Meeting Minutes: Regents Administrative Committee on Student Affairs (RACSA)
Technology Square, Georgia Institute of Technology, Atlanta
November 6 and 7, 2003
RACSA convened on November 6 and 7, 2003, at the recently opened Technology Square on the campus of the Georgia Institute of Technology. Approximately 30 University System institutions were represented on one or both days, as were presenters and guests from the University System Office. The business session scheduled for November 7 was preceded on November 6 by a panel discussion, a dinner, and a tour of the beautiful new expansion of the recreation complex on the Georgia Tech campus.
In welcoming RACSA to Tech, Dr. Lee Wilcox described the remarkable transformation that the campus has witnessed this year. Approximately one sixth of the campus' square footage is new or has been renovated this year, much of this being done with private gifts and other revenue streams.
Notably absent from the meeting was Ms. Jodi Johnson of Dalton State College who was celebrating the November 5th birth of her son, Benjamin. RACSA expressed its best wishes to the family.
Chair Melanie McClellan convened the first session, which featured a panel discussion designed to relate information about how various campuses are dealing with the statewide budget reductions. Vice presidents serving as panelists were Dr. Ron Koger of Southern Polytechnic State University, Dr. Tom Walter of Gainesville College, Dr. Linda Bleicken of Georgia Southern University, and Dr. Kurt Keppler of Valdosta State University. Several themes emerged from their remarks, including the importance of communicating with all of our constituencies the roles we play in advancing the missions of our institutions and the university system.
Dr. Ron Koger stressed the importance of using the present period of austerity to focus on institutional missions and priorities. SPSU has worked on consolidating and sharing positions and cross training within and across functional units. The institution has actively explored appropriate ways to shift funding to sources other than state appropriations (student fees, generated funds, etc.). He also noted the role that the foundation will play in owning student housing.
Dr. Tom Walter described GC's experiences with merging planning and budgeting. The budget constraints make it all the more important to focus on the big picture, while continuing to do "little things" well. Institutions need individuals who will work against groupthink. With every position being approved by the executive council, institutional leaders are becoming increasingly aware of the role and scope of services being provided. Goals for the coming year must be connected to institutional goals. As with other institutions, GC is serving more students with fewer financial resources. Budgetary constraints add another dimension to the challenge of raising staff morale.
Dr. Linda Bleicken echoed the view that the level of budgetary uncertainty presents challenges for staff morale. GSU has held forums to seek ideas for plans of action to take wherever directions the budget realities dictate. Substantial gains are being made by leveraging technology to reduce paper and publication costs and saving space with records imaging, etc. She stressed the ongoing need for engaging in staff and program recognition and offering reassurance to staff that their jobs are secure. She raised the concern that staff consolidation could jeopardize some compliance requirements with SACS accreditation. Some institutional gains are being made by advancing an institutional quality enhancement plan.
Dr. Kurt Keppler described VSU's experience with a campus wide web-based and visual approach to the budget planning process. The on line medium allows broad participation in the budget process, and everyone can see how every budget item must correlate to the strategic plan for the university and the system. Access to strategic planning and budget information is available through links from the university's webpage. This allows opportunities for anyone to offer ideas and suggestions. The budgeting process also includes a list of seven questions that must be answered as to why a position needs to be filled. The goal for making the process more transparent is too reduce duplication. Library services and library services, for example, may be trying to address the goal.
Dr. Dan Papp, Senior Vice Chancellor for Academic and Fiscal Affairs, addressed the group on current efforts to address the system's budgetary needs. He described conversations with the Office of the Governor and the Office of Planning and Budget. He noted that the impact of the funding formula for 2005, based on student enrollment, would result in a $108 million increase. This would clearly require an increase in tuition. Dr. Papp described special requests that require funding, and special initiatives, including the African American Males Initiative. All of these budget considerations are being made within the context of maintaining gains in national standing for the University System. Ideas for changes in the HOPE scholarship program are being thoroughly examined by the joint legislative committee charged with bringing recommendations for the 2004 Legislative Session. Among the proposals are removing book allowances and mandatory fees, changing the definition of a "B average" for high school graduates, and moving GPA checkpoints to 24 rather than 30 college semester hours.
Dr. Papp described changes in Comprehensive Program Review. Several of the technology initiatives are on hold. He noted that VPAA's are being asked to report on faculty positions that were unfilled during 2003-04. The system office will be asking VPSA about existing student affairs positions that have not been filled this year, positions that were projected but not filled, and those positions that were moved from state dollars to non-state sources of funding.
Dr. Papp described ongoing efforts to facilitate the needs of transient students. Efforts are under way to develop software and support that would allow students to register at one institution and attend another. Institutional enrollment credit issues and records issues must be addressed.
Dr. Papp noted that the Sereno Committee Report is off the table for now. He noted that no consensus had emerged during the Academic Affairs and Student Affairs meeting in Athens this summer.
Dr. Frank Butler, Vice Chancellor for Academic, Faculty and Student Affairs, expressed how much he appreciated working with a wonderful group of people. He stated how valuable it is for him to her from RACSA members on policy matters affecting the institutions and their students. Related to budget discussions, he noted that academic and student affairs staff at the system office has also experienced a reduction in force.
Ms. Linda M. Daniels, Vice Chancellor for Facilities, gave an excellent overview of the University Sytem's experiences with privatization and alternative funding sources of facilities over the past twenty years. She noted that these arrangements had allowed the physical assets of the system to grow and respond as students enrollments increased at a faster rate that the increase in state resources. Long-term lease facilities have resulted in the system's ultimate ownership of assets that could not have been realized with state appropriations alone. She stressed that a revenue stream mus be there for foundations or other entities to make these ventures work.
Following budget discussions, Dr. McClellan introduced Mr. J. Burns Newsome, Assistant Vice Chancellor for Legal Affairs. He provided information on the system's ongoing challenges in its efforts to comply with state and federal open records requirements while also complying with FERPA's directives for protecting individuals' privacy. He noted that the system often complies with requests for data in an aggregate form, but declines to release information that would be "easily traceable" and would reveal information about individual students. A series of requests for information related to student participation in the HOPE scholarship program provides a recent example of active discussions between legal affairs, institutional research, public information, the office of the attorney general, and the entities requesting the data. These discussions relate to disciplinary records also. Mr. Newsome also fielded some questions about the implications of the recent Supreme Court ruling on affirmative action. In commenting on the discussion, Dr. Dorothy Zinsmeister shared the view that most legal problems that rise to the attention of the system office via appeals emerge colleges which fail to follow good policies, and when they do follow bad policies.
After adjournment at 5:00 P.M. and before the 6:00 reception and 7:00 dinner, Dr. Wilcox led the group on a tour of the Georgia Tech Rec Center. The facility has been dramatically transformed since the acquatics facility hosted the Olympics in 1996.
Friday, November 7, 2003
The business session was called to order Friday morning with a welcome by RACSA Chair Melanie McClellan, VPSA at the State University of West Georgia. She began the meeting by repeating several of the honors and awards that had been mentioned during the dinner on Thursday evening. Among these were:
Dr. Lee Wilcox's forthcoming retirement from Georgia Tech this Fall and Dr. Earl Bagley's retirement from Columbus State University this Spring. Dr. Joseph Miller of Bainbridge College completed the doctorate at Florida State University and Dr. Gina Sheeks of Columbus State University completed the doctorate Georgia State University. An award for middle managers has been named in memory Dr. James Scott, who participated in RACSA several years ago while serving at Georgia State University. Dr. Dick Mullendore of the University of Georgia received the Outstanding Contributions to the Orientation Profession Award from the National Orientation Directors Association (NODA). At its Fall 2003 meeting the Southern Association for College Student Affairs (SACSA) named an outstanding service award in Dr. Joe Buck, VPSA at Armstrong State. After the Chair made these announcements, it was announced from the floor that our Chair, Dr. Melanie McClellan of the State University of West Georgia, received the H. Howard Davis Award for Outstanding Service to the SACSA.
Following a motion by Dr. Kurt Keppler and a second by Dr. Nancy King, the membership voted unanimously to accept the offer to meet a Valdosta State University on March 11 and 12, 2004. Appreciation was expressed to Dr. Keppler for agreeing to host this meeting.
Following a motion by Dr. Fred Barnabei and a second by Dr. Tim Goodman, the July 2003 RACSA meeting minutes were approved as distributed.
Chair McClellan called for Committee Reports. Tonya Lam, Interim Associate Vice Chancellor for Student Affairs, updated the group the recent Registrar's meeting. Among the challenges the group is dealing with is the difficulty of transmitting information between and among BOR and DTAE institutions. From the Counselors Directors' meeting, Ms. Lam noted that she is working with external affairs on issues related to crisis management. Homeland Security resources may be available for this purpose.
In response a question from Mr. John McElveen, Ms. Lam stated that the system was not recommending any changes in PSO funding this year.
Ms. Lam noted that she, Dr. Kris Biesinger, and other had reported on information technology services to the Board of Regents at its September meeting. She noted that the Board showed its support for recommendations of the University System Common Application Committee. Work is progressing on the University System application. Ms. Lam stressed that this will change the looks of the application but not the fees. Models from other states are being examined.
The Student Advisory Council will meet on November 8, 2003. ABAC President Mike Volmer has been asked to speak to these student leaders about possible changes in the HOPE scholarship program. SAC will also hear a legal issues update.
Ms. Lam circulated copies of two proposed policy revisions related to the Student Advisory Council and the classification of students for tuition purposes.
Dr. Bruce Harshbarger and Dr. Linda Bleicken agreed to serve on a statewide Academic Calendar Committee.
Changes in system policies related to student immunizations were discussed. Members expressed reservations about expanding the list of required immunizations.
Dr. Judy Bryant reported on plans for LeaderShape, which is scheduled for May 10-16. On behalf of Joe Buck, Al Harris reported on plans for LEAD, a program that had previously been affiliated with ACPA.
Following these reports, the membership broke up for sector meetings. Drs. Linda Bleicken, Judy Bryant, and Tom Walter summarized comments from their respective sectors. Members appreciate the opportunities to network at RACSA, and they appreciate the efforts exerted by system staff to keep us informed on emerging issues. The members emphasized the value of having system personnel present at our meetings, and the importance of the joint meeting with RACAA each summer. Members reported on the value of learning from each other, including the current discussions about effective ways of dealing with budgetary restraints. Members discussed that RACSA misses opportunities when it fails to speak with a "collective voice" on issues that affect us. It was noted that Academic Affairs' executive committee meets more often.
Dr. Lee Wilcox suggested that we might consider having Dr. Tom Walter answer all RACSA list-serve items.
Ms. Ansley Barton, spoke to the group about conflict resolution. Kennesaw State University has a masters and a certificate program in this field. She described the advantages institutions can recognize by using this resource. She described the effort to have conflict resolved at the lowest level possible. CNCR has a roster of trained mediators who are available when a campus cannot resolve the matter internally. Ms. Betsy Neely in the contact for conflict resolution at the University System Office.
Following the motion by Dr. Lee Wilcox and a second by Dr. Fred Barnabei, the membership supported the resolution to have a student affairs officer serve on the system's Conflict Resolution Steering Committee.
The membership discussed location and a timeframe for the summer meeting. July was the preferred date. Suggestions for program topics included enrollment management, affirmative action, assessment and accountability, legal issues, and student learning outcomes.
Following a motion by Dr. Fred Barnabei and a second by Dr. Jim Cottingham, RACSA unanimously resolved to express it appreciation to Dr. Lee Wilcox for his outstanding contributions and to wish him well in retirement.
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Respectfully submitted,
Jim Cottingham
Secretary, Vice Chair
RACSA