I. CALL TO ORDER

 Dr. Anderson, vice president for academic affairs, called the Back-to-School Conference of the Academic Affairs Council to order at 9:30 a.m.

II. ROLL CALL

 Members Present: Duane C. Anderson, Pamla Armstrong, Bob Feighner, Kurt Jackson, Carlotta Lockmiller, Thomas Morehart, Bill Osborne, Jack Paschall, Charles Perry, Richard Putnam, Shirley Talley, Nancy Thomason, Alvin Turner, C. J. Vires, Bruce Weems.

Members absent:  None

Also Present:  Holly Sewell

 Recorder: Marilyn Cole

Dr. Anderson introduced Dr. Thomas Morehart, the new Dean of the School of Business and asked the members of the AAC to introduce themselves to Dr. Morehart.

III. APPROVAL OF MINUTES

 The minutes of June 19, 2001, for the Academic Affairs Council were approved as corrected.

The minutes of July 17, 2001, for the Academic Affairs Council were approved as corrected.

IV.  OVERVIEW OF AGENDA

            Dr. Anderson went through the agenda, touching briefly on each item.

V. AAC GOALS AND OBJECTIVES
 

•  Numbers 1 and 2 continue to be very important.  Dr. Anderson will meet with the Deans later in the semester about 2 + 2 plans.
• Number 8 continues to be an important project.
• Number 9 may be the most important item on the agenda this year.
• Numbers 13 and 14 need to reopen the General Education discussion.  Need to point out to faculty the importance of #14.
• In addition to the goals and objectives, the number one priority is to get through the NCA accreditation cycle.  Nothing will happen this year at ECU that is more important than getting the campus ready for the NCA site visit.  We have a good team assembled and should have a good site visit.
• The second task that will require much time is overseeing the start-up of the Title III grant.  This one has the potential to make as much of an impact as the last Title III grant did.
• Determined to complete the revision of the faculty performance document.  Last year BOROC policy changed to make the requirements for tenure and promotion the same.  We are ready to go back and make the changes in it.
• Looking at restructuring the off-campus course delivery program.  May need a new unit with all of the off-campus programming pulled together.  Needs closer and better coordination.
• Will spend a fair amount of time working with chairs and deans as we get ready for NCATE and ACBSP self studies.
• Already committed to taking a look at changes in the strategic planning document.  There will be an ad hoc committee to look at changes.
• Intend to complete the remodeling of Fentem Hall and the old library building.  The President will use the internal money to complete the remodeling of Fentem Hall.  Bids should be out at least by Christmas
• Faculty office updates:  Next summer the School of Business is scheduled to be renovated, plus 2 or 3 classrooms that will be fixed up.  The next summer it will be the offices in the Education Building.  After that the Physical and Environmental Science Building.
• Holly and Marilyn should be able to bring order to the paper work in the Vice President's office.

Humanities and Social Sciences.  Dr. Alvin Turner handed out copies of the School of Humanities and Social Sciences Goals and Objectives.  The document included responses indicating how the School would implement the AAC Goals and Objectives.

Education and Psychology.  Dr. Bill Osborne distributed information concerning the NCATE/State Accreditation Process.  He also indicated that the Director for the PT³ grant would probably be hired soon.  Under the PT³ grant faculty will be paid to learn to use the technology.  Dr. Price is now the Department Chair for the Education Department and will continue to serve as the Director of Student Teaching and Field Experience.

Mathematics and Sciences.  Dr. Bruce Weems shared how the School would implement the AAC Goals and Objectives, including recruitment, summer academies, restructuring the RN to BSN program, the EHS program at Rose State College, and utilizing the latest in electronic technology..

Business.  As Dr. Thomas Morehart was attending the AAC Conference prior to his actual "start date", he did not have many prepared remarks.  He did indicate, however, that he had been heavily involved in recruitment in the past, had experience working with the 2+2 programs, and was looking forward to learning more about the School of Business.  He also indicated that he would be working on the upcoming ACBSP accreditation.

The meeting was reconvened at 1:30.

Center of Continuing Education and Community Services.  Ms. Nancy Thomason presented the Annual Report for Continuing Ed.  She distributed a handout which included information on Priorities and the Five-year trend data for enrollments.  The many grants approved for Continuing Ed include America Counts, America Reads, summer camps, Early Settlement, Child Care Resource and Referral Center, Wellness Center, and Child Development Center just to name a few.

NAYCE accreditation is scheduled in October.

Distance Education is a really big challenge.  She handed out the Distance Education Management sheet.  During 1996-97, 451 people were enrolled in Distance Education classes.  During 2000-01, there were 2,089 enrolled, with 45 courses going out.

Dr. Jack Paschall took up the discussion of Distance Education.  He indicated that there are going to be significant changes.  The ITV system is going from transmission over the OneNet system to Polycom and team stations.  This will necessitate converting the ITV classrooms both on campus and at the distance learning sites.  There will also be adjustment for faculty and students.

Computer Services.  Mr. Bob Feighner indicated that all class software installations have been done.  With telephone switching and office moving, there will probably be some surprises.  The new Groupwise installation will be completed this fall.  When that is complete, faculty and staff will be able to access their e-mail from off campus.

Bids are due in September for selection of a new MIS for the campus.

Admissions and Records.  Ms. Pamla Armstrong perceives the focus of the Admissions and Records office to be providing service to students and supporting all other areas.  They are trying to use the technological advances in a management way.  The Transfer Matrix is available to all advisors on campus who want to use it.  The application for admission is available online.

The Admissions and Records website allows prospective and former students access to information and allows current students access to their own records.  The records management system is going to a more paperless system.  They are looking at a way for inhouse preparation of diplomas.

Assessment and Institutional Research.  Dr. Kurt Jackson indicated that it's time to take assessment to the next level.  Level II will use data for program changes.  Level III is closing the loop and will take a concerted effort to get students "on board" in the assessment process.  Need to access the database for assessment for the coming years.  Need to know what information the Deans want on their students.

Grants Research Information Center.  Mr. C. J. Vires distributed graphs that depicted the applications and funding success for FY 2001.  One strength is the strong base for external funding.

Priorities for 2002 are to find more money, target new efforts.  Working with faculty and learning what they are interested in will help in going out to find a source of money.

Library.  Dr. Chuck Perry shared that the main objective of the library is to maintain their strong library service.

Dr. Perry noted the achievements of the library over the past several years and the trend of libraries to electronic media.  The ECU library furthermore continues in its role as a depository for official federal and state documents in this fast-developing electronic environment.
 

Faculty Senate.  Dr. Richard Putnam said that the Faculty Senate will continue to strive to assist in recruitment, although there is an honest difference of opinion on how they can best assist.  They will also do everything possible to help with the accreditation process.

The Self Study is finished and it's a good product.  The concerns addressed in the Self Study are not serious ones.

Looking forward to a good year.  Enrollment should be up this year.  Student Services is doing some scrambling for dorm rooms.  Students who had wanted single occupancy rooms are going to have to double up.

The funding from the Legislature is somewhat less than was originally indicated, but with the expected increase in enrollment this year, ECU should be in fairly good shape.

There have been some good activities on campus with the accreditation teams visiting.  NCA is the only other one coming up this year.

We expect to have 3-4 more faculty replacements.

Going to do an economic impact study.  ECU's impact stretches out over a wide area of service.  Eighty-five percent of students come from the 10-12 counties surrounding the campus.

Try to do a President's Report every 3 years, but this time it covers 4 years.  It should be available soon.  For the first time, the Foundation is going to produce a formal report.  The annual meeting will be the Friday night of homecoming and the report will be distributed then.

There has been a lot of physical plant work on the campus this year.  Repairs to the roof and ceiling of the Kerr Center are pretty much complete.  Offices in Faust have been repainted.  The football dressing room has been refurbished.  Getting ready to send out bids in the old library, hopefully to be completed in the next 12 months.  Fentem Hall will be redone.

There have been several new grants approved.

The meeting reconvened at 9:15 a.m. on August 14.

VIII.  NCA Self Study:  Preparations for the site visit - Dr. Carlotta Lockmiller.

As Dr. Cole mentioned, the Self Study document is completed and it involved campus-wide representation.  We do have a good site visit team coming.  There will be enough of the Self Study documents available so that every department chair will have a copy.  It will be posted on the internet this week.  There will also be an Executive Summary to be available for staff and faculty.  There will be a copy on file in the Linscheid Library.  Faculty need to know what to expect.  The site team will be doing a sampling rather than a total coverage.  We may be asking for materials for the resource room.  By the first to mid-October, we'll have what we are going to have.

A general discussion of the intent and purpose for the Strategic Plan occurred.  The dates and deadlines were reviewed.

Dr. Anderson distributed the Institutional Effectiveness Calendar which can be a valuable tool in meeting the deadlines.

1.  Freshman Rally
The Rally is Sunday in the same general location as in the past years.  The format will be changed slightly.  Three tents will be set up on the area for the food and drinks.  There will be no extra seating.  Coach Darnell and Karen are the MCs.  The Alumni Association is donating T-shirts which will be given away.  Dr. Cole will be introduced.

2.  New Faculty Seminar - August 15
The New Faculty Seminar will be held August 15 for faculty who began mid-term and who are beginning in the fall.

3.  Regular Enrollment
Regular enrollment will be August 17.  Classes begin August 20.

4.  Professional Development
Professional Development information is due to the AVPAA by August 31.
9-14 - New Faculty Seminar II
10-5 - New Faculty Seminar III
New faculty who attend all three seminars and work with a mentor during the fall will be able in the spring to act as advisors.  Need a list of the mentors by September 14.

5.  Other
Student evals for summer and May Intersession are ready to be picked up.  Need the list of faculty who will be on hand to assist with regular enrollment.  Will be using all three computer labs for the testing.  Send the list by e-mail.  The Conference Room will not be finished by Friday.  Dr. Paschall and Dr. Anderson will move to Room 100.

1.  Calendar Dates/School start-up
8-15 - New faculty report
8-16 - General faculty meeting at 9:00 (Deans or department chairs need to introduce new faculty.)

2.  Web page updates
Need to get that taken care of as soon as possible.  At some point in September, the pages that are totally out of date will probably be removed.

3.  New faculty introductions at General Faculty Meeting
Already discussed.

4.  Classes with "staff" designation
When we get back, please be sure that "staff" sections are changed to the correct faculty.  All full-time and part-time faculty need resumes, transcripts, personnel data sheets and part-time contracts where applicable.  Deans need to go back and look at small classes.

5.  Final summer enrollment report
Fall enrollment - headcount down 1.6% and FTE up 1.8%.  3649 enrolled.  Beginning freshmen numbers should be up slightly from the year before last.  Math classes are all closed.

6.  Three-year evaluation of department chairs.
Will send a list of faculty up for review in the next 10 days or so.

7.  Legal Issues Conference, October 3-4
If you want to go, please do.

8.  Retention Conference, November 2
The Regents are still putting the agenda together.

9.  Research Day at UCO, November 9
Registrations and abstracts are due to the VPAA September 14.

10.  Adjunct  faculty orientation
Need to develop orientation for adjunct faculty.

11.  Revised course syllabus format
All courses need to be using the new format.

12.  General Education - revised course syllabi and review of curriculum/courses
The General Ed Committee will meet in the fall.  They will look at and review the gen ed courses and consider a timeline for submission of proposed gen ed courses.

13.  Part time and Overload pay rates
Dr. Anderson distributed copies of the Part-Time/Overload Teaching Rates form.  Payment has become more complex.  Rates and categories have been changed.  Deans and department chairs will be responsible for determining which rates apply to which courses.

14.  New Programs - status
MEd in Library Media - Should be approved in September
Bachelor of General Studies will be a month behind.  It may be delayed to October.  No students should be admitted to this program yet.

15.  Travel forms - Permission to travel
AAC members still need to complete the Travel Request prior to traveling, and it is suggested that Deans require the same from their faculty.

16.  Dean's travel awards
The awards were funded last year out of research money.  For this year the Dean's travel award is still in place.  Each of you have one $1,000 travel award.  Then the four Deans need to get together as a group and divide the other $4,000.  It is not meant to pay for travel already taken.  Should be used to fund travel to regional or national meetings and should make an impact on scholarship (and used for only 8 people).

17.  OSRHE Budget Survey - Needs for FY 03
We are about to implement the State Regents Budget Document sent to us last week.  Need for each AAC member to have in to VPAA by Friday August 24 what you want for 2002-03 in big ticket items.

18.  Other
A.  Have for the Deans a sample of a media recruitment plan prepared by Dr. Flowers for the Nursing program at Durant.  Should be to you in 2-3 days.

B.  In September meetings will be scheduled with department chairs with an open agenda.  Probably late September.

C.  There is a new employee handbook.  In the next week 3-4 policies that apply to faculty will be updated and will have new pages to insert in the faculty handbook.  They are:  Tuition waiver program, professional and support staff 60-day vacation accumulation, and expansion of family and medical leave act.

Duane C. Anderson
Vice President for Academic Affairs