Minutes of the Dean S Council Meeting of October 13, 2009

Minutes of the Dean’s Council Meeting of October 13, 2009

Present: Anantha Babbili, Adolfo Benavides, Arthur Hernandez, Kelly Quintanilla, Eve Layman, Mary Jane Hamilton, Frank Pezold, David Billeaux, Harvey Knull, Christine Shupala

Note taker: Cely Smart

I. Call to Order Dr. Babbili called the meeting to order.

II. Minutes from Previous CDC Meeting The minutes of the Dean’s Council from August 25th were approved.

III. Faculty Hiring Procedures Dr. Babbili reviewed the steps for hiring international candidates. He requested that the deans share the information with department chairs and the search committee. Dr. Hernandez suggested adding official criteria to the job applications and announcements to ensure compliance with EEO. Dr. Babbili requested that the deans contact Sam Ramirez to request a training session as soon as a search committee is formed.

IV. Enrollment Report Ms. Dechant summarized the fall 2009 enrollment report. She reported that the total enrollment increased by 5.2% to 9,479 students. She also reported that applications and admissions had increased.

V. Graduate Assistantship Support This item will be discussed in a future meeting.

VI. Committee on “Closing the Gaps” and CREATE Planning Conference Update Dr. Babbili and Dr. Hernandez attended the CREATE conference in San Antonio. Dr. Hernandez indicated that the meeting focused on high need areas of teacher preparation in science and math, professional retention of teachers, and quality teacher preparation. He emphasized the issue of universities moving away from teacher prep as a primary mission. Dr. Babbili discussed how teacher education has moved toward alternative certification while it should be a four year enterprise that is central to the university commitment. Dr. Hernandez is meeting with a task force on the topic. Dr. Babbili requested that Dr. Quintanilla and Dr. Pezold work with Dr. Hernandez on the quality of teacher education.

VII. Year-End Processing Description Dr. Babbili reported that Kathy Funk-Baxter created for the deans a list of accounts and an explanation of what happens to the funds at year end. She should be contacted if there are any questions.

VIII. Federal Initiatives and Export Controls This item will be discussed in a future meeting. IX. Centralized Advising Dr. Babbili and Dr. Billeaux discussed their proposal for the President’s Cabinet to improve the current advising structure. The change will be implemented in stages and central advising will be built around faculty advisors who will be trained to advise students in multiple disciplines. The new advising structure will provide a centralized initial point of contact for students. Individual programs will be able to keep their advisors, and the centralized advisors will direct students to their specific program advisors. The main purpose of the centralized advisors will be to advise first-year students with the core curriculum and all undeclared majors. Dr. Babbili and Dr. Billeaux will ask the deans to implement the new process by fall 2010. They asked the deans to designate faculty who would be well-suited to work with first-year students and who have the patience to work with the special needs and concerns of students. Dr. Billeaux stated that currently they are seeking one faculty member from each college who will work as an advisor for fifteen hours each week. Amid concerns regarding the current shortage of faculty, Dr. Billeaux suggested reaching out to recently retired faculty members. Dr. Pezold voiced his concern regarding how one faculty member can be expected to be completely informed on all programs.

X. Space Needs Dr. Babbili informed the deans that they should begin looking at space needs for academic affairs. The deans should make recommendations for space needs based on how pressing their needs are. Academic Affairs is currently looking for space for a new Navy ROTC program if they come to the campus. Dr. Billeaux reported that Dr. Orser is developing a process for a better organized space request system. Dr. Pezold voiced his concern over the high number of administrative spaces that were discussed and asked about faculty office space. He also requested that the committee look five years in advance to better anticipate the future needs of the University as the student body grows. Dr. Billeaux requested that the current decision making body include the deans so they can provide greater input regarding academic space needs.

XI. The Advisory Group This item will be discussed in a future meeting.

XII. College Management Review The System auditors recently reviewed the two colleges with new deans to determine where the college stands and what needs to be done in the future. Dr. Hernandez and Dr. Quintanilla reported the findings and what they will be doing in their respective colleges in the future. Dr. Babbili also reported that auditors found social security numbers on documents kept in cabinets. Ms. Shupala added that the travel office had advised several deans to keep the social security numbers on record for travel purposes. Additionally, all student employment forms require social security numbers. Dr. Hernandez recommended making a standardized filing system at the college level. Dr. Babbili also recognized that that the instability with past provosts has impacted the deans and strategic planning.

XIII. Budget Review Committee On October 23rd, there will be a fiscal forum that will examine the budget review process. Dr. Quintanilla requested more technology assistance to help faculty get more class information online. XIV. Summer Enrollment Task Force Dr. Babbili announced that summer enrollment was down from the previous year. A task force of five individuals has been selected and will be chaired by Dr. Billeaux. The task force will focus on CCISD related issues and dual credit programs.

XV. Distance Education Development Task Force This item will be discussed in a future meeting.

XVI. Chancellor’s Teaching Award Timeline Dr. Billeaux reported that fifty faculty members have responded thus far. The last day for faculty response is October 20th. Dr. Hernandez requested that the deans receive a list of the faculty members in their college who have applied for the award.

XVII. CLA Search Update Dr. Babbili announced that three finalists have been identified for the Liberal Arts dean’s position. Dr. Babbili extended his thanks to Dr. Pezold for his work on the search. In late October and early November, the three candidates will be on campus for interviews.

XVIII. Other Issues of the Council Dr. Billeaux reported that the H1N1 committee requested that the deans encourage their faculty to report to Student Affairs all instances when they have been told of a student with H1N1 or symptoms. He asked that faculty encourage students to isolate themselves if they feel symptomatic. The same should apply to all staff and faculty members.

Dr. Billeaux announced that the midterm grading period has arrived and urged the deans to encourage faculty to complete them, especially for first year students. Dr. Babbili requested that the deans email their faculty members to urge them to turn the grades in. He also reported that the information is used by the Transition Center and CASA to follow up with students.

Dr. Babbili provided the Council with the draft for the AVP for Technology position. The Council members voiced their concern over the minimum education requirements for the position.

Dr. Quintanilla asked for volunteers to be jailed for the SECC lock-up fundraiser. Dr. Babbili volunteered himself.