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Meeting Minutes: Regents Administrative Committee on Student Affairs (RACSA)

February 27, 2003

The Spring meeting of RACSA was held on Feb. 27 &28, 2003 on the campus of Augusta State University. Chair Penny Wills called the meeting to order at 1:00 p.m. on Feb. 27.

Fred Barnabei welcomed everyone, and Penny Wills expressed appreciation to the Augusta staff for the hard work in planning the meeting.

The group observed a moment of silence in honor of Jim Scott, former Vice President for Student Affairs at Georgia State and most recently Vice President at the University of Florida, who passed away recently.

The minutes were approved without correction.

  1. Governor's Recommended FY 2003 Amended Budget and FY 2004 Operating Budget (Bill Bowes).
    Bowes reviewed a detailed handout and made the following points in response to questions:

    • Institutions may use internal funds for raises for promotions and new degrees.
    • No decision has yet been made about the allocation of the formula?
    • No decisions have yet been made regarding tuition increases? Frank Butler noted that we are 19% below the SREB average for out-of-state tuition.
    • No explanation was given for the $32m MRR.

    • No update available yet on the status of funding for the Governor's and ROTC scholarships).

  2. MGT Consultant Project (Bowes)
    Four factors are driving this: (1) The USG did a benchmarking project two years ago which showed some institutions with high administrative costs as a relative percentage of their budget (related to both USG and out of state peers). (2) There is concern that recent budget cuts may be long-term. (3) The Banner and Peoplesoft implementation has helped us realize that when institutions lose key personnel, they suffer service losses. (4) Our common system of governance creates opportunities for collaboration. MGT has been hired to study "back office" operations (purchasing, payroll, etc. Possibly IT services) to determine if regionalized services can best serve institutions. The goal would be for such a system to be transparent to customers. MGT has been reviewing data and identifying best practices. They will identify certain administrative functions for detailed investigation, and report on barriers and opportunities for regionalization. They are visiting 12 diverse, representative USG institutions and will develop potential models for service delivery. They will make a report to the BOR in May or June. The USG will have to evaluate costs and may do pilot projects. The following points were made in response to questions:

    • There has been no discussion regarding consolidating 2-year schools with DTAE schools. It is worth noting that DTAE has lots of centralization and low costs.
    • Florida has some regional service centers. Wisconsin has centralized payroll operations.
    • Increased costs for IT security will become increasingly tough for smaller institutions.
    • There is no intention to look at "student affairs" type services (such as counseling).

    • The goal is to automate services in cases that can decrease costs to free up money for other things.

    Several RACSA members noted that the less-than-smooth Banner &Peoplesoft implementations have created some campus skepticism about centralized projects.

  3. Best Practices Website (Bowes)
    The original concept focused on business services. The System Office didn't want to impose practices on institutions, but to highlight good practices for institutions to consider. The project goals were to: (1) Create a website (under construction); (2) create an awards program for institutions to present to the BOR; (3) expand professional development opportunities in the state. The project now plans to add student affairs and other administrative services; they will add student affairs and academic affairs people on the committee. Frank Butler will distribute guidelines for student affairs when those are developed.

  4. Regents Test (Frank Butler)

    • A $60,000 - $70,000 deficit is anticipated for the grading of Regents Essay Test. USG had planned to computerize, but because they did not receive helpful responses to the RFI no RFP is out yet. A consultant has been hired. They are considering a pilot program to allow students to choose between online test and written; online probably cost about $15 to the student, but would result in shorter turnaround. Discussion ensued.

    • We anticipate sending a proposal to the BOR recommending that certain scores on standardized tests (such as AP and SAT) would satisfy the requirement of passing portions of the Regents Test. Reading). Banner codes will be added to allow for this.

  5. Immunization (Butler)
    Bills are being discussed widely. The legislature is very interested in what kinds of education taking place on campuses re Meningitis. Michael Sansevero reported that it appears all institutions are doing something. Some have concerns about promoting meningitis immunizations because of their reliability reliability. Linda Bleicken (Georgia Southern) explained that as a result of a meningitis case, they examined how they were educating; they discovered they were disseminating information widely and multiple ways, but the student and parents in this case were still not aware. Joyce Jones (Augusta State) reported that after a student died they discovered the vaccine was not available in their area; it is now available through the health department for $75. There was much discussion about the lack of availability of vaccines in some areas of the state, the cost of the vaccine and how that cost could restrict access if required, the varying levels of support from health departments around the state, the comparatively low statistical probability of students contracting and dying from meningitis, and the question of why this is considered a USG issue rather than a public health issue. Penny Wills noted the need for the USG to be involved in legislative discussions so we don't end up with unreasonable expectations. Anyone with anecdotal or statistical information which would help in discussions with legislators should send to Frank.

  6. SEVIS (Butler):
    Campuses have done extremely well. Almost everyone has an approved process. Discussion ensued about costs. Hazel Scott reported that Georgia State has proposed a $5 per student mandatory fee for all students to support SEVIS as well as study abroad scholarships.

  7. ID/Social Security number issues (Butler):
    Presidents may get letter telling them to slow down on the conversion away from using the SSN as student ID number, because they don't know how they will handle data at the USG office. If everyone is moving ahead with different plans and number systems, will be more difficult to coordinate and develop guidelines. It was pointed out that several schools have already moved along on this project, with Georgia Tech scheduled to implement the following day.

  8. Other Issues (Butler)

    • Japanese, Chinese, and Russian languages will be available online in the Fall.
    • The USO is still trying to find money to finance Study Abroad.

    • Tonya Lam's report was reviewed.

  9. African American Male Inititative
    This project started late last fall, with funding of $200,000 to study USG access issues for African American males. The first phase included focus groups of high school students and prison inmates, and asked about their perceptions about barriers to access to the university system. A Task Force of 54 people from in and out of Georgia was appointed. The seven subcommittee reports were presented in January. The final report will be completed within the next few weeks and submitted to the Chancellor, then the Board and the Legislature. It should be complete in time for the summer RACSA/RACAA meeting.

  10. Report and Proposal from University System Committee on Career Services and Cooperative Education (Julie Goley).
    Presenters reviewed the handout, and gave background on USC-CACE and why professional standards are needed. Extensive discussion ensued, with the most concern expressed about Section V, Human Resources, and the proposed ratio of one professional staff per 500-1500 students. Comments included:

    • There's an advantage of having standards, even if we're not meeting them -an audit finding can be used to seek additional resources.
    • Using numbers drawn from IACS is not appropriate for Career Services. Because IACS refers to both personal and career counseling, this could overstate the need for career services staff.
    • If a VPSA has other areas which are as important as career services, s/he does not want to be forced to move resources out of another office to support career services.
    • Clarification by Goley: The 500 to 1500 number is not from IACS, but from a survey by NACE, to protect the quality of service. It depends on the core competencies of professional staff and the comprehensiveness of services offered. The statement, "depending on the extent and diversity of programs and services provided to the institution and community" gives us an "out." If you provide these services through offices other than a career services office, those professionals will count in the ratio. As long as you have a response for the auditors, you won't be held to having 500-1500 in the career services office.
    • Recommend a more general statement that you have an adequate number of staff.
    • The document needs to define the scope of a comprehensive program.
    • The whole document stands as a definition of comprehensive program.
    • If a "must" statement says that you must have an adequate number of staff, and the only number listed is 500-1500, that is all an auditor has to look at and we could be held to that number.
    • Based on history of counseling standards, these will actually serve more as guidelines than standards.

    • If you actually want this to be a standard, rather than guideline, this has to go to BOR.

    Motion by Lee Wilcox, second Fred Barnabei to approve the USG-CACE Professional Standard for Career Services, with a friendly amendment changing "must" to "should" in first statement under "V. Human Resources" on page 10. Vote: 17 YES, 7 NO, 3 Abstain. Motion passed.

The meeting adjourned at 5:00 p.m., and reconvened the following morning at 8:30 a.m.

  1. Tom Walter (Gainesville) was congratulated for being selected to receive the Esther Lloyd Jones award from ACPA.

  2. Kurt Keppler encouraged attendance at NASPA. Information at www.naspa.org

  3. Residency Requirements (Ron Koger)
    Tonya Lam has indicated there will be some workshops on residency. There are concerns that different institutions are defining H-1 and H-4 visas differently, and may create concerns for students who are transferring.

  4. Liaison to USO Committees (Tom Walter)
    The report was reviewed and discussed. Comments included:

    • Housing is not a consistent group because they network in other ways, with non-USG institutions as well. They will come together as a system if it appears necessary.

    • Liaison responsibilities: If issues being discussed by a committee are relevant for discussion, bring to RACSA's attention.

  5. Report from Counseling Directors Committee (Phyllis Weatherly, Tom Parker, Joy Evans, Bob Mayes, &Maggie Martin)
    The report was reviewed and discussed, as follows:

    • Question: Why did the number of hours drop from 26 to 25 hours? Answer: Because IACS standards changed.
    • Q: If counselors have high workload during certain weeks and low in other, can that 25 hours be seen as an average throughout the year? A: Yes.
    • Q: Is 500-1500 a desirable minimal or an optimal? A: Minimal.
    • Q: Does it happen anywhere? A: We think so. Standards are what we ideally strive for, but we are not locked into that.

    • Motion by Fred Barnabei, Second by Kurt Keppler, that we approve the Standards for Counseling Centers in the University System of Georgia, February 2003 Revision. Motion passed by a majority voice vote.

  6. B-code Report (Phyllis Weatherly)
    The report was reviewed and discussed, as follows:

    • There is currently no USG B-code that accurately reflects counselor. Traditional student affairs titles are inaccurate.
    • The USG will be changing all B-codes in the near future, collapsing them into fewer titles.
    • Wills reported that Frank Butler says a committee working on B-codes. They will accept recommendations but won't consider new ones for now; but rather entertain as modifications. Suggest we review this and make recommendation, knowing that they may not consider it if the changes go through.
    • Each campus may have flexibility with titles even if consistent B-codes.
    • Q: Any discussion about adding marriage and family therapists? A: The CDA considered but didn't add because there were none represented on campuses. Macon &Bainbridge responded they do.)
    • Q: What if there are people on staff who don't meet these criteria? A: You would need to use different titles.

    • Q: If we have a staff member who does not meet this standards, what does that mean? A: It's up to the institution.

    Motion by Ron Koger, second by Lee Wilcox to approve the recommendations to change B-Codes for Counseling Centers. Approved by a unanimous voice vote.

  7. Critical Incident Response Management plan (Tom Parker).
    This report was created because of a charge by Jane Thompson, past RACSA Chair. Only three institutions indicated that they had led crisis management interventions at their institutions. Very few reported their staff had adequate training. The plan has two components - training and coordinating response. Discussion ensued:

    • Q: Who will pay for this? A: CDA is asking RACSA to support the proposal to go forward to the BOR for funding.
    • Q: This would create a network. How would that be managed or put into play? A. The Chair of the Counseling Directors group would coordinate. That is one reason to have a large number of trained responders, for flexibility and to allow for attrition.
    • With a little tweaking, this may have potential for Homeland Security funding. Suggest we focus on training for responses to terrorists.

    • The focus is on students, but sometimes faculty experience difficulty as well.

    Motion by Hazel Scott, second by Ron Koger: That we support the CDA report on Critical Incident Response Management Plan, with adjustments to reflect the current terrorist threats, and request funding through the USG. We further recommend that the USG look to Homeland Security or other external sources for potential funding. Approved by unanimous voice vote.

  8. Announcements.
    • Judi Bryant reminded members about Leadershape.
    • Bruce Harshbarger distributed information about a 1-day conference on Service Learning March 19, joint sponsorship by academic affairs and student affairs at Georgia College and State University.
    • Tom Walter distributed information about a national expert on working with students with disabilities in mathematics March 28 at Gainesville.
    • Tom Walter distributed a reminder postcard about the Teaching &Learning With Advanced Technologies at UGA March 24-25.
    • GCPA is March 12-14 at the Jekyll Holiday Inn, with a pre-conference symposium for SSAO's. GADSPE is having their conference concurrently.
    • ACPA is March 28-March 2.

    • Penny Wills distributed a reprint of a Campus Security Report on "bad behavior."

  9. RACSA Technology Committee (Melanie McClellan)
    This was formed several years ago, but has been inactive last year. Do we still need this committee? Discussion ensued, as follows:

    • Q what was the purpose? Initially it discussed how to infuse technology in student affairs, and to be sure OIIT understood the role of student affairs. As a result, some student affairs people were on the last OIIT strategic planning group.
    • Technology importance continues to grow (example: fighting for technology fee money on campus is often a problem). The committee should continue.
    • Technology has become so pervasive that maybe it is beyond a committee. Maybe instead we should address technology issues in all discussions.
    • Recommend we keep the committee and have the chair as the TLAT representative.
    • Recommend that the chair and committee members be RACSA members with an interest in the topic, rather than tied to some other RACSA position.

    • Linda Bleicken and Tom Walter agreed to serve as a Task Force to develop a proposal for the July RACSA meeting.

  10. General Discussion Items
    Emergency Preparedness (Response to Terrorist Alerts):

    • How do you plan to communicate with students during an emergency? If you have suggestions please pass along through the RACSA listserve.

    • Be sure to coordinate with off-campus entities (for example, what if someone has designated your campus as their evacuation site?)

    It was reported that a DOAS Report has concluded that if state vehicles are used for "non-academic purposes" (other than intercollegiate athletics) they are not covered by insurance. "Academic purposes" has been defined as for academic credit.

    • Michael Sansevero will investigate this report and inform the listserve, so we can determine if we need to take action.

    Costs of serving students with disabilities

    • Several schools expressed concern, particularly about costs associated with services for deaf students. We will consider bringing someone from GADSPE &the Regents Center for Learning Disorders to the Fall RACSA meeting. Is regionalization or magnet centers a possibility?

    Summer RACSA/RACAA meeting

    • We will focus on Best Practices, "out of the box," state of the art practices in tough budget times without sacrificing excellence.

    Budget Cut & Morale Strategies

    • One option is to consolidate positions when attrition happens, with raises for individuals taking on more responsibilities.

The meeting adjourned at 10:45 a.m.

______________________________________
Submitted for correction and approval
Melanie McClellan