Office of Academic Affairs
Minutes of Academic Affairs Council Planning Meeting - August 14-15,
Arrowhead Lodge, Canadian,
Members Present: Duane C.
Anderson, Pamla Armstrong, Ed Brackett, Mickey Cowan, Bob Feighner, Tim Green,
Kurt Jackson, Kenneth Moore, Bill Osborne, Ray Quiett, Jack Paschall, Chuck
Perry, Shirley Talley, Bruce Weems
Members Absent: Nancy Thomason
Others Present: Holly Sewell
Recorder: Sue Milner
AUGUST 14 - FIRST SESSION:
The meeting was called to order at 1:15 p.m. by Dr. Anderson. Minutes from
the previous meeting held on July 18, 1995, were approved as distributed.
I. OPENING COMMENTS/OVERVIEW - DR. ANDERSON
Dr. Shirley Talley was introduced to the Council. She will serve in 1995-96
as Administrative Intern in the Office of Academic Affairs. Faculty positions
have been filled in the following schools/divisions:
Also, Trisha Yarbrough has been named chair of the
Department of English and Languages.
- School of Business: Accounting, Curtis Howell
Vance Lesseig, Bill Walden
- School of Mathematics and Sciences:
Chemistry - Charles Crittell, John
Biology - Michael Bay, Larry Choate
Family and Consumer Sciences -
Mathematics - Anne Fine
- Division of Social Sciences:
Human Resources - Wayne McElhannon, Steve
- Arts and Letters Division:
English - Ginger Brackett, Hugh Tribbey
- School of Education and Psychology:
Psychology - Karen
Campus Renovation and Moves:
- Second floor of Science Hall has been renovated.
- Mathematics department moved to Science Hall.
- New coils in air conditioning in Science Hall.
- Third floor of Science Hall will be unused except for the dance studio
late in the fall.
- Applied Science Building has been vacated.
- Office/Technology department moved to the second floor of Administration
- Military Science moved to basement of Education Building
- COP program will be housed in the basement of the Education Building.
- Hearing Impaired program is located in the North Lounge of the Student
Union Building and will be moved to the Education Building later in the
- The student newspaper, The Journal, will be moved from Fentem Hall to
the third floor of the Student Union Building under the management of an
advisor and students.
- The School Nurse is currently in Knight Hall, Suite 100, south of the
- Dr. Talley will maintain an office in 256 Administration.
- The swimming pool opens Monday, August 21.
- The Equipment and Institutional Technology budgets have been distributed
to schools/divisions. A stipend will be paid in November for full-time
faculty and staff. Faculty and professional staff will receive $1,000 and
non-professional staff will receive $650. No new faculty or staff will
receive the stipend. The stipend is awarded in lieu of a raise and for the
work performed in 1994-95.
- Academic Calendars were distributed for the 1995-96 academic year
beginning August through June. The months of July and August will be added
once the academic calendar for 1996-97 is submitted to the Regents in
January. A committee will be named to develop and recommend an academic
calendar for 1996-97.
Annual Report, 1994-95:
- Dr. Anderson summarized the 1994-95 Annual Report for areas under the
direction of the Office of Academic Affairs. Highlights included
Accreditation Studies and Program Review. He discussed student credit hour
production, compared the undergraduate and graduate SCH's for fall 1990 and
fall 1994. Also discussed were undergraduate and graduate degrees granted
for the same years and program major counts.
Five Major Issues Identified for 1995-96:
II. REVIEW OF AAC
GOALS/OBJECTIVES FOR 1995-96--DR. ANDERSON
- General Education revision must be completed fall 1995.
- Strategic Plan must be implemented.
- Improve student retention and graduate rates.
- Consider North Central's recommendation for academic reorganization.
- Survive the construction on campus.
A document listing "Action Steps/Tasks for Academic Affairs for 1995-96" was
distributed. Eleven items were listed as follows:
STUDENT RETENTION GOAL-- UNIT DISCUSSIONS:
- Develop and initiate a comprehensive student retention program.
- Develop and initiate a long-term effort to improve the institution's
- Complete the necessary steps to implement the revised general education
curriculum in fall 1996.
- Initiate and/or improve institutional policies and procedures to improve
course articulation with Oklahoma public colleges and universities.
- Establish formal 2 + 2 articulation agreements in selected degree programs
with Connors State College, Eastern Oklahoma State College, Murray State
College, Rose State College, and Seminole Junior College.
- Develop the institutional strategic planning process to integrate
department, school/division, and institutional academic plans into
institutional preparation for next North Central Association reaccreditation
- Establish a Teaching, Learning and Technology (TLT) Round Table.
- Streamline program (major) assessment plans and continue to integrate
assessment into program reviews.
- Develop a strategy to respond to the sift from federal external funding to
foundation, state and local external funding.
- Review institutional professional development practices and funding.
- Implement OneNet, if established at the State level.
Ideas for student retention were discussed at random. Dr. Anderson read Dr.
Carl Rutledge's plan for his classes to help in student retention. Other
discussion ensued. The item will be discussed again in the September meeting of
the Academic Affairs Council.
- Set up team groups of ten beginning freshmen, next year ten more. The
faculty member stays with the groups through all years until graduation.
Groups and advisor work together and meet occasionally.
- Give a cash bonus to the advisor for each of his/her students who
graduates. Could promote more frequent contact between student and advisor.
- Distribute Title III advising techniques to all faculty. Provide a quick
- Research shows if students are involved in campus activities, they are
more likely to stay. Might be a pilot project.
- Set up a cohort system. Place PLC students in groups for seminars; the
smaller, the better.
- Give one hour credit for PLC class. Have activities outside of class, i.e.
hamburger fry for the PLC group. Use this group as model for the next year's
- A booklet listing possible student problems, with referral numbers, should
be provided for faculty members who are not comfortable dealing with personal
- Set up a retention team of faculty members who volunteer.
- Have a system where beginning freshmen come a week before school starts
and invite parents to come. The contact is the single most important part of
- One reason for students dropping out is that work interferes with school.
Teach students how to tell their employers they have a class.
- There continues to be a need for a Counseling Center.
Summer Advisement and Enrollment:
Dr. Anderson called for suggestions for improving summer enrollment.
September, Dr. Anderson will call for a thorough review of the summer
advisement/enrollment process. This will be done in conjunction with summer 1996
FTE faculty allotments. Deans/Division Chairs should send a list with the title
"I wish I had this information." Dr. Anderson would like to see an Advising
Handbook developed for all faculty .
- Assign faculty who are really interested in advising and consider granting
release time or some other incentive.
- Advising is part of summer faculty's contract. Set up a schedule for
advising in Center and name a captain
- for the Center and circulate the schedule among the school/division
- It is a major problem for beginning freshmen to find their actual advisor
during summer. Channel all beginning freshmen through an advising center.
- List in catalog a first and second year sequence of courses to take in
each program. Courses should be taken in succession.
- Some courses are offered every third semester. The catalog should show how
often the course is offered.
- Advisor should require the student to make a four-year plan of study.
- Advisor and student should meet at least a week before each enrollment
- Develop a handbook for faculty advisement.
- Continue professional development updates on advising process.
IV. ASSESSMENT UPDATE--DR. JACKSON
Dr. Jackson discussed data gathered on the Fall 1994 Freshman Class. The data
showed student's grade performance for selected courses in relation to the
student's entrance tests, CPT and ACT scores, for that area.
V. TEACHER EDUCATION REDESIGN UPDATE--DR. MOORE
Everyone will have input on Teacher Education Redesign. A new commission has
been formed that includes Three persons from higher education institutions. A
reception is planned September 12 to meet Floyd Coppage, the Secretary of
Education. He would like to meet as many faculty as possible.
The time line is to complete the program and approve the policy next year in
fall 1996. An institutional plan must be written and submitted to the Regents by
January 1, 1997. The plan will be developed to include the assessment
implemented and program review.
VI. STRATEGIC PLANNING UPDATE--OSBORNE
Dr. Osborne distributed a school/division/unit strategic planning model. The
members of North Central Association's last accreditation visit recommended that
ECU have a plan in place. There are existing reports available on campus that
should tie together to make a plan of the university's goals and objectives.
These reports should be reviewed to see how they relate to department and
division plans. He asked that the planning model information be used in the
The following procedure may be followed to utilize the planning model:
AUGUST 15, SECOND SESSION
- Compare assumptions to goals and objectives.
- Look at short and long-range objectives that tie back to your
school/division or department.
- Identify 3-5 priorities of focus for your faculty and staff.
- In next few months prepare skeleton plan.
- Once identified, work on short-term goals.
- Consider where the school/division or department wants to be in five
- Start to quantify. What is important in your program?
- Once goals are established, report a year later what was accomplished and
what was not accomplished.
The second session was called to order at 8:30 a.m. by Dr. Anderson. The
planning meeting resumed as follows.
VII. OTHER ISSUES RELATED TO START-UP OF FALL SEMESTER--DR.
- The revised course syllabi format is completed and ready to be
implemented. A method for implementing must be decided. This fall, if faculty
can use this format they should do so. If they want to use the old format this
fall, they may. Everyone must include the ADA statement and the Writing Across
the Curriculum statement (items 6 and 7). Deans/division chairs should work
with faculty to generate the syllabi for the new general education curriculum.
The new syllabi format must be used for general education courses or the
course will be cut out. The new format is not significantly different than the
old format in the Faculty Handbook. The revised general education curriculum
will require a lot of changes in programs. A tremendous amount of work is to
Summer FTE Allotment:
- A table of summer FTE allotment for years 1990 through 1995 was
distributed. Dr. Anderson discussed the 1995 allotment, the projected, and
the actual FTE required by calculating student credit hours.
- Dr. Anderson discussed the schedule for new faculty for their
orientation and the general faculty meeting.
New Policy for Transcripts and Drop/Add:
VIII. WRAP UP/FINAL
- A new policy will allow students to receive up to five official or
unofficial transcripts on demand. They may drop and add without the fee of
$5.00 per transaction. An administrative fee of $7.50 will be assessed each
student every semester for this service. All past ECU students may also
receive transcripts without costs.
- Students who add classes must pay the difference in tuition, if any,
within 24 hours or the drop/add will revert to the previous class schedule.
Total withdrawal from school is still under the old refund policy, depending
on days into the semester.
Report of 1991 North Central Visit:
Dr. Anderson distributed suggestions made by the evaluation team of
the North Central Association of Colleges and Schools, an assessed institutional
progress to the present time.
Concerns ECU Must Address:
- TIS: A tremendous amount of work is being done in this area and will
result in a positive institutional response to this question.
- Diversity: A good job has been done in recruiting minority students.
Faculty recruitment has been a struggle.
- Salary Levels: We are on a par with our peer group.
- Communication Faculty/Administration: Work continues on this and
improvements are evident.
- Combine Personnel and Payroll offices: Not applicable.
- Career Placement Services for Non Education: Not applicable.
- Services for Disabled Students: Considerable effort has been devoted to
bringing the campus up to ADA standards.
- Revise Faculty and Student Handbooks: This is being done.
- Professional Development: This is a priority consideration for Academic
- Revise General Education Philosophy Statement: This has been accomplished.
- Examine Curriculum: This is an ongoing task.
- Foundation Role of Support: The Foundation has just come through a fund
raising project and was successful in raising more than their target goal.
- Implement an Assessment Plan which provides reliable and systematic data
collection and critical review: We are in excellent shape on this.
- Implement Strategic Plan paired with centralized institutional research
efforts for collection and utilization of data: Working on it.
- Review and improve faculty governance processes relative to opportunities
for input into decision making aspects of the campus: Continuing discussion,
Faculty Senate proposal, etc.
- Acquisition and integration of computer technology into instructional
program: A lot has been done. Will provide faculty with computers and software
and allow faculty to decide how they will use it as an instructional tool.
- Graduate faculty appointments: This has been addressed through the
development of Graduate School By-Laws.
- Academic organization of departments, schools and divisions to reflect
common practice for effective and efficient administration: More remains to be
- New academic programs: No new programs proposed.
- Teaching Load of Chairs consistent with administrative responsibilities:
Must look at this in the spring.
- Physical Plant deferred maintenance needs: There is a lot of progress.
- Library facility and holdings minimally adequate: A new library is being
- Instructional facilities and equipment are crowded and outdated: The
campus master plan calls for adequate space. Deteriorating buildings are being
fixed and academic programs are being relocated.
There being no further business, the meeting was adjourned at 12:00 noon.
Duane C. Anderson
Vice President, Academic Affairs