MINUTES UAF GOVERNANCE COORDINATING COMMITTEE MEETING #38 Monday, October 20, 1997 Chancellor's Conference Room I Steve Nuss called the meeting to order at 2:00 p.m. MEMBERS PRESENT: MEMBERS ABSENT: Combellick, M. Craven, J. Long, P. Frey, B. Nuss, S. Richardson, J. OTHERS PRESENT: Robinson, T. Mosca, K. Schatz, M. Scheaffer, D. (for W. Martin) B. The Minutes to Special Meeting (May 23, 1997) and Minutes to Meeting 37 (September 22, 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 The committee will meet on Monday, October 27 at 2:15 p.m. in the Chancellor's Conference Room. The two new student athlete representatives to the committee are Adrian Gerhard and Marya Lewanski. John French from SFOS will be a new faculty member on the committee and Kim Cox from the Business Office will continue as a staff member on the committee. B. Grievance Council - D. Scheaffer Wanda Martin was unable to attend the meeting and Don Scheaffer gave the committee report. There are no grievances at this time. Staff Council has recommended Becky Duhr from the School of Management to fill the APT position vacated by Susan Miller. C. Health Issues - M. Combellick Lectures are open to students, faculty, and staff and the attendance has increased from 2 at the first lecture to 30 at the last lecture. The committee welcomes recommendations for the lecture series or the wellness program in general. October 15 the Health Issues Committee conducted a supervisory training session on UAF Life. The training was well received. The following is a list of lecture series for the rest of the semester: UAF L.I.F.E. (Lets Include Fitness Everyday) Lecture Series - Fall 1997 Patty Center Bldg. Room 221, unless otherwise noted 4:15 - 5:00 p.m. 10/28 Importance of Stretching with Terry Viereck *NOTE LOCATION CHANGE: Meet at aerobics area, second floor of the Student Recreation Center. This is a workshop, so be prepared to stretch. 11/4 Relaxation Exercises with Diane Preston 11/11 Stress Management for the Holidays with Carol Diehl 11/18 Smoking Cessation with Guy Patterson 11/25 Thanksgiving Week - no seminar due to short work week A few hints to help with overindulgence and high calorie intake: Place a wire rack in your pan to elevate your turkey during cooking time. This will allow the fat to drip to the bottom of the pan and not saturate the dark meat. Remember that the skin and dark meat contain the most fat. Steam your yams or sweet potatoes and leave the skin on. They are good source of vitamins and fiber. Use a lot of fresh vegetables to compliment your turkey. Try the low fat or non fat cream cheese and sour cream available at your supermarket for your pies and casseroles. And remember Moderation, Moderation, Moderation! Enjoy your Holiday!!! 12/2 Power Walking with Michelle Combellick *NOTE LOCATION CHANGE: Meet at Student Recreation Center and wear comfortable clothing and bring an extra pair of workout shoes. 12/9 Cross-Country Ski Maintenance with Paul Beberg, UAF Ski Coach 12/16 Ergonomics in the Work Place with Scarlett Hopkins III OTHER BUSINESS A. 1998-99 Academic Calendar The Coordinating Committee continued discussion on the 1998-99 academic calendar. Ann Tremarello, Registrar, submitted three options for the 1998-99 academic calendar. Each option incorporates a "make up day" for the Alaska Civil Rights day. The first option suggests beginning instruction one day earlier, on Wednesday instead of on Thursday. The difficulty is that it would be very confusing to students and everyone else to begin the semester with one day and call it something else and would be impossible to make certain everyone understood the swap. Option two suggests beginning instruction at the beginning of the week and adds three more days, including a Monday, to the calendar. The spring semester already more than meets the minimum number of contact hours required. This proposal would shorten the time between the end of the fall semester and the beginning of the spring semester. Option three suggestions adding a Monday class day at the end of the semester and push final exams back one day. This creates a problem in that the study day would be eliminated. The deadline for submitting senior grades would be one day later making it impossible to certify all graduating students available in time for publication of the commencement program. OPTION I FALL SEMESTER September 3, 1998 Instruction Begins September 7, 1998 Labor Day - no classes November 26-30, 1998 Thanksgiving Holiday December 11, 1998 Last Day of Instruction December 14-17, 1998 Final Exams SPRING SEMESTER January 13, 1999 Instruction Begins (The make up day for Alaska Civil Rights Day replaces the missed Monday class day with a Wednesday.) January 18, 1999 Alaska Civil Rights Day - no classes March 15-21, 1999 Spring Break April 23, 1999 All Campus Day - no classes April 30, 1999 Classes End May 3-6, 1999 Final Exams May 9, 1999 Commencement ********** OPTION II FALL SEMESTER September 3, 1998 Instruction Begins September 7, 1998 Labor Day - no classes November 26-30, 1998 Thanksgiving Holiday December 11, 1998 Last Day of Instruction December 14-17, 1998 Final Exams SPRING SEMESTER January 11, 1999 Instruction Begins (This proposal adds back a Monday class but also adds extra Tuesday and Wednesday classes.) January 18, 1999 Alaska Civil Rights Day - no classes March 15-21, 1999 Spring Break April 23, 1999 All Campus Day - no classes April 30, 1999 Classes End May 3-6, 1999 Final Exams May 9, 1999 Commencement ********** OPTION III FALL SEMESTER September 3, 1998 Instruction Begins September 7, 1998 Labor Day - no classes November 26-30, 1998 Thanksgiving Holiday December 11, 1998 Last Day of Instruction December 14-17, 1998 Final Exams SPRING SEMESTER January 12, 1999 Instruction Begins January 18, 1999 Alaska Civil Rights Day - no classes March 15-21, 1999 Spring Break April 23, 1999 All Campus Day - no classes May 3, 1999 Classes End (This replaces the missed Monday class day with a Monday. However, it eliminates the study day before the beginning of final exams.) May 4-7, 1999 Final Exams May 9, 1999 Commencement The fall semesters remain the same for all three options. Steve Nuss wrote the Chancellor and asked for clarification regarding a separate date for the make up date. Next year there is only 13 Mondays in the spring semester. There are no problems with the contact minutes requirement. A date has to be designated to satisfy the Board of Regents to replace the day missed by Alaska Civil Rights Day. Questions were asked why Option three starts on January 14 and not the 12. Ann Tremarello will be contacted for clarification on the first date of instruction in option three. A motion was made and seconded to adopt option three with the clarification of the first date of instruction. Madeline Schatz stated that option three would present difficulties to the Music Department because they have jury exams on the Monday prior to final exams. Tom Robinson received feedback from other faculty members and replacing the missed Monday with a Monday made the most sense. The motion passed with a vote of 5 yeas, 1 nay, and 1 abstention. MOTION PASSED (5 yeas, 1 nay, and 1 abstention) =============== The UAF Governance Coordinating Committee moves to approve the 1998-99 academic calendar as follows: OPTION III FALL SEMESTER September 3, 1998 Instruction Begins September 7, 1998 Labor Day - no classes November 26-30, 1998 Thanksgiving Holiday December 11, 1998 Last Day of Instruction December 14-17, 1998 Final Exams SPRING SEMESTER January 14, 1999 Instruction Begins January 18, 1999 Alaska Civil Rights Day - no classes March 15-21, 1999 Spring Break April 23, 1999 All Campus Day - no classes May 3, 1999 Classes End (This replaces the missed Monday class day with a Monday. However, it eliminates the study day before the beginning of final exams.) May 4-7, 1999 Final Exams May 9, 1999 Commencement ****************** B. Discussion on Rural Affairs Committee - S. Nuss The committee has been nonfunctional for the past year and the Coordinating Committee addressed the future of it. The charge of the Rural Affairs committee shall be to: 1. oversee the general welfare of the UAF community not residing on the Fairbanks campus. 2. monitor all activities affecting compliance with the Rural College mission statement of the University of Alaska Fairbanks. The previous chair was called by the Staff Council Rural Affairs chair; however, the call was not returned. The Coordinating Committee agreed that the committee should become active and begin meeting again. Madeline Schatz stated that this committee is a good avenue for rural faculty concerns. Steve Nuss asked the governing bodies to forward two representatives for the Rural Affairs Committee. C. Discussion on Alumni as Ex-Officio member of the Coordinating Committee This topic was brought up at the end of last year. System Governance has added an alumni ex-officio member. Tom Robinson stated that the Intercollegiate Athletics has an alumni member. The Coordinating Committee discussed the issue of inclusion of an alumni as an ex-officio member. Tom Robinson stated that coordinating meeting times can be difficult. Committee members reiterated that an alumni member of the Coordinating Committee would be beneficial. Steve Nuss stated that he would speak with the new alumni director, Jake Poole for recommendations to sit on the Coordinating Committee. A motion will be added to the November Agenda. D. Lobbying This item will be addressed at future meetings. E. Proposal for UAF Police Department Advisory Board and Handling Parking Violation Appeals - S. Nuss Chancellor Wadlow send out the following request for input on the UAF Police Department Advisory Board and Parking Violation Appeals process. October 15, 1997 TO: UAF Faculty, Staff, and Students FROM: Joan K. Wadlow, Chancellor In an effort toward greater expediency and consistency, a new proposal has been drafted for the UAF Police Department Advisory Board and Parking Violations Appeals process. I welcome your feedback, suggestions and comments on the draft. I would like to hear from you by the end of October so we have sufficient time to review all comments and suggestions in time to implement a new procedure for Spring semester 1998. Please e-mail your suggestions to: fychanc@uaf.edu or send via campus mail to the Chancellor's Office, 320 Signers' Hall, Box 7500. Proposal for UAF Police Department Advisory Board and Handling Parking Violation Appeals To establish a Policy Department Advisory Board as required at UAF and to be sure that parking violation appeals are handled more consistently, the following proposals have been developed. They reflect current practices at universities around the country. UAF POLICE DEPARTMENT ADVISORY BOARD Composition: 1. One student selected by the Dean of Students after consultation with ASUAF 2. One faculty selected by the Provost after consultation with the Faculty Senate 3. One staff member selected by Vice Chancellor for Administrative Services after consultation with Staff Council 4. One alumni selected by the Chancellor after consultation with the Alumni Association 5. One representative from a non-university law enforcement agency selected by the Chancellor after consultation with the Board of Visitors 6. Ex-officio: one representative each from UAF Police, Fire, and Risk Management departments and 7. Ex-officio: one legal counsel representative selected by the Chancellor Members serve specific terms. RESPONSIBILITIES The board's responsibilities are to provide advice about UAF Police Department policies and operations in order to assist it in providing effective service to the university community and to provide advice on security and transportation policies at UAF. The chair is expected to be a member of the UAF Governance Coordinating Committee. The board reports to the Chancellor through the Vice Chancellor for Administrative Services who convenes meetings twice yearly and others as needed. PARKING VIOLATION APPEALS I. Appeals to the Administrative Officer Appeals of citations for parking violations must be submitted to the administrative appeals officer in writing prior to the date when the fine is due. The citation being appealed must clearly state the reasons for the appeal. Appeals are handled by the administrative appeals officer as quickly as possible after arrival. If the appeal is approved, there is no further action. II. Appeals to the Appeals Board If the appeal to the Administrative Officer is denied, the complainant may appeal to the three-member Appeals Board which is appointed by the Chancellor. Appeals to the Appeals Board must be submitted in writing within 30 days of the date of the administrative appeals officer's denial. The fact that an appeal to the Appeals Board is pending does not relieve the appellant of the requirement to pay the fine when it is due. Appeals will be considered only on the basis of new evidence, arbitrary or capricious treatment or excessive sanctions. The board will meet four times yearly to review appeals and will either approve or deny the appeal. This decision is final for the university. The complainant may appeal through the state's superior court system. NOTE: University Regulation 02.09.01 requires UAF and UAA to have police units and that each chancellor establish an advisory board for the local unit. The regulation was enacted after passage of 1992 legislation (AS 14.40.043) authorizing the Board of Regents to establish a University of Alaska Office of Public Safety. Accordingly, Chancellor Wadlow assigned this responsibility effective August 19, 1992 to the Chancellor's Advisory Committee on Publish Safety, Transportation and Parking. The committee no longer exists. The new board will fall under Vice Chancellor Ricešs office. Steve Nuss expressed concerns that none of the members are appointed by the governance groups, so why should the chair sit on the Coordinating Committee. The chair would just report to the Coordinating Committee and not sit on the Committee. Concerns were expressed for the consistency of the appeals. The primary appeals would be decided within a few days. The special appeals would only be four times a year. Concerns were expressed regarding faculty, staff, and student input on parking fees and lot distribution. These gray areas need to be defined: governance appointments; an appeals board consisting of faculty, staff, students, and administration; and a committee to specifically address parking fees was recommended. The Coordinating Committee will draft a response to the proposed UAF Police Department Advisory Board and Parking Violation Appeals Board and the concerns stated in the meeting. IV GOVERNANCE REPORTS A. ASUAF - J. Richardson Senate elections took place in mid October and three of the seats were contested. ASUAF hired for all the vacant positions. A resolution was passed to have the Business Office, Admissions, and Records develop a form for feedback from students. There will be a bill presented at the next meeting to have CPR and first aid training for residence at Hess. B. Faculty Senate - M. Schatz Mike Kelly was the guest speaker at the October meeting. The Senate passed housekeeping amendments to the constitution and bylaws. Discussion took place on the RIP and the Provost stated that this would be a management tool for saving funds. C. Staff Council - P. Long Staff Council is working on a revision to the leave share program. The Council has already started work on the Carolyn Sampson Memorial Scholarship fund raising and will be enhancing the scholarship this year. V ANNOUNCEMENTS - none VI The meeting was adjourned at 3:10 p.m. A tape of this Governance Coordinating Committee meeting is available in the Governance Office, 312 Signers' Hall, if anyone wishes to listen. Submitted by Kathy Mosca, secretary, Governance Coordinating Committee.