Present
Guests
March 4, 2015, 8:30-10:00
Susan Fouts, Darrell Parker, Alison Morrison-Shetlar, Jeff Ray, Dale
Carpenter, George Brown, Greg Hodges, Becky Kornegay, Mimi Fenton,
Brian Railsback, Doug Keskula, Tim Metz, Richard Starnes, Kevan Frazier,
Brandon Schwab
Robin Oliver and Natalie Clark
Anne Aldrich Recorder
ANNOUNCEMENTS
Announcements

Richard – World Made Straight by Ron Rash coming up, you will see an email with details.

Becky – Mt. Heritage Center moves to the library; March 3 rd was Long
Night Against Procrastination- very successful, had 80 students

Dale – starting with internal grant last summer increased our ability to train educators of technology in the area; we are looking at a grant project at UNC-G but the grant has a 100% match; we are continuing to explore options

Doug – see written announcements; in process of scheduling logistics for summit with WestCare, which will be the first time we have sat down and partnered.

Kevan – Biltmore Park is getting a front door today; pulling data.
Currently courses being offered for summer are historically low as compared to previous summers

Brian – Dean for Library Services search going well with a good pool— the committee should be down to finalists by the end of the week; QEP committee – please encourage faculty or students to submit ideas for the next QEP; look for a reminder email from Sloan Despeaux; at this time, the committee only needs a 300-word “pitch” submitted online .

Tim – for the current COACHE survey administration, the response rate is higher than the national average. Please encourage continued participation – it is still open.

Mimi – Faculty Scholarship Reception at 4 today; leaving tomorrow to attend student regional competition in New Orleans for 3 minutes thesis competition; student presenting on harnessing energy from ocean waves.
Office of research, up 25% in proposals but not up in dollars.

George – Friends of the Arts Silent Auction and Gala benefit coming up with an online bidding art auction this year. We are also doing a raffle estimated at $5000 and performance by the Catamount Singers.

Darrell – our corporation is approved; trying to determine how to get it started and take over economic development activities in NC

Susan – Jamaican self-study went in on time and under budget
DISCUSSION
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Update from
Executive Council
(Alison)
Update on
Advancement
Activities (Alison)
Campaign Video
Brainstorming
(Robin Oliver,
Natalie Clark)
Data Development
(Larry Hammer)
SACSCOC
Substantive Change
Issue (Tim Metz)
We have continued with budget discussions – we should know something firm by next Monday afternoon. We also have been discussing budget models as well.
Thank you for the items on the attachment.
Robin introduced Natalie Clark, Director of Donor Relations, an important role as we plan the leadership summit on October 2 nd and 3 rd . Natalie is chairing a group planning that event. Robin distributed a handout and reviewed this with the council.
One part of the event is the production of a video as we did for the BOG visit.
We are hoping you can assist us in identifying prospects that should be part of this video. The theme of the video is the scholarship story and why that is the primary part of our capital campaign. We want to capture stories of students who have been successful as the result of being the recipient of a scholarship – both current and alum. Provost Council members are the ones that know these stories and can help us identify these individuals.
Please send a list of these individuals (including two or three sentences about the reason for their selection) to Natalie Clark by Monday. March 16. During the luncheon program on October 2, we want to have students present and potentially participate in the video while the video is playing at the luncheon with donors.
We are doing a lot of work with workflow processes and revitalization of
Banner. Greg and Alison have discussed looking at a Banner revitalization process – specifically what we are doing with what we have, what we are not doing with what we have and where are the gaps. We have support from Mike
Byers and Sam Miller. Alison reviewed the handout with the council – a document shared with Executive Council. We are not using Banner as effectively and efficiently as we can. Advancement is all in Banner. The top priority is to look at financials and human resources.
The Office of the Registrar went through a Banner revitalization in 2011 and it was very helpful. Larry reviewed that process with the council. Thus we are proposing to do the same for other aspects of Banner. Discussion ensued.
We have been having challenges complying with the substantive change notification with SACSCOC and have been trying to determine a way to manage this. Through discussion with Larry and Brandon we have come up with a plan.
When we ask SACSCOC permission to offer a program, we fall into a category to offer some percentage of the program (25% or above) at an instructional site. It is percentage of courses towards a degree and feasibility for a student to achieve that degree that we are required to monitor. The plan involves a portion of Banner that we do not use: associating courses with locations.
Tim may need to speak with Program Directors to be sure courses are tagged appropriately – this gives us a restrictive portion of that curriculum offered at an instructional site. There would be a simple notification process for a course to be offered at a site other than the one where it is currently offered. This will
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Asset Management
(Doug Keskula,
Greg Hodges)
Online Work
Processes
(Alison,
Greg Hodges)
Portfolio
Development
(Alison) allow Tim to review to see if it meets our requirements and allow Tim to properly inform SACSCOC of changes in a timely manner. The first step is identifying these programs. Discussion ensued.
Recently, we had an audit at Biltmore Park that let us know we were not doing as good a job as we needed to regarding asset management specific to IT. This has been a successful process within the HHS building. We are very close to addressing the audit findings.
Greg provided a presentation of the Academic Affairs SharePoint site.
Everyone in Academic Affairs has “read” access, deans have “contribute” access to other data that they can modify. The first area Greg has deployed is approval for removal of assets from campus. For laptops, it was suggested this approval be initiated at purchase. Currently there is no process for when individuals separate from the university. There is a breakdown in the process of removing IT assets from lists that are surpluses.
We are going to see a lot more workflow processes being put into SharePoint.
The next processes to implement are travel and budget revisions. These will save considerable time. Everyone in Administration and Finance is excited about these new workflows. You will be receiving some test emails from
Greg. Greg will provide training.
A handout was distributed regarding online work processes. Alison reviewed with the council. Greg has done a tremendous amount of work in this effort based on expertise that he brought with him from his position at East Carolina.
Greg took the council through a demonstration of some of the processes. The first college to build out a SharePoint site is College of Fine and Performing
Arts.
Alison would like your approval and support to ramp up portfolio workshops for faculty going through the tenure and promotion process. Alison stated the portfolios were greatly improved this year over those previously submitted.
There was also a significant increase of formative feedback included in the process.
The next step is to assist faculty early in the process regarding what kind of items should be included in portfolios. We cannot make workshops mandatory, but we can strongly recommend. It has been suggested Alison kick off each workshop, then depart and have Brandon continue. Discussion ensued. The deans unanimously approved moving forward with this initiative.
Alison asked the deans to share this with tenure and promotion candidates.
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