University of Illinois Urbana-Champaign Senate Committee on Campus Operations met Jan. 22.
Here is the minutes provided by the committee:
Present: Chair John Dallesasse, Toby Beauchamp, James Brennan, Joanne Kaczmarek, Bradley Klein, Glennys Mensing, Ross Toedte
Ex officio: Mohamed Attalla, Morgan White
Absent: Rahim Benekohal, Sara Holder, Gloria Keeley, Frank Liu
Ex officio: Joe Edwards
Guests: Linda Gregory (Director of Sponsored Programs Administration Post-Award), Melanie Loots (Executive Associate Vice Chancellor of Research and Innovation)
A regular meeting of the Senate Committee on Campus Operations (CO) was called to order at 1:00 pm with Chair Dallesasse presiding.
I. INTRODUCTIONS
Introductions were made.
II. APPROVAL OF MINUTES
The minutes of the December 4, 2019 meeting were approved as distributed.
III. PUBLIC COMMENT
No requests received.
IV. CHAIR’S REMARKS
No remarks.
V. UPDATE ON FACILITIES AND SERVICES (F&S)
Copies of the January F&S Update were distributed. Attalla updated CO on the following:
• LEED (Leadership in Energy and Environmental Design) Platinum certification has been received for the Electrical and Computer Engineering Building.
• UI Ride Shuttle makes three round trips daily Monday through Friday. This program has been active for a month.
• The University has earned a new designation as a Silver Bicycle Friendly University from the League of American Bicyclists.
• Energy Conservation Incentive Program (ECIP) recognized four auxiliary buildings on campus that showed the greatest percentage energy reduction from the fiscal year 2018-2019.
• The Joint Advisory Committee on Investment, Licensing and Naming Rights has approved the renaming of:
o William L. Everitt Laboratory of Electrical and Computer Engineering to William L. Everitt Laboratory
o Engineering Instructional Facility to Campus Instructional Facility
CO inquired about UI Ride fees and utilization. Attalla responded that fees are listed on the UI Ride website. Attalla also noted the shuttles have not been full, but will carry up to 18 passengers. The shuttles are wheelchair accessible, including an accessible restroom, offer Wi-Fi, and a changing room. White added that the use of UI Ride reduces the carbon footprint and is more cost effective than air travel.
VI. UPDATE ON THE INSTITUTE FOR SUSTAINABILITY, ENERGY, AND ENVIRONMENT (ISEE)
White reported that the Illinois Climate Action Plan (iCAP) draft should be nearing completion in April. The iCAP Working Group is reviewing the draft sustainability objectives while considering costs and practicality. A recommendation will then be presented to the Sustainability Council, which includes: the Chancellor, the Provost, several Deans and Vice-Chancellors, several students, Dr. Attalla, and iSEE Director DeLucia. White will send the current draft objective for feedback from CO. Stakeholder reviews of the draft document will take place in February and March.
VII. UPDATE ON THE STUDENT SUSTAINABILITY COMMITTEE (SSC)
White reported the SSC is transitioning from iSEE under the Office of the Vice-Chancellor for Research and Innovation to Student Success and Engagement under the ViceChancellor for Student Affairs. The student-initiated green fees include over one million dollars each year, and that SSC recommends how the funds should be allocated. iSEE and the Office of Student Affairs have previously jointly approved the SSC recommendations, and that is likely how approvals will continue to work. The first SSC meeting for this semester is tomorrow.
VIII. UPDATE ON TRAVEL AND EXPENSE MANAGEMENT (TEM)
No update.
IX. OLD BUSINESS
CO.18.02, Campus Traffic Safety Concerns
No report.
CO.18.03, New Budget Model Discussion
No new discussion.
CO.20.03, Campus Operations Feedback Portal
No new discussion.
CO.20.04, Environmental Procurement
No new discussion.
CO.20.05, Objectives for Discussion with University of Illinois Police Department (UIPD)
No new discussion.
CO.20.06, Discussion with the Office of the Vice Chancellor for Research & Innovation on Topics Involving Grant Submission, Post Grant Processing, Facilities and
Administrative Charges
Linda Gregory, Director of Sponsored Programs Administration (SPA) Post-Award, presented information on the Grant Expenditure Review and distributed a document on the Sponsored Project Lifecycle.
Chair Dallesasse inquired about comparing results of audit findings with other institutions. Gregory shared that SPA regularly reviews results from the Big Ten. She also indicated the award closeout for the University is better. The University uses the same audit firm as Southern Illinois University and is on a three-year audit rotation for research and development (R&D) auditing.
Chair Dallesasse questioned if the percentage of Facilities and Administrative (F&A) charges, commonly referred to as overhead, changed with the new budget model.
Loots noted the revenue from F&A charges are distributed with 55% to the University and 45% to the home unit investigator. Chair Dallesasse asked how the new budget model considers F&A and how it should be calculated. He expressed concern that space and return on overhead could possibly be double billed. Chair Dallesasse shared from a Principal Investigator (PI) perspective, the largest expense is the facility. He inquired about the services being provided at the University and local level to justify the 55%.
Loots anticipates a review of the distribution calculation to be completed by fall of 2020 to determine if it should be recalculated. Chair Dallesasse noted that since the Federal Government limited the Administrative reimbursement to 26%, and the University ratio is 55% Facilities and 45% Administrative. It seems the ratio would be more aligned with the amount reimbursed to the University and be less than the 26% for a statutory limit.
Gregory noted there might be some adjustments. Loots stated that this is how the Federal Government intends to reimburse the University.
CO raised a question about smaller scale research units and whether they contribute financially to F&A in the same way larger scale research units contribute. Gregory indicated Administrative charges are not always paid at the negotiated F&A rate since it depends on the grant source requirement.
Chair Dallesasse expressed his concerns regarding unallowable purchases of certain items, such as Nitrile Gloves, tweezers or toner, on grant funds since it is difficult to provide documentation that such items will only be used for that specific award.
CO inquired about continuing grants and information requests made on older awards. Gregory noted that requests have been received for information and may be requested up to three years after an award has closed. SPA retains records for a period of three years as required by the Federal Government.
CO questioned if any of the awards went toward deferred maintenance. Chair Dallesasse suggested this question also be considered with how Facilities costs are calculated and mentioned in the private sector, funds would be allocated accordingly.
CO asked who should take the Sponsored Programs and Research Compliance (SPaRC) certification series. Loots responded that the certification series should be completed by new staff and is available for everyone.
CO.20.07, Invitation to the Division of Research Safety to discuss topics Involving Laboratory Safety Audits
Chair Dallesasse suggested CO begin to formulate questions on laboratory safety, general safety, and compliance. Chair Dallesasse inquired with CO on how a response is coordinated across campus with multiple areas being responsible for safety. CO briefly discussed the areas and effectiveness of the current mechanism.
CO mentioned two different campus units:
• Facilities and Services:
o Safety and Compliance (ie: fume hoods)
o Code Safety (ie: OSHA)
• Office of the Vice Chancellor for Research and Innovation:
o Division of Research Safety (ie: Hazardous Materials)
X. NEW BUSINESS
XI. ADJOURNMENT
The meeting was adjourned at 2:35 pm.
https://uofi.app.box.com/v/CampusOperations/file/623889512348
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