Summary Minutes of the March 9, 2010 Faculty Senate Meeting

 

Chair Report

Chair Mark Lockhart reported to the Senate concerning:

 

  1. Discussions of the IDEA administrator evaluation process that is periodically conducted by the Faculty Senate have occurred with Chair Lockhart meeting with President Garrison and Provost Capilouto, the Executive Committee of the Senate and a meeting with the Deans of academic units during a recent Academic Programs Council meeting. These meetings have been a follow up of the presentation of the Faculty Affairs Committee motion at the February Senate meeting. The goal of the meetings was to collaboratively between administration and faculty achieve a process that will “close the feedback loop” and that constituents completing the evaluation of an administrator through the Senate conducted evaluations will receive feedback in a timely manner. The practice and principles sought by faculty were to have accountability for feedback and that the results of these evaluations would be utilized as one component in the annual evaluation of any administrator evaluated by faculty during the prior year.
  2. Meetings of the Senate’s Ad Hoc Committee on Research have been conducted and have been addressing faculty issues related to research with administration. The committee is preparing a report that will be shared with the Senate in the near future. The faculty concerns were identified during the open forum sessions conducted by the Senate during the fall 2009 term.
  3. Chair Lockhart has participated with the InfoEd research steering committee addressing the implementation of a new research infrastructures support system for UAB.
  4. As a result of the events at UAH during early February, the Executive Committee had discussions with President Garrison and Provost Capilouto concerning the identification of UAB resources to assist UAB faculty confronting issues such as displacement, tenure denial or hostile work environments. The primary point person for faculty related to these types of situations within a department/academic unit is Dr. Claire Peel, Associate Provost for Faculty Affairs and Faculty Development. Other available resources include employee assistance through Human Resources, counseling, and mental health benefits. It is essential that promotion and tenure guidelines and processes be written and followed in departments and units and that mentoring of faculty be a component of the process for all faculty eligible for promotion and/or award of tenure. The delineation of expectations and the compliance of peer evaluators with the written expectations is essential to assure that support mechanisms are effective and faculty are aware of options when needing information at the department, unit and university levels.
  5. With the implementation of the new College of Arts & Sciences (CAS), the Senate will be considering options for representation of the CAS faculty to the Senate and the FPPC. The Governance & Operations Committee of the Senate will be reviewing the current representation formula and determining if alternate thresholds or formula are needed to assure equitable representation for the faculty who are responsible for the majority of the curriculum and programs for UAB undergraduates. The composition of the Faculty Policies and Procedures Committee (FPPC) will be reviewed by examination of the Senate Constitution and Bylaws, the UAB Faculty Handbook and Policies and the Operating Rules of the FPPC. Proposals for modifications for equitable representation will be presented to the Senate prior to May 15 and before the 9 month faculty leave for the summer months. The Senate will be working to complete amendments and changes required so that completion will occur by December 2010 and that the Senate election process for 2011 elections can be conducted in early 2011 according to the revised representation formula.
  6. Chair Lockhart and Secretary Greenup are continuing to work on addressing the topics identified during the August and October open forums with meetings and discussions with the Executive Committee. A meeting is being held March 9, 2010 with Associate Provost Peel to follow up on topics related to faculty affairs and development. A summary report will be generated by the June Senate meeting.
  7. The Senate elections process will be conducted electronically during the week of March 8 -12, 2010 with distribution of ballots to all full-time regular faculty members. The results will be available at the April Senate meeting.
  8. Senators are encouraged to attend the Faculty Awards Convocation on the afternoon of March 9, 2010.
  9. Senators are encouraged to volunteer and encourage other faculty to do so to serve as a Discussion Group facilitator on August 16, 2010. Those interested should contact Juanita Sizemore (jsizemor@uab.edu) by March 15, 2010. Send name, email address and campus mailing address.
  10. Dr. Mike Wyss, Director of Center for Community OutReach Development (CORD) is seeking faculty volunteers as research mentors for the UAB Summer Science Research Internships for High School Students. Contact Dr. Wyss at jmwyss@uab.edu or 934-5171 or FAX at 975-4725.

 

President Report

President Carol Garrison announced the following:

  • Extended an invitation to Senators to attend the Faculty Awards convocation at 3 pm to recognize recipients of The President’s Awards for Excellence in Teaching, The Odessa Woolfolk Community Service Award and The 2009 Ellen Gregg Ingalls/UAB National Alumni Society Award for Lifetime Achievement in Teaching.
  • Recent recruitment activities have included the biggest transfer day events for minority students to date for UAB.
  • Appreciation to all UAB faculty members who assist with the Regional Science Fair held at the Campus Recreation Center in March. This event is an opportunity to have students see the campus and to have contact with science students at the junior and senior levels. This activity is coordinated by UAB CORD. President Garrison announced that the UAB AMSTI facilities have completed the move to renovated facilities. For more information about AMSTI see http://www.uab.edu/amsti/index.php?c=home
  • UAB Ethics Bowl Team Wins National Championship. For additional information visit

http://main.uab.edu/Sites/MediaRelations/articles/74522/

  • Recognition for Coach Mike Davis as C-USA coach of the year and that student athletes on the men’s and women’s sport teams have been named to the C-USA academic team.

 

President Garrison responded to questions from Senators addressing:

  • School of Medicine Dean search committee process – the committee has been formed as well as three advisory committees, the position description has been completed and a web page is being developed to monitor committee activities; the pool of candidates will be identified by mid-April
  • Reorganization of UAB campus and health system IT services – a report is being developed that will address the plans for the reorganization and will be shared with the Senate when available.
  • Dependent Verification Process being conducted by Chapman Kelly for UAB – there were a variety of questions presented by Senators concerning faculty questions about the process and the time and required documentation. Alesia Jones, Chief HR Officer for UAB was present to respond to questions. It was explained that UAB is using a process identified by the UAB System and the goal is to utilize best practices for identifying eligible dependents and to control health care costs of the University. Questions included:

1.      Time required for completion and the need for such detailed information and legality of requiring such information. The goal is to minimize time and effort required of faculty to complete the process.

2.      What is impact of this process on UAB? This will be determined as the process is completed and monitored in the coming year.

3.      What are the future plans for repeating this verification process? No decision has been made at this time.

4.      What is the best way for faculty to be able to talk with Alesia Jones or someone in the benefits office? Contact HR and ask for Ms. Jones.

5.      Why are letters being sent that indicate that persons have not completed the forms and submitted when such has occurred? Ms. Jones will follow up with Chapman Kelly on this question

6.      What is the cost of the verification process for the university? Ms. Jones was not able to quote the costs.

7.      How did Chapman Kelly get the names of employee depends? A. Jones: UAB sent them.

8.      If one of my listed dependents DOB makes her ineligible why is she on the list of dependents? A. Jones: DOB isn’t everything (that’s relevant)

9.      If I informed the insurance company that one of my dependents was no longer eligible why is her name on the list? A. Jones: (I don’t know)

10.  Did you know that the insurance company collects student status verification twice a year? A. Jones: We’ve ask them not to do it (this cycle)

11.  Form page 3 “why” section. ‘UAB is sensitive to rising costs and feels verification necessary’ How much does this verification cost? A. Jones: (I don’t know)

12.  ‘As laws become more stringent…’ What laws? A. Jones: We are not governed by those laws.

13.  Form p3 “who is Chapman Kelly” Were there completive bids for this work? A. Jones: This was done through system office they made the choice.

14.  Does anyone, or their family member, receiving money from the system also receive money from Chapman Kelly? A. Jones: Not to my knowledge.

15.  Has it occurred to anyone that faculty who contracted for health coverage may turn litigious if coverage is revoked and there is no proof they got the Chapman Kelly letter? A. Jones: (no comment)

16.  Do Chapman Kelly employees have state agent immunity? A. Jones: Not sure.

 

President Garrison noted that the goal is to assure the university community that non-deserving or ineligible persons not be a major contributor of the healthcare costs to the university. The need is to control healthcare costs and assure that eligible persons have the services needed.

 

Ms Jones indicated that faculty with questions and concerns should contact the HR office.

 

  •  Provost Capilouto reported that the dean search for CAS is ongoing and that faculty can monitor the process at http://www.uab.edu/uabcas/
  • Provost Capilouto reported that no new information is available concerning the dean search for the School of Optometry.

 

Presentation:

Dr. Richard Marchase, Vice President for Research and Economic Development presented information on the following focus areas:

  • Mandated regulatory training
  • OGCA 9Industry Sponsored Contracts Involving Human Subjects)
  • Research Administration Software (InfoEd)
  • Policy and Procedures
  • Assessment of Units
  • Improved communication
  • IER Distribution
  • 2009 Grants Activity

 

Information outlining key points for each of the above focus areas is available at the Senate web page http://www.uab.edu/fsenate/home.html

See the Faculty Senate presentations drop down link

 

Also posted at the Senate link is the document – UAB Contract Language Guidelines for Industry Sponsors of Clinical Trail Agreements.

 

Faculty with questions about the information presented in the slides available at the link should contact Dr. Marchase or contact Dr. Lockhart so that follow up can occur.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Open Forum

Topics discussed during open forum: No topics were identified by Senators at this meeting.

 

Curriculum and Research Committee Report

  • Chair Kay Clements reported that the committee has completed the distribution of information about the 2010-11 Faculty Development Grants Program. Senators are encouraged to further distribute the information within schools and encourage faculty to participate. Information is available at:

             http://www.uab.edu/fsenate/fdg/e-mail%20sent%20for%20UAB%20eReporter%20on%20March%204,%202010.pdf

 

             http://main.uab.edu/Sites/faculty-development/

 

            The RFP and applications are available at the links above. For examples of types of

            projects visit:

             http://www.uab.edu/fsenate/fdg/2007-2008%20Summaries/

 

  • Chair Clements and Vice Chair Chris Kyle met with Associate Provost Philip Way to discuss how to improve communications between the Senate and the UPC. The C&R chair will be added to the distribution lists for the three UPC committees to be aware of meetings, minutes, agenda, and reports and announcements.
  • The next meeting of the C&R is March 22 at 3 pm.

 

Faculty Affairs Committee Report

Chair Sue Kim reported the following:

 

  • The final report for the 2009 fall IDEA evaluations of department chairs process has been completed and distributed to Senators.
  • Requested leave of Senate to withdraw the motion presented for the 1st reading at the February Senate meeting. There being no objections from Senators, the motion was withdrawn.
  • Chair Kim presented a new motion (paper copies distributed) and read as follows:

 

“Closing the Feedback Loop” for IDEA Administrator Evaluations

Sue J. Kim, Chair

Faculty Affairs Committee

 

MOTION: In order to close the feedback loop for IDEA administrator evaluations, the following steps will be added onto the current process: The faculty will receive a summary of the results and plan for improvement in the form of written or verbal feedback within 120 days of distribution of the results to the administrator and their supervisor. When available, these results will be used as part of the comprehensive annual review of the administrator by their supervisor. On an ongoing annual basis, the Office of the Provost and Deans will work with the faculty to monitor and ensure the completion of this feedback process to faculty. The specific procedures for oversight of the feedback process will be determined through negotiations between the Faculty Senate and the university administration.

 

RATIONALE: Whereas the concrete impact of past IDEA administrator evaluations has been unclear, this motion adds steps to the process to ensure that the results of the surveys will play a substantive role in administrator evaluation and development. A specific time frame and process will be set for administrators to report back to their faculty the results of the survey as well as any future plans that may arise from the feedback generated by the survey. Furthermore, this process ensures that the IDEA results will be included in annual administrator evaluations, just as IDEA teaching evaluations form a portion of faculty annual evaluations. In other words, this motion means the institutional adoption of the IDEA administrator survey results as one criterion (among several) for administrator evaluations at all levels.

 

Discussion of New Motion:

Chair Kim noted that this new motion assures that feedback to constituents will be required, monitored and that IDEA repots will be one component of an evaluated administrator’s annual evaluation by his/her supervisor when available.

This motion addresses these points: feedback is to be made available to constituents, timeline for feedback, inclusion of a plan for improvement, and that the results be a component of the annual evaluation process for administrators evaluated.

 

Past Chair Sheri Spaine Long presented a motion to amend the proposed motion by adding “evaluating” before faculty in the second sentence of the motion. The amendment was approved by unanimous vote.

 

The motion second reading will occur at the April Senate meeting. When approved the motion contents will be added to the operational guidelines for the Faculty Affairs Committee’s periodic conduct of administrator evaluations.

 

Faculty Policies and Procedures Committee Report

Chair Lockhart read the following FPPC recommendation as the second reading to Senate:

The FPPC recommends that:

 

1.      An Advisory Working Group be formed that examines the vision, scope, organization, and tentative working plan of the University P & P library. This advisory group also would (1) develop policies for maintaining, developing, and reviewing university policies; (2) develop consistent forms to use in developing and managing, reviewing, and changing university policies; (3) provide editorial changes to “Guidelines for UAB-wide Policies Referred for Faculty Review—Summary”, linking it to the P & P library; (4) addition of relevant definitions to Guidelines for UAB-wide Policies Referred for Faculty Review—Summary (e.g., guidelines and non-academic programs); and (5) address responsibilities for deletion of outdated links information to minimize confusion with out of date links when doing a UAB search out of the P & P library [or in library]. We recommend working members from the following positions/offices:

a.       Planning & Analysis;

b.      Human Resources;

c.       FPPC;

d.      Senate;

e.       Associate Provost of Faculty Affairs;

f.       Associate Provost of Administration & Finance;

g.      IT; and

h.      University Compliance Officer.

Senator Julio Rivera made a motion to approve the FPPC recommendation. The motion was approved by majority vote.

 

Finance Committee Report

Chair Jeanne Hutchinson reported the following:

  • The committee met on February 24

Faculty Senate Executive Committee

FROM:            Jeanne S. Hutchison

                        Finance Chair

SUBJECT:      FACIT --  Status

                        Finance Committee Meeting 02/22/10

                        Health benefits survey           

DATE:                        February 24, 2010      

 

 

FACIT & IEC

            At its March 9, 2010, meeting the Undergraduate Programs Council (UPC) endorsed the proposal to have the Instructional Environment Committee (IEC) of the UPC serve as the new Faculty Advisory Council to Instructional Technology (FACIT) to review technologies recommended for campus-wide adoption in the classroom and online learning environments.  At the moment there are no IT-related items for the committee to evaluate. 

 

 The IEC has a meeting scheduled for Thursday, February 25.  The items on the agenda include:

1.      Updates on classroom renovations (guest:  Sheila Chaffin)

2.      Future plans of the Counseling and Wellness Center (guest:  Andy Marsh)

FINANCE COMMITTEE MEETING 02/22/10 & Health Care Survey

 

            I updated the committee on what was happening on the fringe benefits front, namely the formation of a new committee by Provost Capilouto to be headed by Mr. Richard Margison and to consider over the next two months employee leave benefits.  Pat Greenup and I are on this committee from the Senate and FPPC.  It contains some fringe benefit members and some at-large members.  It includes two representatives from the Commission on the Status of Women.

 

              The members of the Finance Committee had an opportunity to attend the Faculty Development program on budgeting for departmental chairs on January 28.   The three of us were there (Pat Bucy, Helen Kim, and myself).  I think we were hoping to get a better overall view of the UAB budget, but I can't say this happened.  Our member from the library sent the committee by e-mail yesterday a copy of a more substantial UAB financial report.  We agreed to review what it contained and also review the extra power-point budget slide added to Dr. Capilouto’s December

 

             The committee felt it would be helpful to have a representative from the provost’s office go over the timeline and budget process to give us a better overview of when decisions are made and what individuals and committees are submitting recommendations.  We will pursue this.   At the January 28 presentation, the presenter and Dr. Peel did express a willingness to do something additional if needed. 

 

            The Faculty Senate 2008 health care survey was discussed.  I had meeting with Dr. Linda Reed, last week, and she still thought the analysis could be handled this year by an individual in the School of Nursing that she had contacted about it last year. (Copies of the last survey were distributed to the FSEC members at the Feb. 18 special-called FSEC meeting. I also shared a copy with Anita Clemon from HR at last Friday’s FPPC meeting to give her a heads-up about our probably doing it again this spring.) Question 5 of the survey, relating to why individuals go outside the UAB system for OB/GYN services, will be reworked to query faculty switching back to UAB on their satisfaction level.  Question 8, submitted by HR two years to assess satisfaction with HR, will be reworked to first add an inquiry if individuals had had recent contact with specific departments in HR, and then to assess the level of satisfaction. Later an absent member suggested the possibility of determining interest in short-term disability insurance and a willingness to pay a separate premium for this coverage.  

 

            I haven’t had a chance to rework these questions, but I will do so and share a revised copy with the FSEC, the Finance Committee, and HR.

 

  • The committee is revising the health benefits survey and planning to distribute during this spring term.
  • The committee is requesting assistance from the Provost’s office for information about the budgeting process and financial reports.
  • The leave ad hoc committee being chaired by Mr. Margison will hold meetings March 11 and 29, and April 23 to address employee leave benefits. Senate and FPPC representatives to the ad hoc committee are Jeanne Hutchinson and Pat Greenup.

 

Governance and Operations Committee Report – No report.

 

University-wide Committees with Senate representatives’ reports.

  • Senator Kay Clements report the following

Undergraduate Programs Council Report to UAB Faculty Senate

March 9, 2010

 

The UPC met on February 10th on the 3rd floor in HUC at 8:00 am.

 

1.  Articulation and Curriculum Committee :  Joe March PhD, chair of the ACC moved to

     recommend the new undergraduate curriculum for the Health Education Major –  

     Human Services Concentration from the Department of Human Studies in the School

     of Education.   Dr. Maxie Kohler, PhD had previously presented the proposal to the

     A&C Committee for review and comments. 

 

     Dr. Kohler stated the purpose of the new undergraduate concentration with the Health

     Education major is to expand the offerings at UAB in order to increase opportunities

     for professional studies in human services.  In addition, there are a number of students

     from General Studies that are undeclared majors and this option would provide an

     excellent alternative for students who desire an applied, undergraduate program and

     degree.

      Action:  The UPC voted to approve the new major – Health Education Major –

      Human Services Concentration.

 

2.  Academic Policies and Procedures Committee:  Becky Trigg, PhD, chair of the APPC

     presented the added bullet item to the UAB Attendance and Excused Absence Policy.

 

              The University regards certain absences as excused and in those

              instances requires that instructors provide an accommodations for

              the student who misses assignments, etc,  Examples include the following…..

 

             The new bullet states "Absences due to religious observances provided that

              students give  faculty notice prior to the drop/add deadline of the term."

 

       The purpose of the revisions to the current policy is to add religious observances as

       excused absences provided adequate notice is given by students.  The benefits and

       disadvantages of adding religious observances were discussed by the members,

       including the number of ethnic festivals and holidays that are identified on the Equity

       and Diversity's web site.  After clarifications to the policy were offered, Dr. Trigg

       moved to recommend the policy to the UPC. 

       Action:  The UPC voted to approve the new addition to the current UAB

        Policy.

 

3.     Instructional Environment Committee:  Jeanne Hutchison, PhD, chair of the

        Instructional Environment Committee presented information regarding the

        development of a new Faculty Advisory Council to Instructional Technology

        (FACIT).  The purpose of the FACIT is to provide a channel for collaboration,

        feedback and guidance between the larger faculty community and IT related to

        technologies recommended for campus-wide adoption in the online and classroom

        learning environments.  The IEC will essentially be the Faculty Advisory Council to

        Instructional Technology, but may call on faculty with additional expertise.

 

 

  • Senator Pat Bucy reported on the Payment Card Industry Compliance Task Force. This group is examining issues and concerns related to credit card transactions as conducted at UAB with emphasis on the practices for retention of user information. The work of this group is ongoing and future meetings will be reported to the Senate.

 

 

 

Elections Update:

Secretary Greenup reported that the ballots will be distributed starting March 8 and all faculty members are encouraged to participate in the voting processes for senators and for FPPC representatives. The election results will be available for the April Senate meeting.

 

Announcements

 

a.     Faculty Awards Convocation – March 9, 2010; 3:00 pm – Sirote Theatre ASC

b.    President’s Reception for Senate/FPPC – April 22, 2010; 5:30 – 7:00pm Woodward House

c.     April 6 – Dependent Verification reports

d.    April 30 – Economic Interest reports

e.     Next FPPC Meeting – Administration Building Penthouse CR1 – March 19, 2010

f.     Next Executive Committee Meeting – March 31, 2010

g.    Next Executive Committee Meeting with President and Provost – April 6, 2010

h.     Next Senate Meeting – Administration Building Penthouse CR1 – April 13, 2010

 

 

            

UAB Faculty Senate – http://www.uab.edu/fsenate/home.html

 

Secretary Pat Greenup submits this draft summary of the minutes for distribution via eReporter with a more complete record to appear on the Senate page after approval of expanded minutes at the April Senate meeting. The minutes of the Senate and the Faculty Policies and Procedures Committee are posted on the Senate web page.