Deans Council Meeting
Boardroom, BA 290
July 29, 2008

Attendance: Dr. Mary Hendrix, Dr. Hal Langford, Dr. Allan Headley, Dr. David Crenshaw, Dr. Brent Mangus, Dr. Deborrah Hebert and Stephanie Holley. Absent from the meeting was Dr. Sharon Johnson. Minutes were taken and submitted by Cynthia Rhodes.

Marketing Communications – Randy Jolly and Ken Dickinson met with Deans Council to provide an update regarding the university website update, Crisis Communication Plan and a procedure to be used when requesting marketing projects.

Website - The upper tiers pages are due for completion by the end of August. As the website is updated, the primary target is to keep in mind both prospective and current students. Consistency and easy navigation are key factors to an effective website. There will be a box on the main page for current news events. Internal information will be moved to an intranet site. Departments and/or divisions will eventually need to identify person(s) in their area to be responsible for their updates.

Crisis Communication Plan – A copy of the plan was shared with Council members. Recently an unannounced drill was held on campus to see how effective the plan would be carried out in the event of a crisis. The results will help identify areas which need refining and improvement. Another drill will be held later in the fall. Marketing Communications will be the point of contact for communications in the event of a crisis. Meetings will be held so that everyone will know what to say or do in the event of a crisis.

Electronic Sign - The University has an electronic sign located on the corner of Highway 50 and Culver Street. Studies have revealed that the most effective messages run for 15 seconds per message. Following this guideline will allow persons to see at least four (4) messages during the one minute traffic stop where the sign is located. Messages should not exceed ten (10) words. Eventually the sign will be able to display graphics and animation. Requests for placing notices on the sign can be made by accessing the online request form. Requests should be submitted no less than one week prior to the message going public. This will allow for the message to be posted on the sign for one week prior to the event and the message will end at the conclusion of the event.  

Request for Marketing Projects – A form has been developed to assist departments and/or divisions when submitting requests for marketing projects. The form will assist marketing staff to determine who the audience is; set priorities; and assure timeliness. 

Enrollment and Retention – (OrientationRetention Report) (Daily Tracking Report) (Final Enrollment Report) (Preliminary Enrollment Report) (Fall 2008 Forecast) (Fall 2008 Enrollment Tracking) According to Dean Stephanie Holley, we are monitoring our enrollment progress by day. Thus far, we have achieved 69% of our 10,000 goal. Accountability will be tied to department, college, recruiters, etc.  The call campaign is underway and students who were enrolled in Spring, but not enrolled for fall are being contacted; as well as contacting students who have submitted applications and who have been admitted. We currently have 800 applications files that have not been closed because of missing transcripts, etc.

The College of Arts and Sciences reported a situation of variable hours where the student’s course showed upon on the transcript as one hour; however, the student had paid for three (3) hours. Dean Holley stated she would discuss this situation with the Registrar. 

Presidential Retreat – Deans Council will have an off-campus retreat with President Jones when schedules have been coordinated.

Off-Campus Site Survey - The off-campus site survey has not been completed. However, once the survey has been completed by the consultant, information will be shared with the university community.

Texas Higher Education Coordinating Board (THECB) – The Provost shared updates she received recently while attending the Coordinating Board Meeting in Austin on July 24, 2008. A copy of the Closing the Gaps by 2015: 2008 Progress Report was shared with Council members. Please see: http://www.thecb.state.tx.us/ClosingTheGaps/default.cfm#Progress

Graduate Assistantships – The academic deans, along with the Dean of Graduate Studies, recently met to discuss and recommend a plan as to how to achieve the goal of recruiting and retaining top-quality graduate students who will be effective graduate assistants (GA). As a result of the meeting, the recommendation was made to equally distribute the amount of GA funding provided by the President to each college dean for reallocation to specific departments. No later than the end of October, a complete review of the GA program will be conducted. In an effort to attract and retain quality graduate students, consideration will be given to providing attractive and competitive stipend packages for graduate assistants.

Student Affairs –

Residential Life - Assistant Vice President of Student Affairs, Dr. Deborrah Hebert, provided an update stating the university is currently at 74% capacity (including Prairie Crossing).   Following the preliminary recommendations from the Housing Master Plan Consultant, we are implementing a 2-3 year temporary restructuring plan.  Hayley Jobe will be Associate Director of Residence Life, working with maintenance, facilities, custodial, contracts, and grounds issues, as well as camps/conferences.  Judy Edelhauser will be Coordinator of Operations for the office, working with the front desk, room assignments, and billing.  The Hall Directors all have been given responsibilities for parts of the education and operations.   Jess Gomez & Chavah Whitt will be working with staff development, training, and supervision, as well as programming and judicial aspects of residence education.  Amanda Bower will be helping Hayley with facilities, as will Kathy McGrath.  Kathy will also work with family housing plans.  Valerie Finnegan will continue to work with Residence Hall Student Government.  Brian Anderson will work with Judy on Operations, and Gilberto Hernandez will with Jess & Chavah.  E. Thayne King resigned last week.  Plans for interim and/or filling the vacancy will be announced soon.

Career Services – Three (3) quality candidates were interviewed for the Director of Career Services. A selection of the top candidate will be announced shortly.

Reorganization – Student Affairs is currently undergoing a reorganization. Following the reorganization, the Assistant Dean of Students will become the Associate Dean of Student Affairs and be responsible for the supervision and budget for the following areas: Recreational Center; Student Health Center and Counseling. He will coordinate these areas to form a comprehensive Wellness Program for our students.  For FY09, he will also work with Rick Miller and Connie Mears regarding the Student Center. Robert Dotson will assume responsibility as interim director for disciplinary and judicial student issues, reporting to the AVP/Dean and working towards a peer judicial program.  We have moved Connie Mears to Associate Director for Operations & Special Events for the student center, and combined some old positions to create an Assistant Director for New Media & Marketing and Assistant Director for Student Activities.  We are searching for a PA/Nurse Practitioner for the Health Clinic and reorganized positions there to create a Director of the Health Center to coordinate operations, Alcohol & other drugs programs and create a peer wellness program.  All of these changes have been created through reorganizing existing positions and did not result in any additional FTEs.

International Fee – We will be proposing charging a fee of $40 per long semester & $20.00 per summer term for each J-1 & F-1 in attendance at TAMU-C. This will help pay for improved services and programs, and possibly a part-time office attendant.

Graduate Studies and Research – Dr. Debbie Porter is working on a grant proposal for National Science Foundation (NSF). Dr. Gil Naizer is working on a grant proposal for work study mentoring where tutoring will be provided to students.

Provost Update –
 
A&M-Commerce is scheduled to present requests for exceptional items and tuition revenue bonds to Chancellor McKinney on July 30. All requests must be tied to Closing the Gaps goals.

Board of Regents meeting will be held July 31-August 1. Items to be considered from our university are the Cooperative Doctoral program with Texarkana, two proposals for online delivery of programs, and the Prairie Crossing lease. All university and agency budgets are listed on the agenda.
 
Letters of appointment for faculty will be issued on Monday, August 4, following approval of the university budget on August 1. Merit increases will be reflected in the letters of appointment.

Letters reflecting merit increases for administrators and staff will be prepared by Human Resources and are scheduled for distribution in mid-August.