Extended Deans Council Meeting
January 16, 2013
Note: At times, issues of confidentiality may require that some items discussed in
these meetings be excluded from these minutes.
Members: Dave Caudill, Rich Cole, Tom Currin, Steve Hamrick, Ruston Hunt, Yongli
Ma, Thomas Nelson, Jeff Orr, Nikki Palamiotis, Jeffrey Ray, Han Reichgelt, Becky Rutherfoord,
Guests: Betsy Adams, OSP; Marilyn Shortridge, Admissions; Joel Fowler, Faculty Observer;
Susan VandeVen, IT
Item 1. updates
Szafran updated the Council on the following:
- Budget - cut of 3% already imposed and covered by SPSU for this year and will continue
into next fiscal year. The Governor announced the possibility of an additional 2%
cut which SPSU could cover as well. There will likely be less money available for
large capital items and more money for smaller projects in the state budget.
- Rose Street property – progressing and assuming all conditions have been met and paperwork
completed this should be on the February Board of Regents agenda.
- On-campus summer camps – We are looking at how the money from these camps is being
handled and also requiring annual background checks for summer camp employees, including
faculty. A policy is forthcoming that should clarify how this will impact our campus.
- Out-of-state licensing law – a new law requires universities offering online activities
to students out of state to be licensed in that state. This law also applies to recruiting
out of state. David Stone is working to get us licensed in the states in which we
have online students and do recruiting. If the states(s) don’t license us we won’t
be able to accept students from that state and it may affect our ability to recruit
in that state(s). More information will be forthcoming as it is available.
- Complete College Georgia – a group from SPSU will be attending this meeting on the
18th and 19th of February.
- Enrollment –up 5-6% for spring and 6.7% up for fall.
- Isabel Wilkerson, Pulitzer Prize Winning Journalist, is coming to SPSU on Tuesday,
January 29, 2013 at 6 pm in the Theater to discuss her book, "The Warmth of Other
Suns." There will be a book signing following her talk. Please rsvp through Jill
- Betsy Adams reminded the Council that Russ Hunt is putting together an Institutional
Research Board committee and asked the Council to let Russ know if anyone else needs
to be added to the committee that the deans have not already recommended.
Item 2. CLEP Exam Issues
Betsy Adams and Marilyn Shortridge visited the meeting today to talk about issues
that have come up in Continuing Education when students show up to take CLEP exams.
On more than one occasion, students have asked Con. Ed. staff questions about how
or where the CLEP exam will count at SPSU. The staff are there to help the students
and administer the exams but are not trained to answer advising questions. Suggestions
from the Council on how to handle this problem included:
- Treat students like transient students and require them to bring a form to Continuing
Education that has been signed by their advisor and the department chair stating what
the course will be accepted for, etc.
- Szafran stated that it was his impression that all departments have already approved
the courses that can be tested out of by CLEP and these are posted on the web page.
- Sometimes a CLEP test may not be listed on the web page or the catalog.
- A procedure is needed to protect students from taking a CLEP exam(s) for course(s)
that won’t help them.
- Should students be limited as to how many times they can take the test(s)?
- Some CLEP exams need to be reviewed and added if they can be used and find a way to
assure the students will get the credit.
- Keep repository of approved courses covered by CLEP with a disclaimer that the student
should see the Chair before taking the exam to be sure credit will be given.
- Need updated web page for faculty, advisors, and students to review.
- The help desk support should refer students to the department when they have questions
- No form; rules need to be easier to understand and advisors trained to better understand
the complexities involved.
- Require form signed by advisor? The consensus of this body was yes and yes to making
sure the web page is updated and kept current.
- How do we handle misadvised students?
- In reality, students can take CLEP exams anywhere without any permission. Con. Ed.
staff should not give advice and should refer students to their advisor or department
if they have questions.
- It was decided to make sure the web page for CLEP credit is updated (Maralee Clark
and Becca Tuck update the web page) and require students to get their advisors’ signature
on a permission form before taking a CLEP test. Marilyn Shortridge will draft a permission
form to take a CLEP exam and will send it to Betsy Adams.
Item 3. Reinstatement Issues
Susan VandeVen visited the Council today to talk about issues brought up by the reinstatement
committee. She stated that students are not being advised to see their professional
advisor. Students should be seeing their advisor when they are suspended, not just
when they petition for reinstatement. Problems are not restricted to undergraduate
students. There have been cases of graduate students seeking reinstatement that have
been unable to get in touch with their coordinator because it is between semesters.
It was suggested that they should be referred to their department chairs or deans
who are here during the breaks. Szafran suggested that the Graduate Programs Committee
needs to address reinstatement for graduate students. It was also decided that the
reinstatement petition should direct students to see their professional advisor.
Item 4. Start Up Issues
- D2L communication issues with Banner is causing confusion. Hamrick reminded the Council
that Banner and D2L are synced only once a day so rolls may not always reflect added
students until that happens. Students who drop must be manually dropped from D2L.
David Stone will send out an email reminding faculty about Banner and D2L inconsistencies
and how to address.
- Registrar’s page should have a FAQ or blog.
- Classroom issues continue, difficult to move classes to accommodate larger than expected
- Inappropriate conflict overrides are still happening possibly because of lack of training
and understanding of the consequences.
- ELS is taking larger classrooms and big blocks of time but is willing to work with
departments if asked. Scott Bigler is the new ELS Director.
- Graduate assistantships need to be discussed in the future to determine what kind
of work is appropriate for graduate assistants, especially those outside Academic
Affairs. The President is reviewing all waivers including assistantships. Prigge
is collecting data on the revenue lost by graduate assistantship waivers. Pay for
graduate assistants needs to be increased. Szafran suggested that the Graduate Programs
Committee review these issues and issue guidelines for appropriate/non-appropriate
uses of graduate assistants, updates needed to the P&P, etc. Nikki will refer graduate assistant concern and issues to the GPC. Additionally, Szafran will bring graduate assistantship concerns and issues up with the Senior Staff.
- Some faculty are forgetting to set final exam flags on their courses and this continues
to cause problems. Deans want feedback on the faculty that are not complying. Steve
agreed to create a temporary final exam schedule for review to hopefully flush out
errors but this will slow down setting the final exam schedule.
- New hires – January hires have been made – those not filled will be re-advertised
for the fall. Chair ads will be separate from the faculty ad.
- Capital and year end spending – has not been affected by budget cuts and Szafran wants
each dean’s list of needs by the second week of February for discussion. He anticipates
$1,000,000 available for spending.
- Mini grants – the committee has made recommendations for awards of approximately $75,000
in mini grant funding. Szafran will send out the list of those awarded mini grants this afternoon.
- Space requests – Zvi will email the formal space requests to the deans for review.
Item 5. New Business
- Graduate applications are already coming in for Civil Engineering and Architecture.
- Christina Conrad has moved to Student and Enrollment Services and Latoya Hawes has
taken her place.
- Discussions need to begin regarding space for next fall for new faculty.
- Searches will begin soon to replace Joyce Mills, Richard Bennett, Nancy Reichert,
and Steve Hamrick.
- Emergency shelter signs are being put up on campus. Chief Bauer will present to the
Academic Leadership Council.
- RETP has expired (last semester); Currin sent email to the campus this morning to
be sure everyone is aware of this.
- Cobb Parkway Redevelopment – SPSU hosted a meeting regarding the Route 41 Project.
- Nikki will refer graduate assistant concerns and issues to the GPC.
- Szafran will bring graduate assistantship concerns and issues up with the Senior Staff.
- Szafran will send out the list of faculty awarded mini grants this afternoon.
- Zvi will email the formal space requests to the deans for review
Future Agenda Items:
- Discussions need to begin regarding space for next fall for new faculty.
Meeting Adjourned at 3:55PM