Electronically approved (9-0-0) EC #26 8/10/10

Electronically approved (9-0-0)
EC #26
April 13, 2010
HMSU 227
Ex officio:
S. Lamb, A. Anderson, J. Fine, R. Guell, C. Lunce, C. Hoffman, C. MacDonald, D.
Richards, V. Sheets
President D. Bradley and Provost J. Maynard
J. Buffington (Chair of SAC), N. C. Lippens, (Chair of Music), R. Peters (Chair, of
CAAC), R. Perrin (Chair of English), T. Sauer (Dean of Arts & Sciences)
Administrative Report by President D. Bradley:
The State of Indiana met its revenue target for the month of March.
The President will meet with the governor next week. He stated that he was
pleased that the University had a good March report.
Provost J. Maynard: No report
Chair (S. Lamb)
We are still desperately short of adjunct funds. I’m hoping with the increase in enrollment
and perhaps with dollars being garnered from the Foundation that we might be able to
supplement adjunct monies. This will take some of the pressure off deans, chairs and
faculty. I am asking you (the president) to do what you can.
MOTION TO APPROVE MINUTES of March 30, 2010 as corrected. C. Lunce/A. Anderson
Clarification requested:
a. If a person chooses (contracts) to retire at a specific date but then elects to leave earlier,
which incentive amount will be paid? President deferred answer to D. McKee.
The incentive paid will be the amount designated for the date on which the
retirement actually occurs (the larger amount).
b. Under the proposed reorganization of the College of Technology the minutes note that:
Plans should be in place by next fall (2010) so will start operation in July. Is this July
2010 or July 2011? Response: Implementation is set for July 2010; details will continue
to be refined.
c. Item (h) related to the proposed organizational chart and motion for the approval of the
departmental reorganization structure of the College of Technology only and not for
additional administration.
MOTION TO APPROVE: The department reorganizational structure of the College of
Technology only and not for additional administration. (Lunce/MacDonald) 7-0-2
MOTION TO APPROVE: THE CLARIFICATIONS of the May 30, 2010 Executive Committee
Minutes as presented above in points a, b, and c. All in favor.
15 Minute Open Discussion
a. 10% TIAA-CREF contribution sent.
1) FEBC met an hour ago and voted 5-0-0 to endorse the TIAA-CREF plan to move
faculty and staff on 11/15% and 12% TIAA-CREF plans to a 10% plan as proposed
by the President. FEBC requests that when it is discussed at the Senate on
Thursday, someone from FEBC or the administration is present to discuss costs
related to this plan for the individual and institution. It is not obvious to FEBC
that the merits of this plan outweigh the concerns, and that something of this
magnitude should not be rushed through the Senate.
2) S. Lamb stated that he is pleased that FEBC had the opportunity to review this
matter. He further stated that since the plan was just presented to us last week,
it would be good to call on some subset of the FEBC/administration to present
to the Senate an overview of this plan at Senate on Thursday.
3) Would it be possible to delay conversation regarding this issue until next
September? If we really want to obtain unanimous support, everyone involved
needs to understand the issues as well as transactions involving the FICA. Our
main motivation to proceed with the plan should be to protect compensation
and medical leave.
4) Exec was reminded that FEBC has already endorsed the plan and is the body
that should deal with its issues. It is not coming up for a vote. There may not be
an opportunity to wait until August (the next time the Senate meets) to formally
react to this issue. By then, it may be a done matter.
5) Regarding FEBC’s motion - was the plan fully discussed and recognized for the
impact it will have on faculty in terms of their pay targets?
President: There was no effort to change the distribution of monies in
order to "achieve pay targets." The purpose of the change in the mix of
compensation is so that we are not “sticking out at the state level.“
6) I understand that there was a related piece that was recommended by the FEBC
that TIAA benefits would be on all summer pay. The president hopes that this
plan will produce an ultimate solution for both faculty and EAP and that it can
be moved forward without controversy on the principle that all compensation
should be treated equally.
7) If this goes forward to the Senate when will it be implemented?
Answer: Effective date is July 1.
8) Do we need to bring it to a vote?
S. Lamb: Normally we would want to take a vote at Faculty Senate. I have asked
the president to allow us more time for a shared governance approach, but at
this time I am especially pleased that the FEBC has reviewed this plan and that
we have had time to discuss it at today’s Executive Committee as well as at
Faculty Senate on Thursday. I do hope, however, that we have the opportunity
in the future to vote on such issues.
9) Regarding the timing of this issue, how does it relate to people who are
presently retiring or who are thinking about retiring and are not part of the
current retirement pool? Can any part of this plan be grandfathered in?
R. Guell will consult with FEBC (K. Bolinger) regarding this matter and other
talking points related to this plan and will present their conclusions at
Faculty Senate on Thursday. He will try and make sure that nothing is being
“slipped under the radar”.
b. Question/concern about whether tangible credentials for students will carry more
weight if the disciplines are specified. Apparently the question was addressed to Bob
English and some response is pending. Clarification: One’s diploma could say, for
example, that “so and so” is granted all the rights and privileges (e.g. in Science and
B. English is looking into this now and seeing what it would take to do this. It won’t
be on time for the summer graduates. Doctoral degrees have the same issue.
c. R. Guell: when we voted at the Senate last year for the new Foundational Studies
program we created a process to elect members to the Foundational Studies Council
after this year that was by “way of knowing.” In that process when the courses offered
for a “way of knowing” were within a single college that college would determine a
representative for that “way of knowing.” In circumstances when multiple colleges offer
courses in a “way of knowing”, the Senate would, by that resolution, establish a means
by which to identify a person for it. It is my hope, speaking for the Foundational Studies
Council, that we should immediately charge CAAC with that responsibility. R. Guell was
asked to draft the charge, which now reads:
CAAC shall, as quickly as is practical, recruit and select membership for the Foundational
Studies Council for those “ways of knowing” that span more than one college.
MOTION TO APPROVE: Authorize Robert Guell to construct a charge regarding personing of
the Foundational Studies Council for ways of knowing and forward it to the officers of CAAC. C.
Hoffman/C. MacDonald 9-0-0.
d. Provost brought up the issue of the Family and Consumer Science move, and the
departments/colleges that will be impacted by it. S. Lamb stated that the Executive
Committee, pending approval of the Senate, bring the language associated with this issue
forward to the Board when it meets again in the fall.
e. Several items for future discussion are still outstanding, particularly with CAAC and FEBC,
such as completion of the faculty evaluation process, issues related to definition of
“emeritus,” faculty (mis)behavior, definition of faculty categories, etc. All will be brought
forward to Executive Committee in the fall as starting points for discussion.
f. C. Lunce asked the provost what is happening about people who were laid off and are not
being brought back? The provost stated that he is meeting with Human Resources next
week to try and work through issues related to displaced employees, retirees, employment
health issues, etc. Hopefully, a resolution to all of these issues will be coming soon.
All Things Hospitality Policy.
D. McKee stated that the Controller’s Office and Business Affairs have been working
on this policy for quite some time. It is a policy that has been in place at similar
institutions, including Indiana University. This policy is needed in case the IRS audits
us. It also allows the University’s administration to have a framework for
departments, making it easier to identify situations when it would be appropriate to
use university funds for hospitality. It also provides uniformity in adhering to IRS
guidelines. The State Board of Accounts and the University’s internal auditor, Sally
Hunter, have reviewed the policy. Some minor edits will need to be made, but
nothing significant.
MOTION TO APPROVE: Statement of support from Executive Committee for All Things
Hospitality Policy. C. Lunce/V. Sheets 8-0-1.
The policy does not need to go to the Senate for a vote.
CAAC Items:
a. English Teaching Minor Elimination.
R. Perrin, Chair, English Department, presented an overview.
1) The minor as it was developed simply did not meet any of the old or new
requirements for English teaching. The minor is not useful in providing employment
for our students.
2) This proposal affects only the teaching minor.
MOTION TO APPROVE elimination of the English Teaching Minor. R. Guell/V. Sheets 9-0-0
b. School of Music; name change from Department to School. Presenters: Dean T. Sauer,
College of Arts & Sciences and N. Cobb Lippens, Chair of the Department of Music.
Rationale for proposal:
1) Name change came about after CAAC’s decision to define a "School."
2) School of Music is a standard term used in colleges and universities throughout the
country. It will immensely help with recruitment measures as well as increase our
philanthropists’ support.
3) Discussion ensued regarding the naming of School of Music from a revenue
standpoint (funding for 2010-11). The number of faculty is about that of the English
department so the School of Music would not be that distinctive in terms of
revenue (donor scholarships/fundraising efforts.)
4) The benefits of naming a department a School of Music are connected to the
process of recruitment and in the perception of the name. There seems to be no
apparent conflict between Music, Art, and Theatre relative to fundraising efforts.
Cooperation between these departments has never been so good.
5) The Senate has already spoken that we will have such a thing as a “School”. Even
though all faculties are not in agreement with the name “School”, they will support
MOTION TO APPROVE: Name change from Department of Music to School of Music. A.
Anderson/C. MacDonald 8-1-0.
c. Student Affairs Reorganization materials sent to both AAC and SAC.
S. Lamb: AAC met on April 12 to discuss the proposed reorganization of Student Affairs
and the committee approved the proposed reorganization by a vote of 6-0-0.
1) Who has priority in regard to reservations, particularly for Dede I, II and III?
The president stated that most rooms are booked about a year in advance for a
particular event. If the room reserved suddenly becomes available on a
particular date it was booked, then it reverts to a first come, first served
process. Usually once a contract is made for a facility, the contract is met. This
is standard practice for both faculty and students. N. Rogers’ area usually books
conferences. The ideal solution would be to bring conference scheduling
together with Facilities scheduling. A central, unilateral decision will need to be
made regarding space issues in HMSU.
A concern was expressed that J. Boothby, Associate VP of Student
Academic Services, is getting saddled with a much larger responsibility associated
with Residential Student Housing than is her expertise. Rex Kendall will largely be
responsible for Housing and will report to J. Boothby. It was noted that the new
director of the Student Academic Services Center, David Wright, would aid her. R.
Guell stated that he found this to be valuable information.
M. Fredericks will report to E. Kinley and will help the administrative units with
assessment needs. NCA wants us to assess everything, not just academic programs.
Will Intercollegiate Athletics report to the president? And if so, would the president
begin to micromanage it?
President: “I don’t think I micro manage anything so I will not be micromanaging Athletics”.
S. Lamb requested that J. Buffington report to the Senate on Thursday the outcome
of the vote from SAC related to Student Affairs reorganization materials.
SAC Items: - Jim Buffington
a. SAC Charge: Review problems with medical withdrawal procedure. SAC approves of the
Medical Withdrawal procedures and suggestions (wording) below by M. Sacopulos,
General Counsel/Secretary of the University and Board of Trustees Liaison:
“Changes in a student’s registration status can sometimes affect the student’s
health care coverage. Therefore, a student who is considering a withdrawal or a
change in registration from full-time to part-time status should contact his or her
health coverage administrator to determine whether coverage will be affected. In
certain cases, documentation from the student’s doctor might be needed to
continue coverage.”
MOTION TO APPROVE the medical withdrawal statement in reference to medical
procedures in the new Heath Care laws with regard to students under 27. C. Hoffman/A.
Anderson 9-0-0.
b. SAC Charge: Work with the Student Success Council (SSC) to examine policies that
impact success of first and second-year students.
J. Boothby noted the SSC is developing a newsletter to distribute information on its
SAC Recommendation: SSC should pass along information, including the newsletter, to
the committee and other interested parties among the faculty.
MOTION TO APPROVE: The Executive Committee approves the above-mentioned
recommendation from SAC to “Work with the Students Success Council to examine policies
that impact success of first and second-year students.” C. Lunce/V. Sheets 9-0-0.
SAC Charge: Make recommendation regarding instructor withdrawal of students.
SAC Findings: The Registrar noted that having registration handle a third set of
attendance reports, in addition to 3-week and 10 week attendance reporting,
would be very problematic, particularly because early withdrawal was proposed
at the discretion of the instructor. SAC investigated other universities for similar
policies. Most universities appear not to offer instructors this option. One
exception is the University of Denver.
SAC Recommendation: SAC recommends that faculty be encouraged to notify
absent students as soon as possible after the last class of the first week. Jennifer
Boothby was asked to draft a memo to faculty on this matter. The draft includes a
template that instructors can use to email students. This draft and template were
approved electronically 5-0-0 by SAC. It could be slightly edited or modified to
encourage more faculty to participate.
1) R. Guell clarification. Student receiving financial assistance must be enrolled for
12 credit hours. I understand that Academic progress requirements are that a
student must pass at least two-thirds of what he/she attempts and pass not less
than 24 credit hours in an academic year. It is not “thou shall not drop below 12
hours.” J. Boothby stated that the wording came from Financial Aid and that the
committee had slightly different language. A student could lose federal financial
aid or scholarships if he/she drops below 12 hours. There is also "satisfactory
academic progress," which is slightly different.
S. Lamb: Maybe that statement could be reworded to state that student should
consult the Financial Aid office if there are questions related to his/her status.
R. Guell – that is the advice I give my students who are in bad academic straits
late in the semester, which is to consult with their academic advisor as well as
with their Financial Aid advisor. There are also health insurance rules that apply
to students, and other things about the 12 semester hours, none of them made
better by failing the semester. Faculty can modify template – does not need to
go back to SAC.
MOTION TO APPROVE: the recommendation of SAC for “instructor withdrawal of students
early in semester” as stated above. C. Lunce/V. Sheets 9-0-0.
d. Faculty Senate Scholarship. J. Buffington stated that over 30 applications for the
scholarship were processed. He also mentioned that C. Fischer had been invaluable to
him in a leadership role as well as in processing the applications. Brittany Parrett was
declared the winner of the Faculty Senate scholarship. J. Buffington stated that an
official letter was sent to her regarding the scholarship and that he also called Brittany
to invite her to the Faculty Senate meeting on April 15 for the announcement to the
Endorsement for a plan from Faculty Senate to reduce textbook costs.
a. J. Boothby stated that the Student Success Council developed a subcommittee this year
to look into entrepreneurial ways to reduce the cost of student textbooks. Many
universities around the country have textbook rental programs or other programs that
significantly reduce the cost of textbooks for students. Indiana State (keeping in mind
our current financial situation) has not yet adopted any cost effective programs to help
students. It would be beneficial to send out a memo, endorsed by the Executive
Committee and the Faculty Senate, to help in this endeavor and bring it forth to the
Student Success Council. It already has the support of the Student Government
Association (SGA).
b. Comments/Questions:
1) Why was there no mention of student textbook rentals in the memorandum
since other universities seem to be pleased with this method? Plus, it saves
a lot of money?
Students can also order books through various websites to save costs.
The University also needs to honor its contractual agreement with the
campus bookstore. And, SGA never raised this issue.
2) Faculty are permitted to make recommendations about where students can
purchase their textbooks more cheaply.
3) The provost stated that faculty can and do mandate what textbook(s) a
students will need.
4) The Library receives many requests from individuals insisting that the
Library stock certain textbooks. Students don’t want to buy them. A big
issue related to this is that a textbook may not be completely adopted until
two or three weeks before the start of class. Students who have purchased
an unadopted book may not be able to get a refund or the Library might not
have the right edition. Faculty and students can always donate books to the
Library so other students may be able to use them. The Library will stock
various editions of books but warn students to pay attention to the edition
they are using. C. Lunce emphasized that faculty who have extra books
should put them on reserve at the Library. Instructors can always designate
a particular time they want to have a particular text on reserve (e.g. 3 days,
a week, etc.).
S. Lamb: Asked C. Lunce if the Library still notifies the instructor regarding
keeping books on reserve after a semester. She stated that the Library does
continue the practice of notifying faculty of books on reserve and that a
new reserve cycle begins at the end of each semester.
MOTION TO APPROVE TEXTBOOK document. A. Anderson/C. Hoffman 8-0-1
Charges suggested at last meeting discussion:
a. CAAC–development of polices to expedite the elimination of academic programs
and/or courses.
This charge will be sent to CAAC for input and will be brought to the Senate next
academic year.
b. SAC charge, Admission Policy, establishment of a process of review of student
applications for those individuals who have been dismissed from a school and can never
apply for readmission.
MOTION TO APPROVE BOTH CHARGES for CAAC (a) and SAC (b) mentioned above.
V. Sheets/C. Lunce 9-0-0.
Evaluation process for tenure on appointment of the new dean of Arts and Sciences (John D.
MOTION TO APPROVE: The EC confirms that due process has been observed to award
tenure to the new Dean of the College of Arts & Sciences. C. Hoffman/ C. MacDonald 7-0-2.
S. Lamb expressed his appreciation to the provost on the way the tenure materials were
presented to the Executive Committee.
Standing Committee Reports. None.
Dr. Lamb thanked everyone on the Executive Committee for their hard work this year. He
also reminded members of the Faculty Awards Banquet that will be held Thursday, April 29
at 6:00 pm.
Meeting adjourned 5:35 pm.