Deans Council Meeting
Provost Conference Room
September 25, 2007

Attendance:  Dr. Mary Hendrix, Dr. Sharon Chambers, Dr. James Klein, Dr. James Vornberg, Dr. Allan Headley, Dr. Deborrah Hebert and Dr. Steven Shwiff (in the absence of Dr. Hal Langford).  

Minutes prepared by Cynthia Rhodes, Assistant to the Provost

Environmental Health and Safety Audit – Results from a recent audit indicated several areas where deficiencies may be cited. (i.e. chemical issues, key control, etc.) The lack of training and monitoring may be the cause for some of the deficiencies. (i.e., students wearing shorts in chemistry labs, etc.).  As soon as the Risk Manager position is filled, this person will assist with monitoring and ensuring that issues are brought into compliance.  A formal report of the audit findings will be forthcoming and President McFarland plans to meet with the deans at a future meeting.

Strategic Plan – The Provost is planning another dean’s retreat so that the workgroup can review their program needs and determine the direction that needs to be taken toward the achievement of goals. There are a large number of online courses being proposed. There is concern regarding our infrastructure. Discussion was held regarding the idea of each college having an instructional designer position in their colleges to focus on the colleges’ online issues. The designer positions would report to the Director of Instructional Technology and Distance Education. The revenue source for these positions could be funded through a portion of distance education fees paid by students taking online courses. Currently, students do not pay extra for web-enhanced courses. Deans stressed that the entire campus should be wireless and that we need to address our campus infrastructure. Prior to the next retreat, the Provost asked deans to determine how many students their college anticipates taking online courses versus on-site classroom courses. Vital decisions need to be made regarding the university’s growth and investment in off-campus sites and to determine targeted growth programs on and off campus.  An outside consultant could be beneficial in analyzing the current situation and identifying areas for potential growth in the future.  PIT will be addressing this issue.

Enrollment Management & Retention – (PDF Document) - Focus needs to be given to recruitment at community colleges. Information regarding feeder community colleges was shared with Council members. Discussion was held regarding the idea of identifying a specific amount of money to be used for retention scholarships. This money could be used to increase retention by assisting students who might lose their financial aid within a year from graduation. Student financial aid may need to review the packaging of scholarships. There is a perception that housing scholarships focus mainly on international students more than traditional freshmen students. Each college was awarded $15,000 to be given in scholarships. The Provost has requested the Director of Financial Aid to provide a complete listing of all institutional scholarships, total amount budgeted, and the criteria.. This information is due to the Provost by next Monday, October 1st. Another suggestion included looking at increasing the number of available graduate assistantships (GA) for department/divisions. Dr. Allan Headley is to look into how GA positions are currently distributed, and he will report back to Deans Council within a month.

A Request for Proposal (RFP) has been issued to improve the university’s website. The university has contracted with an outside firm.. It was suggested that students be involved in this process. Dr. Sharon Chambers is going to chair a committee regarding technology services and the prioritization of requested jobs. Members of the committee will include representation from the following offices: Registrar; Admissions; Bursar; Financial Aid; Technology Services; and Graduate School. As jobs are requested, prioritization will be based upon which job meets most of the students’ needs and meets the university’s strategic plan. The Registrar’s Office has been working to automate the graduation check-out process. A status report is due Wednesday, October 3.

Jody Todhunter, Interim Director for Admissions, will provide the Provost Office with a calendar each month showing where the recruiters’ monthly schedule. 

Budget and HEF Funds - We need to maximize our base period. Deans were reminded that winter mini-semesters are not included in the base period. Deans requested the Provost provide guidelines for winter mini-semesters. Provost will review what was spent last year. It will be left up to the deans to determine whether or not they want to use the money during the spring semesters. Deans need to maximize their dollars for flex entry. Following the Council meeting, the Provost will send information electronically to the deans regarding flex entry.

In AY 2006-07 our HEF fund allocation was $400,000; HEF fund allocation for AY 2007-08 is $970,000. This is a large increase from last year. There is a campus technology plan. The Director of Instructional Technology and Distance Education will work with the deans regarding computer labs and general access.    
 
Provost Coffee & Tea – At the recent Provost Coffee & Tea, faculty expressed concerns regarding faculty parking. The Century Apartments will soon be demolished which should assist with providing additional parking. This issue will be addressed by PAC.

Another issue expressed by faculty included the University Bookstore and the problems both faculty and students have encountered in ordering and purchasing textbooks for the semester. This issue is being looked into by the Vice President of Business Administration. 

Human Resource Revisions –
Probationary Period for Staff – Based upon a recent System rule change, the probationary period for new staff is being eliminated. During the discussion of the rule change, council members asked the question whether or not staff could change positions without waiting for their probationary period to expire.

Employee Terminations – Effective October 1, 2007, the university will abandon their personnel policy regarding the termination of employees.  The System policy will be utilized in its place. Terminations of all employees must include progressive discipline and the Office of the General Counsel (OGC) must be involved.

Procedure 11.04.99.RO.10 “Early Intervention for Freshmen” – (PDF Document) – Dr. Chambers presented a revision of this procedure. After discussion Council members suggested the procedure be kept general and recommended that the procedure be re-worked; after reformatting, the procedure could be presented at a future Deans Council meeting.  Dr. Chambers is working with an Intervention Group/Committee regarding this procedure.

Dean of Enrollment Management Search – On Thursday, October 4th, the representative from the consulting search firm will be present on campus. The search committee will meet with the representative to review and discuss candidates for the Dean of Enrollment Management position.

Fall Federation  Seminar –The Fall Federated Universities of North Texas Seminar is being held on our campus this Friday, October 5, 2007. This year’s seminar is entitled “Trends in Graduate Education,” and the keynote speaker is Dr. Carol Lynch of the Council of Graduate School.

Federal Initiatives – Deans were asked to discuss with faculty and propose 3-4 ideas to present to the President for federal initiatives. The deadline to submit the university’s ideas to the System is November 1st.