Deans Council Meeting
Boardroom, BA 290
November 18, 2008

Attendance: Dr. Mary Hendrix, Dr. Sharon Johnson, Dr. Hal Langford, Dr. Allan Headley, Dr. David Crenshaw, Dr. Brent Mangus, and Stephanie Holley. Minutes taken and submitted by Cynthia Rhodes.

Enrollment – Current enrollment reports (Winter-Mini and Spring 2009) were shared with Council members. These reports can be used as a benchmark to monitor and determine how successfully the new scholarship initiative campaign affects winter-mini and spring enrollment. The spring reports currently reflect a slight decrease in enrollment, but a decline in credit hour figures. Winter-mini is up and should continue to gain momentum.

Summer Academic Schedule for 2009 – The Texas Higher Education Coordinating Board has requested that universities provide their summer academic schedule for 2009. The Provost asked if deans had discussed this issue with department heads and faculty. Dr. Hendrix emphasized that our schedule should coincide with local public school districts so that our classes do not begin before local school districts end their school year. Dr. Hendrix also reminded deans that innovative delivery modes need to be considered. Surveys conducted indicate students find it difficult to attend classes for four days each week. Dean Mangus offered to check the academic school calendar for local public school districts and share pertinent dates with Deans Council.  Dr. Hendrix asked that deans come prepared at the next meeting to finalize dates and present their plans for summer school.

Procedure 15.01.01.RO.02 “Distribution and Expenditure of Indirect Costs of External Grants for Scholarly and Creative Activity, Teaching, and Service” – Departments receive a portion of the indirect costs from external sources to support scholarly activity. Therefore, since Principal Investigators (PI) are given release time, the suggestion was made that department funding be used to hire adjuncts faculty when they are hired to replace the PI during the grant period. Discussion was held regarding the distribution of indirect costs and all agreed that Dr. Headley would work with a committee to review this issue. Dr. Headley will bring the committee’s recommendation(s) to Deans Council at a future Council meeting.

Bilingual/ESL Education Summer Study Abroad 2009 – Assistant Professor Chris Green, Curriculum and Instruction, was successful last year in directing a summer study abroad program. She has requested that the program be approved again for summer 2009. Deans Council members reviewed the proposal as an information item and recommended that the Office of International Studies review international studies programs for approval/disapproval. 

Procedure 11.04.99.RO.15 - "Course Requirments for the Master's Degree"- Dr. Headley presented a proposal to revise this procedure to include a standard requirement for the Master of Science degree. The proposal would include an option for students to complete a 30 semester hour program (including 6 hours of thesis) or an option to complete 36 semester hours (non-thesis). Concern was expressed that the proposal would indirectly give a weight of 12 hours to the thesis. A consensus could not be reached; therefore, deans were assigned to work together to resolve their concerns and present their resolution at the next Deans Council meeting.

Procedure 11.04.99.RO.11 “Admission to Graduate School” – Dr. Headley presented a proposal to revise this procedure in order to reflect the following.
7. Master’s Degrees
            B. Probationary Admission Status.
            Removal of Probationary Status: Probationary status will be changed to full admission once the student has met one of the following sets of requirements:

Deans voted unanimously to approve the proposed change to Procedure 11.04.99.RO.11.

Procedure 11.04.99.RO.19 “Graduate Student Course Loads” –Dr. Headley presented a proposal to revise this procedure and add the following statement:

4. A doctoral student admitted to candidacy and enrolled in 3 hours of 718 dissertation credit is considered half-time.

Deans voted unanimously to approve the proposed change to Procedure 11.04.99.RO.19.

Post Award Grant Management – Concern was expressed regarding the management of awarded grants throughout the grant award period. Although staff in Financial Services and Graduate Studies and Research work closely to monitor grant activities, there remains a concern that grants need to be monitored more closely to ensure expenditures are processed timely and throughout the grant period and that grant activities are progressing according to the proposal. The recommendation was made that Graduate Studies and Research would monitor grant activities and would be responsible for notifying the Principal Investigator (PI), department head, college dean, and Provost of any concerns.. Dr. Headley committed that his office, Graduate Studies and Research, would prepare a monthly activity report to reflect grant movement and expenditures. This report will be distributed to the college deans monthly.

Entity-Wide Risk Assessment Initiative - In a continued effort to be proactive and understand and manage business risks that the University may face, Council members have been asked to participate in an Entity-Wide Risk Assessment Initiative conducted by Webb Watch Corporation. Mr. Calvin began the initiative with a presentation regarding environment, process and decision-making risks. Participants in this initiative will be requested to participate in a wireless online survey and attend a final exercise meeting on December 15, BA 290, at 2:30 p.m.