I. CALL TO ORDER

Dr. Anderson called a regular meeting of the Academic Affairs Council to order at 9:00 a.m. He welcomed all back from the semester break, including Todd Essary, Director of High School/College Relations.

Members Present: Duane C. Anderson, Pamla Armstrong, Bob Feighner, Kurt Jackson, Carlotta Lockmiller, Linda Mitchusson, Kenneth Moore, Jack Paschall, Charles Perry, Shirley Talley, Nancy Thomason, Alvin Turner, C. J. Vires, Bill Walden, Bruce Weems
Others Present: Marilyn Cole, Todd Essary
Recorder: Sue Milner

Dr. Paschall moved to approve the minutes of the Academic Affairs Council, December 14, 1999, to be posted on the web. Dr. Perry seconded the motion. The motion passed.

Interscholastic Meet
Todd gave an update on the annual Interscholastic Meet scheduled for Tuesday, February 8, 2000. High school students from 100 schools will be participating in the event. As in past years, Scantrons are processed in the Linscheid Library, Audio visual Office, and test results are taken to Room 101, Administration Building. Tests rosters will be available one week in advance.

"Spring Jam 2000"
The Spring Jam 2000 is for all high school juniors and seniors. It is expected that 200-250 students will be attending this event set for Saturday, January 15. Students will gather in the south dining room of Taff Cafeteria for lunch and then a tour. Dr. Anderson has asked that each school be represented. Notify Mr. Essary of the faculty members who will be present to provide information and visit with students. To help students find their area of interest, tables will be set up with the department and faculty member's name in view. Faculty attending should be at the cafeteria from 11:00 a.m. to 1:00 p.m. This is an excellent opportunity to recruit students while on campus.

Call Sheets
Call Sheet forms were distributed to council members. These may be used to contact prospective students interested in a specific area. Faculty are reminded that admission standards have changed to an ACT Score of 20, a 2.70 GPA and rank in top 50% of class, or a 3.00 GPA in the 15 core high school curriculum requirements, effective fall 2000.

Continuing Education and Community Services--Ms. Nancy Thomason
A position for Coordinator of Continuing Education is open.

Libraries--Dr. Charles
Perry An offer has been extended to a candidate for the librarian position.

There has not been much library usage during the intersession. The most searched word is "Albania."

School of Humanities and Social Sciences--Dr. Alvin Turner
No report.

Assessment Center and Institution Research--Dr. Kurt Jackson
No report.

School of Education and Psychology--Dr. Kenneth Moore
The first results of the new certification tests looked fairly good. Deans will receive a copy soon and they are to forward a copy to department chairs.

Folios are needed from faculty to meet the January 15 deadline to the Commission. These folios are the ones that were not in compliance.

The counseling position in education will be re-advertised.

School of Mathematics and Sciences--Dr. Bruce Weems
Two positions are being advertised in the school.

School of Graduate Studies--Dr. Jack Paschall
No report.

Grants and Research Information Center--Mr. C. J. Vires
Grants have been approved in the amount of $4,263.990 for FY2000 and grants in operation total $10,299,202.

Mr. Vires reminds faculty to submit a green sheet form if applying for a grant.

Computer Services--Mr. Bob Feighner
ECU survived Y2K. Dave Henley is now a certified network administrator and network engineer.

Registry--Ms. Pamla Armstrong
No report.

North Central Self-Study--Dr. Carlotta Lockmiller
No report.

Faculty Senate--Mr. Bill Walden
No report.

Semester Start-Up
Faculty return to the campus Monday, January 10. A general faculty and staff meeting is set at 10:00 a.m. in the Ballroom. At 1:00-2:30 the NCA Steering Committee will meet with Dr. Kietzman, liaison for North Central.

Calendar Dates
January 14 Non-Instructional Contribution forms are due.
January 19 Summer 2000 OneNet schedule is due.
January 21 Final Fall 1999 Faculty Load is due.
                 Final Summer 2000 Class Schedule is due.
                 May Intersession courses due if to be printed in the schedule.
January 25 Last day for 100% refund--total withdrawal.
January 27 Tentative Fall 2000 Faculty Load Report due. Tentative Fall 2000 Class Schedule due.
January 28 Reappointment of Non-Tenured Faculty due.
February 3 No meeting of AAC in February. Tentative meeting of Deans.
February 4 Spring course syllabi due. Must submit courses not taught in the 1999 Fall Semester or courses taught but by a different faculty member.
                  Recommendations for tenure due.
February 8 Interscholastic Meet.
February 15 School/Department and Academic Unit 2000 Budgets due.
March 1     Recommendation for Rank Promotion due.
March 7     Academic Affairs Council Meeting.
March 10   Administrator Evaluations due.
March 13   Spring Break.

Cancellation of Small Classes
The deans of each school are to make an appointment for Wednesday morning, February 12 to consider the cancellation of small classes.

Winter Intersession
Tentative figures show 134 students enrolled, 258 SCH, and 10.63 FTE. Last year there were 68 students enrolled, 143 SCH, and 6.7 FTE. This is an indication that we need to continue the development of Intersession classes.

One problem in enrollment for the Intersession will be avoided by starting the Intersession after the last day of final exams.

Travel
Reimbursement for travel expense has been increased to 32.5 cents per mile. This is also the federal rate.

1999-2000 Tuition/Fees Matrix
Details of the tuition/fees for instate and out-of-state was distributed as an item of information.

Administrator Evaluation Sheets
The evaluation is due March 10 and the process will start soon.

Computer Count
The January 2000 computer count is due January 24. A memo with instructions and a form for submitting the count was distributed. Also, the form is available electronically. Deans are reminded that the inventory from the Purchasing Office is not to be used, rather, a physical count should be made of the computers.

OK-Share Card
Dr. Perry discussed the need for the OK-Share Card. It provides greater accessibility to library use to all students and faculty. Students and faculty may go to other institutions and borrow up to two books at one time. The OK-Card is available at the student/faculty's home library and may be used for one semester. Dr. Perry will work up a step-by-step process for obtaining the OK-Share Card.

Other

a. Bad Weather
In case school is canceled for inclement weather, deans are responsible for calling department chairs and secretaries. Department chairs should be reminded that they are responsible for notifying their faculty.

b. TBA Classes
Permission to meet classes at the same time or overlapping times is becoming a problem. After extensive discussion, it was decided that deans would meet to see if there is a solution.

c. Equipment
A handout showing equipment expenditures by academic units for the past ten years was distributed for information.

d. Class Schedule
The current class scheduled was distributed. It was noted that the printer of the final spring and tentative summer schedules placed the Continuing Education cover on the credit classes and the credit class cover over the continuing education section. A label was affixed to the outside cover to correct the error.

e. Opportunity Fair
Dr. Anderson announced that the State Regents have canceled the Opportunity Fair slated for February 9, 2000.

Student Evaluation of Teaching Effectiveness
The student evaluations are ready for distribution.

Enrollment Dates
A draft of the Spring Semester Freshmen Enrollment was distributed. Deans are asked to supply names of faculty who are available for support in the Academic Advising Center. Times are 1:00-5:00 p.m. One faculty member per hour from each school is a suggested.

Multicultural Annual Report
Deans should support their faculty in gathering information of any activities of a multicultural nature in which faculty participated. The information is to be sent to the Academic Affairs Office no later than March 22. Activities are during the period May 1999 through May 2000 and anticipated activities in March and April.

Other

a. Professional Development
Information is needed for the professional development brochure by January 28. Deans are to contact and encourage faculty members for anything that they would like to present so it can be scheduled. Information needed is the contact person, brief abstract, place, time, and intended audience.

Student Computer Lab Policy
The director of all student computer labs will be sent the policy and it should be posted at all lab sites. The campus police will indicate how they will enforce this policy. The policy was distributed to council members.

Strategic Planning
Again, this document will be used in the North Central Report showing work done by specific faculty.

General Education Advisory Committee
The future of this committee will be discussed in the deans meeting.

Department Writing Plans
Drafts of the old Writing Plans have been found and copies will be made. Dr. Anderson will meet with the English Proficiency Committee to review these plans. Department chairs are alerted of forthcoming requests to revive these plans.

Department Brochures
Some department brochures are in place, but others are still under development.

Budget Instructions and Forms for FY01
Budget guidelines were distributed. It is not known at this time how much new money will be allocated to East Central. This year's budget is not zero based. If schools can justify and apply it to goals and objectives or assessment, they should apply for additional monies. This may be a year that deans will want to review budget history and move monies around.  Dr. Anderson explained each of the items in the budget guidelines. Budgets are due February 16, 2000. Electronic budget forms are available in Excel 5.0 or higher on request to Ms. Sue Milner. Completed budgets should be returned electronically to Ms. Marilyn Cole.

There being no further business, the Academic Affairs Council meeting was adjourned at 12:00 noon.

Duane C. Anderson
Vice President for Academic Affairs