Summary Minutes of the May 11, 2010 Faculty Senate Meeting

 

 

Chair Report

Chair Mark Lockhart reviewed the Faculty Senate Chair Annual Report:

 

During June 2009 - May 2010 activities have included: 

1) Invited speakers from the University community presented informational topics of interest to the faculty.  The presentations included President Garrison regarding Economic Impact of UAB, Dr. Capilouto (Provost) regarding budgets, Mr. Olin Pruitt (Executive Director Facilities Management) and Mr. Brooks Baker (Associate Vice President) about recycling efforts, Mr. Harlan Sands (Associate Provost) regarding Policies and Procedures Library, Mr. Richard Marchase (Vice President) regarding research, Dr. Frank Messina (Faculty Athletics Representative) and Mr. Brian Mackin (Athletics Director) regarding academics in athletics, Claire Peel (Associate Provost) regarding faculty development, Mr. Harlan Sands (Associate Provost) regarding foreign travel approval form, Dr. Karen Shader (Asst Director Instructional Technology) regarding survey of faculty, and Mr. Gordon Stone regarding Higher Education Partnership

2) The Senate held the first University-wide open forum for faculty discussion.  This generated 13 topics of interest which have been a focus of activity for the Senate in the past year.  These topics were addressed in parallel with 12 suggestions from faculty senators from a Senate open forum discussion. Separate reports regarding Faculty Senate responses to these concerns are being generated.

3) Annual campus-wide State of the University address presented by President Garrison was hosted by the Faculty Senate; the Senate Chair participated in the New Faculty Orientation and the first University Day celebration. 

4) The Senate discussed and approved recommendations from the Faculty Policies and Procedures Committee related to issues including Grievance Procedures in Academic Unit Handbooks, Support for UAB Policies and Procedures Library and formation of Advisory Group, Addition of Senate to UAB Organizational Chart, Sick Time and Family Medical Leave changes to the Handbook, Vacation Accrual, Verbal and Written Feedback for Faculty Annual Evaluations, Temporary Faculty, UAB Ethics Hotline, and Shared Governance.  These recommendations were each forwarded to the Provost for consideration.

5) The feedback process for the periodic evaluations of academic administrators was updated by the Senate after discussions with Administration and presentation to Deans at the Academic Programs Council.

6) The Senate gave input in the development of the UAB pandemic influenza response plan related to faculty readiness and preparedness.

7) The Senate Executive Committee has worked with Sabrina Hearn of UA system office to improve the structure and information regarding the UA Ethics Hotline.

8) There were discussions between the Senate Executive Committee and Administration regarding faculty concerns surrounding the implementation of laptop encryption. These topics were discussed with the President’s cabinet and further discussions occurred with administrators in Information Technology. A written report planned from Dr. Rigney (Vice President of IT) to the Senate is pending.

9) Faculty senators were recommended for appointment to University Wide Committees and were approved by President Garrison.

10) The Faculty Senate was involved in discussions regarding faculty concerns about realignment and conducted open transparent elections for four faculty representatives from the affected units to the search committee for a new Dean of the College of Arts and Sciences.

11) Other discussions between the Senate Executive Committee and the President and Provost included criteria for University Wide Committees, Library resources, Sabbaticals, Textbooks, Salary equity, and the Emergency Notification process.

12) In response to research concerns by faculty, an ad hoc Senate committee was formed with Dr. Majd Zayzafoon as chair to address the issues and a report is pending.

13) The activation of the AAUP chapter at UAB has resulted in many discussions regarding the lines of communication between the AAUP, Faculty Senate, and Administration. These discussions are ongoing.

14) Discussions regarding development of academic programs occurred and changes were made to improve the communication between the senate, the Undergraduate Programs Council, and Associate Provost Dr. Way’s office.

 

In summary, there has been much progress during the past year. Hopefully, this report highlights the accomplishments and activities of the Senate and identifies areas in which additional progress is needed. As outgoing Faculty Senate Chair, I hope that I will be able to assist Chair Hickson further in these areas.

 

President Report

President Carol Garrison:

·         Expressed appreciation to Chair Lockhart and members of the Faculty Senate Executive Committee for service during the past year to support the University and to all faculty for the many contributions by faculty for a great year

·         Expressed appreciation to faculty who participated with the May commencement where 1050 graduating students participated in the morning and afternoon sessions

·         Reported that the current information about fall enrollment for incoming freshmen indicates an increase in the number of entering freshmen and an increase in the number of African American males; additionally the ACT average score for the incoming group is higher than for the 2009 entering freshmen

·         Reported on the status of the dean search committees

a.       College of Arts & Sciences – 3 candidates presented to open forums recently and the committee has prepared a report to the Provost

                          http://www.uab.edu/uabcas/process

 

b.      School of Medicine – the committee is in the early stages of reviewing candidates and determining who to invite for interviews/presentations

                         http://www.uab.edu/uabsom/process

 

·         Reported that starting with Fall term 2010 registration, students can opt out of the Emergency Notification System; with the implementation of this process for registration the total number of alert system subscribers has moved from 7,200 to 19,000 including students, staff and faculty; further work will be done to encourage more faculty and staff to subscribe to the notification system via cell phone

 

Presentation:

 

Jeff Bolland, President of the UAB Graduate Student Association presented an overview of the association and the current activities to support graduate students.

 

Grace Walton presented information about the Graduate Student Medical Assistance Fund.

 

The presentation slides are available for review at

http://www.uab.edu/fsenate/presentations/2010/gsmaf_may10.pdf

 

Additional information about the GSMAF is available at

 

http://studentorgs.uab.edu/gsa/gsmaf.htm

 

Faculty who want to support this fund are encouraged to review the information at the links and to recognize that the role of the GSA is only related to fund raising and not decision making about individual students medical concerns.

 

Open Forum

Topics discussed during open forum:

 

Question related to travel reimbursement was presented and Associate Provost Harlan Sands indicated that he would follow up with individuals who can respond specifically to the questions identified.

 

 

Curriculum and Research Committee Report

  • Chair Kay Clements presented an overview of the following annual report for the committee.

2009-2010 C&R Goals Review & Update

 

1.    To obtain information for the Independently Designed Major s Proposal to UPC

 

·         The C&R Committee was informed of a new major, Independently Designed Major, proposed by Dr. Frank Messina. This major was reviewed in an Articulation and Curriculum (A&C) subcommittee of the UPC and subsequently approved.  This major will be offered out of the School of Behavioral Sciences.  The main concern was the C&R Committee did not have any communication link established with the A&C Committee to have prior notice of the proposal of the new major.

 

·         Action:  The C&R Chair was appointed as a member to the Articulation and Curriculum subcommittee and will forward future A&C meeting agendas and minutes to the C&R Committee members for their information.  Members can reply to the chair with any concerns or issues on the proposals for new majors.  In addition, the C&R chair will receive agendas and subcommittee minutes for the Academic Policies and Procedures (APPC) and Instructional Environment (IEC) subcommittees of the UPC for the purpose of establishing a communication link between the C&R Committee and the UPC.

 

 

2.    To improve the Faculty Development Grant Program (FDGP) Process

 

·         The C&R Committee discussed several changes for the next review cycle of the FDGP applications to improve the communication and distribution of information between the Associate Provost Office, the UAB Faculty Senate Office and the C&R chair and Research subcommittee chair.

 

·           Actions:

·         The C&R Committee process was reviewed in the fall meeting of the C&R Committee on November 9, 2009.  At that meeting a decision was made and approved to establish a subcommittee chair position to assist with the review of the FDGP applications.

·         The request for proposal reporting format was revised in order to encourage the award recipients to submit a report at the end of the year.  The reporting requirements were reduced and attached to the application guidelines.

·         In the spring meeting held on March 22nd, the scorecard was revised with two notes: one to indicate that the results may be shared with grant applicants that did not receive committee recommendation and a second note to request reasons if an acceptable score was not provided by the reviewer.

·         Chair of C&R Committee developed a detailed procedure for the FDGP process.  The chair worked closely with the Senate’s Office Administrative Assistant and the Associate Provost Office Administrative Assistant to distribute the FDGP requests for proposal and application guidelines to UAB faculty on March 2nd with a return date of April 12th to the Associate Provost’s Office.

·         The FDGP applications were distributed on May 7th to the reviewers with a requested return date of May 24th to the C& R subcommittee chair.

·         A C&R meeting will be scheduled in June to review and prioritize the grant applications and the results will be returned to the Associate Provost Office by the end of June.

 

3.      QEP and Capstone Issues

·         At the fall meeting several members attending expressed concerns related to the QEP requirements and the communication of those requirements to faculty in their areas.  A subcommittee of members was formed and Chris Kyle, Vice Chair of the C&R, agreed to follow up with Dr. Kurata and invite her to a meeting to discuss their concerns.

·         A meeting with Dr. Kurata was held on March 31st and she provided an overview of the implementation of QEP from the beginning to current status.

·         The C&R chair and vice chair met with Associate Provost for Undergraduates Programs, Dr. Philip Way, on April 2nd in follow up to the subcommittee’s meeting.

·         Subsequent information regarding specific issues has been requested and this issue will be forwarded to next year’s committee.

 

 

 

 

 

4.    C&R Chair Representation to Committees

 

·         The C&R chair has been a member of the Articulation and Curriculum subcommittee of the UPC and forwarded pertinent information regarding new major proposals or significant changes in curriculum to the members of the C&R Committee. 

·         The C&R chair attended the A&C subcommittees and one of the APPC meetings. 

·         The C&R chair attended the President and Provost meetings with the FSEC, while the Vice chair attended the Faculty Senate Executive Committee meetings each month

·         Two  meetings between the C&R Chair (one with the Vice-chair) and the Associate Provost for Undergraduates Programs, Dr. Philip Way were held to discuss questions related to the approval of new majors, significant curriculum changes, and concerns regarding communication

 

 

Faculty Affairs Committee Report

Vice - Chair Tino Unlap presented an overview of the following written report submitted by Chair Sue Kim:

 

·         Overview

-          During Fall 2009, the FAC conducted the IDEA evaluations for department chairs

-          During Spring 2010, the FAC developed a process recommendation for closing the feedback loop so that administrators evaluated will present feedback about a report from IDEA to the constituents who evaluated the administrator; this process was worked on by the Senate with administration and the Senate approved a process that will be implemented in Fall 2010

-          Continuing work for the FAC includes in Fall term 2010, a survey of faculty perceptions about shared governance at the university, unit and department level will be conducted; the IDEA evaluations will be conducted for the President, Provost and Deans in the Fall term; and the FAC will be developing a recommendation for a university wide commission to review shared governance practices at the university, unit and department levels

 

·         Written Annual Report

Faculty Affairs Committee UAB Faculty Senate Annual Report

 

       I.      Activities that have been addressed and completed

 

            The FAC coordinated the IDEA faculty evaluation of department chairs, distributed the results to the chairs and their supervisors, and drafted a follow-up letter to the chairs encouraging them to share with their faculty a summary of results and plans for future action. This process is crucial in ensuring faculty participation in the administrative evaluations.

 

            The FAC presented a motion to the Faculty Senate to “close the feedback loop” for the IDEA evaluations of administrators. The motion was amended through cooperation with the administration and faculty, and the final version of the motion was passed by the Faculty Senate at the April 2010 meeting.

 

    II.      Activities that have been addressed but not resolved or likely have no feasible outcome

 

            One issue that arose early in the year was a suggestion of a survey or vote of faculty opinions about the realignment options, but since the decision was made to integrate the former schools of Arts & Humanities, Natural Sciences & Math, Social & Behavioral Sciences, and Education into one College of Arts & Sciences, this issue became moot.

 

            The issue of non-tenure-earning faculty also arose; this proved to be an extremely difficult issue because the status and needs of non-tenure-earning faculty across the university are so diverse. The situation of non-tenure earning faculty will most likely have to be dealt with at the unit level because the issues are so different. If faculty have suggestions/ideas on this issue, please contact Sue Kim.

 

 III.      Activities that the FAC will need to continue work on in the coming year

 

·         Ongoing issues: we will continue to work on issues that were raised this year but for which we found no immediate solution:

-          faculty involvement in budgetary and hiring matters at the unit level

-          gender equity in promotion and pay

-          the evaluation of administrators other than chairs, deans, and the President and Provost – such as program chairs and associate deans – who have significant oversight over faculty evaluations, salaries, etc.

 

            IDEA: faculty evaluation of the Deans, the President and the Provost will be conducted in October/November 2010.

 

            Shared Governance: The FAC recommends that, early in the fall semester, the Faculty Senate conduct a survey of faculty perceptions of shared governance. We also recommend that the Faculty Senate and the administration work together on an in-depth study of shared governance at the university and unit levels (for models see University of Florida and University of Arizona).
Appendix A

Final Report for Fall 2009 IDEA Evaluation of Department Chairs

Submitted by Sue J. Kim, Chair of Faculty Affairs Committee

February 13, 2010

 

Summary:

         The fall 2009 IDEA faculty evaluation of Department Chairs had a very good overall response. Out 65 departments whose Chairs were evaluated, only 7 departments had a response rate below 60%, which IDEA considers as the minimum response rate for a reliable survey, and only 2 departments had response rates below 50%. All Department Chairs submitted their Chair Information Forms, enabling all faculty evaluations to be processed.

         The biggest problem with this year’s process was that FAC Chair Kim did not realize that the three copies of the report would be packaged in one envelope. As a result, rather than open the reports, we delivered the reports to the Department Chairs with a request that they forward the numerical summaries to their Deans. But we did not follow up with the Chairs and Deans, and it is possible that some Deans did not receive the reports. In the future, we will request the reports be packaged separately (full report for the evaluated administrators and the numerical summary only for the immediate supervisor) and hand-deliver them.

         Furthermore, the lack of Senate office administrative support due to illness delayed the return of IDEA summaries to the Chairs, but Associate Provost Claire Peel kindly provided her office staff to enable the final reports to be hand-delivered. Associate Provost Peel has offered the future assistance of her office assistants to hand-deliver the IDEA summary reports. Finally, changes in administration, departmental organization(s), and faculty (hires and departures) resulted in having to add and/or remove faculty evaluators and administrators to be evaluated as the process went on, but such complications will be normal since there will always be some variability between human resources and information technology records and the most up-to-date university situation.

            The Senate Faculty Affairs Committee continues to try to “close the feedback loop” to evaluators participating in the survey. The FAC met in September 2009 and, taking into account faculty requests for access to IDEA survey results as well as last year’s ad hoc committee to review the IDEA process, recommended that we compromise between complete public access and total lack of access by releasing the numerical data but not the written comments to the faculty evaluators. The committee thought that the numerical data could provide an overall view of the survey results, while preserving the confidentiality of the comments (both for the administrator and for faculty responders). At its January 20, 2010, meeting, the FAC approved a motion recommending such a process to forward to the full Faculty Senate. As yet, however, no ideal method for providing effective feedback to the evaluated administrators and the evaluating faculty has been agreed upon. No response was received to requests to Department Chairs for feedback about this year’s IDEA process and/or suggestions for future evaluations.

         The following timeline is meant to provide both an outline of actions taken during the fall 2009 IDEA evaluation process and a procedural guide for future IDEA evaluations of administrators.


IDEA TIMELINE for 2009 UAB Chair Evaluations

When

What

Who

JUNE 15/mid

Contact IDEA

  • identify UAB contact person (FAC Chair)
  • obtain electronic copy of Guide to Administering IDEA Feedback Systems for College and University Administrators

Sally Garvin (support@theideacenter.org)

JULY 1/early

Download UAB Facts & Figures from last two years & determine

  • # of chairs to be evaluated
  • chairs to be excluded because not in office for 2 years or because less than 5 faculty in department
  • ask chairs in position for less than 2 years if they want to be included

Office of Planning & Analysis website, Reports and Resources (http://www.iss.uab.edu/reports.htm)

6/early

Determine Cost Estimate using latest IDEA Fee Schedule & submit to be included in next year’s budget

Sharon Bankston (bankston@uab.edu) & Claire Peel (peelc@uab.edu), Associate Provost for Faculty Development & Faculty Affairs

15/mid

Initiate publicity

  • draft Preliminary Informational Email for Senators to forward to faculty in August
  • contact UAB Reporter & eReporter to arrange announcements in August
  • request targeted announcement on BlazerNet (to run 2 weeks during actual evaluation)

UAB Reporter: Kristi Lamont Ellis, Director Internal Communications (kmle@uab.edu) & Linda Gunter, Editor (lfg@uab.edu)

 

BlazerNet: click “Help” & fill out “Request Targeted Announcement”

16/mid

Send Email Technical Requirements to IT

  • confirm that spam filters will not block emails from IDEA

Ed Harris, Infrastructure Services (EdHarris@uab.edu)

18/mid

Request list of current Chairs & emails & prepare list of Chairs to be evaluated, including:

  • name, title, email address
  • total number of raters (minimum of 5 responses required)
  • have Assoc. Provost Claire Peel review list of Chairs

Judy Baker, Office of Planning & Analysis (jubaker@uab.edu)

AUGUST 3/early

Email Preliminary Information Letter to Department Chairs, including

  • Goals (see Jan. 2000 Senate statement) & background
  • Process & what happens to results
  • Future steps & how get involved

Send to faculty through senators

12/mid

Complete IDEA Request Form & submit to IDEA

 

Sally Garvin (support@theideacenter.org)

16

Request most current list of faculty & emails, categorized by department & school, in Word or Excel

Donald P. Roser, Director HRM Technology& Data Services (roserdpa@uab.edu)

18

IDEA will send out Chair Information Form to Chairs

  • NOTE: In 2009 Fall IDEA, all Chairs being reviewed submitted their Chair Information Forms. We had to extend the submission date from Sept. 9 to Oct. 14, 2009, to accommodate a few late submissions.

Sally Garvin (support@theideacenter.org)

18

Email Preliminary Information Letter to ALL UAB full-time faculty

 

20/late

Request most current list of faculty & emails, categorized by department & school, in Word or Excel

 

Donald P. Roser, Director HRM Technology& Data Services (roserdpa@uab.edu)

SEPTEMBER 1

Email Alert Memo/2nd Informational Letter to faculty

  • Includes reminder about process & confidentiality statement
  • This email also serves to check the final email distribution list

 

3

Send faculty rater names & emails (arranged by dept & chair) in Excel spreadsheet to IDEA

Sally Garvin (support@theideacenter.org)

8-9

Evaluations sent directly to faculty from IDEA

Sally Garvin (support@theideacenter.org)

OCTOBER

5

In Fall 2009, deadline for faculty to respond to IDEA survey

  • extended from initial deadline of Sept. 29

 

6

IDEA sends survey response rate to FAC Chair 

 

20/8-15

In Fall 2009, because the Faculty Senate administrative assistant was ill, the reports were mailed to FAC Chair Sue Kim (with permission of Senate Chair)

 IDEA billing was sent to the Office of the Associate Provost for Faculty Affairs (Sharon Bankston & Claire Peel)

 

November

9

Follow-Up Email sent to Department Chairs about distribution of survey results

 

11-18

IDEA Survey results were hand-delivered to the Office of the Associate Provost for Faculty Development & Faculty Affairs

  • Office assistants hand-delivered sealed IDEA Survey results to evaluated Chairs
  • NOTE: In fall 2009, because FAC Chair Kim neglected to instruct IDEA to package the three copies of the survey results in two separate envelopes, the three copies of the survey results were enclosed in one envelope. Rather than open the survey results, FAC Chair Kim elected to deliver the results unopened to the evaluated Chairs with a memo explaining the error and directing them to forward a copy of the numerical data summary to their supervising Dean. For future IDEA evaluations, IDEA will package the results (full report for evaluated administrator and numerical summary only for immediate supervisor) in separate envelopes that will be hand-delivered to the recipients. The Associate Provost for Faculty Development and Faculty Affairs has offered the continuing assistance of office assistants to deliver the reports.
  • NOTE: No response was received to requests to Department Chairs for feedback about this year’s IDEA process.

 

Office Location:

Administration Building 374

701 20th Street South
Birmingham AL 35294

 


Appendix B

Summary of Shared Governance Survey Recommendations

 

According to the UAB Strategic Plan (2003), one of UAB’s core values is “shared governance.” In order to assess the state of shared governance at UAB, the Senate’s FAC recommended two assessments:

 

In March 2010, the FAC recommended that an Ad Hoc Committee comprised of both faculty and administrators be formed to conduct a survey of the effectiveness of share governance across UAB.  The purpose of such a shared governance effectiveness survey is to assess current policies and practices of shared governance between faculty and administration, and to make recommendations for improved shared governance based on this study. Such a survey would examine both university-wide and unit-level shared governance.

Various models for such a study are available (Univ. of Arizona, Univ. of Florida, etc.), but the FAC agreed that the following things needed to be included in any such study at UAB:

 

Ø  Must include definition of Shared Governance in any survey or study

 

Ø  Two major things to assess:

1)      codified structures & processes for shared governance (de jure)

2)      actual processes & faculty perception (de facto)

 

                        Areas to examine:

1)      policies & procedures

2)      budget & salaries

3)      promotion & tenure

4)      hiring (faculty and administrators)

5)      curriculum

6)      organizational structure

 

In April 2010, the FAC also recommended that the Faculty Senate Executive Committee (FSEC) survey faculty perceptions of shared governance. The purpose of such a survey would be to get a snapshot of faculty perceptions and experiences of shared governance. While a more thorough study is needed in the future, this will provide some hard data for the Senate to use in dealing with the administration in the short term. The submitted survey (subject to revisions for clarity) is below:

 

Survey of Faculty on Shared Governance UAB Faculty Senate Faculty Affairs Committee

 

According to the UAB Strategic Plan (2003), one of UAB’s core values is “shared governance.” As the Faculty Senate Constitution states, “The faculty members are committed to the principles of shared governance (inclusive and transparent decision-making, open communication among all members of the UAB community, accountability and mutual respect and trust) and recognize the interdependencies of all governance entities of the university as essential to achieving the defined mission, vision, values, goals, and objectives of the university.”*

 

This survey seeks to assess faculty perceptions of the state of shared governance at UAB. 

 

Please assess the following statements with a number from 1 – 5, 1 being “strongly disagree” and 5 being “strongly agree.”

1) Discussions and negotiations between the faculty and the university administration are conducted openly, in good faith, and in an atmosphere of trust.

2) Discussions and negotiations between the faculty and the administration in your unit (school) are conducted openly, in good faith, and in an atmosphere of trust

3) The university administration recognizes joint responsibility for decision making in the area of long-range planning.

4) The university administration recognizes joint responsibility for decision making in the area of administrative appointments.

5) Your unit’s administration recognizes joint responsibility for decision making in the area of administrative appointments.

6) The faculty has sufficient input into budgetary decisions at the university level.

7) The faculty has sufficient input into budgetary decisions at the unit level.

8) The faculty as a whole, including faculty representatives, have timely access to information necessary to give input into policy decisions.

9) The faculty are afforded an appropriate degree of autonomy with regard to its areas of responsibility (the curriculum and decisions impacting faculty) by the university administration and governing board.

10) Resources for faculty development, reward structures, and workloads support the professional development of faculty.

11) The structures and processes that allow for faculty collaboration are clearly defined in governance documents at the university level.

12) The structures and processes that allow for faculty collaboration are clearly defined in governance documents for your school.

13) The structures and processes for shared governance function in an effective manner.

14) The Deans support shared governance at the Unit level.

15) Department Chairs support shared governance at the department level.

* The American Association of University Professors defines “shared governance” as follows: “One of the key tenets of quality higher education, this term refers to governance of higher education institutions in which responsibility is shared by faculty, administrators, and trustees. The AAUP emphasizes the importance of faculty involvement in personnel decisions, selection of administrators, preparation of the budget, and determination of educational policies. Faculty should have primary responsibility for such fundamental areas as curriculum, subject matter and methods of instruction, research, faculty status, and those aspects of student life which relate to the educational process” (www.aaup.org).

In the space below, please comment on any of your responses above.

[space for written comments]

 

 

Faculty Policies and Procedures Committee Report

Chair Joan Grant submitted the following written report:

Faculty Policies and Procedures Committee

FPPC Annual Report – May 2010

Report Prepared by Chair Joan Grant

 

 

During 2009-2010, the FPPC reviewed and revised sections of the UAB Faculty Handbook and Policies, shortening content and providing links to relevant policies that will be a part of the University Policies & Procedures Library. Revisions to the Faculty Handbook will continue during 2010 to prepare the document as recommendation for Senate consideration and recommendation to Provost/President.

 

The FPPC provided a forum for dialogue and debate on topics related to policies and procedures related to faculty rights, duties and responsibilities. The FPPC utilized subcommittees and ad hoc groups to review existing documents and to gather information and suggestions from the elected faculty representatives to the FPPC, faculty members across the academic units and from UAB administrators whose areas of responsibilities and/or expertise may be affected by any FPPC editorial revisions or general recommendations.

 

The FPPC includes elected representatives from each of the fifteen academic units of UAB. The committee elected a Chair and a Vice-Chair from the elected representative membership at the June 2009 meeting. The Past-Chair continues to serve for an additional year as an ex officio member to assist with the transition to new leadership of the committee and to serve as a resource to the committee. The FPPC includes voting members from administration that includes a representative appointed by the President and the Associate Provost for Faculty Affairs and Faculty Development. The Faculty Senate has two representatives to the FPPC [Chair-elect of Senate as voting member; Chair of Faculty Affairs Committee for the Senate as a non-voting ex-officio member.]

The FPPC also has as non-voting members an Office of Legal Counsel representative, a Human Resources administrator and the Chief Human Resources Officer serves as a consultant to the committee.

 

a.      UAB Faculty Handbook – Sections Reviewed and Actions/Status [2009-2010]

 

 

1.      Section 7.3 Sick Time and Section 7.5.2 Family and Medical Leave of Absence to the UAB Faculty Handbook and Policies

a.       FPPC recommended changes to both Sections 7.3 and 7.5.2 to Faculty Senate June 22, 2009

b.      Status: Pending April 29, 2010, related to  work by Leave Benefits Committee and  developing  recommendations for the Fringe Benefits Committee

 

2.      Section 1.2.2.2.1 and 1.2.2.2.3: provide a link to the Senate Constitution and Bylaws instead of the full text

a.       Status: Approved by Senate; submitted to Provost; under review by Provost

 

3.      Section 2.6.4.5 Temporary Faculty Appointments, Reappointment

 

a.       FPPC recommended that temporary faculty appointments should be short-term: July 30, 2009

b.      Status: Approved by Senate, Provost, and inserted into Faculty Handbook

 

4.      Section 2.6.4.2: Review for Reappointment and Non-reappointment of Non-tenured Tenure-earning Faculty

a.       FPPC recommended revisions July 30, 2009 to assure faculty serving in temporary positions either have an opportunity to move to regular full-time positions or to explore other employment opportunities internal or external to UAB

b.      Status: Approved by Senate, Provost, and inserted into Faculty Handbook

 

5.      Section 2.6.3.7—Annual Faculty Evaluations

a.       FPPC recommended a new addition to Section 2.6.3.7 Annual Faculty Evaluations August 22, 2009 to clarify administrators’ value and reward teaching, scholarship, and service contributions in conducting annual faculty evaluations.

b.      Status: approved by Senate, Provost 4/12/2010, with Handbook updated 4/15/10

 

6.      Section 1.2.2.2 New Additions Regarding Shared Governance

a.       FPPC made recommendations regarding 1.2.2.2 Shared governance September 22, 2009

b.      Status: Approved by Senate, pending review by Provost

 

   

b.      Recommendations to Senate 2009-2010

 

 

1.      Recommendation for continued support and further development of the P&P Library-June 23, 2009

      Status: Approved by Senate; implementation of online P&P Library in progress

 

2.      Recommendation Concerning the Addition of the Faculty Senate as a component of the UAB Organizational Chart: June 22, 2009

      Status: Approved with new UAB organizational chart posted 8/31/2009

 

3.      Recommendation for No Change in Vacation and Sick Time Accrual, Personal Holidays and Holidays: June 22, 2009

      Status: Approved by Senate April 29, 2010 and submitted to Provost; under review by

      Leave Benefits and Fringe Benefits Committees

 

4.      Recommendation for implementation of a vacation/sick time accrual documentation process by academic units so that starting with March 31, 2010 all academic units would submit an annual accrual report for all faculty to HR and future implementation of a system to standardize the accrual documentation process across academic units.

Status: Approved by Senate, submitted to Provost; currently under review by HR, Leave Benefits and Fringe Benefits Committees

 

5.      Recommendation that the Executive Committee obtain clarification regarding the Ethics Hotline process: September 22, 2009

      Status: Approved by Senate, FSEC officers met with Sabrina Hearn 12-16-09; work on

      draft in progress for guidelines and additions to web site

 

6.      Recommendation to Senate for the formation of an Advisory Working Group to address 

issues and concerns as outlined in Attachment # 3 from the Policy/Processes Subcommittee: December 28, 2009

      Status: Approved by Senate, under review by Provost

 

FPPC Ongoing Business

           

  • Working Group of CSW and FPPC/Senate to address  vacation accrual policies and maternity/parental leave policies
  • Updating of FPPC Operating Rules as needed Faculty Handbook Section 2.0 – specific sections that require clarification and update
  • Faculty Handbook Section 3.0 – violence, safety, workplace harassment; principles of faculty responsibility and conduct

·         Development of guidelines for search committees in the Faculty Handbook for EEO1 (administrators and managers)

  • Nominations Committee as needed
  • Subcommittees appointed as needed
  • University Policies/Procedures Subcommittee
  • Development/refinement of a general overview of the scope of position duties and responsibilities for faculty administrators (i.e., president, provost, deans, chairs)

 

Chair Grant Appreciation to Members 2009-2010

The Chair appreciates the work of FPPC faculty members who have served on the FPPC during the 2009-2010 academic year in service to the University and the faculty community.

 

 

Finance Committee Report

Chair Jeanne Hutchinson submitted the following written report and encouraged Senators to complete the health care survey that was recently distributed to faculty:

 

Annual Report, May 2010

 

Faculty Senate Finance Committee Members:  Allan Dobbins, Engineering; Annette Wright, Nursing; Helen Kim, Joint Health Sciences; John Chatham, Medicine; John Coke, Dentistry; Kathleen Foley, Health Professions, Liz Lorbeer, Lister Hill Library; Pat Bucy, Joint Health Sciences; Peggy Kain, Mervyn Sterne Library; Purishotham Bangalore, Natural Sciences and Math; Robert Holley, Medicine; Olivia Thomas, Public Health.

 

During the 2009- 2010 Senate year, the Finance Committee explored ways it might make itself more knowledgeable about what was happening with the UAB budget in general and to be in a better position to make recommendations going forward.  It also concerned itself with fringe benefits such as vacation accrual, leaves of various sorts, and health care programs.

 

Budget Education.  The Provost made a budget presentation at the December 2009 Faculty Senate meeting.  This presentation can be found on the UAB Faculty Senate website.  Wanting to become more knowledgeable about factors affecting items mentioned there, several members of the committee attended in January a faculty development seminar for chairs on the budget. We learned some things from this presentation, but it did not contribute much to an overall view.  We subsequently acquired copies of the 2009 UAB Financial Plan.

 

At the end of last month Associate Provost Harlan Sands was invited to a meeting of the committee. He gave a power point presentation and answered questions on the topic of UAB budgeting.  The last part of the presentation was on academic budget planning for FY10 and beyond, and this was just touched on as time ran out.  Dr. Sands agreed to come back to meet with the committee to cover these last items in more detail; and, more importantly, agreed to meet with the committee on a regular basis to keep it informed of budget considerations.

 

Fringe Benefits.  Back in the summer of 2009, the UAB Faculty Senate passed fringe benefit recommendations from the Faculty Policies and Procedures Committee (FPPC).  These recommendations to the UAB administration were to make no changes in vacation accrual and sick leave for 9 month and 12 month faculty.  During the last couple of years, the Commission on the Status of Women has been pushing for a paid parental leave for faculty and staff.  There was some concern that the carrying out of the CSW recommendations might impact on how faculty vacation accrual and sick leave might be handled. The FPPC did a study concentrating on what other institutions offered relative to vacation accrual and sick leave; the CSW did a study concentrating on maternity/parental leave.  Neither group had looked at the overall benefits situation.  In a report to the Faculty Senate, the Finance Committee suggested that these groups might meet to share their concerns.  The chair of the Finance Committee was directed by the Faculty Senate President to call a meeting of interested parties.

 

A meeting was held in October of Fall 2009 of Pat Greenup (Faculty Senate), Donna Arnett (CSW), Anita Clemon (HR), Joan Grant (FPPC), Sherry Pigford (Advance), and Jeanne Hutchison (Finance Committee).  Two recommendations of the CSW (a sick leave donation pool for maternity leaves and removing the six month waiting period at hire for allowing the use of sick leave for medical leaves) which they thought had been implemented were determined out not to have been.  Two issues for further study were recognized:  (1) no accrual of vacation and sick time for faculty and staff who are relatively new hires and who become pregnant and (2) the fact that vacation, but not sick leave, can be used at the time of adoption of a child.

It was recommended to the Senate that a joint (FPPC-CSW-Faculty Senate-Advance) committee be formed under the FPPC to further study Faculty Senate and CSW benefit issues and their associated costs.  Such a committee was formed and met one time.  At that meeting it was announced that Provost Capilouto was setting up his own Ad Hoc Leave Committee.  The joint committee ceased to function at that point. 

 

The Finance Committee Chair was appointed to the Ad Hoc Leave Committee as was Dr. Greenup from the Faculty Senate Executive Committee.  This committee has met three times and settled on some leave recommendations to pass on to the UAB Fringe Benefits Committee which, in turn, is just beginning its sequence of meetings.  The Ad Hoc Leave Committee is scheduled to meet one more time to discuss a write-up of the issues discussed for which there was no agreement. The Finance Committee Chair is also a member of the Fringe Benefits Committee as is the past Finance Committee Chair.

 

The Finance Committee updated the 2008 Faculty Senate Benefits Survey, and it has recently been sent out to the faculty.  Plans are for an analysis to be done with information going to the Faculty Senate, the UAB administration, and the UAB Fringe Benefits Committee.

 

Going Forward.  It is recommended that the Finance Committee take Dr. Harlan Sands up on his offer to meet regularly with the committee in order to stay abreast of budget issues and educate new, as well as continuing, members.  The analysis of the responses to the benefits survey will need to be done soon. The committee will continue to be interested in the above-mentioned fringe benefits issues as well as possible new ones.

 

 

Governance and Operations Committee Report

Chair Janelle Chiasera reported the following overview:

-          Committee is continuing work to review the Senate’s Constitution and Bylaws

-          Committee is continuing to develop recommendations for reapportionment of representation to the Senate for the College of Arts & Sciences; currently nine options are under review with the goal to submit 3-4 options to the Executive Committee

 

The following written report was submitted:

Governance and Operations Committee -UAB Faculty Senate Annual Report 2009-2010

 

Committee Members:            Janelle M. Chiasera (Chair), Akhil Maheshwari, Dana Hettich, Gale Temple, James Long, Jeff Graveline, Meredith Kilgore, Merrie Ramp, Philip Musa, Robin Lester, Susan Appel, Tammy Than, Timothy Wick

 

Responsibilities: Continuous review of the senate’s organization and procedures and for recommending changes it deems desirable in either the constitution or the bylaws.

 

Consider the reasonableness of excess absences by a senator and make an appropriate recommendation to the senate whether the position should or should not be declared vacant.

 

Interpretation of the constitution and bylaws as requested.

                       

Determining the constitutionality of the bylaws and proposed amendments to the bylaws.

 

Oversee the nomination and election of senators and faculty officers and all elections and votes called for in the UAB Faculty Handbook.

 

Accomplishments:                  1)         Constitution & Bylaws

(2009-2010)                                        a.         Reviewed the Constitution & Bylaws                                                                                                  (To be continued this coming year due to                                                                                            development of CAS)

                                                2)         Revised Senate Liaison job description           

                                                3)         Senate Attendance and Representation

                                                            a.         Attendance of senators reviewed

                                                            b.         Senate liaisons named and advised of their                                                                                         duties

                                                4)         Developed alternatives to the apportionment of senators

                                                5)         Senate Election

                                                            a.         Worked with Senate Secretary as needed to be                                                                                    sure nominations were received, ballots were                                                                          distributed, and votes were counted in a fair                                                                                       and timely fashion.

Goals:                         1)         Complete review of Constitution & Bylaws to incorporate changes                                                    due to development of the CAS

                                    2)         Appoint and orient senate liaisons for all areas

                                    3)         Finalize recommendation for apportionment of senators

                       

 

Chair-elect Mark Hickson – Annual Report:

-          Attended meetings of the University Faculty Policies and Procedures Committee. Monthly. Report of issues covered and status is found in the Faculty Policies and Procedures Committee Report.

-          Attended meetings of the Faculty Senate (monthly) and the Faculty Senate Executive Committee (monthly), including monthly meetings with the President and the Provost. Chaired meeting with President and Provost on two occasions. Reported to the Senate as representative to University Policies and Procedures Committee.

-          Attended meetings of the Academic Programs Council.

-          Attended meeting on Ethics Hotline.  Significant progress on issue.  Provost now reports on number of cases along with grievance cases.  The Hotline itself is being revised.  Near completion.

-          Attended meetings of Sub-Committee to synthesize Policies and Procedures.  Sub-committee is on-going; report expected in near future.

-          Attended meetings with Provost and other Senate officers on faculty participation on the selection of the Dean of the College of Arts and Sciences.  Each of the Schools elected one representative to serve on Search Committee.

-          Served on Search Committee for the Dean of the College of Arts and Sciences. Recommended three finalists who have visited campus. Near completion.

-          Met several times with athletic department regarding student-athlete grades, behavior, etc.

-          Met with College Senators and the Interim Dean of the College of Arts and Sciences. Making progress toward a faculty handbook that should include significant shared governance in decision making. Issue of shared governance has been brought up with each candidate for the Dean’s position.

-          Met with other officers and Provost regarding what constitutes a University-Wide committee.  Significant progress has been made.

-          Meeting regarding the statistical analysis of data for Gender Equity in Salaries. Report expected later this year.

-          Currently undertaking considerable research on the issue of a campus ombudsman.  Undertaking further investigation.

-          Met with Provost and other Senate officers on a statement regarding feedback mechanism for IDEA survey of administrators.

-          Developed committee assignments for 2010-2011.

-          Responded to e-mail, telephone, and face-to-face inquiries about a number of issues especially regarding the Realignment of the Schools of Arts and Humanities, Education, Natural Science & Mathematics, and Social & Behavioral Sciences.

 

 

Past-Chair Sheri Long – Annual Report

 

Activities completed by Past-Chair of the Faculty during June 2009-May 2010:

 

·         Service as organizer and moderator for first university-wide Faculty Open Forum sponsored by the Faculty Senate (October 2009).

 

·         Service as the liaison between Faculty Senate and the UAB Chapter of the American Association of University Professors (AAUP).

 

·         Service as a member of the UAB Textbook Taskforce.

 

·         Collaboration on the revision of information for the faculty with regard to the UAB Ethics Hotline.

 

·         Collaboration on the development of the processes by which faculty members were elected to the search committee for founding Dean of the new College of Arts and Sciences.

University-wide Committees with Senate representatives’ reports

 

-          Athletics Advisory Committee

 

1.      Meetings – there were two meetings of the UAB Athletic Advisory Committee during the 2009- 2010 academic term (October 5, 2009, and February 15, 2010). 

 

2.      The main topics of discussion included 1. The UAB Student Athlete Exit interview, 2. Emerging sports and interest by the student body in general, 3. Updates on the UAB sports facilities, including the softball field and facility and new scoreboards for Bartow arena, 4. Media relations issues, which UAB has a good report with the local press, 5. The APR mark of all sports is currently at 925, 6. Various academic accolades, 7. Adding additional sports under Title IX – the UAB athletic department is presently in the process of identifying potential sports that are most suitable.

 

3.      Resolutions/changes made – the topics of discussion in section 2 are ongoing.  All will be updated in the next meeting, to be held May 2010.

 

4.       Given the limited attendance to the scheduled meetings, it is difficult for me to evaluate the necessity of a senator representative on this committee. However, I am convinced that the representative from the faculty senate may prove helpful from a procedural perspective as the UAB athletic department considers the implementation of various policies that involve faculty, especially when this involvement relates to the academic progression of the student athlete.  Specifically, in terms of the overall academic performance of UAB athletes, it is important to have faculty representation to ensure that the highest academic standards are established and upheld, and that these standards ultimately guide the policies that are implemented for student athletes.

 

-          Undergraduate Programs Council – Senate Representatives Annual Report

 

 

The Undergraduate Programs Council met for the first time on February 10, 2010.  Prior to that meeting there had been no issues from the subcommittee forwarded for committee approval.  The following items were presented and discussed at the two UPC meetings for this academic year 2009-2010:

 

Articulation and Curriculum Subcommittee:

 

Human Services Concentration within Health Education Major

On behalf of the ACC, a proposal was made to the UPC to approve the Human Services concentration within the Health Education major in the School of Education. Maxie Kohler presented the rationales for the concentration. It would educate students in an area that is growing and a significant Birmingham community need. Further, it will help retain students at UAB who are undecided or who do not qualify for the School of Nursing.  Joe explained that the ACC had a number of questions and concerns, but that they had been addressed and incorporated into the proposal in front of the ACC.

 

Action:  The proposal was approved unanimously by the Council.  It will move forward to the Office of the Provost.

 

Minor in Human Resource Management

On behalf of the ACC, a proposal was made to approve the Minor in Human Resource Management within the Department of Management, Information Systems and Quantitative Methods, School of Business.  Dr. Jack Howard presented the rationale for the new minor.  The Department of Management developed this proposed Minor in Human Resource Management to serve the needs for UAB students to be prepared to enter the workforce and manage employees.

 

Action:  The proposal was approved unanimously by the Council.  It will move forward to the Office of the Provost.

 

 

Academic Policies and Procedures Committee (Becky Trigg)

Religious Observances Absence policy

Becky Trigg reported that the APPC recommended the expansion of the current excused absences policy to include religious observances, supplementing the existing circumstances such as jury or military duty, disabilities, and university-sponsored activities. The Committee proposed adding a penultimate bullet point in the list of examples of excused absences in the policy:

              “Absences due to religious observances provided that students give

               faculty notice prior to the drop/add deadline of the term.”

 

The rationale is that the university promotes and respects diversity. Every reasonable effort should be made to help students avoid negative academic consequences when their religious obligations conflict with academic requirements.  Doug Rigney added that the UAB Student Forum had brought up this concern because UAB is a diverse campus with many different religions represented which involve observing religious holidays.  The proposed policy is based on the University of Michigan policy. The University of Alabama is introducing a similar policy.

 

At the end of the discussion it was decided to amend the motion to “Absences due to religious observances provided that students give faculty written  notice prior to the drop/add deadline of the term.” 

 

Action:  The committee approved the amended motion with one abstention.

 

Proposal to Extend Deadline for Withdraws

Representative to the UPC from the Student Government Association proposed to extend the deadline for withdrawals from course.  At the present time, the date set to withdraw from an undergraduate course is approximately 60% of the way through the semester.  The proposal was to increase the time period to 75% with the intention of increasing retention rates, facilitating academic flexibility, and heighten academic customer service.  This would allow UAB last date to withdraw to have a comparable date to UA and UAH.

 

Action:  The proposal was presented to the UPC and approved.

 

Definition of Temporary Student

 

A request from Glenna G. Brown to obtain approval to revise the current definition of temporary student was presented to the UPC from the APPC.  Currently UAB requires students to be at least 25 years of age if they register as a temporary student.  The rationale for the revision is as follows:  To deal with the limitation requiring students to be at least 25 years of age, we would like to request consideration of the addition of a qualification waiving this requirement if the student is enrolling in an approved certificate program by adding "unless enrolling in an approved certificate program".

 

Action:  The proposed revision in the definition of Temporary Student presented by the APPC was approved by the UPC.

 

 

Instructional Environment Committee (Jeanne Hutchison)

 

Faculty IT Advisory Council

Jeanne Hutchison reported that at the last IEC meeting Doug Rigney and David Yother requested that the IEC members form an IT advisory council. It would provide input on what software and technology is needed, and which products are preferred.  This was proposed this because a separate committee would be redundant given the existence of the IEC. The council would add members with specialist knowledge or interest when looking at particular products. It would also solicit faculty opinions. The IEC would provide informational reports to the UPC about the activities of the advisory council. 

 

In the April meeting, Jeanne Hutchison provided a brief report addressing the classroom renovations that had taken place across campus, the Counseling and Wellness Center which has an Outreach Program in the dormitories focusing on Alcohol & Substance Abuse, and the demonstration of the new Apple tablet to the FACIT.

 

 

 

Secretary Annual Report

 

Secretary Pat Greenup submitted the following Annual Report -May 2010

 

Activities completed by the Secretary of the Faculty during June 2009 to May 2010:

 

·         Prepared and distributed agendas for Senate and Executive Committee meetings

·         Prepared and distributed summary and expanded minutes for Senate meetings

·         Prepared and distributed minutes for Executive Committee meetings

·         Prepared Senate materials for publication in UAB Reporter

·         Served as Chair of Elections Committee by conducting elections for Senate Officers, Senators, FPPC Representatives, and Senators-at-Large

·         Compiled notebook of important Senate documents including agendas and minutes for all Senate and FSEC meetings

·         Maintained a tracking log of communications between the Senate and Provost

·         Assisted Events Office with Senate and FPPC reception hosted by UAB President

·         Compiled records of activities related to follow up for topics identified at the August Senate open forum and the October Faculty Open Forum

·         Interacted with Senate Office Associate to organize Senate Office operations and the updating of the Senate home page and posted information

·         Compiles Faculty Senate annual reports [officers; chairs of standing committees; Senate representatives to University wide committees]

·         Coordinates the annual updating of the job descriptions for all officers and general duties of standing committee chairs

·         Coordinates with the Senate Office Associate to maintain the official Senate files on the common drive

·         Collaborated with Chair of the Faculty and the Associate Provost for Faculty Affairs and Development to complete the annual performance evaluation for the Senate Office Associate

·         Interacted with Chairs of Curriculum & Research, Finance, Governance & Operations, Faculty Affairs and Faculty Policies and Procedures to support timely presentation and actions on recommendations before the Executive Committee and the Senate

·         Monitored the Senate budget and reported quarterly to Executive Committee

 

 

Secretary Greenup announced that it is time to receive nominations of Senators and Alternate Senators for the two senator-at-large positions on the Senate Executive Committee. Nominations should be submitted to Secretary Greenup at Greenup@uab.edu by June 1, 2010. The election will be conducted at the June 8, 2010 Senate meeting. The job description for these positions is available at

http://www.uab.edu/fsenate/jobdescriptions/senatoratlarge.htm

 

 

Announcements

 

a.     Chair Lockhart expressed appreciation to John Chatham and Chris Kyle who served on the Executive Committee as Senators-at-Large is past years and to Jeff Graveline who served as the parliamentarian for the Senate.

b.    Health Benefits Survey – Initial email message sent May 5 and survey distributed and need faculty to participate by completing the short survey about health benefits satisfaction

c.     State of the University Address – October 21, 2010; 3:00 p.m.

d.    Next FPPC Meeting – Administration Building Penthouse CR1 – May 21, 2010

e.     Next Executive Committee Meeting – May 19, 2010

f.     Next Executive Committee Meeting with President and Provost – May 25, 2010

g.      Next Senate Meeting – Administration Building Penthouse CR1 – June 8, 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 June Senate meeting. The minutes of the Senate and the Faculty Policies and Procedures Committee are posted on the Senate web page.