MINUTES UAF GOVERNANCE COORDINATING COMMITTEE MEETING #34 Monday, February 17, 1997 Wood Center Conference Room A I Nicole Putnam called the meeting to order at 10:10 a.m. MEMBERS PRESENT: MEMBERS ABSENT: Craven, J. Andrews, S. Dexter, C. Lynch, D. Jiang, M. Matheke, G. Long, P. Wheeler, C. Martin, W. Pierce, R. OTHER PRESENT: Putnam, N. Mosca, K. Robinson, T. B. The minutes to Meeting #33 (January 20, 1997) were approved as distributed via e-mail. C. The agenda was adopted as distributed via e-mail. II COMMITTEE REPORTS A. Intercollegiate Athletics Committee - T. Robinson Grade reports were issued by the academic compliance coordinator. Twenty six student/athletes made the chancellor or dean's list out of 126 who participate in athletics. Women's cross country had the highest GPA with 3.36 for the fall semester, followed by the student trainers at 3.21, and then the rifle team with 3.1. The coaches met and developed a working policy effective spring semester that will require a student/athlete to have a semester GPA of 1.75 or greater to travel with the team and 1.5 or greater to participate in home games. The student/athlete would also have to have an accumulative GPA of 2.0 or higher. Concerns were expressed over having coaches develop curricular policies and asked if this should have gone to the Faculty Senate Curricular Affairs Committee. The Intercollegiate Athletics Committee will be monitoring this new policy. The NCAA has a meeting every January to address rules and proposed changes. The changes were addressed at the ICAC meeting and there was nothing earth shaking. B. Academic Computer User's Committee - M. Jiang Ming Jiang from Computer Science is the new chair. The committee is working on their structure and where they would have the best results. The committee feels that they could accomplish more if they were housed under the Provost. After discussions with the Provost and Faculty Senate, it was tentatively decided that the committee would fall under the Provost. However, each governing body would have to approve the disbanding of the committee. A motion was made and seconded to have the Faculty Senate, Staff Council, and ASUAF address the disbanding of the committee. MOTION PASSED (unanimous) =============== The UAF Governance Coordinating Committee moves to have the Faculty Senate, Staff Council, and ASUAF consider disbanding the Academic Computer Users Committee and this function would fall under the Provost Office. EFFECTIVE: Upon approval of the governing bodies and the Chancellor RATIONALE: The Academic Computer Users Committee handles academic issues and should fall under the Faculty Senate or the Provost who is the chief academic officer. The Committee also feels that it would be more effective if it reported directly to the Provost. C. Grievance Council - W. Martin The Council has been very busy and is still looking at how to keep the process as informal as possible. Currently there are four hearings underway, 2 faculty, 1 APT, and 1 classified. Two grievances have gone to mediation at the recommendation of the Council. Two classified staff and a faculty member have been appointed to the Council, filling vacant positions. D. Chancellor's Advisory Committee on Public Safety, Transportation and Parking - C. Dexter A campus police officer will be stationed at the upper dorms to do training and preventative measures for safety and awareness on campus. Alcohol consumption is the number one item that contributes to crime on campus. The Committee is looking at setting parking rates for next year. Four suggestions being looked at are: 1. Raise rates according to Regents mandate from program assessment to $300 for faculty and staff and $7/credit for students. 2. Freeze rates at current level and direct the Chancellor to fund $600,000 from another area. 3. Freeze rates next year and then raise the rates by 10% for the four remaining years. 4. Have the Chancellor approach faculty and staff to reduce salaries by $200/year and students would pay $5/credit to a maximum of $70 and eliminate decal enforcement. A parking forum to gather input on the parking fees was held in February. Committee members reiterated that UAF pays lower parking fees than a number of universities in the lower 48. Also, members expressed their delight with the shuttle service from the parking lots. E. Rural Affairs - S. Andrews No report available. F. Health Issues - G. Matheke No report available. III OTHER BUSINESS A. Discussion on 1997-98 Academic Calendar Discussion centered around the dates for fee payments. Committee members discussed at length the concerns raised by the Business Office and the strain an extension to fee payment would place on their salary budget. The Committee also discussed the benefits in which an extended fee payment schedule would have. The consensus was that customer (student) service should be given first priority and having fee payment dates consistent with registration would alleviate confusion among the students. The other changes comply with policies passed by the Faculty Senate. The motion received unanimous approval. MOTION PASSED AS AMENDED (unanimous) =========================== The UAF Governance Coordinating Committee moves to approve the 1997-98 academic calendar as follows: UNIVERSITY OF ALASKA FAIRBANKS - Fairbanks Campus ACADEMIC CALENDAR 1997-98 FALL SEMESTER - 1997 Application for admission deadline/fall semester Tues., Aug. 1 Orientation for new students Sun.-Wed., Aug. 30-Sept. 3 Labor Day Mon., Sept. 1 Residence halls open, 9:00 a.m. Mon., Sept. 1 Registration materials & advisors available Tues.-Wed., Sept. 2-3 Registration: course selection Tues.-Wed., Sept. 2-3 Last day for residence halls check in Wed., Sept. 3 Fee payment Tues.-Fri., Sept. 2-12 First day of instruction Thurs., Sept. 4 Last day of late registration Fri., Sept. 12 Last day for student-initiated & faculty initiated drops Fri., Sept. 19 Low grade reports for freshman due Wed., Oct. 1 Last day for student initiated & faculty initiated withdrawals Fri., Oct. 31 Last day to apply for fall graduation Tues., Oct. 15 Priority registration/1997 spring semester Begins Nov. 3 Thanksgiving holidays Thurs.-Sun., Nov. 27-30 Last day of instruction Fri., Dec. 12 Final examinations Mon.-Thurs., Dec. 15-18 Residence halls close, noon Fri., Dec. 19 Grades due to Admissions & Records, noon Mon., Dec. 22 SPRING SEMESTER-1998 Application for admission deadline/spring semester Fri., Dec. 1 Orientation for new students Mon.-Tues., Jan. 12-13 Residence halls open, 9:00 a.m. Sun., Jan. 11 Registration materials & advisors available Tues.-Wed., Jan. 13-14 Registration: course selection Tues.-Wed., Jan. 13-14 Last day for residence hall check in Wed., Jan. 14 Fee Payment Tues.-Fri., Jan. 13-23 First day of instruction Thurs., Jan. 15 Alaska Civil Rights Day (no classes) Mon., Jan. 19 Last day of late registration Fri., Jan. 23 Last day for student-initiated & faculty initiated drops Fri., Jan. 30 Low grade reports for freshman due Wed., Feb. 11 Last day to apply for spring graduation Fri., Feb. 13 Last day for student initiated & faculty initiated withdrawals Fri., Mar. 13 Spring recess Mon.-Sun., Mar. 16-22 Priority registration/1998 fall semester Begins Mar. 30 All Campus Day (no classes) Fri., Apr. 24 Last day of instruction Fri., May 1 Final examinations Mon.-Thurs., May 4-7 Residence halls close, noon Fri., May 8 Commencement Sun., May 10 Grades due to Admissions & Records Wed., May 13 EFFECTIVE: Upon Chancellor's Approval RATIONALE: Changes to the student and faculty initiated drop and withdrawal dates reflect policy changes approved by the Faculty Senate. Fee payment was extended to coincide with registration dates and will better meet the needs of the students. Priority registration for spring semester was moved ahead a week. ********** B. Discussion on FY99 Budget Request After the BOR April meeting, copies of the current (FY98) operating budget request that was developed internally by UAF in 1995-96 will be sent simultaneously to deans/directors and governance for an opportunity to propose adjustments in priorities. The current priorities grew out of extensive discussions over several years to link our budget to UAF Goals for the Year 2000, Program Assessment enhancements, and BOR themes. Since this is a dynamic university, however, new needs with higher priorities may emerge to replace the existing ones. Steps in Preparing the FY99 Operating Budget Request 1) I hope that this abbreviated process captures the essence of the workshop discussions which I understood to call for a process that minimized time and yet allowed for changes in priorities as appropriate. 2) The Governance Coordinating Committee will be asked to prioritize suggestions coming from ASUAF, Staff Council, and the Faculty Senate before sending them to the Chancellor. 3) Changes proposed by deans and directors will be prioritized by the appropriate senior administrator before being sent to the Chancellor. 4) After review by the Chancellor's senior management team, the proposed priorities will be sent to deans/directors and governance before presentation to Statewide, if time permits. Otherwise, they will be sent immediately after the presentation. Note: the timing depends on actions beyond UAF control, such as the BOR guidelines, legislative actions, and Statewide timelines. 5) The final operating budget request, as integrated into Statewide's overall university budget, will be available on the WEB and at Rasmuson Library after BOR approval in the fall. IV GOVERNANCE REPORTS A. ASUAF - N. Putnam Senate elections will take place tomorrow, as well as elections for the position of student Regent and a student representative to the Committee on Post Secondary Education. Students were in Juneau for the Board of Regents meeting and also participated in the lobbying efforts. B. Faculty Senate - J. Craven The Senate amended the transfer policy so that UAF was in compliance with Regents policies and is pending Chancellor's approval. A spring review cycle for academic courses has been approved. Four major bylaw changes passed: 1. motion to amend regulations for the evaluation of faculty and how tenure files are handled. This has gone to general counsel for review. 2. The administrative committee had a series of changes. 3. Redundant language was deleted. 4. New committees will have staggered appointments. The meeting calendar for FY98 was approved. The calendar was designed so that all three MAU faculty governance groups meet prior to the Board of Regents meetings. A motion was tabled regarding reaffirming the Senate's position on salaries and tenure. C. Staff Council - R. Pierce and P. Long The supervisory training program has been launched and there have been a number of positive comments. Attendance has been overwhelming at over 90 people in the first round of training. The Staff Training Committee will be working on the longevity recognition program in the spring. Results from the JEF project are on the Internet. Prior to the Board of Regents meeting in Juneau, governance leaders developed a lobbying strategy. The university budget does not look positive. Legislators are mandated by the constituents to cut the budget and the University may be one of those cuts. Governance leaders encouraged everyone to contact their local legislators regarding University funding. The governance leaders also met with a representative from the Governor's Office regarding telecommunications in the classroom, i.e. distance delivery. Issues were raised as to who would fund this endeavor. V ANNOUNCEMENTS A. The next meeting is scheduled for March 24, 1997 at 10:00 a.m. in Library 341. Please note location change. VI The meeting was adjourned at 11:35 a.m. A tape of this Governance Coordinating Committee meeting is in the Governance Office, 312 Signers' Hall, if anyone wishes to listen to the complete tape. Submitted by Kathy Mosca, Staff Council Secretary.