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Deans Council Attendance: Dr. Sharon Chambers, Dr. Hal Langford, Dr. James Klein, Dr. Allan Headley, Dr. Brent Mangus, Dr. Deborrah, Stephanie Holley and Cynthia Rhodes. Minutes were taken by Cynthia Rhodes. (In the absence of Dr. Mary Hendrix, Interim Provost, the Council meeting was conducted by Dr. Sharon Chambers, Associate Vice President.) Freshman Success Seminar (FSS) – Recently Dr. Chambers and the academic deans met with Dr. Bill Thompson, Director of the Mayo College, to discuss the Freshman Success Seminar classes. The group discussed the need and feasibility of the university developing their own online text to be used in future FSS classes. Complaints have been that the current textbook costs students approximately $50.00; it is paperback and is not used very often. If the university developed a textbook, it would be posted online and students would not be charged for its usage. Dr. Langford suggested the name of a Voluntary Modified Employment (VME) faculty who could be hired and would be good to serve as the book’s editor. Council members felt the online book needed to be ready for fall 2008. Therefore, academic Deans agreed to meet and begin plans for its development. The possibility of allowing upper level students to assist with the classes was discussed. This would provide junior and senior level students with a leadership opportunity. Additional discussion involved keeping students at one (1) credit hour for taking FSS classes, and faculty would receive three (3) hours credits for teaching the class. Additionally, faculty would be involved in follow-up activities with students throughout the spring semester and would receive reward/recognition for their student retention indicated by the following fall registration. There was discussion regarding giving professional staff rewards or incentives for teaching classes (i.e. travel, conference attendance, registrations, etc.) Consideration may also need to be given for a transfer level course similar to FSS for transfer students. Retention Plan – Using myLeo, course instructors are responsible for the identification of first-time full-time freshmen at-risk students. Data will identify students who after the 4th week of class have not turned in assignments, who have excessive absences and who have failing grades of D and/or F. After the data is entered into myLeo, Wendy Gruver, Director of Academic Advising, will analyze, sort and distribute the data to the college deans. Deans, department heads, faculty, and counseling and advising staff will be responsible for student intervention. Deans felt the retention plan should be followed from the mid-semester to the end of the semester, as well as, from the fall semester to the fall semester. Deans requested data be provided for students from the fall to spring semester. As soon as the data is received from Ms. Gruver, it will be shared with the college deans. Council members discussed the possibility of last semesters FSS students getting together for a “class reunion” and attending a university event together as a group such as a basketball game. Complimentary tickets and meal could be provided to FSS students and faculty. Quality Enhancement Plan (QEP) – All SACS accredited institutions are required to document compliance with SACS Core Requirements before they can be considered for reaffirmation. Core Requirement 2.12 requires institutions to develop a documented plan which is based upon a comprehensive and thorough analysis of the effectiveness of its students’ learning outcomes and that the institution is effectively accomplishing its mission. Drs. Rusty Waller and Leah Wickersham presented a talking paper to Deans Council members regarding the requirements and expectations of the QEP and a process to measure its progress. Drs. Rusty Waller and Leah Wickersham stressed to Deans Council that QEP’s focus must be on student learning outcomes with the emphasis on performance and not process. Our university plan must be linked with our strategic plan and mission. The QEP must be broad-based and not focused on any specific department(s) or colleges; therefore, it is critical that input be received from diversity of faculty, staff, administration, students, graduates, and community members. As outlined by Drs. Waller and Wickersham, one of the first steps will be to develop a QEP website for the university where everyone can see the QEP progress. Secondly a committee will be formed to work on the QEP. Committee members must be dedicated to the quality and effectiveness of the plan. The committee will define quality and design how the outcome will be measured. The plan must be meaningful and improve student learning and not just because it’s a SACS requirement. Faculty and staff do not want to be asked to do “busy work”; therefore, the plan needs to be effective and must be measurable. The plan should be a three (3) year plan. Fall 2008 - Topics should be identified and the 1st topic selected this spring/summer. Dr. Waller plans to send emails to faculty and students asking for assistance in the identification of the first student learning outcome and how to improve quality. Input will also be requested from faculty and students via focus groups, surveys, etc., Dr. Waller’s plans include visits with faculty and departments to help them understand how QEP benefits the university. Drs. Waller and Wickersham view QEP as an exciting opportunity where the university can identify what we want to achieve and determine how we’re going to achieve it! Draft Procedure 11.04.99.R32 – Course Requirements for Second Master’s Degree – (PDF Document) - Council members reviewed a draft procedure presented by Dr. Headley. Council members voted to approve the procedure contingent upon the modification of item 5 to reflect the following change: "Previous Thesis or Research Literature and Techniques courses, or their equivalent, could not be applied unless approved by the department head and Graduate School." With the modification, Deans Council members voted to approve the procedure. Tenure and Promotion – The Provost plans to hold a Deans Retreat in mid-February to discuss tenure and promotion issues. Prior to the retreat, the deans were requested to collect tenure and promotion plans from their departments and come to the retreat prepared to discuss. Orientation – The following dates for new student orientation sessions were confirmed by Stephanie Holley, Dean of Enrollment Management and Retention. All dates have been cleared through facilities. In registering students for sessions, Enrollment will try to balance session enrollment to prevent unnecessary small sessions. 5/28; Wednesday – Summer Meeting rooms have already been reserved in two day blocks for overnight sessions. Dean Holley agreed that all faculty/staff wear the same shirt to represent a unified university rather than various shirts for different colleges. Flex Entry Courses – In spring 2009, all students will start classes on the first class day. However in spring 2008, flex entry courses were offered with a variety of start dates for various classes. Some classes do not begin until the day following spring break. For some of the flex entry classes, students can still register for classes up until the day that classes begin. Therefore, we need to make certain that students are not charged a late fee. Dean Holley discussed the necessity to continue marketing these classes to increase enrollment and offered suggestions and support from the Enrollment Management Division. Further discussion is required. Mini Semester Courses – Everyone was reminded that May and August mini-semesters are counted in summer school enrollment.
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