Southern Utah University

Minutes Board of Trustees December 1, 2016Regular Business MeetingThe Regular Business meeting began at 10:07 a.m. in the Charles Hunter Conference Room of the Haze Hunter Conference Center. Trustee Members Present: Chair Eric Leavitt; Vice Chair Sherrie Hansen, Trustees Shannon Dulaney, Tyler Cornia, Matt Cannon, Marshall Erb, David Nakken and Scott Johnson.Others Present: President Scott Wyatt; Provost Brad Cook; Vice Presidents Mindy Benson, Marvin Dodge, Jared Tippets; Jennifer Oberhelman, Secretary; Jason Butekofer, Director of Athletics; Mitch Bealer, Assistant Vice President for Planning & Budget; Marshall Chamberlain, Internal Audit Director; Barb Rodriquez, Staff Association President; Mark Atkinson, GO; Mike Beach Asst. VP for Finance; Steve Meredith, Assoc. Dean GO; John Taylor, Provost Faculty Fellow; Casey McClellan, USF; Mary Pearson, Assoc. Dean School of Business, Nathan Slaughter, Athletic Training Program Director; Matt Zufelt, IT; and Nathan Barker, Faculty Senate President- Elect. 1. Welcome by Chair Leavitt Chair Eric Leavitt called the meeting to order at 10:07 a.m. 2. Minutes of June 24, 2016The minutes of September 23, 2016 were approved as corrected.Motion to approve the June 24, 2016 minutes as corrected was made by David Nakken; seconded by Matt Cannon. Vote – unanimous.3. Audit Committee Charter UpdateThe purpose of this update was to bring SUU’s Audit Committee Charter into alignment with Regents policy R565-3.2.A motion was made to accept updates as presented to this Charter.Motion made by Marshall Erb; seconded by Tyler Cornia. Vote – unanimous.Mr. Chamberlain shared that the EthicsPoint hotline will be ready to go live by the January 13, 2017 meeting. The campus will be notified by various means (web site and email) when the site is live. There will be a link for this on the SUU webpage for the general public as well as employees to make a report. A more in-depth report at the January 2017 meeting. Minutes Board of Trustees December 1, 20164. Revision of Policy 5.35 and Policy 5.36 – 401(a) Retirement Plan & Options/State Retirement System Plan In May 2017 the U.S. Dept. of Labor made significant changes to a number of rules under the Fair Labor Standards Act that will impact approximately 125 SUU employees. The two items on the agenda address current retirement plans.Vice President Marv Dodge requested that these two policies be tabled until a decision is made by the Courts as a lawsuit has been filed regarding the FLSA proposed changes. He shared that open forums have been held on campus regarding the proposed changes. 5. Revision of Policy 8.2.5 - Holidays This revision brings SUU into compliance with the Board of Regent’s policy R821, limiting holidays to not more than twelve (12) days in a calendar year. There will be 10 set days that align with holidays. The personal float day has been eliminated as has the spring/fall holiday. The President, in consultation with the Cabinet and President’s Council, will decide on the two non-specified day’s at the most advantageous times.It was suggested by Trustee Cannon that the reference to Cabinet be deleted as they are part of the Council. This change was agreed upon.Recommendation was made to approve this revision, including the suggested phrase removal, by Tyler Cornia; seconded by Scott Johnson. Vote - Unanimous6. Revision of Policy 11.8 – Student Fee Review CommitteeVice President Jared Tippets presented the revisions to Policy 11.8. He worked closely with SUUSA President, Tyler Cornia, and various other parties that are affected by these proposed changes. The revisions provide an overall clean-up of the policy and added clarification in regards to the roles and responsibilities of this committee. It also streamlines the process and clarified what fees can and cannot be used for.Trustee Cannon expressed a concern about working in section III.a.iii that states that “Members of the Committee who are unresponsive, uncommitted, uncooperative, etc. may be removed and replaced by a two-thirds vote” was ambiguous. He suggested it be struck. This was agreed upon.It was also suggested by the Board that the policy be sent to them for further review a “clean” copy of the policy. This policy has gone through a major revision and the marked- up copy was difficult to read in context. VP Tippets said this would be done via email.The Trustees also asked that in the future all policies be submitted for review with both the marked-up copy and a “clean” copy. This was agreed upon by staff. Minutes Board of Trustees December 1, 2016Recommendation was made to approval these revisions, but they reserve the right to readdress this policy after reviewing the “clean” copy at the January 2017 meeting if deemed necessary. Motion made by Marshall Erb; seconded by Tyler Cornia. Vote – Unanimous7. Revision of Policy 6.20 – Human Subject Review (IRB)Provost Cook presented the revisions to Policy 6.20. The proposed revisions will align the policy more closely with the Office of Human Research Protections (OHRP), to increase the efficiency of the review process, update the policy to reflect current practices at SUU, and to correct other outdated information. The two major changes are as follows: 1) to remove language mandating all studies involving vulnerable populations (e.g., minors), regardless of level of risk, to have to go through a Full-Board review. Federal standards have changed since the policy was first written and now allows for certain minimal risk research with vulnerable populations to be reviewed as Exempt or Expedited, these studies must still meet other federal guideline stipulations; 2) to remove references to having numerous IRB committees across campus and will now have one centralized IRB with committee representation from each college.A motion was made by Scott Johnson to approve this item as presented; seconded by Matt Cannon. Vote – Unanimous8. R401 – Name Change from Physical Education & Human Performance to Dept. of Kinesiology and Outdoor RecreationProvost Cook presented this change to the Trustees. This change would align with the current trends in the discipline, reflect the current make-up or the undergraduate and graduate students, and address the concerns of undergraduate and graduate students voicing that “Physical Education and Human Performance” does not reflect their major. It is felt this change would broaden the appeal to students who are interested in the scholarly and professional preparation areas of kinesiology and outdoor recreation.Motion made to move this item on to the Board of Regents for approval. Motion made by David Nakken; seconded by Scott Johnson. Vote - Unanimous9. R401 – Masters of Athletic Training Provost Cook and Dr. Nathan Slaughter presented this item to the Board of Trustees. SUU currently offers an undergraduate degree in Athletic Training and is well positioned to transition into a Master’s program. In June 2015, Athletic Training Strategic Alliance (National Athletic Trainer’s Association, Board of Certification, and the Commission on Accreditation of Athletic Training Education and NATA Research and Educational Foundation) released a statement mandating the entry level degree for Athletic Trainers will transition to a Master’s program only within the next 7-10 years. This means all Minutes Board of Trustees December 1, 2016 undergraduate Athletic Programs will be eliminated. This gives SUU a foundation on which a transition can be made from a Bachelor’s Degree to a Master’s Degree.Motion made to move this item on to the Board of Regents for approval. Motion made by Tyler Cornia; seconded by Shannon Dulaney. Vote - Unanimous 10. R401 – Masters of Interdisciplinary StudiesProvost Cook and Dean Mark Atkinson presented this item to the Board. It is proposed that a Master’s of Interdisciplinary Studies be designed to give students the opportunity for graduate study in three academic programs. This allows them to pursue academic or career goals that are not adequately met within a single discipline. The coursework may be done entirely online and concludes with a Capstone project that is overseen jointly by the participating academic departments and the School of Graduate and Continuing Studies.Motion made to move this item on to the Board of Regents for approval. Motion made by Scott Johnson; seconded by Sherrie Hansen. Vote - Unanimous11. School of Business Program Review Provost Cook and Assoc. Dean Mary Pearson jointly presented the Program Review for the School of Business results. This review took place during the 2015-16 academic year. Per Regent Policy, R411. The 5-year AACSB review was used for this purpose. The following strengths were found: 1) moral code is in place; 2) placement of students is strong; and, 3) collegiality among faculty is high. The following weaknesses were found: 1) need better financial strategy to sustain improvement of programs (will do work to align with SUU Strategic Plan); and, 2) Curriculum Committee and Assurance Authority Committee need to work together more closely.Motion made to move this accepted item on to the Board of Regents. Motion made by Scott Johnson; seconded by Marshall Erb. Vote - Unanimous12. Utah Summer Games Board AppointmentsVP Benson and USG Exec. Director Casey McClellan requested the approval for appointment for Chair and Vice Chair of the USG. These positions have become vacant with the resignation of the current Chair and Vice Chair who have moved from the area. The executive committee of the board have nominated for approval Wayne Clark as Chair and Terri Hartley as Vice Chair for the duration of this term.Motion made to approve by David Nakken; seconded by Sherrie Hansen. Vote - Unanimous Minutes Board of Trustees December 1, 201613. Conflict of Interest FormConflict of Interest forms were passed out to the Board for their annual signing. Forms will be returned to Jennifer Oberhelman for filing.14. Report of the Board of Trustees Chair Chair Leavitt asked that Vice Chair Sherrie Hansen report on her meeting with the Regents that took place in November. Ms. Hansen reported that all schools reported that there are issues and concerns about mental health issues and funding to address these issues. The importance of the Board of Trustees’ and the Audit Committees for each institution was reiterated. It was decided that when new Board members are brought on that meeting should be held to help them understand their responsibilities; this will make for stronger Board relations overall.There will be a luncheon on Capitol Hill with State legislature members on February 17. This time will be used to advocate for each institution. The Chair and Vice Chair will have a legislative review from the prior session with the Commissioner’s Office.15. Report of the Faculty SenateNathan Barker reported that finals are upcoming. Online evaluations (IDEA) are being utilized in the College of Science and Engineering (COSE); this is causing a bit of stress as fewer people are filling them out and this is felt to reflect on the instructor. COSE has been asked to move to 2-factor authentication for security reasons when signing onto their computers; this will be campus-wide soon. There is a bit of “unrest” within the faculty in regards to salaries, benefits, etc. It was made a bit better by a visit from upper administration at the last Faculty Senate meeting.16. Report of the Staff AssociationBarbara Rodriguez reported that there is concern with the new FLSA changes and how it will affect approximately 25% of staff. She also shared that they are grateful and are encouraging people to participate in the holiday assistance program that is in place. Chair Leavitt asked that Jennifer send the link out to the Board of Trustees so they can participate if interested.17. Report of the Student Body PresidentSUUSA President Tyler Cornia shared the following: Hours have been adjusted for a trial period to allow for more usage in the PE building; this is working well. Library hours for the 2-3 weeks prior to finals will be expanded and the library will be open for study until 2 a.m. They are working with IT to develop an app based on feedback; 1,500 freshmen have Minutes Board of Trustees December 1, 2016 downloaded the current app. They are working on the best way to “push” out announcements for campus happenings. The SUUSA constitution revisions are still underway and should be ready by the next Trustees meeting. The TBird statue process is ongoing. This has been included as part of the Business building funding-wise. There is a survey out addressing Testing Center hours; they aren’t long enough after the normal 9-5, M-F, and don’t always work well for non-traditional students or students who work.18. Report of AlumniScott Johnson shared that they held meetings during Homecoming and reviewed goals and met with various areas of the campus. Work is being done to reenergize social media. Work is being done on a paper brochure as not all people are into social media. Sandra Lord Thomas has been hired to work on out-of-state recruitment. Scott attended an open house in Las Vegas that was well attended and the response was very good. The Alumni board are working on ways to get alumni back on campus.19. Report of Alumni and Community RelationsVP Benson reported it has been a busy fall. There were 570 attendees at the BYU tailgate. The Thor Thunder Classic was well attended. There will be an Alumni luncheon in Salt Lake City. The Gala is set for 6:30 this evening. Monthly luncheons are taking place with the community and President’s Cabinet; the December luncheon will be with the Chamber of Commerce. There are a number of concerts that have taken place (MKTO) or will take place in the coming months (Piano Guys in February and Dan & Shea in April). Good press has been received and the Piano Guys concert is sold out. Alumni & Community Relations will be working with Cedar City Music & Arts to produce 1-2 shows a year and will partner with the concert for the 2017 Heritage Festival.Regional Services programs are going well. There will be a program addressing intergenerational poverty. Currently, there are 19 Rural Health Scholars and three have been accepted into a PA program. School lunch program is going strong and the program is planning a trip to the Dominican Republic.20. Report of the Provost and Academic AffairsProvost Cook reported that the Confucius Institute and SUU will partner with Iron County School District in a dual emersion program in Chinese for children in Iron County. Trustee Dulaney reported that she had a great time in Hunan with the students and teachers. Fiddler’s Canyon elementary will be the school participating in the dual emersion program.Dr. John Taylor joined Provost Cook to share about the various GE opportunities available to SUU students. There is the traditional GE program, Jumpstart (a year-long program designed to fully integrate GE courses and allow completion of all GE requirements in one Minutes Board of Trustees December 1, 2016 year), and Mini-Jumpstart (a one-semester program that is created for specific majors that require specific GE courses). SUU is working to show that GE courses are not “throw away” classes add value to the educational experience. The most challenging part of Jumpstart is setting up and maintaining the courses. Logistics is a major challenge. The College of Science and Engineering presently has 30-40 mini Jumpstart classes and are focused around specific majors. Whereas Jumpstart is focused on a theme (e.g. Freedom, An Active America, A Contemplative Life, or Our National Parks). In addition to freshmen, some high school will be able to participate in Jumpstart starting next year. Retention from the freshman year to sophomore is 90% with Jumpstart students.21. Advancement and Enrollment ManagementVP Jones handed out the most recent Admissions Applications report. He pointed out that resident applications are up as are out-of-state applications. Marketing efforts are paying off and we now have an in-state recruiter. Clark County residents are still getting in-state tuition as an incentive. Using a third party for out-of-state recruitment is effective.Advancement is currently working to complete funding for the new Business Building; this is a top priority and $1.6M is still needed. Groundbreaking will be late spring/early summer. Advancement is also working on funding for a new Child and Family Development Center; Sorenson Legacy Foundation has donated $500,000 to start the process and a location has been identified (lot across from the Multipurpose Building). SUU is only one of two campuses in the USHE system that doesn’t provide child care for students. Two million dollars will be needed to complete this project.22. AthleticsAD Butikofer reported that the 2017 schedule for football has been released. He is currently recruiting for a new soccer coach and two are visiting campus today, with two more visiting next week. SUU Athletics is proud to announce they have twelve All Conference Football players, two All Conference from Soccer, four All Conference from Cross Country, and one from Volleyball. Football attendance averaged 8,255, up from 3,261 over the previous two years. The student section averaged over 2,500 a game. The department is only $20,000 from reaching the ticket-sales goal with six months left. Overall, exposure to SUU Athletics has increased. Men’s Tennis team is on the rise and Woman’s Golf is poised to win the Big Sky Championship. Men’s Basketball is making progress; 4,249 attendees at the UNLV game. Corporate sponsorships are up over 100% from last year, with six months left in the fiscal year. SUU has secured the 2nd largest Adidas deal in the nation. Discussions are nearing completion for IHC to manage health care for the student athletes; this will add additional resources.23. Finance Minutes Board of Trustees December 1, 2016VP Dodge handed out the Report of Finance and Administration (Attachment #1) for review. He shared this division is constantly looking for ways to become more efficient. He reported that the Aviation hangers and flight simulators financing and installation is completed. It was asked if the Aviation program was performing as expected. Yes, and all students enrolled will complete this semester. There are currently 150 in the program and the 85/15 split is being maintained and there is a waiting list. As of 12/22/16, all ties will be cut with ULA in every form. A new contract with AV Fuel will save approximately $130,000 annually with the state and federal fuel tax refunds.The Risk Management Committee has completed its initial entity-wide risk assessment. No identifiable risks are at a critical level due to mitigation efforts. Initiatives are continuing to create a transparent and well documented budget process.Facilities Mang. reports that the Juniper site parking lot development is in process; this will be a gravel lot initially. Verizon Wireless will be leasing SUU property along I-15 for a 100’ tower and compound that will return $990,000 over 25 years. The new Business building programing is complete and MHTN is starting the schematic design process. The General Contractor will be Layton Construction and construction is expected to begin September 2017 with a completion date of August 2018.Human Resources has started a premium holiday for employees on the Traditional medical plan for four pay periods. Employees on High Deductible will be receiving a $500 deposit in their HSA. SUMA just closed a show by nationally recognized South Korean artist Young Sil Rho, who has donated 40 of her paintings to SUMA. A total of 1,493 students from local schools have visited SUMA since its opening.IT made its first major deployment into Amazon Web Services, aka the Amazon Cloud and improvements have been made to Canvas/Banner sync process that will eliminate the need for a separate $15,000 annual software maintenance contract providing this feature.For additional information about this division, please see attachment #1.24. Student AffairsVP Tippets handed out his division’s report (Attachment #2) and reported that retention and graduation rates are up over the past 10 years. Academic Advising reports that as of Nov. 21, approximately 82% of fall students had registered for spring courses. Career and Professional Dev. Center, in partnership with the Leavitt Center is working to create a “Career Closet” to provide professional attire for students in need to use for interviews, meetings., etc. CAPS continues to provide more direct clinical services to students that at any other semester in SUU history. Tele-Med is being used. There will be a Pancake Study Breakfast on December 11 for students preparing for finals. The number of students be served by Disability Services is 190. Financial Aid has received and processed a total of Minutes Board of Trustees December 1, 2016$427,950 in Regents Scholarships for the Fall 2016 semester and are on track to have over $800,000 total for the year. The new residence hall, Founders Hall, continues to move forward. The Non-Traditional office is serving 54 students, 69 children and average 55% of childcare fees subsidized (approx.. $14,500 a month). There has been a great open and read rate for the Parent and Family Newsletters. The Tutoring Center is up 553 students from this time last year.For additional information about this division, please see attachment #2.25. Report of the PresidentPresident Wyatt shared with the Board the presentation he made to the Faculty Senate. This showed faculty to student ratios, staff to student ratios, and faculty to staff ratios have trended almost identical from 2010. Class sizes have remained basically the same also. Faculty salaries are at 94.67% of CUPA and when benefits are added, they are at 103.99%. Staff is at 90.37% of CUPA and when benefits are added are at 99.27%. Annual tuition and fees are $6,529. The bottom line is, budgets are working.26. Consent ItemsMotion made by Marshall Erb to approve the consent calendar items:  Investment Report for July 2016  Investment Report for August 2016  Investment Report for September 2016  March Quarterly Endowment Report  Personnel and Early Retirement (including early retirements for Belinda Rowley and Mona Taylor) Second on the motion made by Scott Johnson. Vote - unanimous.27. Motion to Adjourn A motion for adjournment was made by Marshall Erb; second on the motion was made by Tyler Cornia. Vote - unanimous. The meeting was adjourned at 2:26 p.m.

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