ࡱ> yx Vbjbj 4neeN+ BBBBBVVV8,4VgHGGGGGGG$J3M HB HBB!HpBBGG?B c@"G7H0gH@NxNDBNBB H HgHN :  OVERFLOW MEETING MINUTES October 30, 2014 3:00 -5:00 p.m. ADMINISTRATIVE PROCEDURES________________________________________________ ROLL CALL Present: Andrew Adams, Kia Asberg, Bob Beaudet, Christopher Cooper, David Dorondo, Jeanne Dulworth, Yang Fan, David Henderson, Leroy Kauffman, Will Lehman, Mary Jean Herzog, David McCord, Erin McNelis, Peter Tay, Karyn Tomczak Cheryl Waters-Tormey, Tonya Westbrook Members with Proxies: George Ford, Katy Ginanni, AJ Grube, Beth Huber, Bob Mulligan, John Whitmire Members Absent: David Belcher, Lisa Bloom, Shawn Collins, Ian Hewer, Alison Morrison-Shetlar, Recorder: Ann Green This meeting is a continuation of the Faculty Senate meeting of October 23, 2014. COUNCIL REPORTS________________________________________________________________ Collegial Review Council/Erin McNelis, Chair: The Collegial Review Council met on Thursday, October 9th. The primary topic of discussion was a statement that was suggested to be added to the Faculty Handbook Section 4.04 regarding the use of the faculty activity database. They started discussion and it was clear they were not going to bring a resolution because there were still some people that Andrew Adams would be meeting with. They did discuss the most updated version of the statement. There were a couple of primary concerns. They added a sentence about additionally the data could be used in university wide reports such as those prepared for General Administration, SACS or Carnegie Foundation. That generated discussion about what would be accessible and available in the database and concerns about personal information being visible to people that shouldnt have the rights to that. They suggested some changes that aggregated that personally non-identifiable data could be collected. Discussion took place on who would have access to the database, could people pull up information on their colleaguesthey suggested then using the data would be used by the personnel as authorized by the Office of Institutional Research and Planning. Right now, David Onder is the only individual that has that complete access. Discussion led to how do people in the line of annual faculty evaluation or tenure and promotion and how they will have access. There are privacy issues and the notion that the tool should be driven by its purpose which they think of primarily as collegial review. But it is also being used or hoped to be used for institutional gathering so when the provost office is asked for what research the faculty participate in, a list can be generated. They spent time discussing this and Andrew was speaking next to the Digital Measures conference and was going to talk to Shea Browning of the Legal Office. The issues about how data could be used and they thought these would be in the Handbook already. The Council will meet again on Monday, November 10th to follow up. Her intention is to identify some sub-sets of the council to work with draft of minimum criteria or expectations for Emeritus Status, CourseEval Reports, and investigation of promotion of non-tenured or non-tenure track faculty. Our Handbook does say promotion is restricted to tenure track or tenured faculty. There is no avenue for non-tenured/non-tenure track individuals. Erin explained they will as a full council be working on post-tenure review issues as well. Chair Kauffman commented that post-tenure review guidelines were a topic at Faculty Assembly and Faculty Senate discussed at the end of last year changes that were coming down from the Board of Governors. Those changes were ultimately passed and the Collegial Review Council will be looking at what that means for policy and/or guidelines and the effect of the changes on our documents. This is a discussion across the state. Q/C: When the post-tenure review process first started it was supposed to include a review for a person who is going through post-tenure review to get some increases, adjustments and merit type of stuff. A: Thats still in the Board of Governors- The Code. Thats the purpose of it, but when there is no money to support it Q/C: Right, we do have supposedly funding when somebody goes up for tenure and promotion. They do get and I think we should push to incorporate and include that original purpose in there. Q/C: the budget process that last year we put in at the College of Arts and Sciences to increase tenure and promotion bonuses because theyve been at these numbers for like twelve years or something. Maybe we could add something about trying to build that into the university budget process. It would be a good university level initiative. Q/C: I think ultimately it would help morale to know that at least every 5 years Q/C: What is an advantage of that as well, is that right now, at least in some departments, if there is money for merit award, the department head kind of does that, where this puts that in the hands of the committee so I like thatits a broader colleague review based decision. Q/C: Does Faculty Senate submit budget requests? Didnt somebody talk about that last year or was I dreaming that? Q/C: I think we talked about having all of us ask our colleges to submit things Q/C: I wonder if it is something that we could have the Faculty Senate submit. I cant imagine that the chancellor would say no we dont want to hear what your ideas arewe can actually categorize things for the faculty at large. Q/C: Whatever you are talking about when would that start to apply for post tenure review? A from Erin: We need to come to compliance and theres going to be an annual compliance check from the provost. The provost is supposed to guarantee or verify that were in compliance. There is no deadline in the Code or anything that was passed by August 2015Mary Annes interpretation is that as long as we are making good faith effort that we are okay. Her request was that we try and get something to her to pass onto GA by the end of the academic year. I felt we could do that in terms of our policy and Handbook, but I also believe that its going to mean each department going back to their CRD and revising to be dealing with post-tenure review because your CRDs dont say anything about some of the required stuff- like you have to have this 5-year plan. This seems best that CRDs also need to reflect what we are going to do.theyve discussed getting CRC and department heads together to collaborate because department heads will get this initial hideous amount of work. Or can it be when you next go up for post tenure review you then start your five year plan from then on these are questions that dont have answersdiscussion continued. Q/C: the five year plans that are being discussed do these have a contract? A from Erin: At the moment, no, nor was the intention to make it such. That is something to discuss, Ive heard pros and cons. My thoughts on the pros were contractually you should be able to say in order for me to meet my contractual goal; I need to have this level of support for this time or otherwise. But there are other issues associated with that. Ideally this wouldnt be a requirement and we would all be doing this in writing or by discussion with our colleagues and our department heads, but that is not a requirement. Should Western chose to do something like that we (unclear) but right now its all up in the open. Q/C: Will the determination for that status on a five year plan be initiated here in the Senate or from some other venue? A: It will come through the Collegial Review Council to Senate. It certainly would need to be supported by administration from department head to deans to the Provost Office on up. I dont intend to bring anything that we cant agree on by the time it gets here. Q/C: My impression is the intent of it is in there was the formative value of being forward looking and having a plan, but that raises an interesting point. Q/C: I cant help thinking two things, one in my capacity as an historian, it has kind of an ominous ring to it a five year plan... the other is, I can imagine disciplines, certainly mine, Im not sure about others, but its entirely conceivable that I would have no idea what my research focus would be in five years within the fieldI can well imagine other disciplines possibly facing the same problem. What will the status be in ones particular field in five years time? A: These goals, initiatives can be edited, adapted every year if one so choses. That is stated in there so its not every five years did I meet this or not.But it also has to be brought into effect, your post tenure review according to the new code to be based on your plan not on anything in the CRD. If the CRD states youre to be reviewed based on these items that is no longer, we can add those with them, but on so theres flexibility my understanding was meant with the group who wanted to do away with tenure anyway and recognized that was not a possibility. They wanted to essentially have facultyto hold us to certain standards that they didnt feel were universally held, but individuals that were more from academia were trying to push for some freedom in recognizing. For instance if I took myself off I would probably indicate that my strength lied more in my service to the university and to governance than currently in my scholarship so I would have my expectations weighted differently and that would be considered to be a bonus to me where it wouldnt be now. So, I think that is the intent. Or if I was a very productive scholar but I would have that release time from my service or from my teaching where my emphasis was supposed to be put there and I would spend time accordingly and not have any detrimental effects. Q/C: Two things, we did have a very long discussion about this at the end of last year, right? Sotheyre just following through with that, secondly, I have some concerns. I see that there are pluses and minus, but if were attaching commitments to the idea of resources either money or release time, its all resources and we know right now that those just dont exist. Then theres got to be a commitment in the other direction that if there are resources availablethere just seems to be a spiral and I know you have been talking about it. A: The idea that the expectations are only on the faculty member there needs to be some kind of balance and if there is not the support then there needs some change (unclear). Faculty Affairs Council/A.J. Grube, Chair: No Report. Rules Committee/David McCord, Chair: Chair Leroy Kauffman welcomed David McCord as Chair-Elect of Faculty Senate and explained that David will also chair the Rules Committee. Leroy mentioned some items as clean-up leftover from last year. He said if there are things in the By-laws of the Faculty Handbook, basically these are shepherded by the Rules Committee. Last year they had a general faculty election on changes in the Faculty By-laws and corresponding changes in three sections of the Faculty Handbook. They finally got within the last few months approval from G.A. and the changes were signed off without any adjustment. Parts of the changes needed to be blessed by legal counsel in Chapel Hill. SENATE REPORTS________________________________________________________________________ Chair Report/Leroy Kauffman: Leroy shared that regarding the Faculty Athletics Committee; he will be meeting with Shea Browning who is accepted on campus as the person who knows the legal aspects of NCAA and their requirements. He will have more information later. Faculty Assembly is one week from tomorrow in Chapel Hill. The agenda includes discussion of a GA staff person on the proposed minimum admission requirements pilot programs recently approved by the BOG. Leroy explained the BOG recently raised admission requirements for students which cost some of our sister institutions dearly because the large part of their applicant pool was on the low end of the spectrum. Some of them saw their applicant pool drop off by one-third. The BOG has agreed to allow to let three institutions do some pilot work on what this means and how to position. The schools are UNC Pembroke, Elizabeth City and NCCU. Katharine Stewart will talk to them about the current state of system wide student assessment which Leroy thinks is related to the information that Erin McNelis talked to Senate about last meeting about ETS, etc. Another topic will be a discussion on prior learning assessment and this deals with what to do with granting credit for experiences with particular focus on military. Competencies and Credits, International Students and Programs are other items on the agenda. Kate Henz is going to talk to the Student Success Committee about athletics and academic issues. Discussion continued. It was shared that the Sunday after Thanksgiving, the library will begin staying open 24 hours going into finals week. The IT Commons announced they will be open the same time. Financial Aid has started awarding for spring. Advising Day went well. Steve Baxley with Advising Center is retiring. This will be his last semester. Paula Coates is also retiring this spring. Orientation is doing preparatory work for this summer. Admissions are up around 9000 applications at this point. The target is to get up as close to 1800 freshman as they can. They are at about 1745 for this year. There is a special honors recruitment day. They are hosting it on Friday, November 21st before Open House on Saturday, November 22nd. The Open House is expected to be huge. They are not competing with any other schools on this date that recruit students in our area. Disability Services is facilitating accommodations exams at the rate of about 30/week. They expect to have about 80-90 finals that they will assist. Old Business: None New Business: The Biltmore Park Strategic Plan update was given at the October 23 meeting. Provost Fellows: Associate Provost Brandon Schwab is on hand for this discussion. Leroy explained there were three provost fellows positions that were advertised last year. Two of them got applicants, the third one didnt. The third one is the Provost Fellow for Faculty Relations. There seems to be enough interest for their being a Faculty Relations person, but not enough interest for someone to take on the position. The staff side is moving along fairly well. Rusty Marts with HR is serving this role for the staff. Leroy and the provost met recently and they thought it would be good to get the senators perspective on the faculty relations/ombuds position. How do we get applicants? Q/C: Ive been reading the wording for that and its real specialized in requirements. The first thing I thought is Im not qualified for that. conflict management resolution A from Associate Provost Schwab: One discussion that we had with Alison recently is to re-post the call for nominations and perhaps dial back on some of that and depending on the interest level, allow the individual(s) interested to help craft what the requirements are. The initial attempt was made to get away from what the true ombuds role is. That really would require a counseling background or mediation experience or something more substantial. We are making an attempt to find some middle ground. Q/C: Is there some training that would be appropriate to be provided to the successful candidate? A: That is potentially an option. Q/C: If you called it Faculty Relations rather than ombuds you would be better. A: We did not call it ombuds. Q/C: Did Jayne give any input? A: She let us know that shes getting a lot of requests and there is confusion about whether she is serving in that role and so were going to try to clarify that across campus. Q/C: Is it fair to ask why she doesnt want to serve in the role? I talked to her personally, and we did talk about having her talk to senate, but I think it would be constructive to know why Janye only ended up doing it for such a short time A: I have not talked to her directly. Q/C: I chatted with her; I dont remember exactly the nature of what that conversation was. Jayne did not step up and offer to do it in the first place. She was recruited and tapped on the shoulder basically based on her skill set. Shes a trained mediator, she runs mediation classes and so forth and does well at that. She seemed an obvious person to tap on the shoulder. We could invite her to come to Senate if we think that would be helpful. She might be helpful to incorporate her into re-writing the call to involve her in that Q/C: I think its a good idea to get feedback from her. Q/C: when it says position what does that mean. It is a limited term type? It seems like a lot of investment to be trained and try to figure out how to do it when you dont really have any background at all. Your expertise and part of it is your emotional investment if you get involved as well. (Unclear) A: Provost Fellows typically have a course release or? For a semester. Q/C: this one is as they are right now, just for one year. I think you are making a good pointif you have someone who has to learn to be a mediator for only one year thats probably not adequate. Q/C: In other service roles you are stepping in as yourself whereasfor all of people on campus this would be an extra skill set. If it could be marketed as a professional development thing and maybe a little bit (unclear). But, you dont want to usually make service positions longer, but like the chair position it takes a little while to get adjusted into those types of responsibilities. Q/C: Does it carry with it a legal responsibility as well? A: There is the legal reporting responsibility if there is a violation. It would be somebody that would potentially work with the legal office. Q/C: I think there is probably not much on the liability side. The legal side is somebody is threatening harm to themselves, kind of thing that if you have that information and obligation to report itI think its in that type of context. Q/C: And not legal liability for the mediator? Q/C: I dont know about that. Thats one thing we would want to clarify Q/C: Seems to me its time to restart that process, like you said by looking at a new description, but also get some expertise, get Jayne in heremaybe get some people from psychology and counselingfind out who has mediation training on campus and get them to help craft this position. It should be longer than a one year job, probably. Q/C: I would like to add this as a bullet point; I think its structurally flawed to have a provost fellow thats supposed to be handling these issues. Q/C: I think you are right. Its an inherent conflict of interest. Q/C: I think it is also possible that a lot of people are going to say that they are supporting it dont understand what it might actually be. In the Senate we talked about it quite a lot and it sounds like the idea would be okay, but when you actually read the description it sounds like a lot more Q/C:one course release does not seem enough for the work it would entail. Q/C: we have a lot more provost fellows than we used to have and its a lot of work and not that much remuneration and I think people feel an obligation right now to departmentsI think the point of calling it a provost fellow and then saying this is supposed to be between you and the is administration is symbolically something not a lot of people are going to tread into Discussion continued. Q/C: the idea of a retired faculty memberMay we re-look at our resources that are underused? Discussion continued. Brandon reviewed his understanding of what has been heard in this discussion as potential to offer training, adjust the term or a flexible term, talk with Mary Ann Lochner about the legal liability, more compensation and possibility of retired faculty. 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