November 1, 2001 Meeting Minutes

Chairs Council Minutes
November 1, 2001

Present: Bertha Benavidez, Gwen Cassel, Jerry Harmon, Junius Logan, Al Milligan, George Muncrief, Lou Ollivier, Donna Rees, Ben Tucker, and Faye Vowell

Recorder: Marcia Harris-Bourdette

The meeting was called to order at 2:00 p.m. by Dr. Vowell.

1. Graduate Assistant Proposal and Rationale: Dr. Harmon's proposed language and rationale regarding GA contracts to account for vacations, pay periods, and contract duration was discussed. Dr. Vowell stated that the time that GAs work should be negotiated between the GA and the Department Chair and should be set out in writing. Dr. Vowell proposed the following language be added: "The negotiated schedule needs to be put in writing and signed by the student and the Department Chair." Dr. Muncrief expressed his concern about GAs keeping time sheets and proposed the following amendment: "Department Chairs and GAs should not be required to keep timesheets unless the GA and the Department request it." Dr. Milligan amended Dr. Muncrief's amendment as follows: "Department Chairs, Directors, Deans and VPs may submit time sheets or other forms of documentation that account for the 20 hours per week." The amended proposal would read as follows:

"Full-time nine month academic and twelve month administrative graduate assistants' work hours will be based upon a 20 hour per week schedule and on the negotiations with the individual units involved and the needs of that unit; i.e. if an office is open during a scheduled break, the GA may be expected to work all or a part of that break period. The negotiated schedule needs to be put in writing and signed by the student and the Department Chair. Department Chairs, Directors, deans, and VPs may submit time sheets or other forms of documentation that account for the 20 hours per week. The contract duration and subsequent pay periods for nine month contracts will be from August 15 to May 15. The contract duration and pay periods for twelve month contracts will be from July 1 through June 30."

Dr. French moved to accept the amended proposal. A vote was taken and the motion carried. The policy will be effective Spring 2002. The policy will be publicized through Academic Affairs both on the web page under policies and procedures and in the Academic Affairs Procedures Manual. Dr. French suggested making an announcement in General Assembly. Dr. Vowell further solicited other policies and procedures that should be included in the Academic Affairs Procedures Manual.

2. Priorities for Making Life Easier: Chairs were asked to assign priorities for these categories. The three communication issues (improved communication between administration and departments; top management needs to communicate more efficiently and not bypass chairs; and some sort of central communication method to decrease individual memos, emails, etc.) ranked first, budget process ranked second, and lost paperwork ranked third. Dr. French stated that communication is not merely passing along information, but that it must flow back up. Without information flowing both directions there is no communication. He further stated that the AQIP committee should be informed of this concept of communication. Dr. Muncrief stated that lateral communication is lacking at WNMU and that coordination between units is missing. Both Dr. Milligan and Dr. Ollivier stated that communication between the VPAA's office and the departments sometimes bypasses the Chair. Dr. Vowell stated that it is often difficult for her to report all conversations, but that if she approaches faculty on issues that will affect budget or curriculum, she will try to go through the Chairs and will be careful to monitor situations that affect departments. Bertha Benavidez brought up a specific problem regarding the VPAA's office changing things without notifying her and mentioned specifically the childcare center move and re-assignment of classroom space to other departments. Dr. Vowell explained that it is her assumption that any unused classroom space is open for re-assignment. The topic of priorities for making life easier will be placed on the agenda again and will start with lost paperwork.

3. Discussion of Notification of Tentative Recommendation Regarding Promotion and Tenure: Janet Wallet-Ortiz's question on the topic of notification of tentative recommendation by chairs regarding promotion and tenure were discussed. Dr. Vowell read into the record the Faculty Handbook language. Dr. Vowell stated that she had not received any tentative recommendations for faculty. It appears that Janet Wallet-Ortiz is concerned about due process and how faculty are notified of any tentative decision submitted by a department chair. Dr. Vowell asked that the chair notify both the faculty member and her of any tentative decision in regard to promotion.

4. Travel Violations and After-the-Fact Purchase Violations: The travel violations and after-the-fact purchase violations database was distributed to Chairs at the last meeting. President Counts has asked that the VPs come to a briefing with the auditors to indicate that these issues will be eliminated. Dr. Vowell was asked to remind the auditors that club money is not state money and should not be considered in this process. Dr. Vowell asked that the departments work to reduce these violations. Dr. French suggested that the VPBA explain the travel and purchase policies again to the Chairs.

5. Revised Orientation Schedule for 2002: Dr. Vowell asked the Chairs to review the revised orientation schedule dates.

6. Other: Dr. French wanted more input regarding content and choice faculty in the two new block courses offered for Fall 2001. Dr. Vowell stated that we have a recurring problem with students failing courses at midterm and dropping the courses which puts them in financial aid violation and sometimes athletic violation. She asked that Chairs look at the Spring schedule and see if courses could be implemented that could start after midterm that could count for general education credit. Dr. Muncrief believes that block courses should contribute to general education or to the completion of degree plans. Dr. French also suggested that we consider courses that could count as electives. Dr. Vowell suggested a "How to Study" course offered at midterm. Dr. Muncrief suggested a freshman seminar starting at midterm.

The meeting was adjourned at 3:30 p.m.