Faculty Policies & Procedures – FPPC Meeting

Date: February 17, 2006

Location: Penthouse CR1

Time: 7:30 – 9:30 a.m.

 

Attendance:

 

Members Present: Dr. Madelyn Coar, Dr. Pat Greenup (Chair), Dr. Jeanne Hutchison, Dr. Mark Lockhart, Dr. Philip Musa, Dr. Rose Scripa, Dr. Om Srivastava, Ms. Carolyn Walden, Dr. John Waterbor

 

Alternates Present: Dr. Susan Appel, Ms. Pat Higginbottom, Dr. Roy Koomullil

 

Members Absent With Notice: Dr. Ted Benditt, Provost Eli Capilouto, Dr. Debra Handley, Dr. Janice Patterson, Mr. Tim Pennycuff, Dr. Uday Vaidya, Mr. Ed Kennedy

 

Members Absent Without Notice: Dr. Kathleen Berecek, Dr. Eduardo Neiva

 

Ex-Officio Members Present: None

 

Representative to FPPC: Mr. Kris Finley – HR Executive Director of Business Operations

 

Agenda Items:

 

A. Call to Order:  

 

The meeting was called to order at 7:40 a.m.

 

B. Adoption of  Month/Year  January 2006  Minutes:

 

The minutes of the January 2206 FPPC meeting were approved as distributed.

 

C. Chair Report:

 

  1. Chair Greenup reported that the “handbook” documents with FPPC recommendations for all sections other than Section 2.0 were forwarded to the Senate Chair and Senate Representative/past-chair on January 21, 2006.
  2. Chair Greenup reported that Kris Findley and Cheryl Locke names have been added to the FPPC roster as resources and they will be receiving the mailings of FPPC materials
  3. Provost Capilouto reported to the Senate that the Office of Planning and Analysis is still responsible for University-wide policy development and review; the process that was distributed to the FPPC members in June 2005 is still the current operating process for policies and procedures review and development.

 

Based on the discussions, the question was asked “who decides which policies and procedures” are forwarded to the Senate/FPPC. It appears that no policies or procedures have been forwarded to the Senate since June 2005 other than the informal review of the Copyright draft policy.

 

Chair Greenup was not able to answer this question and indicated that an attempt would be made to determine this information.

 

ACTION ITEM: Chair Greenup will contact Provost Capilouto/Glenna Brown to obtain information as to who determines which policies are faculty-related and forwarded to the Senate/FPPC.

 

  1. Chair Greenup reported that a “tracking log” has been implemented for the FPPC to track all correspondence from the FPPC to the Senate. It is intended that this log will be a mechanism to track recommendations forwarded to the Senate and to assure that the FPPC received feedback from the Senate on the status or disposition of FPPC recommendations.

Items in the FPPC Tracking Log:

 

        September 22, 2005 -Request to Senate for Governance & Operations review of the election cycle for the FPPC members as related to election of FPPC Chair.

        January 21, 2006 -Recommendations for inclusion in the DRAFT Copyright policy.

        January 21, 2006 -Family Friendly Policies recommendations to the Senate.

        January 21, 2006 – FPPC recommendations for revisions of Section I of the Faculty Handbook and the Policy on Conflicts of Committee

 

 

                                                                                                             Faculty Senate

 

January 21, 2006

MEMORANDUM

To: Peter Anderson, Chair of the Faculty

      Ted Benditt, Past-chair of the Faculty and Senate Representative to the FPPC

From:  Pat Greenup, Chair of the FPPC

Re:  FPPC Recommendations to the UAB Faculty Handbook and Policies

 

The FPPC is forwarding the attached electronic files for the Sections of the UAB Faculty Handbook and Policies that have been reviewed by the FPPC. This review process and the proposal for recommendations have been completed during the last two years but with the absence of forwarding the documents to the Senate. This delay by the FPPC should not have occurred but it has taken this Chair time to retrace all of the minutes and actions by the subcommittees that completed the recommendations for revisions. This task is finally completed.

 

Therefore, as Chair of the FPPC, I am requesting that the Senate take action on the following request:

 

“That the Senate approves the recommended changes and that the Senate forward these revised sections to the Provost with a request for approval and inclusion in the current online UAB Faculty Handbook and Policies.”

 

The files being forwarded include only the sections with recommendations for changes. The current version and the FPPC recommended changes for such sections have been sent to the Senate. This means that the sections without FPPC recommendations for changes have not been forwarded. This however does not mean that the Senate does not have the right or responsibility to review any and all sections of the Handbook including the Policies in Section 8. The FPPC has attempted to expedite the review process for the Senate.

 

Please contact me if you have questions about the attached documents.

 

The University of Alabama at Birmingham

200 Burleson Building – 909 South 18th Street

Birmingham, Al 35294-4370 (205) 934-6619 Fax (205) 934-6834

 

 

Note: Chair Greenup forwarded the current file and the FPPC recommendation file for each of the following sections of the Handbook:

 

1.       Introduction Section

a.  Current  

b.  FPPC recommendation   

 

2.   Section One

a. Current Section One  

b.  FPPC recommendation  

3.   Section Three

                 a. Current  

                 b.   FPPC recommendations 

4.   Section Four

a. Current Section 4.3  

b. FPPC recommendation for Section 4.3  

5.   Section Five

a.       Current Section 5.2 

b.   FPPC recommendation  

6.   Section Six – Travel

a. Current Section Six 

             b. FPPC recommendation  

7.   Section Seven

No FPPC recommendations for specific changes to any subsections of Holidays, Vacation and Leaves

Please note that the lack of specific recommendations in this report is NOT in conflict in any way with the January 21, 2006 FPPC recommendations related to Family Friendly Policies.

8.   Section Eight

a.       Listing of Policies with summary of those policies requiring review by the Senate and forwarding to Provost 

Please refer to the NOTE at the top of the page one.

 

b.   Policy with significant recommended changes - Conflicts of Commitment Policy

(1) Current policy-1996 -  

(2) FPPC Recommended Revisions to Policy 

 

 

  1. The UAB Policy on High Ethical Standards is still in administrative review and it is not known when the policy will be distributed to the Senate and the FPPC for review.

 

D. Senate Report (Past-Chair of Senate)

 

Past-chair of the Senate Ted Benditt was not able to attend this meeting.

Chair Greenup (as Secretary of the Faculty) reported the following from the Senate:

        The FPPC recommendations on Family Friendly Policies were approved by the Senate on February 14, 2006 and the Chair of the Faculty will forward the recommendations to Provost Capilouto.

        The FPPC recommendations pertaining to the DRAFT Copyright Policy were incorporated into the working document that was discussed by the Senate on February 14, 2006 and the revised document was forwarded to Provost Capilouto by Chair Anderson of the Senate.

 

              Mark Lockhart (ex officio member of FPPC as Chair of the Senate Faculty Affairs Committee and alternate for Past-chair Benditt from the Senate) presented and lead a discussion/response to questions on the following report – Periodic Career Developmental Review – Concept Proposal Draft.

Periodic Career Developmental Review - Concept Proposal Draft

Faculty Senate Faculty Affairs Committee

January 30, 2006

 

 

Background and Goals

 

The University of Alabama at Birmingham currently has a comprehensive plan for detailed evaluation of tenure-track faculty (section 2 of the UAB faculty handbook), but less specification has been previously available regarding the development of tenured faculty. The Faculty Affairs Committee of the Faculty Senate has been asked by the UAB President to evaluate the potential for periodic career developmental review.  Added interest in the concept on a national and state level has prompted reconsideration of the possibilities of a systematic periodic review of all faculty at our institution.

 

The objective of this Periodic Career Developmental Review plan is to promote development of tenured faculty. The addition of a peer component to existing annual evaluations should help identify areas for improvement, give constructive feedback, and provide recommendations for support to allow such improvement in faculty members who have shown areas of need in the Chair administered annual evaluation process.

 

A suggested framework for the periodic career evaluations would be a selective peer component structured upon existing annual evaluation system of faculty. The annual review of faculty should consider all areas of academic productivity, including teaching, administrative duties, and other services, and in appropriate departments, clinical productivity. Complete uniformity of the evaluation process is not suggested since there is variability in the function and expectations of faculty members within individual departments, but an assurance that there are adequate evaluations across departments is important to ensure fairness and equity among the faculty.  Any effort within the university to develop a set of universal criteria for evaluation does not take into account the great diversity in local disciplinary cultures, and there is a need to recognize the diversity that exists within academia. Each discipline has highly specialized norms that are specific to its own notions of scholarship, and a Universal Report Card to assess faculty performance would run the risk of smoothing over these important differences. 

 

The Senate FAC promotes a “peer” evaluation system that recognizes interdisciplinary variation in norms of academic scholarship. Therefore, each department will be responsible for creating a brief description of the expectations of its tenured faculty. The expectations must be approved by the departmental faculty and administration prior to implementation of the periodic career developmental review process. After approval of the expectations of tenured faculty, the department shall create a standing Periodic Career Review Committee, and the committee will elect its committee chair. It should be understood that the departmental description of expectations of tenured faculty must remain consistent with general University policies and goals.

 

It is important to emphasize that a periodic career developmental review incorporates this “peer” component of review so that the process is not an administrative evaluation of a faculty member.  The notion of peer career review without an emphasis on development has the potential of being transformed for consideration of renewal issues and therefore could be used to erode the system of tenure. Emphasis must be placed on the developmental aspects of the peer review, and the process will not be a re-evaluation of tenure. Further, this periodic review cannot be used for consideration of termination of employment. The standard for grievance procedures and for dismissal within the UAB system will remain unchanged, and not affected by the process.  

 

Individual units must spend the proper time and energy to develop their annual review process.  Effective departmental annual reviews of faculty, with each unit establishing a systematic review process with written annual evaluations for their faculty, is very effective, and operates as a useful mechanism by which departments can assist faculty in enhancing productivity and development.

 

Review Process

 

Peer review of all tenured faculty on an annual basis is considered too resource intensive for successful operational implementation.  Furthermore, such a process would be redundant, as all faculty are already being reviewed for annual salary raises, promotion, sabbaticals, appointments to graduate faculties, centers, and interdisciplinary programs, as well as when they are elected or appointed to school and university committees.  By structuring a peer component of review upon existing annual administrative reviews, this should allow for efficient use of resources, and yet provide a mechanism for evaluation and provision of assistance to the individuals who are most likely to benefit from additional career developmental support from peers.

 

As to not create a large administrative burden due to the process, a selective or triggered peer component added to the existing annual review process would be implemented only for individuals who have perceived need of additional career support based upon their administrative annual reviews. It is recommended that two consecutive documented unsatisfactory administrative evaluations, as determined by the Chair, be used to trigger the peer review component.  For individuals who have consecutive unsatisfactory administrative reviews, the faculty member will be notified in writing by the Chair within a two-week period that the peer review process is being initiated, and a peer committee will be convened within one month after the notification date. 

 

The composition of any peer review committee is important. Faculty within the same department as the individual being reviewed are likely to be the best candidates for providing useful, supportive peer review since they have expertise in the area, and they have an understanding of the expectations within the individual department. The committee would be comprised of 2 to 5 tenured peers selected by the Chair from within the department of the individual, if available.  The Chair will not be a member of the committee. At least half of the committee members will have rank of Professor within the department, if possible based on departmental faculty distribution and number. At least half of the members will be selected from an existing departmental peer review committee by the chair of the departmental peer review committee to assure consistency of the process. Also, a faculty member may request that members of another department within the academic unit be included in the peer committee.

 

The goal of the peer review committee would be to provide assistance to the faculty member for three years to help promote improved performance.  In collaboration with the committee, the faculty member will create a 3-year individual development plan, to be approved by the peer review committee, the faculty member, and the Chair within four months of notification of the faculty member that the peer review process has been initiated. The plan will address specific measures and may include, but will not be limited to, evaluations by a departmental administrator, peer evaluations, and teaching evaluations by students. It is understood that adequate resources will be provided by the department, school, and university as a whole to the individual faculty member to facilitate improvement in any areas of deficient performance. Each year during the individual development plan, the peer committee will reevaluate the individual’s progress, and will provide written recommendations to the individual and the Chair.  The Chair will likewise provide an annual written assessment of the progress of the faculty member to the individual and the peer review committee. At the conclusion of the individual development plan period, the committee will provide a written summary of the progress of the faculty member, to include a statement of whether the goals have been met. If the faculty member has completed the plan successfully then the periodic review process will be ended. If there are two subsequent unsatisfactory administrative annual evaluations, the triggered review can be reinitiated. A written summary of successful completion or unsuccessful result will be provided to the Chair, Dean, and Chair of the Faculty Senate. If the plan is unsuccessfully followed by the faculty member, the committee will recommend in writing any needed corrective action to the Chair and the Dean.

 

Participation by departmental faculty as members of a peer review committee should be considered a service to the department and institution.  Although there are time resources of other faculty members that would be used in this process, the potential to assist a fellow faculty member should be considered a worthy goal.

 

Quality Assurance

 

It should be understood that there are expectations that the Chairs will be adequately prepared to perform the evaluation process of their faculty.  Periodic training for Chairs regarding their requirements in the process will be provided by central administration as needed. Review of the evaluation process of each department should be periodically reassessed for quality by the Dean of the respective department at a regular interval no greater than every five years. The review should also specifically ensure that no bias, discrimination, or unfair practices are allowed within the process.

 

Other Considerations

 

Due to the different expectations of faculty in different departments, the evaluation process must allow enough flexibility to account for the differences in daily work among different faculty. The importance of the academic freedom within departments, which has allowed the growth of UAB to its current standing, must be acknowledged.

 

It should be noted that within this document the title “departmental chair” applies to an appropriate administrator who performs responsibilities similar to a departmental chair in the case that an academic unit does not have a person specified as departmental chair.

 

ACTION ITEM: Chair Greenup will distribute the “periodic career review” document electronically and request that FPPC members submit questions and comments to Mark Lockhart

 

Chair Greenup distributed copies of the current Section 2.6.3.7 to the FPPC members with the focus on the interrelationships of the annual review process as the foundation of the Periodic Career Review process.

 

Discussion of the Periodic Career Review draft document raised concerns about the current practices for the “annual review process” as conducted in the various academic units. The current Section 2.6.3.7 annual faculty evaluations does not require a written review process and does not explicitly indicate that the faculty have the right to participate in development of criteria for the annual evaluation and/or the process and how the information is utilized by department chairs.

 

The FPPC membership clearly expressed concerns about the validity or usefulness of the proposed Periodic Career Review process if the annual faculty review process is not valid or fair and standardized for all faculty in a department.

 

ACTION ITEM: Chair Greenup will forward Section 2.6.3.7 with questions to be discussed at the March FPPC meeting.

 

On February 18, 2006 the following information was distributed to FPPC members.

TO: FPPC Members

From: Pat Greenup, Chair of FPPC

Date: 2-18-06

RE: Topic Presented at the February FPPC meeting in conjunction with Periodic Career Review Proposal from FAC to Senate on February 14, 2006

2.6.3.7 Annual Faculty Evaluations

 

            The department chair or division director (School of Medicine only) is responsible for conducting an annual evaluation of all regular faculty (non-tenure-earning, non-tenured, tenure-earning, and tenured) to discuss such topics as the faculty member’s professional development, to provide feedback concerning performance and productivity, to discuss departmental goals and to discuss ways in which the department and the faculty member can work cooperatively to assist the faculty member in achieving his/her professional goals.

 

             The chair is responsible for maintaining an activity file for each faculty member that documents faculty activities in the area of teaching, research/scholarly activity, and service. This file is to be updated at least once a year on the basis of information furnished by the department chair and the faculty member.

 

Questions for FPPC members to consider: Discussions will be held at future FPPC meetings.

 

  1. What are the criteria utilized for the evaluation process?
  2. Who writes and approves the criteria utilized for the evaluation process?
  3. How can this Section 2.6.3.7 be strengthened to support the proposed Periodic Career Developmental Review – Concept Proposal Draft?
  4. Does a chair have the right to independently establish criteria and/or change the criteria during the yearly cycle for evaluation?
  5. What is the process when a new chair is appointed during the yearly cycle?
  6. How this evaluation processed be achieve procedural fairness and justice?

 

Further discussions by the FPPC focused on the “audit process” that is to be initiated by the Provost with Cheryl Locke chairing the working group.

 

ACTION ITEM: Chair Greenup will ask the Faculty Senate Executive Committee the status of the implementation of this working group charged to audit the annual faculty evaluations process.

 

E. Old Business

 

  1. Subcommittee Student Seminars – Intellectual Property

 

In the absence of Chair Berecek, John Waterbor reported that the group was continuing to gather information and consider recommendations for educational interventions for graduate students related to research and ethical behaviors.

 

ACTION ITEM: The Subcommittee on Student Seminars-Intellectual Property and Ethical Behaviors will continue to meet and develop recommendations for the FPPC consideration.

 

  1. Subcommittee – Handbook Review Cycle

 

Subcommittee Chair Ted Benditt submitted the following report on February 14 and indicated that Carolyn Walden would present the report. Chair Greenup mistakenly thought Jeanne Hutchison was to present the report. Chair Greenup extended apologies to both Carolyn and Jeanne after the meeting when this mistake was pointed out to the Chair.

 

The following report was reviewed and the discussion indicated that members of the FPPC should have access to a paper version of the current online handbook to be able to understand the information in the report from the subcommittee and to assure clarity on the need to address cross-reference issues.

 

            Associate Provost Rose Scripa indicated that she would prepare spiral bound

            copies of the current online handbook for distribution to the members of the

            FPPC. This resource will be used to support decisions about the subcommittee’s

            recommendations on the review cycle and the sections to be reviewed in the

            proposed order of ongoing review of the handbook.

 

 

      ACTION ITEM: Dr. Scripa will notify Chair Greenup when the spiral copies of

      the handbook are available for distribution to the FPPC membership.

 

      Proposed division of UAB Faculty Handbook so as to achieve complete review

over a five-year period.

 

The subcommittee recommends that the most recently reviewed portions of the Handbook be placed at the end of the five-year cycle.  This means placing most of section 2 in later years. 

 

The subcommittee does not recommend the review of the Introduction and Part I.

 

ACTION ITEM:

Chair Greenup question for clarification at the March 17, 2006 meeting. What does this mean? The Introduction is an overview section about the handbook. Why would the FPPC not review this section?  Part I of the handbook contains the narrative of information about the policies and is very relevant for FPPC review because this section is that information most likely read by the faculty and Part I does include Section 2.0.

 

We need to discuss this at the March 17, 2006 meeting.

 

 

The subcommittee recommends that policies referred to in §8 be reviewed in conjunction with the sections of the Handbook in which they arise or are otherwise most suitable, with miscellaneous policies being assigned to the year in which the end of the Handbook is reviewed (which is year 2).

 

Year 1:  Sections 2.10 through 3.14, and the following policies referred to in §8:

 

Acceptance of Benefits, Awards, and Prizes from External Entities (§3.4)

General Policy Concerning the Use and Consumption of Alcoholic Beverages (§3.8)

Computer Software Copying and Use Policy (§3.13)

Computer Software Policy [Development and Ownership] (§3.11)

Conflict of Commitment Policy (§3.5.3)

Conflict of Interest Policy (§3.5.3)

Consensual Romantic Relationships Policy (§3.8)

Drug-free Workplace Policy (§3.8)

Electronic Data Processing Security Policy (§3.12)

Policy Concerning Employee Falsification of UAB Records and Documents (§3.8)

Policy Concerning Firearms, Ammunition, and Other Dangerous Weapons (§3.8)

Indirect Cost Reimbursement Policy (§§3.3, 3.5.1, 3.5.2; also §5.4)

Policy Concerning the Maintenance of High Ethical Standards in Research and Other Scholarly Activities (§3.6)

Nonsmoking Policy (§3.8)

Patent Policy (Board of Trustees Rule 509) (§3.10)

Personal Services Approval and Payment Policy-UAB Employees (§3.5.2)

Political activities of University Personnel (Board of Trustees Rule 304) (§3.2)

Sexual Harassment Policy (§3.9)

 

Year 2:  Sections 4 through 7, and the following policies referred to in §8:

 

Policy Concerning AIDS and HIV Infection

Policy Concerning the Use of the UAB Campus Mail System

Equipment Accountability Policy

Family and Medical Leave of Absence Policy (§7.5.2)

Employee UAB-related Foreign Travel Policy (6.1.3)

Health Care Policy for International Students and Scholars (§4.1)

Information Disclosure and Confidentiality Policy (§5.2)

Purchasing Policies and Guidelines

Sick Leave Donation Policy (§7.3)

Use of UAB Resources by External Entities

 

Year 3:  Sections 2.1 through 2.5, and the following policies referred to in §8:

 

Equal Opportunity Policy (§2.1)

 

Year 4:  Section 2.6, and the following policies referred to in §8:

 

Hiring Approval Policy (§2.6)

Applications for Labor Certification (§2.6)

Policy Concerning the Re-employment of UAB Retirees (§2.6)

 

Year 5:  Sections 2.7 through 2.9 and Appendices A, B, and C

 

 

Chair Greenup reported to the FPPC members that with the approval of the new handbook review cycle and procedure it would be necessary to add some type of statement on the handbook review process in the Operating Rules of the FPPC so that there would a means of assuring that future FPPC committees know the process and the recommended review cycle for the handbook review.

 

ACTION ITEM: Chair Greenup will include statements about the FPPC handbook review process into the next version of the Operating Rules draft so that the handbook review process will be clearly defined as an ongoing process of the FPPC.

 

ACTION ITEM: The Subcommittee report on handbook cycle review timeline will be discussed at the March 17, 2006 FPPC meeting.

 

 

 

 

  1. Subcommittee on Family Friendly Policies

 

Subcommittee Chair Madelyn Coar reported that the group is continuing to develop recommendations on (1) extension of tenure time and (2) retention of tenure by faculty who require part-time status for a defined period of time to address specific circumstances in personal life without loss of tenure. The group is meeting at noon on February 17 to continue discussion of these two recommendations.

 

ACTION ITEM: Subcommittee Chair Coar will submit the group’s recommendations to Chair Greenup for inclusion in the agenda of the March 17, 2006 FPPC meeting.

 

  1. Operating Rules of the FPPC

 

Discussion of the November 10, 2005 version or working draft of the Approved 2003 Operating Rules lead to the following version of the document. The following document includes the changes identified at the February 17, 2006 FPPC meeting.

 

            ACTION ITEM: The revised 2-17-06 version of the Operating Rules will be

           distributed to the FPPC members for discussion at the March 17, 2006 meeting.

 

 

DRAFT- DRAFT- DRAFT

OPERATING RULES

FACULTY POLICIES AND PROCEDURES COMMITTEE

 

Last Amended April 18, 2003

 

  1. Membership

 

    1. Attendance at Meetings – each member is expected to be present at each regular meeting and each called meeting of the Committee.

 

    1. Alternates for Members –

 

a.       When a member is unable to attend a meeting of the Committee and there were no other nominees on the ballot during the FPPC election process in each academic unit, the FPPC member may appoint an alternate from the constituency being represented provided the alternate holds regular full-time Faculty appointment. The member must give notice of appointment of an alternate to either the chair of the Committee or the Secretary in the Office of the Faculty Senate prior to the meeting at which the alternate will serve. At the designated meeting, the alternate will possess all the rights and privileges accorded to the member.

b.      When more than one name appeared on the Senate election process ballot for FPPC members, the approval voting process establishes that the person with the second highest number of votes is the next in line to serve as the FPPC representative and/or to serve as the alternate when the FPPC member is not able to attend/participate in the activities of the FPPC.

c.       NOTE: It is the responsibility of the FPPC member to identify an alternate who will communicate with the academic unit’s faculty to relay information about FPPC activities and to collect input on issues before the FPPC.

 

    1. Notice to Members for Excessive Meeting Absences- A member having two absences during any “Faculty Senate Year” (i.e., June to May) with no alternate present will be requested to identify an alternate to attend any future meetings that the elected member of the FPPC is not able to attend and will be reminded that the elected member serves as a representative of his/her school or library and representation requires an elected member or appointed alternate to be in attendance at the FPPC meetings. This is to assure that each academic unit has active representation at each of the FPPC meetings. Alternates are listed on the FPPC roster and receive the monthly mailings and email messages distributed to FPPC members.

 

 

    1. Member duties and responsibilities include: (a) attendance at FPPC meetings; (b) communication with constituents in his/her academic unit on a regular basis; (c) reporting to, or communication with, the academic unit’s Faculty Affairs Committee or comparable committee as defined in each of the schools/libraries; (d) participation with the subcommittee activities of the FPPC as needed.

 

    1. Ex Officio Members – To assist in conducting the business of the Committee, the Chair may appoint ex officio members as required. These members will have the privilege of participating in the discussions of the Committee but may not make motions or vote. The ex officio members of the FPPC shall include a permanent non-voting representative from the Office of Counsel, the current Chair of the Faculty Affairs Committee of the UAB Faculty Senate and a representative responsible for UAB-wide human resource policy development.

 

    1. UAB Faculty Senate Constitution, Bylaws, and Standing Rules of the Faculty and Faculty Senate – August 2004 Edition – Section II.2. Faculty Policies and Procedures Committee

NOTE: The FPPC cannot independently modify the following section as the Senate Bylaws are responsibility of the Senate. The FPPC can make recommendations to the Senate for changes in the Section II.2 of the Senate Bylaws.

 

II.2. Faculty Policies and Procedures Committee

 

II.2.a. The Faculty Policies and Procedures Committee reviews existing university policies and procedures and considers changes to the UAB Faculty Handbook. Its recommendations concerning revisions to the UAB Faculty Handbook or to existing policies and procedures are forwarded to the Senate. The Senate must make final recommendations to the President and designee regarding changes to the UAB Faculty Handbook or to existing policies and procedures.

 

                        II.2.b. The Secretary of the Faculty, with the assistance of the Senate

                        Governance and Operations Committee, oversees the election of members

                        to the Faculty Policies and Procedures Committee. Membership of the

                        Faculty Policies and Procedures Committee will consist of the immediate

                        Past-Chair of the faculty, one person elected from each of the constituent

                        units, one faculty member selected by the President, and one faculty

                        representative selected (recommended to be the person currently serving

                        as the Associate Provost for Faculty Affairs and Development)  by the

                        Provost. Elected terms

                        are three years, with approximately one-third of the membership being

                        replaced each year. Appointed terms are one year. Committee members

                        may be re-elected to serve, at most, two consecutive terms. In the event of

                        a vacancy before the expiration of a term the Executive Committee shall

                        appoint the person who received the next highest number of votes in the

                        election for the position. If there is no such person, the Elections

                        Committee shall solicit nominations from each school whose

                        representative is no longer serving and shall conduct an election to fill the

                        vacancy for the balance of the term. The committee must meet annually,

                        or more frequently as agreed upon by committee members. Its

                        deliberations and recommendations must be reported to the Senate. The

                        Chair of the committee is a faculty member (without academic

                        administrator position above that of Department Chair) elected by the

                        FPPC members and shall serve as an ex officio member of the Senate and

                        the Executive Committee of the Senate during his or her term in office.

 

                        The Chair of the Senate Faculty Affairs Committee shall serve as an ex

                        officio member of the FPPC during his or her term of office.

                        The FPPC maintains the Operating Rules for the FPPC and the Chair of

                        the FPPC is responsible for updating the Appendix E – FPPC Operating

                        Rules section of the Senate Bylaws document (See Appendix E of the

                        Senate Constitution and Bylaws)

 

                       II.2.c. Election of nominees to the Faculty Policies and Procedures

                       Committee shall take place at the same time as the election of the faculty

                       officers and senators.

 

    1. Section 2.10.2 – FPPC as described in the UAB Faculty Handbook and

      Policies

 

                       NOTE: The FPPC cannot independently modify this section of the FPPC

                       Operating Rules. However, the FPPC can make recommendations for

                        revisions to the Senate. The following is the approved 2005 Section 2.10.2

 

                        2.10.2 UAB Faculty Policies and Procedures Committee

 

                         The Faculty Policies and Procedures Committee is charged with the

                         responsibility of providing advice, through the Faculty Senate, to the

                         President on the basis of a periodic examination of current and proposed

                         faculty policies and procedures at UAB. It reviews existing UAB policies

                         and procedures, which affect faculty, and considers changes to the

                         Faculty Handbook and Policies.

 

                         Membership of the Faculty Policies and Procedures Committee will

                         consist of the immediate past-chair of the Faculty Senate; one person

                         elected from each of the following units: Lister Hill Library of the Health

                         Sciences, Mervyn H. Sterne Library, Schools of Arts and Humanities,

                         Business, Dentistry, Education, Engineering, Health Related Professions,

                         Medicine, Natural Sciences and Mathematics, Nursing, Optometry, Public

                         Health, Social and Behavioral Sciences, and the Joint Health Sciences

                         Departments; one faculty member selected by the President; and one faculty representative (recommended to be the faculty person serving as the Associate Provost of Faculty Affairs and Development) selected by the Provost. The Legal Counsel to UAB is ex-officio, a non-voting permanent member of this committee.

 

                         The Secretary of the Senate, with the assistance of the Senate Governance

                         and Operations Committee, oversees the election of members to the

                         Faculty Policies and Procedures Committee. Each constituent unit must

                         elect one member to serve on the committee. The current Chair of the Senate Faculty Affairs Committee shall serve as an ex officio member of the FPPC during his or her term of office.

 

                         Appointments are for a term of three years, with approximately one-third

                         of the membership being replaced each year. Committee members may be

                         reelected to serve a maximum of two consecutive terms. The committee

                         shall meet at least annually, or more frequently as agreed upon by the

                         committee members, and the committee shall elect its own Chair from

                         among its members.

 

                         Recommendations from the committee concerning revisions to the UAB

                         Faculty Handbook and Policies or to existing policies and procedures are

                         forwarded to the Faculty Senate. The Faculty Senate must make final

                         recommendations to the President regarding changes to the UAB Faculty

                         Handbook and Policies or to existing policies and procedures.

 

 

 

  1. Duties of the FPPC Membership

 

    1. Handbook Review Process

 

(1)   The Handbook should be continuously reviewed

(2)   The process of continuous review should involve a review of several portions of the Handbook each year

(3)   The review of each portion should be carried out by a group of two members of the FPPC, one from each side of campus, who will report to the FPPC whether anything they have reviewed requires further consideration by FPPC

(4)   The portion that each group reviews should be a relatively short section of the Handbook, such as section 4 or section 6; or a subpart or subparts of longer sections, such as section 2.3 or section 2.6, or sections 3.1 through 3.6; or one of the appendices

(5)   The review process should be divided so that the entire Handbook will be reviewed over a 5 year period (for example, it might be divided into 15 parts, with 3 reviewed each year)

 

Quite apart from the regular cycle of reviews described above, the FPPC should review any matter in the Faculty Handbook that any member of the faculty who is covered by the Handbook, or any authorized member of the administration, asks the FPPC to review.

 

The discussion on November 18, 2005 included the following:

 

        That handbook revisions will be ongoing with an electronic format

        The 5 year cycle should accomplish the regular review with a goal of a section per year completed by a subcommittee of 2 FPPC members and report to the full FPPC for any recommendations

        The process should be established with a timeline for the review so that the cycle of review is completed and review process not be left to the annual membership of the FPPC

        The FPPC should consider academic unit issues when faculty members within a unit identify questions or concerns for a section of the UAB Faculty Handbook and then the FPPC review the concerns

        That academic units identify some approach to differentiation of policies and procedures that are specific to unit and are more restrictive than the UAB Faculty Handbook. Provost Capilouto indicated that some units use “italics” in their handbook to identify the sections that are more specific than the UAB level handbook.

 

   ACTION: Jeanne Hutchison presented a motion that the FPPC accept the report from 

   the subcommittee and that the FPPC implement the recommended process. Mark

   Lockhart seconded the motion. This motion was approved.

 

    1. Handbook Review Cycle

 

The subcommittee recommends that the most recently reviewed portions of the Handbook be placed at the end of the five-year cycle.  This means placing most of section 2 in later years. 

 

The subcommittee does not recommend the review of the Introduction and Part I.

 

Chair Greenup question for clarification at the March 17, 2006 meeting. What does this mean? The Introduction is an overview section about the handbook. Why would the FPPC not review this section?  Part I of the handbook contains the narrative of information about the policies and is very relevant for FPPC review because this section is that information most likely read by the faculty and Part I does include Section 2.0.

 

We need to discuss this at the March 17, 2006 meeting.

 

 

The subcommittee recommends that policies referred to in §8 be reviewed in conjunction with the sections of the Handbook in which they arise or are otherwise most suitable, with miscellaneous policies being assigned to the year in which the end of the Handbook is reviewed (which is year 2).

 

Year 1:  Sections 2.10 through 3.14, and the following policies referred to in §8:

 

Acceptance of Benefits, Awards, and Prizes from External Entities (§3.4)

General Policy Concerning the Use and Consumption of Alcoholic Beverages (§3.8)

Computer Software Copying and Use Policy (§3.13)

Computer Software Policy [Development and Ownership] (§3.11)

Conflict of Commitment Policy (§3.5.3)

Conflict of Interest Policy (§3.5.3)

Consensual Romantic Relationships Policy (§3.8)

Drug-free Workplace Policy (§3.8)

Electronic Data Processing Security Policy (§3.12)

Policy Concerning Employee Falsification of UAB Records and Documents (§3.8)

Policy Concerning Firearms, Ammunition, and Other Dangerous Weapons (§3.8)

Indirect Cost Reimbursement Policy (§§3.3, 3.5.1, 3.5.2; also §5.4)

Policy Concerning the Maintenance of High Ethical Standards in Research and Other Scholarly Activities (§3.6)

Nonsmoking Policy (§3.8)

Patent Policy (Board of Trustees Rule 509) (§3.10)

Personal Services Approval and Payment Policy-UAB Employees (§3.5.2)

Political activities of University Personnel (Board of Trustees Rule 304) (§3.2)

Sexual Harassment Policy (§3.9)

 

Year 2:  Sections 4 through 7, and the following policies referred to in §8:

 

Policy Concerning AIDS and HIV Infection

Policy Concerning the Use of the UAB Campus Mail System

Equipment Accountability Policy

Family and Medical Leave of Absence Policy (§7.5.2)

Employee UAB-related Foreign Travel Policy (6.1.3)

Health Care Policy for International Students and Scholars (§4.1)

Information Disclosure and Confidentiality Policy (§5.2)

Purchasing Policies and Guidelines

Sick Leave Donation Policy (§7.3)

Use of UAB Resources by External Entities

 

 

Year 3:  Sections 2.1 through 2.5, and the following policies referred to in §8:

 

Equal Opportunity Policy (§2.1)

 

Year 4:  Section 2.6, and the following policies referred to in §8:

 

Hiring Approval Policy (§2.6)

Applications for Labor Certification (§2.6)

Policy Concerning the Re-employment of UAB Retirees (§2.6)

 

Year 5:  Sections 2.7 through 2.9 and Appendices A, B, and C

 

 

Chair Greenup reported to the FPPC members that with the approval of the new handbook review cycle and procedure it would be necessary to add some type of statement on the handbook review process in the Operating Rules of the FPPC so that there would a means of assuring that future FPPC committees know the process and the recommended review cycle for the handbook review.

 

 

 

  1. Chair – Election and Duties

 

    1. Term – The term of the Chair shall be from June Meeting to June Meeting at which meeting the retiring chair will serve until the new Chair is elected.
    2. Number of Terms – No person may serve more than two consecutive terms as Chair.
    3. Appointment of Nominating Committee – Prior to the March Meeting, the Chair shall request from the FPPC membership the names of  two FPPC members to serve on the Nominating Committee for the purpose of presenting nominations for the position of Chair, Vice- Chair and Secretary at the June Meeting.
    4. Election of Chair – June Meeting

       Nominees will be asked to prepare a statement of background and interest in service to share with FPPC members prior to the June election meeting

      Members may make additional nominations at the June meeting.

      Nominees must be members of the FPPC and typically will have served at least the preceding year on the FPPC. 

 

5. Balloting – election of the Chair shall be conducted at the June Meeting by secret ballot using approval voting. Tie votes shall be decided by the flip of a coin. Refer to the Section E. Nominating Committee below.

6. Voting Privileges – Votes by the Chair will be in accordance with Robert’s Rules of Order (latest Revision).

7.      FPPC Chair Communications with Chair of Faculty/Senate – the FPPC Chair is responsible for preparing cover letter and copy of any recommendations that the FPPC is forwarding to the Senate. These documents must be copied to the Secretary of the Faculty, the Senate Office Associate (entered in the FPPC tracking log) and the Past-Chair of the Senate who is currently serving on the FPPC. The Chair must finalize all recommendations and proposed changes to any section of the Faculty Handbook prior to forwarding to the Senate. All FPPC letters (recommendations to the Senate) must be attached to the minutes of the FPPC meeting when the decision was made to forward the recommendation to the Senate.

 

 

8.Chair Duties - The FPPC Chair elected at the June meeting of each year annually invites a representative of the Office of Legal Counsel (a permanent member of the FPPC as defined in Section 2.10.2 of the Faculty Handbook [see Section 6 of these Operating Rules] to serve as ex officio members of the FPPC during the June to May term.

                        9. Chair Duties -The FPPC Chair adds the name of the current Chair of the Faculty Affairs Committee of the Faculty Senate to the FPPC roster and assures that the monthly meeting materials are mailed to the Chair of the Faculty Affairs Committee. The Chair of the Faculty Affairs Committee serves as an ex officio member of the FPPC and assures a link of communication related to faculty affairs concerns addressed by the Faculty Senate.

10. Chair Duties -The FPPC Chair is invited by the Chair of the Faculty to serve as an ex officio member of the Executive Committee of the Faculty Senate and attends the monthly meetings of the Executive committee and the monthly meetings of the Senate Executive Committee with the President and the Provost. (Refer to Senate Bylaws for this role of the Chair in Section 6. II.2.b.)

 

  1. Vice-Chair – Election and Duties

 

    1. Term – The term of Vice-Chair shall be from June Meeting to June Meeting.
    2. Number of Terms – No member of the FPPC may serve more than two consecutive terms as Vice-Chair.
    3. Balloting – election shall be conducted by the Nominating Committee and at the same time as the Chair election.
    4. Voting Privileges – the Vice-Chair shall have full voting privileges as a member of the FPPC.
    5. Duties of Vice-Chair

 

·        Serve as Chair in absence of Chair

·        Assist Chair with action items and follow up from meetings

·        Monitor online UAB Faculty Handbook and Policies and the  You and UAB Handbook to notify the FPPC of any updates to postings for each FPPC meeting.

                 

  1. Secretary – Election and Duties

 

    1. Term – The term of the Secretary shall be from June Meeting to June Meeting.
    2. Number of Terms – No member of the FPPC may serve more than two consecutive terms as Secretary.
    3. Balloting – election shall be conducted by the Nominating Committee and at the same time as the Chair  and Vice-Chair elections.
    4. Voting Privileges – the Secretary of the FPPC shall have full voting privileges as a member of the FPPC.
    5. Duties of Secretary of FPPC

 

·        Takes minutes/notes at the FPPC meetings (the Senate’s Office Associate will take minutes also and prepare the first draft of the minutes of the FPPC meetings.)

·        Reviews and revises as needed the draft of the minutes.

·        Forwards the second draft of the minutes to the Chair [Chair finalizes the DRAFT to be sent to FPPC members].

·        Assists the Chair with forwarding FPPC recommendations to the Senate Office Associate, Senate Chair, Senate Secretary.

·        Monitors attendance of representatives and/or alternates at the FPPC meetings. This is to assure that each unit is represented at the regular and called meetings of the FPPC.

 

 

  1. Nominating Committee

 

                  1.  Membership –Two currently serving members of

                       the FPPC identified by the March meeting. The chair of the

                       Nominating Committee shall be determined by the two members of the

                       committee.

               

                  2.  Duties of Nominating Committee members

 

·        Solicit nominations for the positions of Chair, Vice-Chair, and Secretary of the FPPC.

·        Seek two nominees for each position and complete ballot slate by May 15 of each year.

·        Request from nominees [Chair, Vice-Chair, Secretary], a statement of background and interest in service and forward this information to the Senate Office Associate by May 31 of each year for distribution to FPPC members [returning and new] prior to June FPPC meeting.

·        Conduct the election at the June FPPC meeting using secret ballot and approval voting.

·        Report the results at the June FPPC meeting.

 

  1. Meetings

 

    1. Regular Meetings – regular meetings of the Committee shall be held on the third Friday of each month except when the FPPC needs to attempt to avoid a meeting within the same week as the Faculty Senate.
    2. Cancellation of a Regular Meeting – the Chair may cancel a regular meeting, except in the month of June, when it is deemed that there is insufficient business to warrant holding the meeting.
    3. Called Meetings – The Chair or any five members of the Committee may call a meeting of the Committee upon ten-calendar days written notice to the other members of the Committee.
    4. Quorum for Regular Meetings – The members and alternates present at a regular meeting of the Committee shall constitute a quorum.
    5. Quorum for Called Meetings – The quorum for a called meeting shall be a majority of members and their alternates.
    6. Meeting announcements and packets with minutes/attachments shall be forwarded to all FPPC members and the administrative assistant for Associate Provost and Provost who request to receive the packets and meeting notifications.
    7. Meeting announcements via email shall be sent to all FPPC members at least 48 hours prior to the meeting to remind members of the meeting.
    8. Any updates that appear in the UAB Reporter related to UAB Policies and changes in the UAB Faculty Handbook or the YOU & UAB Handbook shall be retained in the files for the FPPC in the Faculty Senate office.
    9. FPPC Meeting agenda template may include the following subheadings:

a.       Call to order

b.      Adoption of Minutes for pervious meeting

c.       Chair Report

d.      Senate Report – status of items submitted to Senate by FPPC – Senate Representative to FPPC

e.       Old Business- including action items from previous meetings

f.        New Business

g.       Presentation of Information Items

h.       Review of Action Items Resulting from Meeting – identify the action needed, who will perform and the date by which task is to be completed

i.         Action Items from Previous Meetings – Record of Status Related to Action – List Must Include Letters to be Prepared by Chair and Record of Action and Tracking

j.        Materials Distributed Electronically

k.      Materials Distributed as Hard Copy at Meeting

l.         Announcements – to include next meeting date, time and location

m.     Adjournment

               

    1. FPPC Meeting Minutes Template – The meeting minutes template should be similar to the agenda template (refer to item 9.0 above) as a guide and the minutes of each meeting should reflect the subheadings of the specific meeting’s agenda. All letters prepared by the Chair (sent to Senate and matters related to FPPC functions) must be attached to the minutes of the meeting when the decision is made for the request for action by the Senate for information required by the FPPC.

 

a.        Call to order

b.      Adoption of Minutes for pervious meeting

c.       Chair Report

d.      Senate Report – status of items submitted to Senate by FPPC – Senate Representative to FPPC

e.       Old Business- including action items from previous meetings

f.        New Business

g.       Presentation of Information Items

h.       Review of Action Items Resulting from Meeting – identify the action needed, who will perform and the date by which task is to be completed

i.         Action Items from Previous Meetings – Record of Status Related to Action – List Must Include Letters to be Prepared by Chair and Record of Action and Tracking

j.        Materials Distributed Electronically

k.      Materials Distributed as Hard Copy at Meeting

l.         Announcements – to include next meeting date, time and location

m.     Adjournment

 

Sections A-C were approved by the FPPC on June 18, 1999 by 2/3 votes of the members. Sections A and C were amended on April 19, 2002 by a 2/3 votes of the members. Sections A-C were amended by 2/3 votes of the FPPC members on April 18, 2003.

 

  1. Email voting

 

    1. The Chair may initiate an email vote when he/she deems that an issue requires action prior to the next regular meeting of the Committee.
    2. This procedure is not intended to replace a regular meeting of the Committee and should be used in rare situations.
    3. Email votes will be accepted from members (or alternates) but ex-officio members are encouraged to provide feedback to the Committee and/or to the Chair in the same sense that they participate in discussion at regular meetings.
    4. The deadline for members to respond to the vote request will normally be at least 2 weeks from the date the email is sent by the Chair.
    5. The Chair should attempt to ensure that all members receive notification of the email vote.
    6. In an effort to ensure that discussion will not be limited or circumvented by use of the email vote, if any member votes in the negative, the vote is halted. The issue is then placed on the agenda for discussion at the next regular meeting of the Committee.
    7. The vote will be tabulated and certified by the Chair and reported at the next regular meeting.

 

Section D Email voting was approved by the FPPC on March 16, 2001 by 2/3 vote of the members.

 

 

RESOLUTION by the FACULTY POLICIES AND PROCEDURES COMMITTEE

 

                        Whereas the Governance and Operations Committee of the Faculty Senate at its Meeting on April 7, 1999, in response to a request from the Faculty Policies and Procedures Committee by “Bylaw amendments to monitor absences and designate a ‘faculty alternate’,” did state that “it was within the prerogative of the Chair of any Senate standing committee, in conjunction with its members, to establish the committee’s operating rules” and

 

                         Whereas the Bylaws of the Faculty and Senate (Article II, Section 2, Sub-Section (c) provide for the election of the Chair of the Faculty Policies and Procedures Committee by the Committee and

 

                          Whereas the Bylaws of the Faculty and Senate (Article II, Section 2, Sub-Section (c) provides latitude to the Faculty Policies and Procedures Committee in the establishment of meetings,

 

                            NOW THERFORE BE IT RESOLVED that the Faculty Policies and Procedures Committee hereby establishes, by a two-thirds vote, the following Operating Rules relative to membership, Chair, and meetings and

 

                            BE IT FURTHER RESOLVED that amendment of these Operating Rules may be achieved only by a two-thirds vote of the voting membership of the Faculty Policies and Procedures Committee.

 

Passed the 18th day of June 1999.

 

           

F. New Business       

 

No new business items were introduced.

 

G. Presentation of Informational Items:

 

        No report was available for this meeting.

 

H. Summary of Action Items for February 17, 2006 FPPC Meeting:

 

 

ACTION ITEM: Chair Greenup will contact Provost Capilouto/Glenna Brown to obtain information as to who determines which policies are faculty-related and forwarded to the Senate/FPPC.

 

ACTION ITEM: Chair Greenup will distribute the “periodic career review” document electronically and request that FPPC members submit questions and comments to Mark Lockhart

 

ACTION ITEM: Chair Greenup will forward Section 2.6.3.7 with questions to be discussed at the March FPPC meeting.

 

ACTION ITEM: Chair Greenup will ask the Faculty Senate Executive Committee the status of the implementation of this working group charged to audit the annual faculty evaluations process.

 

ACTION ITEM: The Subcommittee on Student Seminars-Intellectual Property and Ethical Behaviors will continue to meet and develop recommendations for the FPPC consideration.

 

 ACTION ITEM: Dr. Scripa will notify Chair Greenup when the spiral copies of  the handbook are available for distribution to the FPPC membership.

 

ACTION ITEM:

Chair Greenup question for clarification at the March 17, 2006 meeting. What does this mean? The Introduction is an overview section about the handbook. Why would the FPPC not review this section?  Part I of the handbook contains the narrative of information about the policies and is very relevant for FPPC review because this section is that information most likely read by the faculty and Part I does include Section 2.0.

 

We need to discuss this at the March 17, 2006 meeting.

 

 

ACTION ITEM: Chair Greenup will include statements about the FPPC handbook review process into the next version of the Operating Rules draft so that the handbook review process will be clearly defined as an ongoing process of the FPPC.

 

ACTION ITEM: The Subcommittee report on handbook cycle review timeline will be discussed at the March 17, 2006 FPPC meeting.

 

ACTION ITEM: Subcommittee Chair Coar will submit the group’s recommendations to Chair Greenup for inclusion in the agenda of the March 17, 2006 FPPC meeting.

 

ACTION ITEM: The revised 2-17-06 version of the Operating Rules will be            distributed to the FPPC members for discussion at the March 17, 2006 meeting.

 

I. Review of Action Items for January 2006 FPPC Meeting:

 

 

  1. Chair Greenup – will follow up with Chair of Governance & Operations Committee and Chair Peter Anderson of the Senate to obtain response to FPPC

       request about the Senate conducted elections process for the FPPC.  

      COMPLETED

  1. Chair Greenup – will follow up with Cheryl Locke and Kris Findlay for future interactions between HR and the FPPC and how to establish working communications   PENDING
  2. Chair Greenup – will prepare a letter to Chair of Senate and copy the Past-chair representative to the FPPC concerning the FPPC review of the Copyright Policy Draft. See the following letter. COMPLETED

            Chair Greenup -  will prepare a letter to the Chair of the Senate and Past Chair to

            request that the Senate review and forward the FPPC’s recommendations for

            Family Friendly Policies. COMPLETED

 

  1. Chair Greenup – will send email to faculty members of the FPPC to request templates for CV for any one willing to share for the development of a template for use by the Health Related Professions promotion and tenure packets COMPLETED
  2. Chair Greenup – will communicate with Chair of the FPPC Subcommittee on Student Ownership and Ethical Issues to request that the group review Policy 22 – High Ethical Standards for information related to the work charged to the subcommittee PENDING
  3. Chair Greenup – will communicate with Richard Marchase to determine the status of the administrative review of the High Ethical Standards Policy or Policy 22; the FPPC started work on this policy and Section 3.6 in 2003 and has been waiting for information from administration before proceeding with review of these documents. DETERMINED TO NOT BE NECESSARY BASED ON INFORMATION SUPPLIED BY PROVOST CAPILOUTO TO EXECUTIVE COMMITTEE OF THE SENATE
  4. Chair Greenup – will add to the agenda for the February FPPC meeting the Operating Rules so that the FPPC can finalize the review process for the Operating Rules. COMPLETED
  5. Chair Greenup – will communicate with Cheryl Locke and Glenna Brown to determine where the UAB – wide Policies and Policy Development activities are currently located and who is responsible for the activities (Provost Office of Planning and Analysis or HR)   PENDING
  6. Chair Greenup – will request the Senate Office Associate to add Kris Findlay and Cheryl Locke to the FPPC mailing listing for email distributions; the roster also needs to be updated for SBS with replacement for Carolyn Conley COMPLETED
  7. Chair Greenup – will request that the Senate Office Associate implement a tracking log process for requests sent from the FPPC to the Senate so that there is a mechanism to document and track requests and that a reply/response mechanism can be implemented COMPLETED
  8. Chair Greenup – will forward the revisions to the remaining sections of the UAB Faculty Handbook and Policies based on the work completed by the FPPC during 2004 and 2005. The current sections and the proposed revised sections will be prepared as tracked documents; a cover letter will be sent to Chair Anderson and copied to Past-chair Benditt; Mark Lockhart will be copied on this communication; letter and files will be attached to February FPPC minutes and described in Chair report.  COMPLETED
  9. Ted Benditt – as chair of the Handbook Review subcommittee will continue work with the group to prepare a timeline review of the handbook proposal for the FPPC. COMPLETED
  10. Madelyn Coar – as chair of the Family Friendly Policies subcommittee will continue to work with the group to prepare recommendations for tenure extension and tenure retention during short term conversion to part-time status PENDING

 

  1. ACTION ITEM: Chair Greenup will send corrected letters to Education and

      Dentistry representatives concerning the eligibility of current members of the

      FPPC for the election process during spring 2006. COMPLETED

 

J. Review of Actions Items Pending from the November 2005 FPPC Meeting:

   

1. ACTION ITEM: Chair Greenup will communicate with Chair of Governance & Operations committee concerning the election process by the Senate. COMPLETED but Pending for the Official Report from Senate.

 

2. ACTION: Jeanne Hutchison presented a motion that the FPPC accept the report from 

the subcommittee and that the FPPC implement the recommended process. Mark

Lockhart seconded the motion. This motion was approved. PENDING IMPLEMENTATION; discussion will be part of the Operating Rules revision process.

 

4. ACTION ITEM: This topic of student ownership and intellectual property

discussion will be continued at the next FPPC meeting. PENDING; this topic is related to Copyright Policy and the Policy 22 on High Ethical Standards

 

5. ACTION ITEM: Chair Greenup indicated that the Operating Rules revisions will be

addressed at the next FPPC meeting. PENDING

 

K. Materials Distributed to FPPC Members Electronically Prior to Meeting

 

1.      Agenda for February 17, 2006 meeting

2.      DRAFT minutes of January 20, 2006 meeting

3.      Updated roster

4.      Operating Rules – 11-10-06 version

5.      Subcommittee on Handbook review

 

L. Materials Distributed at the Meeting

 

1.      Senate Periodic Career Review Proposal

2.      Section 2.6.3.7 annual faculty evaluation

 

M. Announcements:

 

1.      Next meeting of FPPC March 17, 2006

2.      Elections – FPPC nominations due February 24, 2006 for business, education, health related professions, dentistry and public health

3.      Parking instructions for Penthouse location need to be sent to FPPC members along with the meeting announcement

 

N. Adjourned

 

            Meeting adjourned at 9:30 a.m.