April 2025 Meeting Minutes and Handouts

Call to Order – Chad Willis, Chair

Item 1: Treasurer’s Report – Natalie Davis, Treasurer and Abigail Miller, Treasurer-Elect

See attached report.

Item 2: Tip of the Month – Samantha Williams, Vice-Chair 

Star Trak takes walking to the next level, launching your participation into hyperdrive! Aim for red, yellow, or blue stars by reaching 6,000, 8,000, or 10,000 steps daily.  

This exciting new challenge is available for up to 500 benefits-eligible faculty and staff. Sign up using your TXST employee ID (A-number). Registration is now open, and the challenge runs from April 7 to May 4, with the last day to log activity on May 6.  

Features include the option to sync with Apple Health, Health Connect, and all major tracking devices, a full-featured mobile app or desktop version for easy access, daily tips, recipes, an interactive message board, and Thrive Thursday bonus challenges for teams of 4-5.  

Item 3: Staff Shout-Outs – Hana Fuller, Secretary  

  • Sarah Henry, Buyer II, VP for Information Technology
  • Cynthia Balboa, Procurement Analyst, Procurement and Strategic Sourcing
  • Reyes Angela Stowe, Administrative Assistant II, School of Social Work
  • Kelsey Nichols, Administration Assistant III, School of Social Work

Item 4: Staff Concerns – Krystyn Fleischauer, Parliamentarian 

Check the status of submitted Staff Concerns 

ITAC’s New Ticketing System – Jen Aguirre, Sr Business Process Analyst, ITAC

ITAC has implemented a new ticketing system, which has also been adopted by TXST One Stop. Users can reply to emails from ITAC and TXST Services, with responses remaining linked to the original ticket. The appearance of service and request forms will remain consistent for users, though some forms may transition to the new TDX system.

Key features of the ITAC portal include access to the ITAC Service Catalog, request history, IT service status, and a contact option for ITAC. Users can browse the catalog or search for specific services using the toolbar.

The portal allows users to track the status of their ticket requests under the "Services" section, which defaults to open tickets. To view all tickets, users will need to adjust the filter settings. While some requests still require Gato form submissions, these will sync with TDX for status updates.

Q: How to re-open a ticket

A: Simply reply to a closed ticket. A new ticket will be created, referencing the original one. ITAC prefers to close tickets after the initial inquiry and create new tickets for follow-up questions. No need to manually re-open a ticket—just hit reply.

Q: Will this change the Live Chat functionality with ITAC?

A: No, Live Chat remains available and will not be affected.

Q: I post my replies/comments into the ticket itself and you see it, but the responses i get back via email do not show up in the feed chain - is there anyway to combine them

A: Emails should appear in the TDX feed as well. If you do not see an email in the feed, please inform ITAC.

Performance Review Overview – Cindy Keilers, Employee Relations Specialist, Human Resources

Cindy provided a walkthrough of the performance review self-assessment process. Employees will rate their progress on goals and are encouraged to include comments on how they achieved them. A “legal scan” tool will review the comments to ensure the information is appropriate for the performance review.

Managers will be able to view the employee’s self-assessment ratings and comments, then provide their own ratings and feedback on the same goals. Additionally, managers will indicate whether the employee has completed the required compliance training. During the 1:1 meeting, it is recommended that managers share the employee’s roadmap.

To finalize the review, employees must confirm their submission in SuccessFactors under Performance > All Forms. All performance reviews must be completed by May 31.

Q: With the "legal scan" icon, is all data involved in the scan internal and deleted after use?  Is the scan provided by an external service?   I suppose I am asking how would you address the common concern that comes with any external AI service (if applicable), that the external group gets access to the data, which in this case is inherently private?

A: The data is protected through SAP and SuccessFactors. If you have specific concerns, please contact Cindy Keilers at ck24@txstate.edu. 

Q: Will the manager have to go to another location to determine if their employees have completed their mandatory TXST training courses or is there a way to see that in the employee's manager assessment page?

A: Currently, the two systems are not connected. Spreadsheets are being distributed to managers who have staff that are out of compliance.

Q: Do NSNR's need to complete a performance review?

A: No, the performance review process is for staff and faculty who supervise others.

Q: Do the badges make any sort of difference via pay or something, or are they just a signifier for an achieved goal or something?

A: Badges are purely a form of recognition for achieving goals and are not tied to compensation.

Q: My Review Your Performance  says Due in 8 days. Is that only the Self-Assessment versus the whole performance review?

A: This is the desired date to complete the self-assessment to stay on target for completing the full review cycle by May 31. 

Q: If a full-time staff member began less than 6 months ago, will they go through a different process?

A: Employees who started after February 1 are not required to complete the performance review cycle for that year.

Item 5: ERP Assessment Team Updates – Krystyn Fleischauer, Parliamentarian

ERP Assessment website.

The first demonstration from Ellucian was done last week. The committee is looking for your feedback; feedback is for internal review only and will not be shared with the vendor. 

Ellucian Day 1 Demo Survey (April 3): https://txstate.co1.qualtrics.com/jfe/form/SV_9nMYf0Kct6Io5sq.

Ellucian Day 2 Demo Survey (April 4): https://txstate.co1.qualtrics.com/jfe/form/SV_dm3lxgWq0F7bgSG.

Ellucian has approved the recordings of their sessions, but they have not yet been made available for distribution. Krystyn will share them once they are accessible. It is unclear whether the next vendors will permit livestreaming or recording.

Q: Do we know if the University will be purchasing the entire package from whatever vendor or will be it piecemeal?

A: Yes, the chosen vendor will provide the entire package, will not go with multiple. 

Item 6: Red Parking Permit Raffle – Hana Fuller, Chair, Marketing, Events, and Fundraising Committee  

Staff Council's annual Red Parking Permit raffle is back! Running from March 18 to May 12, 2025 (with the raffle closing at 5 pm), enter to win a 2025 - 2026 Red Restricted Parking Pass. FIVE lucky winners will be selected and announced on Tuesday, May 13, during the monthly Staff Council meeting. All funds raised from the raffle will support staff scholarships, awards, and initiatives.

Ticket prices are one for $5 or three for $10 and can be purchased online only.

A huge thank you to our sponsors! Thanks to the generous support of TXST leadership, all proceeds will go directly to Staff Council and staff initiatives. We deeply appreciate their commitment to supporting our community!

Special Thanks to Our Sponsors:

  • Office of the President
  • Office of the Provost and VP for Academic Affairs
  • Division of Student Success
  • Office of the Vice President for University Advancement 

Thank you for your support and best of luck! 

Item 7: Committee Updates for AY 2024-2025 

  • Goal 1: Parking, Joshua Lopez 
    • Lt. Michele Fox shared feedback she has received on Comanche street traffic. She indicated adding signs detailing that the area is not for drop off should be doable. UPD is planning to address the paid parking concerns with Chief Carmichael and Mr. Algoe at the next safety committee meeting. Lt. Fox is going to investigate parking issues at JCM. Questions submitted in chat will be followed up after the meeting. 
  • Goal 2: Employee Benefits and Accessibility, Stephanie Daniels 
    • No updates. 
  • Goal 3: Leave/Time Off, Kathy Weiser 
    • Committee has been benchmarking other institutions of higher education in Texas about how they are addressing their employee’s concerns related to exclusion of higher education in state legislation for paid parental leave. Benchmarking responses indicated Texas institutions are informing and working with their administrations about the concerns, which is our Staff Council’s approach. Our committee member liaison to our Staff Council Executive team is committed to parental leave being a discussion item when Exec meets with TXST Chief Human Resources Officer Brett Last. The committee continues to work on addressing this concern.
    • Committee reviewed and discussed survey results included lack of awareness about the flexible work policy among supervisors and suggested the need for a supervisor training on the policy.
    • Committee is inviting the training and development team to discuss potential recommendations.
    • Committee’s next meeting is April 10th
  • Marketing, Events, and Fundraising, Hana Fuller  
    • T-shirts that were ordered for pick up at the San Marcos campus that we not picked up were delivered to the office locations provided in your order. The committee is finalizing final pick ups for shirts at the Round Rock campus.  
  • Council Effectiveness, Krystyn Fleischauer 
    • Submit any committee updates to operating procedures by April 18. 
    • Reviewing information received on employee benefit usage. 
  • UPPS, Brandi Martinez 
    • No updates. 
  • Elections, Scholarships, and Awards, Amy Aguirre  
    • Award nominations closed last Friday. The committee is reviewing the nominations. Award winners will be announced at Kudos and Karaoke on May 12.
    • The election cycle will begin on May 12. 
  • Compensation and Benefits, Leslie Burgess 
    • We completed the benefits survey and have submitted it to 10 other universities. The survey closes on April 30 and will begin reviewing the data then

Item 8: Announcements – Chad Willis, Chair

Closed Session  

Staff Council members only.

Adjournment – Chad Willis, Chair 

Motion: Krystyn Fleischauer, second: Kaycee Baker.