Meeting Minutes: Committee on Academic Affairs

November 5, 2002
Macon State College

MINUTES

Call to Order, Instructions, Arrangements
The Administrative Committee on Academic Affairs held its fall meeting at Macon State College in the Foundation Board Room on November 5, 2002. Dr. Ronald J. Henry, Chair and Provost and Vice President for Academic Affairs at Georgia State University, provided welcoming remarks.
Minutes
The minutes of the summer meeting (June 18, 2002) were approved as disseminated.
Reports from the System Office for Discussion
1. Budget
  Dr. Daniel S. Papp, Senior Vice Chancellor for Academics, Faculty and Student Affairs discussed the budget for the upcoming academic year. Dr. Papp informed the chief academic officers that another percent holdback would adjust the budget from between one-half to three percent. In order to be financially conservative, Dr. Papp advised the Chief Academic Officers to delay large expenditures due to the fact that there would be no significant budget increases. Dr. Papp asked that an allocation strategies committee be developed consisting of five to six vice presidents for academic affairs and five to six vice presidents for business affairs. The purpose of the committee would be to develop a more consistent allocation strategy for the entire university system. In addition, the committee would enable academic and business affairs officer to plan institutional funding models for the entire system. Dr. Papp explained that the funding formula is an "asking formula" that the state legislature provides as a lump sum to the USG. It is not an allocation formula developed through a prescribed allocation strategy. The work of this committee will be consistent with the Board's strategic plan.
  
  Status of Continuing Education
  Dr. Papp commented that the Board had approved the GeorgiaLEADS initiative with regard to continuing education programs. This program will address continuing education in the university system and be a pivotal point for looking at how continuing education units provide funding. Based on information from the Office of Planning and Budget, Dr. Papp remarked that no additional funding would be garnered by the USG due to increased CEUs. Dr. Papp explained that there are mixed reviews of carry-over state funding with regard to CEUs.
  
  Changes in the University System Office
  Dr. Papp announced that GeorgiaGlobe would be dissolved by January 1 and fade into history. The functions performed by GeorgiaGlobe would be subsumed by ALT and Media and Public Relations. Three staff positions would then be reassigned to distance education, special projects, and media and public relations.
  
  Memorandum I
  Dr. Papp reminded the chief academic officers that memorandum one requirements are no longer in effect. Institutions need simply to identify the qualified applicant and obtain System Office approval.
  
  Institutional Reorganizations and Changes in Title of Senior Positions Dr. Papp informed the chief academic officers that changes to institutional organizational structures require Board approval. In addition, changes in the titles of senior positions on the campus also require Board approval.
2. OEA Materials and Retention Targets
  Dr. Papp explained that each campus had enrollment targets in place last year. Based on recent data reports, there is more activity on enrollment targets. Revised retention targets will be reviewed by Chancellor Meredith, Ms. Shelley Nickel, and Dr. Frank Butler.
  
  Dr. Cathie Mayes Hudson reported to the chief academic officers that the System Office has almost completed the first cycle of information for submittal to the Office of Educational Accountability (OEA). Examples of information provided involve graduate rates, retention rates, and bachelor's degrees. Reports for the OEA report card are due December 2002. Information that has not been sent to date include pass rates for NCLEX, Georgia Board of Nursing data, or reports that are delineated by gender, race, or Pell status. Because USG pass rates for law and medicine are not in system databases, information will be provided to OEA from the official body that administers the exam for Georgia. Dr. Hudson commented that not all OEA issues had been resolved. Some of the unresolved issues include PRAXIS, licensure exams, accountability report data, and regents' testing indicators (first-time testers versus those taking the test at 45 semester hours, etc.). Dr. Hudson indicated that the reports submitted to OEA had been sent electronically to the chief academic officers. Dr. Hudson recommended that the chief academic officers review the reports and work with the office of media and publications if there are any issues that need to be addressed regarding perceived weaknesses in any area as represented by the reports. Dr. Hudson suggested that certain areas to be particularly attentive to when reviewing the reports include: associate degrees, graduation rates, data anomalies, and transfer data issues.
3. Theme, Speakers for Summer 2003 Meeting
  Dr. Ronald Henry recommended to the chief academic officers that the summer 2003 meeting consist of a two-day meeting, perhaps on July 14 - 15 at the University System of Georgia conference center located in Athens. To heed budget efficiencies, it was suggested that the conference center in Athens would enable attendees to drive in for the meeting and conduct business from at least 10:00 a.m. to 4:00 p.m. and allow exit on Tuesday. Ideas for a theme and speakers were to be forwarded to Drs. Henry and/or Butler.
4. Plus/Minus Grading System (See Handout)
  Dr. Frank Butler, Vice Chancellor for Academic, Faculty, and Student Affairs presented information and recommendations regarding the plus/minus grading system. Dr. Butler suggested that the chief academic officers reconsider the plus/minus grading system and discuss it with the faculty at each person's respective institution. Discussion ensued and Dr. Ronald Henry of Georgia State University suggested that the plus/minus grading system be made a local institutional option. Discussion ensued and philosophical questions concerning the efficacy of a D+, D-, A+, and A- were discussed. Dr. Butler indicated that the results of the discussion would return as a formulated motion.
  
  The discussion served the purpose of a "first read" on the issue. Concomitant with the formulated motion, Dr. Butler indicated that measures would be taken to accomplish plus/minus in BANNER if a motion were to be delivered to the chief academic officers. In addition, consideration of other issues such as transferability, grade inflation, the integrity of grades, national standards of grading, the diminishment of GPAs, ramifications for CAPP, Department of Education and HOPE issues, analysis of and comparisons with other state systems, and transfer GPA would require much in-depth discussion by a committee of chief academic officers representing all sectors of the USG.
5. Committee on Learning Disabilities Report on Electronic Texts (See Handout)
  Dr. Anne V. Gormly, Vice President and Dean of Faculty at Georgia College & State University presented the report of the Committee on Learning Disabilities. Based on committee discussion and in response to legislative queries, a fact sheet was developed in response to legislation concerning electronic texts. The following is brief summary of the issues as indicated in the committee's fact sheet on electronic text and disabilities issues:
  
  Issues
  1. The Regents Administrative Committee on Learning Disorders (ACLD) and the Regents Center for Learning Disorders are committed to providing appropriate accommodations for students with disabilities within the University System. One of the accommodations most frequently accessed at the college level is taped texts (i.e., college texts read onto an audiotape for students with disabilities who cannot read at the pace required in college) and/or other electronic formats of textbooks (i.e., CD, scan and read).
  2. The process of providing taped versions of textbooks is an extremely expensive, time consuming, and labor-intensive process that is becoming increasingly costly.
  3. In Georgia, the State Board of Education passed a resolution requiring publishers to provide an e-text format for all textbooks adopted by the state of Georgia. Therefore, the state of Georgia does not adopt any K-12 textbooks that are not available in e-text.
Reports from the System Office for Information
1. CAPP (See Handout, PDF)
  Ms. Tonya Lam, Sr. Advisor for Enrollment and Information Services, was unable to attend the fall RACAA committee meeting. Instead, the chief academic officers were directed to review the handout that was made available at the meeting and contact Ms. Lam if they had any questions concerning CAPP.
  
  "The CAPP Project (Curriculum, Advising, and Planning Program), is in Phase Ii with the ten institutions having completed implementation training and six campuses scheduled for the first week of November. The remaining institutions are scheduled for training the first part of 2003. Phase III of this project, the electronic transfer of student educational information, is scheduled to begin on 2004."
2. Protecting Student Privacy (See Handout, PDF)
  Ms. Tonya Lam, Sr. Advisor for Enrollment and Information Services, was unable to attend the fall RACAA committee meeting. Instead, the chief academic officers were directed to review the handout that was made available at the meeting and contact Ms. Lam if they had any questions concerning protecting student privacy.
  
  "The Chancellor's Office distributed a document called 'Protecting Student Privacy' to presidents, in mid-October, encouraging institutions to develop written policies and procedures for protecting confidential information, including social security numbers. The document also encourages campuses to begin using a generic number as the student ID instead of the social security number which is current practice."
3. 4% Study Abroad (See Handout, PDF 416k)
  Dr. Richard C. Sutton, Director of International Programs, reported on the four percent Study Abroad targets. Dr. Sutton provided a handout depicting institutional and sector analysis of achieving the Board of Regents new 4% study abroad target by 2007. Although no new funds are available, according to the handout, the USG aspires to have between 7, 224 to 7,177 students involved in study abroad by 2007. Dr. Sutton indicated that the quality of the experience is a further indicator that can be used when assessing student outcomes.
4. Student Exchange Visitor (SEVIS) (See Handout, PDF 124k)
  Dr. Sutton reported on the Student Exchange Visitor (SEVIS) program. Dr. Sutton remarked that only five institutions had met the initial SEVIS deadline and that only five institutions had filed for a delayed activation date. Dr. Sutton indicated that the USG, as a whole, was on target for implementing the process and documentation system. Dr. Sutton explained that the next steps in the process involve a site visit by federal authorities. Dr. Sutton requested that any institutions that have upcoming site visits notify his office of the date in order that a USG representative of the Office of International Programs be present. Dr. Sutton further explained that although the SEVIS software is somewhat premature, Ms. Beth Brigdon of OIIT would be offering an IT solution workshop concerning BANNER and third party software.
5. Teacher Recruitment Initiative
  Dr. Jan Kettlewell, Associate Vice Chancellor for P-16 Initiatives, discussed the teacher recruitment initiative. Dr. Kettlewell explained that over the last year USG institutions had spent time raising the quality of teacher preparation. Although the USG witnessed a decrease in enrollment, simultaneously there was an increased need for teachers in public schools. Dr. Kettlewell explained that the USG initiative involved all four-year institutions and that as work began on the project, two grant opportunities became available. Dr. Kettlewell explained that to be eligible for the grants, certain public schools needed to be targeted.
6. Faculty Workload
  Dr. Dan Papp reported on the University System of Georgia's faculty workload issue. Dr. Papp reported that faculty workload was an area of interest as expressed by the legislature with an emphasis on research universities. Dr. Papp requested that the research vice presidents for academic affairs provide him with a general, textual statement of perspectives on all faculty activities. Dr. Papp indicated that his request would later be expanded to all sectors of the University System for comment and discussion. Dr. Papp further explained the history of legislative inquiry into faculty teaching load and how the University System explained the difference between faculty teaching load and faculty workload. Dr. Papp emphasized that the objective of the query and discussion would be to develop a public, educational document to form the basis of policy.
7. DTAE Update
  Dr. Frank Butler reported on recent meetings with administrators and officials of the Department of Technical and Adult Education (DTAE). Dr. Butler reported that two meetings had transpired between Chancellor Meredith and Commissioner Breeden. The meetings focused on the following areas: developing an on-line Bachelor of Applied Science program in management or information technology; working on a common faculty database with DTAE to review faculty credentials; and dismantling the GTREP group and to review Board Policy as it relates to DTAE. Dr. Butler requested that those institutions that currently offer a Bachelor of Applied Science degree to inform him of their interest in participating in an on-line BAS degree. In addition, Dr. Butler indicated that Board policies regarding DTAE would be reviewed to determine their relevancy and specificity with regard to current operating practices.
  
  Dr. Papp requested that the chief academic officers provide comments and information regarding DTAE fiscal issues; especially as they relate to four-year joint degree programs. Discussion ensued and the chief academic officers indicated an interest in determining how DTAE FTES are reported under the system formula.
  
  Dr. Papp announced that the USG would be sending a letter to all two-year presidents encouraging them to develop associate level degrees in early childhood education. Additional details are forthcoming in the letter.
8. African-American Male RFP
  Dr. Papp reported on the activities of the African-American Male initiative and request for proposals. Dr. Papp reported that two meetings had been held to further refine the study. Consultants were asked to identify focus groups and disseminated surveys. Institutional representatives that were contacted on the various campuses had either PREP or MAP responsibilities. Dr. Papp reported that the two phases of the project involve: identification of issues and barriers and developing a marketing strategy to help attract more African-American Males into the university system. Issues to be addressed by the committee and the USG include the following:
  - How will a marketing strategy attract and add new students?
  - Will the Board develop more strategies to fund the initiative?
  - What are the pipeline issues in terms of increasing the pool of qualified applicants and linkages to the K-12 environment as it relates to tracking and counseling?
  Dr. Papp explained that the effort was more comprehensive than the marketing strategy. Dr. Papp announced that a meeting would be held next week at the System Office of the various committees to further detail the scope of the task force.
Action Items
1. From the System Office
  1. Regents' Quantitative Skills Test (See Handout)
    Dr. Kathleen Burk, Director of Regents' Testing, reported on the Regents' Quantitative Skills Test. Dr. Burk provided a proposed implementation plan regarding the requirements for the Regents' Qualitative Skills test based on committee input and feedback. Discussion ensued. Dr. Kathleen remarked that students would not be required to take the test if they graduate by Fall 2003. The motion to approve implementation of the Regents' Quantitative Skills Test was seconded and approved as recommended to the chief academic officers.
  2. Reappointment of Full-time Lecturers (See Handout)
    Dr. Frank Butler reported on the reappointment of full-time lecturers. Based on the report, Dr. Butler indicated that full-time lecturers would be available at the state university level. The guidelines would provide guidance on the years of service (see handout). Dr. Butler emphasized that notification of non-reappointment would occur at least 30 days before the first day of classes. Dr. Butler remarked that he was aware of ongoing discussions with AAUP. Dr. Butler explained that the guidelines proposed allow for the review of decisions to avoid arbitrary decision-making. Discussion ensued and questions concerning the following were addressed: longer periods of time as lecturers, institutions adopting more generous standards, questions concerning whether the proposed policy runs counter to contractual arrangements with faculty; implications for unemployment; and entitlements and lack of a published policy on the matter. Dr. Butler indicated that the policy would be reviewed at the institutional level with special attention to item c. that states:
    
    Lecturers or senior lecturers who have served for six or more years of full-time service at an institution and who have received timely notice of non-reappointment shall be entitled to a review of the decision in accordance with published procedures developed by the institution.
  3. Timely Submission of Reappointments (See Handout)
    Dr. Butler reported on the timely submission of reappointments and introduced a draft procedure for inclusion in the Academic Affairs Handbook. Dr. Butler explained that the draft guidelines provide for more latitude with regard to Board consideration faculty appointments. Based on discussion by the chief academic officers, Dr. Butler indicated that the guideline would be reviewed by the Board of Regents as an information item and told the group that the Chancellor can grant exceptions for faculty to be hired before the start of classes. Dr. Butler explained that the guideline establishes a practice that formalizes the Chancellor's exceptions.
2. From the Disciplinary Advisory Committees
  1. Recruitment and Retention (See Handout)
    Dr. Janis Reid, Vice President for Academic Affairs at Atlanta Metropolitan College, provided the recommendation from the Education Preparation Academic Advisory Committee on Recruitment and Retention of faculty to teacher preparation programs in Georgia. The issues that Dr. Reid advanced concerned base salaries for teacher faculty in teacher education programs, market conditions, HOPE pay-offs for scholarships through in-service teaching; and public schools counting K-12 an college level teaching experience when determining salary.
    1. Increase base salaries (similar to what has been done in the fields of business and computer science) so that teacher ed programs can compete in today's market (e.g., with higher public school salaries) to attract and retain quality faculty.
      
      The recommendation was passed as a "conscience raising" issue that should be taken into consideration at the individual institutions in hiring teacher ed faculty.
    2. Extend the HOPE payback program to positions in higher education teacher preparation programs.
      
      The recommendation was passed "in spirit" with the suggestion that Dr. Butler communicate with the finance commission the possibility of extending HOPE payback to positions in higher education teacher preparation programs.
    3. Recognize K-12 teaching experience when determining rank and salary for higher ed faculty involved in teacher ed programs.
      
      The recommendation was passed as a "conscience raising" issue that should be taken into consideration at the individual institutions in hiring teacher ed faculty.
  2. Immunization (See Handout);
    Dr. Reid provided the recommendation on immunization. The agenda item as recommended by the Educator Preparation Academic Advisory Committee (EPACC) was tabled and seconded. Further discussion was required to determine whether the Advisory Committee on Graduate Education would be interested in analyzing and debating the issue of whether graduate student teachers would be absolved from showing proof of immunization. Discussion ensued on the fairness of this recommendation towards all graduate students. In addition, a point was made concerning why students in this category had difficulty showing proof of immunization they were already teaching in the schools. Further discussion revealed that concerns were raised in terms of equity of the recommendation when considering non-traditional students.
  3. Activity Fees for Graduate Students (See Handout)
    Recommended: That the System Office review and coordinate a study of the fee structure and pro-rating of fees. Current Policy: Institutions determine fee structures for part-time students. Further recommended: That an ad hoc committee be established to examine this issue for institutions and remote sites. The committee will seek supplementary materials for baseline data from the Office of Fiscal Affairs (Mr. Bill Bowes). The committee opposed the recommendation and the motion was taken from the floor.
3. Consent Items
  1. Geology/Geography Advisory Committee (See Handout)
    1. GIS Program
      Dr. Ronald Henry reported on the recommendation of the Geological Sciences and Geography committee offered by chairperson Dr. Harold Trendell. The following recommendations were made:
      1. The Board of Regents (BOR) should commit funds to ensure that all system institutions acquire capabilities to implement Geographic Information Systems (GIS) programs.
      2. The BOR needs to maintain, and preferably increase, the System's contributions to the ESRI site license. This is an exceptionally good arrangement for the System and, for most of the institutions, makes it possible to have GIS programs. These programs take time to get underway and without the System-wide support many institutions would not make the commitment for long enough.
      Discussion ensued regarding the recommendations. Mr. Randall Thursby, Vice Chancellor for Information and Instructional Technology, explained that if the site license were dropped as a system, then the cost would be up to 5 to 6 times the licensure fee for the system as a whole. The chief academic officers motioned for approval and seconded the maintenance of system level licensure. The recommendation made concerning GIS programs was considered to be a local compliance issue.

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Meeting Minutes: Committee on Academic Affairs