Minutes
Faculty Senate Meeting
May 3, 2006
Tony Ahrens called the meeting to order at 1:45 p.m.
Present: Professors Ahrens, Becher, Bennett, Burke, Cochran, Durant, Fantie, Flug, Gill, Girard,
Belson, Isaac, Jacoby, Loesberg, Mardirosian, Petit, Richardson, Riley, Rosenbloom,
Samarsignhe, Sampson, Schaeff, Weaver, Dean Mardirosian, and Provost Broder. The following
are new members: Brian Forst, Kiho Kim, Ira Klein, Mary Mintz, Andy Pike, Stephen Silvia,
John Willoughby, Josette Wisman, and Brian Yates.
Welcome and Introduction, Tony Ahrens
There were introductions of both the old and new members. The January and February minutes
were approved.
Report of the Provost, Ivy Broder
As of today, there were 1,482 freshman deposits which is the highest number in recent history.
The quality is just slightly above where it was last year. In other words, for next year there is an
increase in new freshman with no sacrifice in quality. During the summer, there is expected to be
a melt of about 7% from the high number of deposits. There is a difference in the timing
compared to previous years because now more deposits come electronically on the web with a
credit card, thus making it more difficult to make exact year-to date comparisons since electronic
deposits are faster. It is expected that the new fall freshman class will be around 1,400, meeting
and probably exceeding the goal of 1,350.
The Washington Mentorship Program is at 129 deposits. There was an unprecedented deluge of
deposits this year. With the summer melt, there should be a little more than 100 students in the
program which will be four sections.
Transfer applications are still up about 3.5% over where they were at this time last year. Most
transfer applications come in later in the summer. There is actually a hold currently on accepting
transfers until it is more clear how many students can be admitted.
The Washington College of Law deposits have increased more than 20% for the JD program and
17.5% for the LLM program. Despite the fact that nationwide applications for JD programs have
declined by 7% this year, the Washington College of Law’s JD applications have only dropped
by 2%.
The Masters Program applications are down by about 3% year-to-date, admits are down by
7.5%, and deposits are down by 16%. There is a great deal of variation from school to school.
The quality of students is extremely high. Additionally, the Doctoral Program is doing about the
same as last year.
Summer enrollments are at about 75% of the budgeted targets, compared to 85% of this time last
year.
There were two winners of the Presidential Fellowship Awards, Lesley Gill (Anthropology) and
Richard McCann (Literature). This completes one of the parts of the Fifteen-Points that was
related to Faculty Scholarship. This scholarship was originally slated to be funded at $500,000
and funded externally. Instead, this money comes from the Board of Trustees and is basebudgeted at $100,000.
The American University has been named a Truman Honors Institution for 2006. There were
several Truman Scholars and Finalists in the last ten years. There were three other universities
named: MIT, Emory, and Seattle.
The University College has about 150 applications for the 200 spots being reserved. Most likely
all students who apply will be accepted.
Questions and Answers
• What is the Washington Mentorship Program?
Rather than having a waiting list, over the past few years, AU has decided to accept students for
the spring semester and these students have the option to come to school in the fall as full-time
non-matriculating students. As such, they live on the Tenley campus, take a College Writing
course, Washington Semester type seminars equivalant to General Education courses, and an
elective, and they do an externship. They can carry over these credits when they begin their
spring semester. There are additional programs by the Career Center, Residential Life, and others
to help the students. The program acclimates these students, who were not admitted to the fall
freshman class, to AU expectations and standards in preparation for their matriculation in the
spring semester when more space is available.
• When is the deadline for university college applications?
The deadline is May 10. We are still expecting some applications. When the full number of
applications does come in, the number of sections will then be allocated.
• Can you please explain about the yield?
Historically, AU’s yield rate has been low relative to other schools. This year AU has hired an
educational consultant, Noel-Levitt. The consultant has given advice about repackaging the
financial aid and looking at the “ability and willingness” of students to pay. As a result of these
suggestions, AU has made some reallocations. Thus far, the gross numbers are better, but it’s too
early to understand how the yield in various categories will end. Additionally, the consultants
devised a scoring system for prospective students based on their level of interest, as expressed in
the form in which they applied to AU, the number of times they visited AU, and their zip code.
This scoring system will help us to be able to direct more recruiting resources to students who
have a higher prospect score. Provost Broder has asked Cheryl Storie, from the Office of
Enrollment, to do an analysis of different mechanisms by which we recruit students.
Changes in Academic Regulations Concerning FERPA, Linda Bolden-Pitcher,
University Registrar
The idea is that the university needs to bring the regulations up to date with what is already being
done and to take into account some changes that have happened to FERPA. FERPA is the
Family Educational Rights and Privacy Act of 1974, and was designed to protect the privacy of
education records. An education record is defined by FERPA as any record maintained by an
institution that is directly related to a student. This record contains information by which a
student can be personally identified, and includes: name, identification, address, parents’ name,
and physical characteristics. The records can be from any media, such as: written, printed, tape,
disc, or any electronic format. The records are located in any office on campus. There are a few
exceptions as education records do not include law enforcement records, medical records,
parental financial records, and employment records.
To remain in compliance with FERPA regulations, the university must notify students of their
FERPA rights every year. This can be done by publishing information in the student handbook,
university catalogue, and by sending students emails. The university must notify students of their
right to inspect and review their education records, the right to request an amendment, the right
to request a hearing, the right to request that the university not disclose those records, the right to
request that the university does not disclose directory information. FERPA allows the disclosure
of directory information to a third party if the students do not disallow this. Any officer from the
university must obtain written consent from the student before disclosing any personal,
identifiable information. The written consent must be signed and dated by the student, and must
identify the specific records to be released, and exactly to whom it will be released.
The university takes very seriously its obligation to protect the confidentiality of student records.
With these revised efforts, there can be extra training and increased awareness about FERPA.
Open Discussion
Professor Riley asked if students can give a blanket permission to have discussions about their
grades. Ms. Bolden-Pitcher replied that students can provide a blanket permission.
Professor Isaac brought up the notion of sole possession. Specifically, would the grade that the
teacher posts to the Registrar’s Office be considered sole possession or shared information?
What the Registrar’s Office receives is just the grade, not the calculations.
Professor Weaver asked if records are kept or destroyed after a student graduates. Ms. BoldenPitcher replied that the records are destroyed after five years. The student would still need to
provide a written request to the university to have the records released.
Professor Isaac mentioned again that he is quite concerned about the issue of sole possession. In
support of this, Professor Loesberg said to Mr. Nathan Price that “you worded it badly and
you’re missing something.” Mr. Price responded that definitely the words could be reworded and
articulated better. Professor Fantie suggested that the right of students to view records is
somehow getting mixed up with their access to records.
Ms. Becher brought up the issue of library records and whether parents of adult students can
actually see what their children are checking out of the library. Mr. Price reminded everyone that
the language is governed by the term “may disclose.”
Professor Schaeff’s committee supports the regulations the way they currently stand, and she
suggests that the Senate could perhaps approve the document now and then at some later date the
controversial wording in point A.03 (“a faculty member”) could be reworded.
Professor Ahrens asked if there is a motion to approve the amended change. The change was
approved with a 19:1 in favor vote and no abstentions. Three words were crossed out on A.03, “a
faculty member.”
Changes to Academic Regulations Concerning Financial Aid, Sarah Irvine Belson
Last September this committee was asked by the current Dean of Academic Affairs to align the
current academic regulations to fit with changes that were made at the Graduate Awards. In other
words, supervised learning components were written in to the academic regulations. This was an
attempt to align the academic regulations with the current practice, which is not to connect the
work component with the actual awards. The learning components were taken out throughout the
document.
Open Discussion
Professor Fantie mentioned a concern about section on dissertation fellowships. He would like to
drop the word “seminar” or add “seminar or research credits”. Ms. Mintz suggested that this
issue be discussed at a later date by the committee.
Professor Cochran asked in which academic year does the summer fit? Ms. Ettle defined the
academic year as beginning September 1 and ending August 31.
Professor Ahrens asked if there is a motion to approve the proposed change. The change was
approved with a 19:0 in favor vote and no abstentions.
Proposed Changes in Regulations, Tony Ahrens
There is an issue of timing the Senate membership. The proposed change would be to push back
the start of the new members from May 1 to June 1, and to likewise push back the start of the
new chair of the Senate from June 1 to June 15.
Discussion took place regarding when the vice chair and chair should actually start since it is
currently May 15. Many members feel that the new members should start in September with the
new school year, while other feel that the new members should be in place in June over the
summer.
Professor Ahrens decided to defer the discussion until the fall, where they could work on the
exact wording for the proposed changes.
Report of the Chair, Tony Ahrens
Governance Update
The Board’s governance committee has been working on their proposal for governance reform
since last April. They intend to discuss their proposal at their next Board meeting on May 18-19.
Professors Ahrens and Silvia believe that their committee’s report has been highly influential in
shaping the way the Board approaches Board reform, and their feedback in being taken into
account. At the May meeting, the faculty will once again have representatives. The Senate’s
governance committee will still exist and will be available to provide faculty voice as needed.
Talloires Declaration
Signing this document is a way that universities can publicly show that they are aware of and
support environmental concerns. AU already does a very good job of recycling. Professor
Ahrens suggested that the discussion be deferred until the fall.
Tony Ahrens Stepping Down
Professor Ahrens hopes that everything that was mentioned as agenda items back in September
were taken care of, and if not, perhaps the new chair, Professor Loesberg can handle those items
in the new year. Also, Professor Ahrens mentioned that he was honored to be the chair this past
year and that he thanks everyone.
Professor Loesberg presented Professor Ahrens with two tickets for a Washington Nationals
game against the St. Louis Cardinals. Professor Rosenbloom presented him with two baseball
hats, one Nationals and one Cardinals.
New chair Professor Loesberg nominated Gary Weaver as the new vice chair for next year and
everyone approved.
Open Discussion
Professor Willoughby brought up the issue of on-campus parking. He wondered also if the extra
revenue gained from parking fees could be reinvested back to the faculty in the form of salary
increases. Ms. Flug said that she will discuss this issue with her Budget and Benefits Committee.
Professor Schaeff asked whether the time of the Faculty Senate meeting could be changed to
start at 2:15 rather than 1:45, and the Senate did agree to this change.
Ms. Vogelsong brought up to the Senate where do members see the Library heading and where
should its energies be directed?
The meeting was adjourned at 4:00 p.m.