MINUTES--ACADEMIC AFFAIRS COUNCIL
September 19, 1997
Conference Room 101, Administration
Members Present: Duane C. Anderson, Pamla Armstrong, Ed Brackett, Nick Cheper, Bob Feighner, Kurt Jackson, Linda Mitchusson, Kenneth Moore, Chuck Perry, Shirley Talley, Nancy Thomason, Alvin Turner, Bruce Weems
Members Absent: Jack Paschall
Others Present: Marilyn Cole
Recorder: Sue Milner
I. Call to Order
Dr. Anderson called the regular meeting of the Academic Affairs Council to order at 9:00 a.m. The minutes of August 12/13, 1997, were approved as submitted. He reminded the Council that the minutes of the meeting will not be distributed to the university at large; however, they are available on the home page of the Academic Affairs Office. The council members will be notified when the minutes are on line. A hard copy will be mailed for approval as an attachment with the next meeting's agenda.
II. Todd Essary - Fall Recruiting Trips
Mr. Essary was away from the campus; therefore, Dr. Anderson outlined Mr. Essary's planned recruiting efforts. He and selected faculty will visit Eastern Oklahoma State College October 6, Seminole State College October 20, and Murray State College November 12. For details, contact Mr. Essary.
III. Agenda of Vice President for Academic Affairs
A. COI, September 11, 1997
1. Stacey Weinand from the Department of Education distributed information concerning the Math Initiative program. Funds are set aside to support this program.
2. The Council received a 1998-99 survey of budget priorities. Deans are to refer to the section of priorities in the Academic Plan and send staffing needs in anticipation of vacancies, retirements and shifting of responsibilities for the next academic year to the Academic Affairs Office. Also needed are items, possibly in technology or equipment, that cost more than typical budget items.
3. The fall Faculty Transfer Committee meets October 3.
4. The Journalism Program Review Committee met briefly and distributed a document with recommendations.
5. The Electronic Media Committee gave a brief report. Terry Britton distributed the "Mingle Report" with recommendations. Jim Mingle is to present his report November 6 at a Technology Conference held at The University of Oklahoma.
6. The Council reviewed policies on new program approval and current program review. A new section for program quality dealing with technology is forthcoming.
7. East Central, Cameron and Oklahoma University's request for revision of their professional education courses was approved by the Oklahoma State Regents for Higher Education.
8. The Council reviewed the Tulsa Study Committee's report.
9. Bill Heman, state auditor, will audit concurrent students' admission at all system schools this fall.
B. Calendar Dates
1. Sept. 17 -- Last day to drop 1st 8-week course with guaranteed W
2. Sept. 24 -- Last day to change "I" grades for Spring & Summer 1997
3. Sept. 27 -- Homecoming
4. Oct. 1 -- Last day to drop 1st 8-week class
Call for Summer 98 Class Schedules
Call for Summer 98 Proposed Faculty Load. Deans receive summer school allocations from Dr. Anderson in a meeting, October 20 at two o'clock.
C. Change in AAC Meeting Dates
The October 7 meeting is rescheduled for October 14. The November 11 meeting is rescheduled for November 18.
D. Fall Enrollment
FTE is down 2.9% and the headcount is down 3.6%. Other institutions reporting decreased enrollment include Northeastern, Southwestern, Central Oklahoma, and Southeastern. Northwestern and Cameron show increased enrollment.
E. Individual Goals for 1997-98
Council members are submitting a short list of personal objectives for this year (not school or department) but personal goals.
F. Schedule and Faculty Load Report Calendar
Deans received a revised schedule of dates for submitting class schedule and load reports through June 1999.
1. The first Marvin Stokes Endowed Lecture is Wednesday evening, September 17 at 7:30 p.m. in the Estep Media Center.
IV. Agenda of Assistant Vice President for Academic Affairs
A. Professional Development
Dr. Talley encourages faculty and staff to participate in the professional programs arranged for the fall semester. She welcomes suggestions for topics to include in next spring's booklet.
B. Transfer Guide -- October 3
The Transfer Guide involves transferring colleges' catalog, ECU's catalog and the matrix from the Oklahoma State Regents for Higher Education. The Transfer Guide will be ready prior to the recruiting trips with Mr. Essary. A meeting is September 24 at three o'clock for the faculty who are representing schools in matrix matters. These faculty members are encouraged to attend this important meeting.
The recycling process is well underway. At present, about 2,000 pounds have been collected. If there is a need for receptacles or pick up, notify Dr. Talley.
V. Unit Reports
School of Humanities and Social Sciences--Dr. Alvin Turner
The piano series begins this week. The language lab is almost installed and on schedule.
Library--Dr. Chuck Perry
The topic of the month is "grants." Dr. Perry discussed the departmental procedure to allow faculty use of the library photo copier. The procedure has been in place for ten or twelve years that allows faculty to do limited copies on card operated machines (previously coin operated). Departments set up accounts for a set amount. The library staff tallies daily the number of copies made by faculty. At the end of the fiscal year, the library sends a bill to the department and asks for a credit voucher. Some departments authorize this and some do not. This is a cost encumbering system. The library wants departments to give credit to the bookstore (typical is $15 to $20 per year). This provides a service to faculty when the Duplicating Office is closed or for use of the microfiche. One card is provided each department that has an approved request. Faculty members may ask for the card at the Circulation Desk.
The Registry Office completed cancellations last week for nonpayment of fees. Students were notified by postcard and may still be reinstated. Ms. Armstrong encourages faculty to check their class rosters for students attending class whose names are not on the roster.
Continuing Education and Community Services--Ms. Nancy Thomason
$260,000 in tuition fees is generated by the enrollment of 32 international students. Outreach has 131 students enrolled. OneNet enrolled 162 students throughout southeastern Oklahoma. The Mediation Program is offering new services including an update training volunteers, small claims, IDAB with schools, training students to be mediators at elementary and high school level. New programs are Divorce Mediation, Child Custody Guardianship, Victim Offender Mediation and Community Concerns.
School of Mathematics and Sciences--Dr. Bruce Weems
Dr. Charlie Biles' family is celebrating the birth of their third son, Peter. Several computer companies on campus showing their product are also wanting to recruit computer science students. The Cartography Department and ERAP will host Dr. Tom Sever October 21 at two o'clock in the afternoon. He is published in the National Geographic and other high profile magazines.
School of Business--Dr. Linda Mitchusson
Student resume' books are being completed for distribution to companies. A business conference on Ethics and Leadership is October 1, 10:00 a.m. through 2:00 p.m. This is rescheduled from last April. It would be helpful if those planning to attend would notify Dr. Mitchusson's office. She encourages students and faculty to support this conference with their attendance.
Faculty Senate--Dr. Nicholas Cheper
The main issues of the Faculty Senate's first meeting were advisement and maintenance. These concerns are being addressed and will be addressed. Faculty members are encouraged to attend the library dedication in regalia. Faculty in regalia will march in and be seated for the ceremony.
Data Processing--Mr. Bob Feighner
There is a lot of activity as a result of several faculty moves to different offices. Data Processing is excited to have their new computer hardware.
Grants and Research Information Center and Title III--Mr. Ed Brackett
Title III is completing its fourth year of operation. The fifth year is funded as submitted and is also the last year of the Title III grant. There is approximately $54,000 budgeted for student computers. This will be used to upgrade current computers in the program. Since July 1, $2,756,355 new grants are approved for operation. There is more than two million dollars still pending.
Assessment Center and Institutional Research--Dr. Kurt Jackson
Dr. Jackson distributed results of a Student Opinion Survey completed for departments which are in the process of program review. Data enables departments to compare criteria in various groups.
VI. Old Business
A. Review of 1991-92 NCA Recommendations
The North Central Accreditation recommendations discuss strengths, suggestions, and concerns. Dr. Anderson reviewed suggestions with council members. Also, he gave the status of each of the concerns that must be addressed before the next accreditation visit.
B. Strategic Planning Time Line
The time line for strategic planning is in place and council members are responsible for seeing that it moves along. Working drafts of plans in specific areas for review should be ready by December 5. In January, Dr. Anderson will incorporate the plans into a single document.
C. Reformatting the Majors
Reformatted majors should be sent to the Academic Affairs Office for review with the Registrar. If the reformatting includes changes in the program, it must go through the Academic Committee.
D. Time Frame for Production of Next ECU Catalog
November is the last meeting for submitting curricular changes to the Academic Committee to be included in the 1998-99 ECU Catalog. December is for submitting changes that have been returned for revision or other issues.
E. Undecided Major--Policy Revision
A policy change for declaring a major is implemented this fall and is effective for students participating in the early enrollment period this fall for Spring 1998 Semester. All undergraduate students, including current students, will be required to declare a major upon earning forty-eight (48) semester hours of ECU and transfer course work.
There being no further business, the meeting was adjourned at 11:37 a.m. The next meeting is scheduled for October 14, 1997.
Duane C. Anderson
Vice President for Academic Affairs