the last working day on or before the 8th and 23rd? Or would the pay date slip even further those times when the 8th and 23rd falls on a Saturday, Sunday, or Holiday?

The intent is to have paydays on the preceding work day if the 8th or 23rd falls on a weekend or holiday. 

In the 8-day lag document it was stated: "Current SBHE HR 5.2 policy states: “Pay day as determined by the institution shall be the last day of the month or the 15th and last day of the month; however, if the 15th or the last day of the month is a Saturday, Sunday, or holiday, the preceding work day shall be pay day.” This would need to be re-worded if the semi-monthly with an 8-day lag pay cycle is implemented.  How will this be reworded?

The Higher Education Payroll team is working with the SBHE to amend this policy.

 

You say by getting $500 twice a month (instead of $1000 once a month), you will get your money faster. That may be true, but how will the lower salaried individual pay house and car payments?

All individuals will receive the same pay each month; however instead of receiving your entire paycheck on the last day of each month, you’ll receive one-half on the 8th and

 

one-half on the 23rd.  If you tell your bank or credit card company about your new pay schedule, most will accommodate those who need to change their payment schedules.

 

I remember very clearly that when we listed our requirements for a new system, that we wanted monthly and bi-monthly payrolls as an option. What happened to that?  If Peoplesoft is our answer, we should be able to allow each individual to determine if they want monthly or bi-monthly payrolls. In fact an employee of ours work with an Accounting Firm and they could do it with a software package much smaller than Peoplesoft.

You’re correct in assuming that PeopleSoft can be set up many different ways; however, what also needs to be considered is the cost associated with each set up.  The Higher Education Executive Steering Committee recently released a paper entitled: “Comparison of Customization, Modification, Configuration and Their Effects On Flexibility” which describes these issues that the module teams must consider as they determine how the system will be configured.  The Steering Committee’s document is located at: http://www.nodak.edu/connectnd/repository/design/Customize_or_Configure.pdf

 

Will the decision be revisited?

If, when the State makes their final decision on November 15, 2002, it does not match the university system’s decision, this decision may be revisited. However, at that time, we must consider the cost of additional system configuration and the possible delay in system rollout.

 

How do I get more information on this decision?  Many employees have direct bill paying coming out of their bank accounts during the start of the month - how soon will you be notifying employees that they need to reschedule these payments?

Campus presidents were asked to identify contact individuals on each campus regarding implementation.  The following campuses have named contact individuals:

 

MaSU                     Brian Larson, Enrollment Services Director

                                Phone: 701-788-4768

                                Email: Brian_Larson@mail.masu.nodak.edu

 

NDSCS:                Peg Torrance, Human Resources Director

Phone: 701-671-2904

Email: Peggy.Torrance@ndscs.nodak.edu

 

NDSU:                   Jean Ostrom-Blonigen, Director of Internal Audit and Special Projects

Phone: 701-231-9413

Email: Jean.Ostrom-blonigen@ndsu.nodak.edu

 

                VCSU:                   Joan Noeske, Payroll/Benefits Specialist

                                                Phone: 701-845-7233

                                                Email: Joan.Noseske@mail.vcsu.nodak.edu

 

Contact individuals for the other sites will be listed on the web site as they are named.  In the meantime, implementation questions may be asked via the upper left hand corner of the ConnectND Web Site (http://www.nodak.edu/connectnd/) or by contacting Jean Ostrom-Blonigen, ConnectND Communications Manager, at 701-231-9413 or Jean.Ostrom-blonigen@ndsu.nodak.edu

 

 

 


SUGGESTED BYLAWS AMENDMENTS               Nov. 14, 2002

 

Committee membership/terms

Athletic Policies Committee (Article III, Section 3.C.1) membership includes the Dean of Students.  The Senate should make a substitution for this position, which no longer exists.

 

Library Committee (Article III, Section 3.M.1) membership includes the Director of the Graduate School.  This terminology is no longer current, and needs to be updated to Dean of the Graduate School.

 

Student Rights Committee (Article III, Section 3.P.1) membership includes the Dean of Students.  The Senate should make a substitution for this position, which no longer exists.

 

The terms for the representatives to the Council of College Faculties (Article III, Section 1.G) are not spelled out in the bylaws.  The CCF Constitution provides for three year terms, but this does not answer the question of the length of the alternate’s term, although in practice this has been one year.  The Senate should amend this section to make the terms of service clear for all three positions.

 

Duties

Faculty Handbook Committee (Article III, Section 3.J.5) duties need to be revised, if we are indeed moving to an electronic version of the handbook.  The logical starting point would be to ask the Handbook Committee to review the list of duties and recommend revisions for the Senate to consider.

 

Other

In previous years, the Senate has discussed the necessity for a policy statement permitting exceptions to the requirement of continuous service for candidates for tenure and promotion.  This statement will need to be included within both Articles V and VI of the bylaws, which the Senate presumably will be revising after the report of the Ad Hoc Committee on Tenure and Promotion.

 

Amendments require both Faculty Senate and faculty approval.