Edwards College of Humanities and Fine Arts
Deans & Chairs Meeting
March 27, 2013
Present:
Maria Bachman, Steven Bleicher, Matthieu Chan Tsin, Dan Ennis, Jim Everett, Eliza Glaze,
Kenneth Martin, Carol Osborne, Philip Powell, Nils Rauhut, Holley Tankersley
Guests:
Stacy Wyeth and Rose Pleasant
Graduation Applications – Stacy Wyeth, Assistant Registrar for Student Records, Grading, and Transcripting, met with
the chairs and the admins to review the graduation application process. Carol Osborne provided a sheet of reminders to
guide the chairs through the application process. In addition, Stacy addressed the areas of concern with the Registrar’s
Office. Stacy asked that the packets be submitted in the following order: Application for Graduation, Degree Certification
(one for each semester, if applicable), Minor Certification, if applicable, Bursar’s receipt, and the Academic Evaluation.
Only when a petition is filed that affects a course that is “in progress” is it necessary to include a copy with the packet.
The Registrar’s Office requests that no other materials be submitted with the packets. Carol announced that going
forward the date the packets arrive in the Dean’s Office (not the department) will be the date used to determine if a late
fee is applicable to make COHFA consistent with the other colleges. Carol suggested that departments adjust the date the
packet is due in the department to allow for processing. December applications are due to the Dean’s Office by April 18.
Only honors courses and study abroad courses are exempt from the academic program evaluation rule that must read
“pending/anticipated complete.”
Stacy asked that attention be given to how the name appears on the application because this is how the diploma will read.
The address is important as well because it is where the diploma and final transcript will be mailed. The section
indicating the degree must be completed for either a B.A. or a B.S., followed by the major/minor(s), and concentrations
are listed at the bottom. As concentrations are printed on the transcript, Stacy asked admins to check to be sure that what
is listed on the application agrees with what is in Datatel. Minor Certification forms should be included with the
application. Attention also needs to be paid to ensure that the correct catalog year is listed. Students have eight (8) years
to graduate from a specific catalog year provided they have consistently attended the university or been absent for no
more than three years. If a student has been absent more than three years, the year the student is readmitted to the
university becomes the catalog year. The academic evaluation catalog year must match what is entered on the graduation
application and the student must have a course with a grade on the academic program evaluation from that catalog year.
Stacy pointed out that the minimum grade a student must achieve in a Core course is a “D” with the exception of ENGL
101, where a grade of “C” is required. All courses in a student’s major and minor must be successfully completed with a
grade of “C.” If general electives are listed on the Degree Certification form(s) there is no need to put the specific name
of the course. The designation of “XXX” or “3XX,” etc. is sufficient. All core substitutions must be processed before an
application is submitted. If an internship is planned, the Registrar’s Office will accept the application provided a note is
included on the Degree Certification form. As the Degree Certification is essentially a contract with the student, all
changes must be initialed, students must be informed, and a revised copy provided to them.
As a side note, Stacy asked that the paperwork for a student adding a new major and dropping a previous one should be
handled in Datatel by the admin of the new major. The admin should end the previous major and add the new one. This
eliminates a student on campus with no major listed in Datatel until the paperwork reaches the office of the new major.
Students with dual degrees or double majors should also be reviewed. Students are permitted to receive two degrees if
they wish provided they have earned the required 144 accumulated credits.
Faculty and admins were encouraged to contact Stacy with any questions regarding a graduation application to insure the
timely processing of all forms.
Dan suggested that the chairs be aware of the need for good advising and address this with faculty at evaluation time.
Carol reminded the chairs of the need for them to check the appropriate box when recommending/not recommending on a
Core petition form.
Approval of Minutes - A motion was made by Eliza Glaze to approve the February 27, 2013 minutes and seconded by
Ken Martin. The motion passed unanimously.
Travel Allocations – Rose Pleasant distributed a summary of the professional development money allocated to
departments for the 2012-2013 academic year. She requested that she be informed if a travel authorization is processed
and the trip is cancelled. There is no money remaining in the professional development budget for this year. It should be
noted that the Dean’s Office awarded more money for travel this year than in past years. The procedure for awarding
funds is on the agenda for the Deans and Chairs Retreat this summer. Travel must be completed or expensed by June 30,
2013. In order for the travel to be official, a Travel Authorization must be approved by Dan before the faculty member
leaves campus. May 1, 2013 is the deadline for using funds at which time all allocated monies will be returned to the
Dean’s Office. May 1 is also the deadline for all transfer of funds from one travel authorization to another within a
department.
Dean’s Updates

Dan informed the Chairs that a policy change is forthcoming whereby a student with recognized courses
through state universities, technical schools, etc. will no longer be required to process a Special Permission
form. If the course appears in the South Carolina Transfer Guide, no permission is needed. The form will be
revised to reflect this information.

Letters are being mailed to the individuals that did not attend shooter training.

Dr. Sheehan previously announced that it was being proposed that all students enrolled in distance learning
classes in the summer would be charged the in-state tuition rate. Discussion is now taking place at the Board
of Trustees level and we are waiting final approval.

A search for a Distance Learning Director/Coordinator (title to be determined) will be undertaken in the near
future. An interim will be appointed; it will be a faculty position with a reduced load reporting directly to the
Provost.

Dr. Sheehan will complete his term next year as Provost. It is expected that the search for his replacement
will begin this fall.

Dan encouraged attendance at the Town Hall meeting at 3:00 on March 28.

The Student Life Committee is recommending that the colleges include more academic work in preprofessionalization courses. The course(s) would give the student the opportunity to discuss career planning,
internships, graduate school options, interviewing techniques, etc. Embedding the pre-professionalization
activity into the major with guest speakers and opportunities for professional development in a specific area
might work well.
Student life will be asking for this from the departments. Dan asked that the Chairs
discuss models that work in other areas, such as in the Wall College, and review the ones that currently exist
in our college in Theatre and Music. Departments will be asked by Student Life about the possibility of
developing a one-credit required course. This may be a more formal way for students to talk about postgraduate life and perhaps lead to additions to the curriculum or revisions to capstone courses.

The retention numbers are positive at this point in time. Preregistration for the fall is up 18%.

Deans and Chairs meetings will remain on Wednesdays from 2:00-4:00 during the fall semester.

Dan briefly discussed his plans for the Deans and Chairs Retreat this year. He is suggesting an overnight,
two-day retreat in Charleston with a facilitator from outside the college.

Dan asked that all requests to promote individual courses, speakers, etc. through the “allfacstaff” email
system be sent to Judy. The plan is for one email to be sent out during each month. Carol reminded the
Chairs that the COHFA Newsletter is another good place to put this kind of information.

Dan has purchased two tables for the Humanities Gala and offered seats to the Chairs and their guests. In
return for the ticket, each chair will be asked to circulate and mingle while promoting the college and our
programs.

The Faculty Performance Evaluations will not be online this year. The forms can be found on the Humanities
website under Resources and are due to the Chairs by April 26. The Chairs’ evaluations for each of their
faculty are due to the Dean by June 10. It was noted that the Dean added to the guidelines a 15 working day
limit on all appeals. The Chairs’ Faculty Performance Evaluations are due to the Dean in late May/early June.
June 30 was determined as the deadline when department annual reports would be due to the Dean’s Office.

A Degrees Awarded by Major chart was included in the Chairs’ packets for informational purposes only. The
data begins with the 2007-2008 academic year and concludes with 2011-2012.
Associate Dean Reports
Carol Osborne announced that a new video is being created for the College for use at Orientation. Philip will be
providing the music. The Chairs were asked to send recent photos of their program/events for inclusion in the video.
Submitted by: Judy Davis