OFFICIAL NOTICE OF VOTE CLASSIFIED EMPLOYEES TO UNIVERSITY SUPPORT STAFF

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Paula Barrett
6 years ago
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to move classified positions to University Support Staff (USS). Per Kansas law (K.S.A. 76-715a) this notice is being given more than 90 days prior to the vote.

If the vote is to move to USS, the final determination will be made by the Kansas Board of Regents.

1 The Fall 2013 Classified Newsletter has a variety of information from topics on Holidays, Classified and University Support Staff to changes in the KPERS plans. OFFICIAL NOTICE OF VOTE CLASSIFIED EMPLOYEES TO UNIVERSITY SUPPORT STAFF December 3, 2013 Emporia State University classified employees will vote on March 5, 2014 either Yes or No to decide whether to move classified positions to University Support Staff (USS). Per Kansas law (K.S.A a) this notice is being given more than 90 days prior to the vote. The choice to recommend remaining classified or moving to USS will be made by the majority of votes received from classified employees. If the vote is to move to USS, the final determination will be made by the Kansas Board of Regents. The ballot will ask: Do you want Emporia State University classified positions to convert to University Support Staff as allowed by Kansas Statute Annotated a? Responses are: Yes, I want Emporia State University classified positions to convert to University Support Staff, or No, I want Emporia State University classified positions to remain in the State Civil Service. Voting will be online at the ESU Main Campus. Classified employees may begin voting on March 5 th at 9:00 a.m. and end at 6:00 p.m. Detailed instructions for voting, including the online access and absentee process, will be communicated at least 10 working days prior to the vote. Absentee ballots will also be due by 6 p.m., March 5, If you require an accommodation due to a disability, please contact Human Resources at for assistance by 5:00 p.m. on March 3, The Alternative Services Committee, Classified Assembly and university administration want to be sure you have the information you need to make an informed decision. Over the next several months, you will continue to receive information from the Alternate Service Committee. There will also be town hall meetings in February, where you will hear more about policy and procedure changes for USS. You will also be able to ask questions about what these changes might mean to your position. If you have any immediate questions or concerns, please contact Gwen Spade, gspade@emporia.edu or at , or Laurie Pitman, lpitman@emporia.edu or at You can find more information online at

2 Classified Assembly had the opportunity to ask President Schonrock some questions about moving to University Support Staff. Since the Office of the President requested that the Classified Assembly establish the Alternative Service Committee, the University s senior leadership team is very supportive of the assembly s and committee s continued communication regarding University Support Staff (USS). Currently, five KBOR 4-year universities are considering USS anticipates votes of their respective classified staff at the end of Fall 2013 and mid to late Spring 2014; the University of Kansas has already moved to USS; Fort Hays State University and Kansas State University are awaiting Board of Regents approval. Below are some questions that the Classified Assembly has asked President Shonrock and his responses. What steps will take place on campus if the switch from Classified to University Support Staff (USS) were to pass? What would be the outcome if the switch does not happen? If the switch to USS were to pass at ESU, our University leadership along with our current Classified Assembly leadership would create a presentation for the Kansas Board of Regents demonstrating the university s commitment and readiness to move to USS. If the USS does not pass at ESU, current practice for classified staff would remain. How would the change to USS directly influence the University budgets in the upcoming fiscal years of 2015 and beyond? Annually, the University s Budget Advisory Committee, including Shared Governance representatives (i.e., classified assembly) along with the University s senior leadership team reviews current and future budgets including compensation for employees (currently, only unclassified faculty and staff are eligible since classified salaries are established by the governor and legislature). The university will continue to consider options for salary adjustments for all employees in the future, within the limits of those it has the legal authority to address (i.e. unclassified, university support staff, and student employees). Of course, consideration regarding salaries is always contingent on available financial resources influenced by enrollment and state funding. What changes might happen for assignments of positions, classifications or titles if ESU would proceed with USS? Would ESU adopt a range system, much like KU has done? The University of Kansas does provide a model for USS employees regarding classifications/titles/etc. That would certainly be a very good framework for ESU for consideration should the USS referendum pass. The university would need to discuss and review these options with employees, especially during the first year of USS status. The following page has bulleted points on the differences and similarities for Classified staff and University Support Staff.

3 Employment State Civil Service VS University Support Staff State employees State employees Termed Classified employees Termed University Support Staff Do not have contracts Do not have contracts Regular, permanent positions Regular, permanent positions Classification and pay range administered at state level Classification and pay range administered by ESU 1 Pay allocated and approved by the Governor and Kansas Legislature Pay allocated and administered by ESU 1 Discipline and protection systems in place as well as state appeal board Discipline and protection systems in place as well as ESU appeal board 2/3 Statewide reemployment rights in case of layoff Reemployment rights at ESU in case of layoff 2 Federal laws and regulations guide practice and policies Federal laws and regulations guide practice and policies MOA negotiated at university level MOA negotiated at university level Performance appraisal system established at state level Performance appraisal system established by ESU 4 Recruitment regulated at state level Recruitment administered by ESU 5 Compliance with applicable State and Federal laws and regulations is mandatory in Civil Service as well as University Support Staff Benefits State Civil Service vs. University Support Staff State Civil Service VS University Support Staff State health benefits State health benefits KPERS retirement plan KPERS retirement plan Access to voluntary retirement plans Access to voluntary retirement plans Longevity Bonus administered according to state statute Longevity Bonus administered at local level Leave accrual at current rates Leave accrual at current rates Leave payout at termination/ retirement at current levels Leave payout at termination/ retirement at current levels 1 Compensation Whitepaper 2 Discipline/Protection Whitepaper 3 Appeals Board Whitepaper 4 Performance Appraisal Whitepaper 5 Recruitment Whitepaper

4 Final Town Hall Meetings dates Classified Assembly before USS Vote on March 5th: Mee1ngs are scheduled for the 2 nd Tuesday of each month. Unless noted otherwise, mee1ngs will be held in South Morse Hall Room 418. Tuesday, February 4 th at 9:30am in Visser Hall, Room 330 Wednesday, February 19 th at 3:30pm in Memorial Union, Preston Room Tuesday, February 25 th at 3:30pm in Visser Hall, Room 330 Thursday, February 27 th at 9:30am in Memorial Union, Preston Room CLASSIFIED ASSEMBLY Membership for If there are any questions regarding classified employees or information in this newsletter, please feel free to contact any of the individuals listed below. Name Campus Box Extension Term Expires Darcy Johnson Steve Sisson Vickie Deere Candy Johnson-Secretary Leticia Rust Jackie Lutz-Co-chair Brian Morgan Linda Parks Laurie Pitman-Chair Gwen Spade Cheryl Wooderson Judy Anderson, ex officio Fall Seminar will have Representative Don Hill and Senator Jeff Longbine as speakers to answer questions about the upcoming winter legislative session and topics being considered at the state level. This seminar will be held on Wednesday December 11th at the Roe R. Cross room in Cremer Hall, from 2:30 to 4:00pm.

5 Benefit Changes Coming for KPERS Members KPERS benefits will change starting in The 2012 Legislature passed changes in response to KPERS longterm funding shortfall. Although the legislation calls for employers to do the heavy lifting to help fund the system, some weight is on members shoulders, too. The Big Picture Employers will pay more. KPERS Tier 1 members will pay more and get more. KPERS Tier 2 members will no longer have a cost-of-living adjustment (COLA), but will have a higher benefit multiplier. Are You Tier 1 or Tier 2? Tier 1 members generally have a hire date before July 1, Tier 2 members generally were hired on or after July 1, Check with HR if you are unsure which Tier you are in. Employer Contribution Increases Employer contributions increases will have the most significant impact on funding. Employers will contribute an additional $500 million, bringing the employer total to more than $9 billion over the next 10 years. Employees will contribute about $4 billion during the same time. KPERS Tier 1 Member Changes TIER 1 CHANGES EMPLOYEE CONTRIBUTION RATE BENEFIT MULTIPLIER Now 4% 1.75% January 1, % 1.85% (future service) January 1, 2015 and after 6% KPERS Tier 2 Member Changes Your contribution rate will stay at 6% but your benefit multiplier will increase to 1.85% for all service! Even past service. You will no longer have a cost-of-living adjustment.

6 New Tier 3 HB 2333 creates a new cash balance plan for new hires beginning January This will not affect current active KPERS members, KP&F or Judges. Reasons for the Shortfall KPERS has struggled with a long-term funding shortfall for more than a decade. The Great Recession in 2008 caused unprecedented investment losses. Member benefit increases in the 1990s were funded mostly through actuarial changes that put off paying for them until later. For over 18 years, state statute has kept employers from contributing at the rate required for proper funding. Members are living longer and members have been retiring earlier under the 85 point rule, both increasing liabilities. Optional Group Life Insurance (OGLI) from KPERS Spouse Coverage Will be Available A state employee can soon buy up to $25,000 of guaranteed OGLI coverage for his or her spouse no health questions asked. Employees can also increase existing or get new OGLI coverage during a special open enrollment without proof of good health. SPECIAL OPEN ENROLLMENT February 2014 spouse coverage and employee increase or first-time enrolled May 1, 2014 coverage effective date Coverage Available Proof of good health not required Proof of good health required Spouse $10,000 or $25,000 $50,000 or $100,000 Employee start at or increase by $5,000 to $25,000* $30,000 to $250,000* *$5,000 increments More details will be distributed as the open enrollment gets closer.

7 Holiday Schedule Governor Brownback has designated Wednesday, December 25, 2013 as the official designated state holiday for Christmas and Wednesday, January 1, 2014, as the official designated state New Year s holiday. The campus will close beginning at 5:00 p.m. on Friday, December 20, 2013 and will re-open at 8:00 a.m. on Thursday, January 2, During this winter break, offices and buildings will be closed to the public and heating to the buildings will be reduced as part of our energy savings initiative. Employees who must work during this period may do so only upon approval of their respective vice president and will want to dress for the cooler building temperatures. During the winter break, classified and unclassified employees who earn vacation leave may use vacation leave on their regularly scheduled workdays during that period (6 days total for a Monday-Friday work schedule), or have the option to take leave without pay. If you have not accumulated enough vacation leave for the entire break and do not wish to use leave without pay, you may charge your vacation against the accrual, resulting in a negative balance. If an employee takes leave that results in a negative balance, no additional leave may be taken until a positive balance has been earned. Temporary, non-benefits eligible, non-faculty employees should check with their supervisors about work schedules for the holidays. Discretionary Day Reminder If you have not yet used your Discretionary Day, please remember that for employees who earn vacation leave and whose work schedule is Monday through Friday, the last day to use the 2013 Discretionary Day is Friday, December 20, The Governor has again authorized a Discretionary Holiday for The General Policy can be viewed at holiday.htm The 2014Discretionary Day may be used starting December 23, Designated Holidays for 2014 Governor Sam Brownback approved the following holidays for the state service in calendar year 2014: Employees who are entitled to holidays should receive credit for these holidays in accordance with Kansas Administrative Regulation and Office of Human Resources Bulletin New Year s Day Wednesday, January 1, 2014 Martin Luther King, Jr. Monday, January 20, 2014 Day Memorial Day Monday, May 26, 2014 Independence Day Friday, July 4, 2014 Labor Day Monday, September 1, 2014 Veteran s Day Tuesday, November 11, 2014 Thanksgiving Day Christmas Day Thursday, November 27, 2014 Friday, November 28, 2014 Wednesday, December 24, 2014 (half day) Thursday, December 25, 2014 Friday, December 26, 2014

8 From the Classified Assembly Chair: Hello Classified Employees! It has been an honor to serve as Chair of the Classified Assembly this year. I absolutely love working at Emporia State University. Interacting with students is a very energizing, and classified employees interact with students every single day and in many, if not most instances, we are the front line staff and some days the only staff with which students interact during their daily experiences at our universities. Classified employees assist universities to recruit, retain, graduate, and employ students; we touch the students lives in every aspect of their academic journey. From the time students call to schedule a campus visit to when students graduate, classified employees are the people that answer the questions, find the answers, and provide the highest level of customer service. We are essential and integral to high quality education in Kansas. I have also had the honor of sitting on the Alternative Service Committee (ASC) and realized the term unclassified has different meanings to various entities on campus. In an effort to clarify how the term unclassified relates to the ASC developing a plan for University Support Staff (USS), the committee offers the following explanation. Classified is a term specific to state civil service. If employees are no longer in the state civil service system, as would be the case with USS, then their positions cannot be called classified, and are referred to as unclassified. The term unclassified in this context will not be the same as the term unclassified that is associated with unclassified professional staff at Emporia State University. USS will not have contracts. USS will not be represented by Faculty Senate or Unclassified Commission; they will be represented by a body similar to Classified Assembly. USS will continue to have discipline and protection system as well as an appeals board. USS will not be governed by the rules and guidelines of the University Handbook; they will be governed by the ESU Policies and Procedures Manual, which will include specific rules and guidelines for USS. USS will continue to function in the same capacity they are now as classified positions, but instead of being referred to as classified, they will be referred to as University Support Staff. It is your responsibility to get informed! To find more information, including communications, copies of White Papers, frequently asked questions, resources, a timeline, and progress of the plan, please visit the ASC Website at: THANKS! Laurie Pitman, Co-Chair Classified Assembly

Personnel. Section 5. Employee Benefits. Termination

Personnel. Section 5. Employee Benefits. Termination Section 5 Personnel Employee Benefits Salary Administration Working Hours, Holidays, Vacations. Sick Leave Parental & Family Leaves Insurance Coverage Other Benefits Retirement & Other Savings Termination