Texas A&M University-Commerce Accreditations

Deans Council Meeting
Boardroom BA 290
August 28, 2007

Attendance: President Keith McFarland, Dr. Mary Hendrix, Dr. Hal Langford, Dr. James Klein, Dr. James Vornberg, Dr. Allan Headley, Dr. Sharon Chambers, and Dr. Deborrah Hebert.

New Search Procedures – (PDF Document) Human Resources (HR) staff, Ken Crutchfield, Margaret Williams, and Michelle Vieira, attended the meeting and presented the new search procedures for the university that will go into effect September 1, 2007. The new procedures have been approved by the Presidential Advisory Committee and were developed as a result of a recent audit denoting deficiencies in the university’s hiring process, procedures and documentation. Ms. Michelle Vieira, Search Process Manager, is available to assist throughout the search process. Some of the highlights presented included:

All positions will be posted with open/close dates and will remain posted for ten (10) calendar days. Contact HR if an extension is needed.
All employees (faculty, staff, and students) will be required to take and pass mandatory HR training.
Students cannot serve as members of the search committee, but their viewpoints are encouraged through other means.
Search Authorization forms must be completed and signed as indicated on the form.
Letters acknowledging receipt of their applicants must be sent to all applicants submitting an application packet. If incomplete application packets are received, it will be left up to the discretion of the search committee to decide if applicants are provided an opportunity to submit additional documents to complete their packets. However, all applicants in the search must be given the same consideration.
The application form will now be required as a required document in the application packet. The vita solely is not sufficient.
After screening applicants, the search committee must send written notice to unsuccessful candidates. Electronic notices are permissible.
Human Resource is now performing national background checks of individuals recommended for hire.
All contract letters will be originated from the Provost Office. The Provost Office will not send an offer letter until the official transcript is received from the recommended applicant.
HR must receive copies of search advertisements. In planning searches, departments can coordinate their efforts by going in together and placing one large advertisement for several positions.
All internal searches must be approved by the President. An internal search may be requested for executive, professional, and support staff positions when the hiring supervisor justifies that an internal search will benefit the needs of the University and the department. All internal search requests are required to complete the “Request for Internal Search” form with appropriate signatures.
Ad Interim hires will not be approved for longer than twelve (12) months. Please plan searches accordingly.
To conduct business, all committee members do not have to be present, but a quorum is necessary.

Mr. Crutchfield encouraged all faculty to contact HR in the event they had questions or needed assistance with the search process.

Merit Pay Guidelines – The Provost requested Council members to submit their merit pay recommendations electronically to her office no later than September 5th. The deadline for submission to HR is September 7th. Council members were reminded to work with their department heads/directors and that all recommendations are to be based on merit. Merit increases are not counted in the equity increases. Recommendations are for 2006-2007; therefore, recommendations should be based upon evaluations for the appropriate rating period.

Roll-Over Requests – (PDF Documents: Reappropriations Guidelines and Form) Council members were reminded to review the guidelines for reappropriation requests and adhere to the submission deadline of September 10th. This is the deadline for all reappropriation requests to be submitted to the Provost Office.

College Plans – The Provost Office has received the College of Arts and Sciences’ strategic plan; however, plans have not been received from the College of Business and Technology Services and the College of Education and Human Services. Sometime during September 18-21, each college and/or division will be making their presentations for their plan; therefore, all college plans must be received by the Provost no later than this week.

Enrollment – Enrollment figures have increased; however, the university will adhere to their drop policy. Therefore, Council members are asked to reminded faculty and staff to announce to students on the first class day that fall schedules will be dropped on Monday, September 3 at 7 p.m. for students who have not paid at least half of their tuition/fees. Students should be reminded to check their myLeo accounts for their current financial status. If assistance is needed in paying, they should contact the Bursar’s Office for a short term loan, if eligible. The Tele-Counseling Center is in the process of calling student and reminding them of the drop policy. If students are waiting for financial aid award or for a decision regarding a financial aid appeal and their anticipated financial aid is not posted to their account by 8:00 a.m. Monday, September 3rd, they should contact the Bursar’s Office as they will be subject to the drop policy as well.

Retention – “House Call” is scheduled for August 10. It is important for students to know that university faculty and staff care about them. Remind faculty and staff that they are important as we assist in shaping our students’ behavior. Faculty are to be reminded that they must record attendance and when needed contact students to determine if assistance is needed. Future discussion may include the need, identification and utilization of retention teams. It was also mentioned that the university should improve their connections with commuter students.

Faculty Development – Dr. Chambers requested the assistance of Council members in getting the word out about available workshops sessions the Faculty Development Committee has developed for faculty for the fall semester. Some workshops will be for all faculty; whereas, other workshops will be targeted for department heads. The Provost Office will purchase books to present to faculty attending specific workshops. Lunch will also be provided by the Provost Office to faculty that attends these workshops.

New Faculty Retention – Follow-up contact is needed with new faculty. New faculty are to be encouraged to attend the September 19th Provost Tea & Coffee. In November a follow-up meeting will be held with new faculty members to assist with their retention. The deans will be included in the planning of this event.

2007 Distinguished Alumni Nominations – (PDF Document) Council members were reminded to complete and submit their nominations to the President’s Office no later than October 1 if they know of any alumni that should be considered for 2007 distinguished recognition.

Presidential Comments – The President emphasized his support of faculty to improve student behavior and civility on campus. Current university plans are to actively pursuit the purchase of Prairie Crossing Apartments.