Council of Deans
Unapproved Minutes
January 7,2002
Members:
Sullivan
Buckley
Burgess
Dawe
Goode
Harrison
Neale
Soelle (Absent)
Young
Others Present:
Dr. David Miller (Representing Liberal Arts)
Dr. Dzialo
TonyPokomy
Gary Miller
1. Prior to beginning discussion of the agenda items, Dr. Sullivan asked Pokorny to
introduce Mr. Gary Miller. Tony stated that Miller comes to us from Oklahoma City. His
background is in the business of economic development. He specifically likes to focus on
technology. He was one of 16 applicants for the position. The funding for the position comes from
the State Regents ($50,000) and from the City of Lawton ($40,000). He is funded to provide a
program focusing on bringing high tech companies to Lawton and to grow the ones that we already
have. This effort will benefit the university, the community and everybody else. Most ofthe time
he will be on the road talking to people about the region, the community and the university. Sullivan
mentioned the salary for the position is funded directly from a special allocation from the State
Regents' and it has nothing to do with Cameron funds; we are not taking any funds away from any
faculty or staff; or anything like that. The anticipation is that it will last for three years because
anything you do in the area of economic development, particularly high tech, is not a one year deal
but a long term thing The State Regents believed in this enough to give us $150,000 over the next
three years. This is generated by the Economic Development Study made by the Smart Economy
Task Force. Short discussion followed.
2. Agenda Item 1 - Participation in Research and Development Week
a. Sullivan asked Dawe to tell the group about Research and Development Week.
b. Dawe distributed a list of tentative events for the research and development
celebration which is actually two weeks this year rather than one, February 11 through 22. These
events were obtained from speaking with faculty across the various schools. It is very important for
the deans to take a look at this list and come up with some ideas of other events they would like to
see go on in their school.
(1) A lot ofthese items were done last year and they were very successful. There
are two notable items on the list that are different. Number 8, scholarly displays. The entire campus
will be involved with this activity. Dawe gave a briefsummary ofthis item. The second item is that
industry tours of the campus will be held. These tours will be similar to the ones we conduct for
visitors that come to campus. They will provide a great opportunity for the visitors to campus to see
some of the displays of research and activities that are going on in the respective departments.
(2) Question was asked who was invited to the tours. Pokorny stated that
"industry" means the leaders in all the companies that are in the region that would be interested in
taking a tour of the campus. In addition to that there is an organization that is called the SW
Oklahoma Advanced Technology Association that represents the advanced technology companies
in the region. This goes all the way from Weatherford to Altus to Ardmore and back. In addition
to that we have SWORD (Southwest Oklahoma Research and Development) Roundtable which is
an informal organization that meets periodically to try to promote research in Southwest Oklahoma
and to stimulate further research. Those are the outside people.
(3) Question was asked if the tours are for off campus students who are invited
to come or are they for students that are already on campus. Reply was that the audience for all the
activities is mostly our faculty and our students with the exception ofItem No.5, McNair Program.
A conference of all McNair students will be hosted and will include any other student groups
involved in research. On the evening ofthe 12th the students will come in and be given a tour ofthe
campus and that would be followed the next day by workshops and presentations. On February 13
there may be some McNair scholars from across the state on campus.
(4) Sullivan mentioned that Dawe may want to incorporate the area of graphic
design in the tour. That is something brand new this year and is definitely of interest to industry.
(5) Goode asked if the student tours would be only on the 13 th or if they would
be all through the two weeks and at what times. Dawe replied that they would be the evening ofthe
12th but the times have not been established. The tours for industry will be Feb 11, 13, 15, 18 and
20.
(6) Dawe asked the deans to review the list and give him any feedback by
Thursday so he can get the agenda fmalized, have the brochures ready by Friday and start
distributing them next week. Short discussion was held regarding the awards banquet.
3. Agenda Item 2 - Articulation Agreements with VNU-HCM
Sullivan distributed a copy of an e-mail dated December 19 and a letter dated
November 7, 200 I that was not received at Cameron. When a reminder was received that the reply
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was due the State Regents were notified that we had not received the letter and they sent a copy.
What the State Regents wants us to do is identify which programs, specifically in the areas of
engineering and technology, specialized applied sciences, environmental studies and economics, that
our institution wants to pursue with the Vietnam National University and send the State Regents the
degree requirements for the programs. When Sullivan received the letter most everybody was offcampus so he sent an e-mail to the State Regents informing them that our interest will be in
technology, computer science, agriculture and economics. Sullivan asked that if anyone knows of
other degree programs that we might be interested in or if we don't want to do what he submitted
in the e-mail, let him know by Wednesday. Lengthy discussion followed regarding student visas,
on-line courses, etc.
4. Agenda Item 3 - Retirement Dinner, April 5, 2002
Sullivan stated the date that is being looked at for the retirement dinner is April 5. As
of now there are only two retirees - Dr. Virginia Hormann and Dr. Thomas Atwater.
5. Sullivan stated that Dzialo has some items to present today.
a. Dzialo stated that they have been working on a recruitment brochure. It has been
a team effort by a lot ofpeople. They brought in a special photographer to take pictures ofstudents
and have revised and edited it and fmally have the product. Brochure was distributed. She stated
that these are generic brochures and they have ordered 10,000 ofthem. She asked that coordination
be made with Brenda Dally or Rene Roach about any needs this group may have for these brochures
and how many are needed in the schools and departments. This brochure can be used in anyone's
office, any department, or any area for any purpose - totally a teaser to sell our university in a
generic way. Our programs are listed on the back and then our web site is listed. They have had
2,000 inquires and brochures will be mailed to them right away. Sullivan asked the deans to get
these down to the departments. Discussion followed.
b. Dzialo distributed some flyers on the withdrawal process and asked the deans for
their assistance. One ofthe problems in Student Affairs is the number ofstudents who come through
that office with some reason that they should be considered a special case to be relieved of some
policy that we currently have. One of the biggest problems is not dropping their courses in time to
not have a financial obligation which results in a long string of debts. The handout is a sheet of
paper that summarizes the information that we need to get out to the students on the withdrawal
process and deadline dates for withdrawal this semester. When they get their enrollment printout,
they are given one of the flyers and everything is being done that can be done to promote this
information to the students. Dzialo asked the deans to let her know if they have any clever ideas to
get this information out to the students. Miller mentioned that he puts the information in his
syllabus and if he remembers he warns his students when the last week to drop is upon them.
Harrison stated that another solution would be to reconsider the policy about making students drop
classes when they leave and don't' pay. A great many institutions have a policy where there is a
drop dead date and if a student hasn't paid their fees by that date they are just dropped from the
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university classes and they are out ofthere. There are merits to both arguments but the damage done
to the student for failure to get this right at this time is everlasting and life long. The inconvenience
to do this administratively is a lesser evil to us than the damage done to the student with 15 hours
ofF's on their transcript that they will never escape from. Dzialo stated that they are studying that there are advantages and disadvantages to that and until the mid 90's that was the procedure that was
followed. Discussion followed.
6. Agenda Item 4 - Recruiting Fair, April 20, 2002
Dzialo stated that after looking at the local high school prom dates and other events,
April 20, is the best date. We will have a good shot at nice weather and won't get into finals week.
She will come back in a week or two with specifics. Dzialo gave an overview of what they are
looking at right now. They will be putting together a committee and they will need some professors
on that committee. Deans might want to suggest some faculty members to serve on that committee.
Sullivan stated that he would like every department to have a good articulate representative who will
.stafftheir booths and then in some cases have one or two in some classrooms to talk to the students.
Discussion followed. Buckley mentioned he believes he signed a facility request for the Science
Complex for the city-wide elementary science fair on that day. He will check and get back with
Dzialo.
7. Agenda Item 5 - Closed/Cancelled Classes, Spring 2002, All Departments
Sullivan distributed a document listing the closed/cancelled classes for Spring 2002 for
all departments. This document is offthe Intranet and it has probably changed somewhat over the
holidays. Asked the deans to take a look at this to be sure it is valid. Is there any possibility that we
can open up some ofthese or do we need to add new sections? Sullivan asked ifthere is anything
he needs to know about on these closed/cancelled classes. If we can accommodate a few more
people in a section and not have to get an adjunct that would be good. Short discussion followed.
8. Agenda Item 6 - Online Course Enrollment and Fall 2001 Online GPA Results
Sullivan distributed a document pertaining to this item. He reviewed the figures on the
Fal12000 final grade comparison and the online enrollment for Spring 2002. Discussion followed.
9. Agenda Item 7 - Final Exams for Evening Classes
Burgess stated that she is not sure what actions can be taken as a group except to see
if anyone else has had this problem. This year for the first time we had several people call the
Provost Office and Harrison's Office complaining that they had instructors that were requiring
students to come to make-up classes on Tuesday of finals week. These students were in Thursday
night classes. The Tuesday class during fmals week was not a make-up class but one that was
scheduled and the students were told that it was in the finals schedule and at the bottom ofthe last
page ofthe enrollment schedule. It said that during fmals week, Thursday night classes would also
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meet on Tuesday during that week only. Burgess assumes that was because ofThanksgiving. After
a short discussion Sullivan stated that he will check with Zoe DuRant to relook the schedule to see
if we have a problem this coming year, which he assumes we would since Thanksgiving is always
on Thursday. There may be some other alternative that can be worked out. One suggestion was that
the Thursday classes could meet an extra 5 or 10 minutes.
10. Agenda Item 8 - The Need for Undergraduate Transcripts for Those Who Have
Graduated
Burgess stated that she and Dawe had a long philosophical discussion about the
objective for undergraduate transcripts for those who are going into graduate programs.
a. The issue came to their attention because she had a situation in which a student
had all the transcripts he needed, there was clear proofthat the student had graduated but the student
wasn't being allowed to emoll because ofone transcript which was for a one hour class the student
had taken in high school and didn't have a transcript for that one hour which had nothing to do with
his degree. Her question is, when situations arise where all the undergraduate transcripts are not
available, should we not be able to have some sort of a temporary or provisional emollrnent that
would allow the students to go ahead and come in even though we maya transcript has not corne in.
Her concern is, are we not emolling students who want to get in and will have to go some place else
because of this technicality. There are times when waivers should be given.
b. Harrison stated that he deals with this all the time with students who already
have a bachelors degree but want to come back and get into the Nursing School. He has trouble
getting their transcripts because they will be admitted and transcripted as having a bachelors degree
but there is no articulation. The other issue deals with the bureaucratic/administrative decision to
decide whether or not to enter the transcripts as we get them or when they are all complete. He has
argued all the time that we should do them as they come in and on that basis we wouldn't be hung
up on one hour. Harrison stated that he would argue to transcript what we have and then make an
advisory judgment with regard to the level of completeness in the decision about admission. If a
student has high grades and is mostly done and if there is a gap or two, we could work around it.
If you have a marginal student who has D's and F's, then we would say no, wait until we get it all
done.
c. Dawe stated that they do put the transcripts in as they come in. There are
several reasons why we have to have all ofthose transcripts. He does have a temporary emollment
fonn that allows students to emoll for one semester. He feels that 120 days is usually more than
enough time for students to get their paper work in. There have been a few exceptions where
students will say they have contacted the institution and provided documentation but for whatever
reason, the institution did not forwarded the transcripts, then a judgment has been made that they can
be admitted.
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d. After a lengthy discussion, Sullivan stated that he would take this issue to the
Executive Council.
11. Agenda Item 9 - Visit of Cindy Ross - Policy Workshop
Sullivan stated that Dr. Ross has proposed some dates that she can come and do the
policy workshop - February 21, February 28, or February 22. He would like to have input by email. He would like to see what date everyone would prefer and then if there is one of those dates
that will absolutely not work, he would like to know that. Burgess stated that on February 21 and
22 she will be teaching a class in Europe. Sullivan then stated that ifThursday, February 28 will not
work for anybody, let him know by Wednesday.
12. Sullivan mentioned that there will be aNoel Levitz recruitment and retention conference
in February. If anyone wants to go Sullivan will give them the brochure.
13. Sullivan reminded the deans that the initial input for the enrollment schedules for the
Summer and Fall 2002 is due January 25.
COMMENTS
D. Goode - No comments.
Buckley - Asked if Sullivan had any budget advice. Sullivan replied that the President was going
to come today and talk to the group about the budget but he was called away for a meeting at the
State Regents on the subject offunding. Over the holidays the Equalization Board declared a failure
of state revenue and has determined that there will have to be some cuts in the state budget between
now and the end of the fiscal year. These cuts will probably be prorated among the different
agencies across the state. The original indication we received was that we would have to reduce our
budget at Cameron by about $485,000 between now and the end ofthe fiscal year; however, that is
being re-looked at by the State Regents and may be considerably less than that. There may be some
impact on our budgets for equipment and supplies but probably no impact on anyone's salary at this
point in time. We are looking at a standstill budget next year. Sullivan has given the deans' requests
for new faculty to the President but with a standstill budget we probably won't be able to hire anyone
unless someone retires. Short discussion followed.
Harrison - No comments.
Dawe - No comments.
David Miller - No comments - Sullivan mentioned that the recruiting plan for the School ofLiberal
Arts looks very good. If anyone needs some good ideas, theirs is a good plan to look at. There are
a lot ofthings to be filled in and it isn't complete but it is a good start.
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