Deans Council Meeting
Provost Conference Room
June 3, 2008

Attendance:  Dr. Mary Hendrix, Dr. Sharon Chambers, Dr. Allan Headley, Dr. Hal Langford, Dr. Linda Matthei (in the absence of Dr. James Klein), Dr. Brent Mangus, and Dr. Deborrah Hebert. Absent from the meeting was Stephanie Holley. Minutes were taken and submitted by Cynthia Rhodes

Enrollment Management – The following dates were proposed and approved by Deans Council for academic year 2008-2009 Mane Event Preview Days (MEPD).  However, because of a possible conflict, April 4th may need to be changed at a later date.

Fall MEPD, October 11, 2008
Fall Transfer Day, November 15, 2008
Spring MEPD, March 7, 2009
Spring Transfer Day, April 4, 2009

The current enrollment reports for Summer I (PDF Document) and Summer II (PDF Document) were shared with the group. Dr. Hendrix thanked the deans for their quick response this spring to implement alternative scheduling for summer. She also thanked Dean Holley and Randy Jolly for their advertising campaign. Discussion was held regarding reasons why enrollment may be down from last year. Although some area school districts are still in session, summer I classes started this week which may have resulted in a delay/decrease in enrollment. Next academic year, plans are to adjust our calendar for Summer I so the semester will be aligned with our public school partners.

Deans Council members agreed that Summer I registration would be extended through Thursday, June 5and students would not be dropped for non-payment until Monday, June 9, 2008. The Registrar’s Office will provide the deans with a list of “dropped” students.   

Summer Fuel Fighter Rates – (PDF Document) – Residence Life is offering a housing option for faculty, staff and commuter graduate students for the summer. A recent notice was sent to all employees campus-wide.

Procedure 13.01.99.RO.01 - Persons with Disabilities – (PDF Document) – In reviewing the proposed changes, Deans Council felt revision was necessary to shorten specific phases within the process.  Council members voted and approved this procedure contingent upon the following changes:

In the first paragraph of the “Grievance Procedures” section, the wording should reflect: “The written grievance must be filed within thirty (30) business days after the allege grievance occurred” rather than one semester after the alleged grievance occurred. 

In the second paragraph of the same section, the wording should reflect: “The ADA Compliance Committee will investigate, attempt to resolve the compliant and make recommendation within thirty (30) business days of receiving the written grievance by using the following steps:”

Procedure 33.02.02.RO.01 - ADA Compliance Procedures - (PDF Document) – Deans Council voted and approved the proposed procedure contingent upon adding a reference to Procedure 13.01.099.RO.01 in section “Students Requesting Academic Accommodation for a Disability” item 6 as indicated below:

“6. If the request is denied, written appeal may be made to the ADA Compliance Committee in accordance with the grievance procedures as outlined in Procedure 13.01.99.RO.01“

Dr. Hendrix announced that recently Mr. Bob Brown, Vice President for Business Administration, was determined to be the university’s ADA Compliance Officer by the President’s Advisory Council.

Dissertations and Faculty Workloads – (PDF Document) - The Graduate Council Committee on Graduate Faculty, Research and Instruction recently made recommendations regarding faculty workloads related to dissertations. Deans Council reviewed the recommendations and decided more data were necessary before going forward with the recommendations. Deans are to contact their department heads and gather pertinent data regarding their college’s doctoral students. Deans will forward the data to Dr. Headley who will compile and reconcile the data before presenting it to the Deans at the next Deans Council scheduled for June 17. 

Junior Level Essay (JLE) – Discussion was held regarding the possibly of including other courses that would satisfy the JLE. Each college will survey their department heads to determine what courses might be appropriate to consider in broadening the scope of the JLE, particularly for those students who are off-campus or taking online classes. Dr. Langford volunteered to develop a plan and submit to Deans Council for review and if approved the plan will be forwarded to the University Studies Council for consideration.

Graduate Application Reports (PDF Document) (PDF Document) – The Provost shared graduate application reports with the deans and asked if they were addressing issues with their academic departments regarding expediting the admission process. Concerns were expressed by the colleges that they were not receiving information from the Graduate School as timely as they felt necessary. Departments need to know what part of the application is incomplete so that they can contact faculty and/or students to get the application completed.

Mesquite Metroplex Center – When scheduling Metroplex classrooms, the Director tries to maximize classroom usage by scheduling two (2) classes per evening (4:30 p.m.; 7:20 p.m.) Deans were asked about developing a process to assist the Director so she would know what dates and times classrooms were needed. Discussion was held regarding the need for creative scheduling because more enhanced and hybrid classes are being offered than in the past. Previously students needed classes to begin at 4:30 p.m.; however, the current needs of students may require a different time schedule. Deans plan to discuss this at their department head retreats and executive council meetings.

Online University Catalog – The online catalog is near completion and will be ready by fall 2008.