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Deans Council Meeting

October 25, 2013

 B 120


Note:  At times, issues of confidentiality may require that some items discussed in these meetings be excluded from these minutes.


Members:  Rich Cole, Tom Currin, Ruston Hunt, Thomas Nelson, Jeffrey Ray, Han Reichgelt, Zvi Szafran


Members Absent:   Jeffrey Ray


GuestsSteve Edwards, Faculty Observer, Wendy Kallina, John Sweigart for Jeff Ray



Item 1. Approval of minutes


Approval of September 18, 2013 Deans Council meeting minutes - the minutes were approved with one correction.



Item 2. Developing an Interactive Map for the University Web Site


Stephanie Coleman was unable to make today’s meeting and will present at a later date.



Item 3. Course Analysis


Wendy Kallina, the new Director of Institutional Research, distributed a sample enrollment report for fall 2013.   Kallina asked for feedback on what the deans want on the enrollment report and went over the numbers and explained what they mean.  Wendy has found errors in web reports and is cleaning up the data.  Han suggested she add retention to the report and what happens to the students not retained.  Kallina will be meeting with each of the deans to share information she is able to find on students who leave here.  She asked the deans to formulate their questions and send them to her.  Zvi would like semester to semester and year to year reports overall as well to see the retention data.  Kallina also stated that specific enrollment data will not be published on the web.  This is to discourage for-profit institutions from having access to our data.



Item 4.  Updates


Dr. Szafran updated the Council on the following:


RACAA Meeting - Robby Williams, Chair of Mathematics RACAA talked about:

  • Math pathway recommendations and not using mathematics courses as a screening tool when there are more students applying for a major than there is space for.
  • Suggested that there are more appropriate math courses for Non-STEM majors than are currently being required.  
  • Learning support task force suggestion - move away from remedial courses and have students take gateway courses and a remedial co-requisite; do away with Compass as an exit for remediation; encourage students to take 15 hours.  
  • Some campuses are changing the way they price their credit hours.
  • Reverse transfer credit is becoming more popular.
  • Mike Rogers – accessibility for students – talked about the need for online materials to be accessible for blind or handicapped students.  Use of comfort animals – if the student has a letter from a doctor or psychiatrist verifying the need for a comfort animal, faculty must accommodate these students.  
  • Faculty sick leave - auditors are concerned about sick leave not being reported in all cases.  Accumulated sick leave can be used toward retirement in TRS and failure to report it when a faculty member is out sick is considered fraud.  The BoR has a policy to address different circumstances related to this.
  • The BoR will be looking at everything in the future from a student's perspective, not the institution's perspective.  Should online tuition, eCore tuition, etc., be reviewed and brought more in line with face-to-face courses?
  • Program productivity - USG will be working with the campuses on low-productivity programs and what to do with them.  Zvi is working on a document to send to the System Office with recommendations on our programs and will share it with the deans before submitting.
  • Affordable Care Act - will impact all - especially part-time faculty. There needs to be a conversion chart showing the number of hours worked per week compared to workload to come up with the number of hours worked per week for part-time faculty.  TRS retirees may use a different methodology.  Definitions for temporary, limited term, etc. faculty have changed and been established.  Zvi and Alana are working on a process for converting our limited-term faculty to instructors (regular) and researching what searches would be necessary.  The limited-term faculty category would go away and be called something else and would require a search.  This is also going to apply to part-time faculty teaching at multiple institutions and will require a joint staffing agreement.  Szafran reminded the Deans to be sure that when their departments hire part-time faculty that the faculty disclose all employment in the USG and the number of hours they are teaching.  If a joint staffing agreement is necessary, it appears that the home institution will be the institution that first hired the individual.
  • Salaries - falling in parity with SREB.  The System Office is pushing where ever possible to get the message out that USG employees need raises.
  • New amorous relations rule - cause for termination if faculty have relations with students they supervise in any capacity.
  • Complete College Georgia and teacher certification – changes are coming.  Complete College Georgia report was submitted on October 1, 2013.
  • Information from various Presidents' Meetings – New formula funding - 40% based on retention, the number of students who complete 15, 30, 60, and 90 hour-milestones and graduation milestones; 60% will be based on the number of graduates.  Institutions will be measured against themselves. When would this change happen?  This new formula will be modeled in the next fiscal year and implemented the next year.  Details have not been worked out yet.







Item 5.  Report on Last Year’s Mini-grants


Nelson distributed the reports on the mini grants for review.  Any faculty who did not submit a final report as requested will not be eligible to apply for funding this year.  Recommendations for this year's round of applications included staggering the deadline dates so that Betsy is not overwhelmed by all of the proposals coming in at the same time, research should come first, and applicants should consult with Betsy or Jenny first as those who have in the past had a better success rate.  Stay with the same categories?  All were in in favor.  Zvi will commit the same amount of funding as last year - $75,000.  Currin stated opposition to faculty using the mini-grants year after year without publishing anything and instead of seeking outside funding.  It was suggested to add to the application whether or not the applicant received a mini-grant in the past, whether external funding was solicited, and to provide evidence that the project was successful, perhaps by outside review or by a publication.  Szafran liked the idea of having a section in the proposal that the faculty member states how they will demonstrate their project's success.  Tom Nelson will draft guidelines for this year and submit them to the Council for review.



Item 6. Course Analysis


Szafran prepared a spreadsheet showing what he considered might be unnecessary course offerings for Fall 2012 and Fall 2013 and distributed it to the Council for review.  Capstone and independent studies courses were not included.  Zvi looked at all other courses and came to the conclusion that we are scheduling well for the most part in a cost-effective way.  He stated that sometimes more classes are offered than needed rather than there not being enough classrooms.  Currin stated that he looks at fall and spring numbers rather than year to year numbers in courses to determine if they are being offered too often.  Zvi agreed this might be alright for larger programs but smaller programs need to look at year to year.  Zvi determined that some of the smaller programs are over scheduled and that there are some places when courses could be consolidated.  Szafran asked the deans to review his data for their schools and report back to him on their interpretations. Han would like to see the deans' budgets be determined by student credit hours.  Zvi stated that the search for the budget person who will work closely with Academic Affairs is close to conclusion and may be able to help with budget allocations based on different criteria.



Item 7. New Business





Action Item(s):



Future Agenda Item(s):



Meeting adjourned at 4:25 PM.