ANNUAL REPORT
2012-13
Department Name:
Dean of Students Office
Location:
SAC W301
Phone Number:
852-5787
Web Site:
http://louisville.edu/dos
Director’s Name:
Michael Mardis
Number of Staff:
Your numbers should reflect
those staff who worked a
majority of the 2012-13
academic year
Staff Diversity:
Your numbers should reflect
those staff who worked a
majority of the 2012-13
academic year
GENDER
A/PI
FEMALE
1
Staff Type
No.
Full-time Professional/Classified Staff:
Part-time Professional/Classified Staff:
Graduate Assistants:
Student Staff on Payroll:
Student Interns:
Practicum Students:
Volunteers:
TOTAL:
6
1
AI/AN
BLACK
HISPANIC
2
2
3
12
WHITE
OTHER
TOTAL:
5
4
MALE
TOTAL:
Staff with Disabilities:
Your numbers should reflect
those staff who worked a
majority of the 2012-13
academic year
GENDER
FEMALE
MALE
TOTAL:
A. Mission:
No. of Staff
0
Please include the most recent version of your department’s mission statement.
The Dean of Students Office serves the University's most valuable asset - our students. We promote a
positive learning experience and make opportunities available for students to achieve their full academic
and personal potential by:
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


Promoting a vibrant student experience
Building relationships among students, faculty, staff, and the community
Upholding University standards and protecting student rights
Empowering students to promote positive change in our community and in our world
B. Department Overview:
Please include a three to six sentence narrative that captures the essence of your
department’s services, programs and activities.
Our office provides a variety of services in support of students, including student non-academic grievance
services, RSO funding, student conduct services, crisis assistance, extended absence notifications, SGA
advising, Student Care Team and other programs designed to help create and promote a vibrant campus
community. We try to positively impact the lives of our students and this accomplishment is always at
the core of what we hope to achieve in the Dean of Students office.
C. Strategic Goals (12-13) &
Major Accomplishments:
Please list your department’s strategic goals from this past year and address the
progress towards achieving each goal and/or major accomplishments and activities with
respect to each goal.
GOALS
GOAL #1:
GOAL #2:
MAJOR ACCOMPLISHMENTS & ACTIVITIES

Based on the recommendations of the Dear
Colleague Letter, Violence Against Women
Act, and Title IX compliance
recommendations, a Student Sexual
Misconduct Policy was developed working
with several other campus departments.

The DOS office has worked on clarifying
policy statements, procedures, and
protocols this year, as well as our website
and the Student Handbook, to ensure that
students and staff are better informed about
our services and policies. We revised the
RSO Code of Conduct and will incorporate
it into the Code of Conduct.

Developed and Implemented Commercial
Activity Policy

Developed and implemented the Use of
Grounds Policy

This past year the new student conduct
database management system, Maxient
Conduct Manager, was implemented. The
implementation of Maxient Conduct
Manager allowed for an online, centralized
database system for the management of
student care and conduct files created by
the Student Care Team, Dean of Students
Office, and Housing and Residence Life
Office. Staff was trained on the Maxient
Policy and Program Review
Maxient Database Implementation
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Conduct Manager system with plans to
continue on-going training sessions to keep
all users of the system up to date on
procedures.
GOAL #3:

Modified the PNG service indicator to
make this a permanent designation, thus
increasing the opportunity for people to see
this designation in PeopleSoft.

Hired professional social worker as Student
Care Manager in the Dean of Students
Office to provide follow-up case
management to students in distress and
offer consistent response to students
reviewed by SCT. The establishment of the
Student Care Manager culminates from a
two-year goal to meet the needs of an
institution of our size and complexity, as
well as needs regarding legal standards and
campus climate as related to behavioral
intervention.

The Assistant Dean of Students, Director of
Housing and Residence Life, Dean of
Students Program Coordinator, and Student
Care Manager facilitate a Crisis Response
Protocol for students who are transported to
a local hospital or who are experiencing
substantial emergencies (assaults,
harassment, etc.). The protocol provides a
structure for the University of Louisville
Police Department to call one phone
number in the event of an emergency.
Additionally, standardized communication
with local hospitals and protocols for
visiting a student in the hospital for
emergency situations was also established.

Developed case management networking
and collaboration with Housing and
Residence Life, Academic Units,
Enrollment Management, and other
departments as Student Care Manager
position was introduced and integrated into
the life of the University. A weekly case
management meeting was implemented
with Housing and Dean of Students Office
staff.
Continued professionalization of the
Student Care Team and Crisis Response
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GOAL #4:
GOAL #5:

Implemented new Student Care Team
report form.

Developed the updated Helping Students in
Distress folders, including for the first time
a QR code, to units through UofL Today
and distributed to those who requested
folders

Established interim suspension protocol as
requested by the Provost.

Formed the Athletics and Student Affairs
Advisory Group (ASAAG) that meets
regularly and includes representatives from
Athletics, SGA and Student Affairs. Dr.
Mardis serves as the chair of the group and
Charisma Stigall provides administrative
support. ASAG discuss issues and makes
decisions about areas of mutual interest.

Two units within Student Affairs merged to
create a stronger unit to support the student
experience. Dr. Mardis began discussions
with the directors of CELS and Student
Activities during the summer of 2012 to
look at ways to improve efficiencies and
create more opportunities for student
involvement. The directors and staff did an
excellent job of exploring the feasibility of
this change in a manner that allowed for
student and staff feedback.

The combined office is now named Student
Involvement and consists of what were
previously the offices of Student Activities
and Civic Engagement, Leadership and
Service. Merger and reorganization started
about eight months ago and Student
Involvement is in its early stages of a
rollout campaign.

The Office of Student Involvement fosters
engagement in student-led programs and
services that enrich the education
experience by maximizing the capacity of
students to learn, serve and lead.

The Student Recreation Center (SRC) is
currently under construction and will open
Established the Athletics and Student
Affairs Advisory Group (ASAAG)
Student Activities/Civic Engagement
Reorganization and Student Recreation
Center Construction
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in the fall 2013 semester. The SRC has
been a collaborative initiative with SGA,
Student Affairs, Intramural Sports, and
various other departments. This project
was supported by President Ramsey and the
past four years of SGA leadership. The
opening of this new facility will greatly
enhance the campus life opportunities for
students and will add to the vibrant growth
in campus life. A great deal of time has
been spent this year with every aspect of
opening this new facility to allow for the
best possible student experience.
Please add more space for goals as your department’s activities warrant.
D. Points of Pride (2012-13):
Short Title
Please list three to five ‘points of pride’ for your department from the past year. This can
include initiatives, programs or recognitions.
Description
Student Recreation Center
Student Care Manager
Construction of the new Student Recreation Center has begun, with
planned opening in fall 2013.
Hired Geri Morgan as new Student Care Manager and “professionalized”
student care services.
Hospital Protocol
Developed and implemented new hospital protocol
Emergency Response
Protocol
Developed and implemented new emergency response protocol
ASCA National Coordinator
for Communities of Practice
Dr. Mardis was appointed ASCA National Coordinator for Communities
of Practice (COP) for behavioral intervention and threat assessment.
Please add more space for additional points of pride as warranted. .
E. Collaborative Efforts:
Short Title
Please describe any initiatives, programs or activities that your department has
collaborated with one or more other University and/or community partners.
Description
Collaborated with the Registrar’s office, Student Records and others to
develop and implement the SER.
Collaborated with representatives from various campus and community
entities, including the Counseling Center, University Police, HSC,
Housing & Residence Life, Enrollment Management, Kent School,
Student Care Team
University of Louisville Properties, Inc., Campus Health and Academic
Advising to provide a regular opportunity for communication between
departments, ensuring that all the resources of the University are
available to students in distress or crisis.
Collaborated with University Police, Student Care Team, University
Hospitalization, Emergency
Hospital, Campus Health and various campus and community
Response and Crisis Protocols
constituencies to develop and implement these protocols to improve the
Student Engagement Record
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Emergency Contact
Information as Required
Update for Student Records
Athletics & Student Affairs
Advisory Group
safety and well-being of UofL students.
Collaborated with Student Records, Registrar’s office, Information
Technology and Undergraduate Affairs to implement requirement that
students must update and provide their emergency contact information
during registration.
Formed this advisory group that meets regularly to discuss issues and
make decisions about areas of mutual interest between Student Affairs,
Athletics and SGA.
Please add more space for collaborative efforts as your department’s activities warrant.
F. Continuous Improvement:
Please list areas which have been cited (either through formal or informal assessment
and evaluation) as requiring additional attention.
1. Cite a SINGLE area,
program, service or function
that was identified through a
formal assessment (i.e.:
focus group, survey,
tracking, etc.) as needing
improvement or warranting
additional attention.
Maxient Database – how to best utilize the database.
2. Which assessment
mechanism(s) (i.e.: focus
group, survey, tracking, etc.)
assisted your department in
identifying the need for
improvement?
3. Specifically, what did the
assessment’s findings reflect
that resulted in
enhancements to this area,
program, service or
function?
4. What has your department
done/plan to do to address
this area, program, service
or function? Please be as
specific as possible.
G. Diversity & Inclusion:
Short Title
Club Programming
Committee (CPC)



Consultation with Maxient
Benchmarking-type surveys/questions
Ms. Morgan attended Maxient breakout session at NaBITA
(National Behavioral Intervention Team Association)
Informal assessment reflected that we needed to refine use of the
system—how we label cases, who uses the system and hw we can best
do Clery reporting.



Ms. Ulmer is working on refining Clery reporting
We are currently trying to refine performance of case managemet
Periodic training.
Please describe any initiatives, programs or activities that your department undertook
that supported diversity and inclusion
Description
The Club Programming Committee (CPC) provided funding for
89 events in 2012-2013 that contributed to diversity efforts on
campus. To name a few: Latin America Hispanic Students
Carnival, SAB –International Fashion Show, Chinese Student
Scholar-Chinese New Year, SAB-Step Afrika, CommonGroundPINK, Men of PEACC Engaging Men’s Week, AIRCInternational Banquet, NPHC-Cookout/Step show, Black
Diamond Choir-Chili Supper, ASB-Legacy Event, Indian Student
Association-Diwali, CONECT-African American Recognition
Reception, Empowering Ladies Together-Women’s Retreat.
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In collaboration with the Director of Student Activities, we were
able to identify the necessary resources to develop a full-time
NPHC coordinator position. This was a recommendation made
by the 2010 NPHC Enhancement Committee chaired by Dr.
Ricky Jones.
NPHC Advisor
The NPHC Advisor is responsible for coordinating and advising
the National Pan-Hellenic Council, the Executive Board and the
nationally affiliated member groups of the NPHC. Jeffery Cross
was selected for this position and is currently advising the NPHC
and its Executive Board in development of programmatic
initiatives related to, but not limited to, such areas as risk
management issues (alcohol, hazing, and drugs), scholarship,
officer training, chapter development, membership recruitment,
succession planning and diversity.
This year the Dean of Students continued outreach to the campus
ministers and attended several meetings with this group to share
information. Dr. Mardis also had individual meetings with many
of the campus ministers. He attended all RLA meetings and
served as the University Liaison to this organization. This year,
Way Rutherford of Reformed University Fellowship again served
as the RLA convener.
Religious Life Association
International Service Learning
– Belize
For the fourth year in a row RLA hosted a joint event on campus.
They hosted a lunch and information fair at the Red Barn on the
first Monday of the fall semester. Over 12 campus religious
organizations were in attendance. The DOS staff worked with the
Card Office and RLA members to develop a University RLA ID
card that could be used by RLA members. Beverly Wolford
worked with members of RLA and the card office to make sure
those RLA members who had submitted all the necessary
requirements were provide a card. Beverly also facilitated access
to a UofL email address for many of the RLA members.
This year Dr. Mardis lead the 2013 ISL Belize spring break trip.
Seven faculty/staff and 31 students attended the spring break trip.
The interdisciplinary service learning teams included students and
faculty from Dentistry, Education, Communication, and Justice
Administration. They were in Belize for one full week. The trip
included some cultural and fun time at the Mayan Ruins called
Lamanai, a new site for us, which is located in the northern part
of the country. Participants also snorkeled off the coast of Caye
Caulker (also a new site) and swam with rays and small sharks.
The majority of their time, however, was spent working in the
villages of Georgetown and Red Bank. The villages are located in
the Stann Creek district which in the southern portion of Belize.
The team implemented a number of projects:
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Dental Clinic
Workshops on Bullying and Conflict Resolution
Teaching and Work in Schools
In-home Wellness Check and Health Information
Basic eye exams and distribution of non prescription
reading glasses and sunglasses.
Please add more space as needed.
H. Professional Development:
Please describe professional development activities your staff participated during
2012/13 (i.e.: committee work, recognition, leadership roles, conference attendance
and/or presenting at a conference).

Dr. Mardis was a member of NASPA, ASCA, and ACUI.

Dr. Mardis served as ASCA National Coordinator for Community of Practice on Threat
Assessment and Behavioral Intervention Teams 2013

Dr. Mardis served as the NASPA Excellence Award Chair for Violence Education and
Prevention, Crisis Management, and Campus Security 2012-2013

Dr. Mardis served as a faculty member for the Gehring Academy for Student Conduct
Administration, July 2012

Dr. Mardis presented at the NACUBO Annual Meeting, “Changing the Campus Culture:
Business Affairs and Student Affairs Working Together” co-presented with Larry Owsley,
Tom Jackson and Shannon Staten, July 2012

Dr. Mardis presented at the Gehring Academy for Student Conduct Administration,
“Governance and Relationship Building”, July 2012.

Dr Mardis presented at the Gulf South Conference on Service-Learning and Civic
Engagement, “Student Engagement in International Service Learning: Preparation for
Continued Leadership and Involvement”, co-presented with Tom Jackson, Joy Hart, and Kandi
Walker, February 2013

Dr. Mardis was an Invited Speaker, NASPA-KY Drive-In Workshop, “Student Care Team
Approach to Working with Students of Concern”, co-presented with Geri Morgan, February
2013

Dr. Mardis participated in the NASPA-KY Drive-In Workshop, “Approach to Student
Conduct Featuring Chairs of CARE Teams, Panel Member, February 2013

Dr. Mardis participated in the CPAK Conference, “Exploring your Career in Higher
Education”, panel member with Victor Hazard and Gale Rhodes, November 2012.

Dr. Taylor was a member of ACPA, ASCA, and CPAK.

Dr. Taylor attended ACPA in Las Vegas, NV in March 2013.

Dr. Taylor attended the University of Louisville Women’s Leadership Conference in May
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2013.

Ms. Morgan became a member of NaBITA (National Behavioral Intervention Team
Association) and attended their annual conference for education and networking.

Ms. Morgan became a member of HECMA (Higher Education Case Managers Association).

Ms. Morgan presented at Student Affairs Directors and Assistant Directors Meeting,
“University of Louisville Student Care Team & Manager Report,” January 2013.

Ms. Morgan presented at NASPA-KY Drive-In, “Student Care Team Approach to Working
with Students of Concern,” co-presented with Dr. Michael Mardis, February 2013.

Ms. Morgan presented at the Integrated Programs in Biomedical Sciences (IPIBS) program,
Graduate Medical Students Orientation “University of Louisville Student Care Team,”
February 2013.

Ms. Morgan presented at Bachelor Program Directors, “Synthesizing a Workplace Readiness
Model with BSW Field Education Competencies,” co-presented with Lynetta Mathis, March
2013.

Ms. Morgan presented at Bachelor Program Directors, “Using Technology to Support Field
Education,” co-presented with Lynetta Mathis, March 2013

Ms. Ulmer served as a co-chair for the host committee of the Donald Gehring Institute.

Ms. Ulmer finished her coursework for the Ph.D. program in College Student Personnel during
the reporting period.

Ms. Ulmer agreed to serve as an assistant coordinator for the Association for Student Conduct
Administrators (ASCA) new community of practice regarding threat assessment and
behavioral intervention.
J. Strategic Goals (2013-14):
Please list your department’s strategic goals for the coming year and address efforts to
be made towards achieving each goal. NOTE: Goals should be specific, measurable,
attainable, realistic and timely.
GOAL #1:
Establish learning outcomes for students referred to the office for student conduct
concerns. Develop an assessment mechanism to evaluate the efficacy of achieving the
desired learning outcomes. Establish student learning outcomes for case management of
students in distress. Evaluate student learning outcomes and retention efforts through case
management and survey instrument.
GOAL #2:
Work with the Undergraduate Council, Undergraduate Affairs and academic units to
evaluate the current recordkeeping process for Academic Integrity incidents.
GOAL #3:
Work with Intramurals, SGA, Budget Office, and Physical Plant to ensure effective opening
and operation of the new SRC.
GOAL #4: Incorporate Student Advocacy process and responsibility into DOS Office
GOAL #5:
Work with campus constituents to evaluate the newly-released VAWA and Title II
clarification to incorporate necessary revisions to policies and protocols. Evaluate Title II
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policies regarding direct threat and mental health to ensure appropriate use of behavioral
agreement.
Please add more space for goals as your department’s activities warrant.
K. Learning Outcomes:
List your department’s 2012-13 programs, activities or initiatives that were designed to
support the Divisional Learning Outcomes listed below.
1.
1. Division of Student Affairs
Learning Outcomes
2.
3.
4.
2. Identify programs, services
and activities planned to
address these outcomes:
Students will learn to be responsible global citizens. This will be
demonstrated through service to campus, community, and others.
Students will learn about campus services and activities supporting
their retention and graduation. This will be demonstrated through
student's knowledge of campus services, personal development
opportunities, and increased utilization of campus services and
activities.
Students will learn Cardinal traditions and develop a sense of purpose.
This will be demonstrated by familiarity of campus traditions and
increased participation in campus signature events and ceremonies.
Students will learn critical thinking skills. This will be demonstrated
through RSO training, SGA retreats, leadership skills training, and
Engage Lead Serve Board etc.
1…ISLP Belize 2013
2…Student Care Team
3…Student Conduct Services
4…Evaluation/assessment of Policies
3. How did you plan to
measure attainment towards
the outcomes listed above?
1…Assessed ISLP Belize 2013 outcomes via student focus groups.
2…Student Care Team is a focus group in itself.
3… One on One meetings with students that were charged with violating the Code of
Student Conduct.
4.
L. Community Service and
Civic Engagement Activities:
Review of best practices from other institutions and by participating in national and
regional professional development opportunities.
List community service or civic engagement initiatives, programs or activities your
department undertook during 2012-13
Short Title
Description
QPR Training
Staff provided Gatekeeper suicide prevention training to University staff.
BRICC Coalition Steering
Committee
Dr. Taylor served on the BRICC Coalition Steering Committee and
assisted in its efforts to increase resiliency and reduce high-risk drinking
and substance abuse on campus.
Orientation
Dr. Mardis and Ms. Ulmer presented at student orientation sessions.
Meal Plan Appeals
Last year the Dean of Students Meal Plan Appeal account received
approximately 230 appeal requests for the fall 2012 and spring 2013
semesters. of those, on average 80% were approved
M. Assessment Planning:
1… Evaluate student learning outcomes and retention efforts through case management
List assessment activities
planned for 2013-14.
and survey instrument.
2…Title II Webinar
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3…Develop an assessment mechanism to evaluate the efficacy of achieving the desired
learning outcomes for student with conduct concerns.
N. Issues and Challenges:
1…Implementing Student Advocate position duties into DOS Office.
List issues or challenges you
anticipate your department
addressing in 2013-14.
2…Keeping up-to-date on changing laws
O. Department Scholarships
1…
Please list any student
scholarships provided by your
department during 2012/2013
2…
3…Continuing budget issues
3…
Please Attached These Additional Materials to Your Report
P. Performance Metrics
Please attach your updated Performance Metrics for 2011-12. Additions welcome.
Q. Organizational Chart
Please provide an up to date organizational chart for your department (electronically in
whatever form you prefer).
S. Staff List
Please provide an electronic list of student staff who were employed by your department
this year that includes their UofL ID number. This can be generated by PeopleSoft.
Krupaben Patel, ID#1576585
Byron Fisher, ID#1688348
Please submit this annual report by Wednesday July 31, 2013.
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