MINUTES
Associate Deans and Academic Support Group Meeting
December 16, 2008
8:30 am – 10:00 am
CU Denver Building Room 299
Present: Laura Goodwin, Sara Potter, John Lanning, Rene Galindo, Cliff Young, Clark
Strickland, Joann Brennan, Tammy Stone, Linda Brooker, Teri Burleson, Lissa
Gallagher, Mary Coussons-Read, Roxanne Byrne, Patrick Mctee, Kaye Orten, John
Sunnygard, Sam Ortiz, Linda deLeon, Kelly Hupfeld, Ellen Stevens, Deanna Geldens,
Marguerite Childs
Guests: Patty McKissock, Regina Rodriguez
The 12/2/08 minutes were approved.
Calendar Items:
No calendar items were presented.
Updates:
No updates were presented.
Discussion Items:
1. Demonstration of the Online Scholarship Application (handout): Regina
Rodriguez discussed the online scholarship application process for students. Main
points about the process include:
o Financial Aid Office complies list and requirements for all
scholarships (residency, GPA, class level).
o Student logs in to the scholarship application with SID and PIN.
o Scholarship application matches students demographics from SIS with
scholarship requirements.
o The program displays scholarships that student may be eligible for.
o Student submits scholarship application and other documents.
o Financial Aid Office sends the list of qualified applicants and their
scholarship applications and other documents to all departments
offering scholarships for which student has demonstrated eligibility.
o Department retains selection authority.
The group had questions about the online application process:
 Where do graduate students include information about publications
and presentations in the applications process?
 Will the online tool allow students to attach, or copy and paste, a
resume -- or do they need to prepare one in the application?
 How will students be reminded to complete the FAFSA?
 How do students upload student work, including video and digital
projects?

Who is the point person in each school/college to advise students
about the tool?
 Is there a way to send students a status report about their
scholarship application – i.e., approved, denied, etc.?
Next Steps: Regina and Patrick will present this application process to student
governments groups, as well as school and colleges. They also will contact
departments in Spring 2009, to discuss possible implementation of the online
scholarship application for the 2010-2011 academic year.
2. Catalog Deadlines: Deanna returned to AD/ASG to discuss deadlines for
academic units to submit content and course changes. There will be no changes
in the due dates this year (for 2009-10) catalog). However, for the 2010-11
catalog, the deadline for schools and colleges will be late December 2009 for the
following March electronic catalog. Course changes will be due in November.
The print version will be available in April 2010.
Next Steps: Deanna will draft a calendar to send to AD/ASG.
3. Draft Policy Academic Program Review (handout): Marguerite discussed the
draft APR policy for UC Denver. She summarized the main points:
o A unit self study is required.
o What defines a “unit” is different in each school and college.
o There will be a Program Review Panel (PRP) across all of UC Denver,
with representatives from all schools and colleges and Faculty
Assembly.
o Each APR will have a liaison on the PRP.
o There will be an external review committee for each review.
o One internal faculty member will serve on the external review
committee.
o The outcome of APR will be one report for the entire unit.
o There will be a connection to each school/college (or “a parent unit”)
to ensure that deans’ offices are informed and involved in the process.
o The APR budget will be allocated to the schools and colleges to cover
the costs of the reviews.
o The stipends for external reviewers will be $1000.
o The program under review will coordinate all travel and schedules for
on-campus visits.
o Implementation plans will be written by the PRP.
o Centers and Institutes must be reviewed – either alone or as part of an
academic unit’s APR.
o Primary unit criteria must be reviewed as part of APR.
o An explanation of how to write a self study is included as an appendix
to the policy.
o An APR website will contain information about setting up visit
schedules (recommended hotels and restaurants, etc.) as well as other
logistical information.
The group had comments and questions for Marguerite, including:




Will the new Honors and Leaders Program be part of APR?
Where does International Affairs fit in APR?
Will the AMC Health Sciences Library be part of APR?
The selection of PRP members needs to occur in conjunction with
the election/selection of representatives to various committees in
the spring semester.
 Can the APR orientation meeting be held in March (vs. May) for
next academic year’s APRs?
 Can we develop guidelines for APRs that include interdisciplinary
programs?
Next Steps: Marguerite will send the draft policy to AD/ASG electronically. She
asked for feedback by January 15, 2009.
4. Independent Study Courses/Campus Solutions (handout): Teri asked two
questions:
1) Do we need to manually shorten Independent Studies titles to 24
characters for all courses previous to Campus Solutions implementation?
There are over 5,000 of these courses.
2) In the future, do we want to use only the Independent Studies designation
on the transcript, or do we need to add an additional description of the
independent studies in a ‘text field’, which is only 28 characters?
In response to question #1: Everyone seemed to agree that we should not try
to manually shorten titles for courses in the past, but may need to convert
“truncated” titles, which might appear in the text field. Teri is not certain this
is feasible and will ask the project team.
In response to question #2: Consensus was that we would use only the
Independent Studies designation on the transcript.
Information Items:
New Science Building Classroom Allocation Memo (attached)
ASAL Agenda (attached)