UAA Assembly...UAA Assembly Agenda Thursday, May 11, 2006 1:00 - 3:30 p.m. ADM 204 Access Number...

UAA Assembly Agenda

Thursday, May 11, 2006

1:00 - 3:30 p.m. ADM 204

Access Number 1-800-519-1987 Meeting Number *1526331*

(for members outside of Anchorage only)

I. Call to Order II. Introduction of Members

( ) President - Kim Stanford ( ) Vice President - Jan Vandever APT Classified Faculty USUAA ( ) Bob Kizer ( ) Jennifer Myrick ( ) Kerri Morris ( ) Anthony Rivas ( ) Elizabeth Downing ( ) Lois Hall ( ) Bogdan Hoanca ( ) Damjan Jutric ( ) Jim Cummings ( ) Megan Carlson ( ) Deb Narang ( ) Natalia Korshin ( ) Joyce Colajezzi ( ) Wendy Withrow ( ) Suzanne Strisik ( ) Luke Thomas ( ) Suzanne Browner ( ) Vacant – Comm.

Campus Rep ( ) Raymond Baker

III. Approval of Agenda (pg. 1-2)

IV. Approval of Meeting Summary – April 13, 2006 (pg. 3-14)

V. President’s Report (pg. 15)

VI. Administrative Reports A. Chancellor Maimon B. Interim Provost Gehler C. Vice Chancellor of Administrative Services Ejigu D. Vice Chancellor of Advancement Lindbeck E. Vice Chancellor for Student Services Lazzell F. Vice Chancellor for Community Partnerships Carter-Chapman

VII. Governance Reports

A. System Governance Council B. Faculty Alliance/Faculty Senate C. Staff Alliance (pg. 16) D. APT Council E. Classified Council (pg. 17) F. Coalition of Students/Union of Students G. Alumni Association

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May 11, 2006 University Assembly Agenda

VIII. Old Business A. Strategic Plan Update – Will Jacobs

IX. New Business

A. Dashboard – Gary Rice B. USAAA Resolutions 1. Digitizing Instructor Syllabi (pg. 18) 2. Staff in Course Schedules (pg. 19-20)

X. Information/Attachments

A. Start Walking http://www.alaska.edu/HR/StartWalking/ B. 2007 – 2007 University Assembly Membership / Schedule http://www.uaa.alaska.edu/governance/

XI. Adjourn

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UAA Assembly Summary

Thursday, April 13, 2006

1:00 - 3:30 p.m. ADM 204

Access Number 1-800-519-1987 Meeting Number *1526331*

(for members outside of Anchorage only)

I. Call to Order

II. Introduction of Members

(x) President - Kim Stanford (x) Vice President - Jan Vandever APT Classified Faculty USUAA (x) Debbie Dickey (x) Megan Carlson (x) Kerri Morris ( ) Anthony Rivas ( ) Jennifer Jones (x) Rebecca Jackson ( ) Greg Protasel ( ) Damjan Jutric (x) Barbara Markley

(Suzanne Browner) (x) Cheryl Page

(Lois Hall) ( ) Suresh Srivastava ( ) Natalia Korshin

(x) Bob Kizer (x) Tania Rowe (x) Suzanne Strisik (x) Luke Thomas (x) Bobbie Weber ( ) Raymond Baker

III. Approval of Agenda (pg. 1-2)

Add under X. D. Open Enrollment/Health Care E. Electronic Faculty Workload

IV. Approval of Meeting Summary – March 9, 2006 (pg. 3-8)

Approved with revisions. V. President’s Report (pg. 9)

Faculty Association meeting Friday mornings, going well. PBAC, meet April 27, 28, May 1 and May 5.

VI. Administrative Reports

A. Chancellor Maimon – attending BOR B. Interim Provost Gehler – Tom Miller attended – April 6 meeting, 50 people

attended, Walter Melch, Dept. of Ed. School of Ed. San Francisco. Discuss issues across University system.

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April 13, 2006 University Assembly Page 2 Summary

Research and Graduate Studies, slimming down commencement – hooding masters graduates May 6 at Wendy Williamson, invitations sent out. Vice Provost of Graduate and Research Studies coordinating. Psychology Ph.D.:

• Permission to admit students in Psychology Ph.D. program in Anchorage.

• Eight admitted in Anchorage, 8 in Fairbanks. • Degree awarded with UAF. Ph.D. program put together as joint

program, academic policies made at department level by joint faculty of UAA and UAF.

• Not clear enough of Commission of Colleges who was in charge of this program. It was also noted by the Commission that UAA does not have Ph.D. granting status under that agency. They noted that in a letter back to us and asked us for further clarification or rewrite of prospectus. They were interested in seeing that this program did not move us into a different accreditation status.

• The prospectus that was sent to the Commission on Colleges was very carefully revised. There were certain characteristics that faculty wanted to preserve. Decisions of faculty and governance made jointly remained the same.

• The joint award of the degree, which was initially intended with joint seals, is off the table because of the accreditation issue.

• The final decisions will be by the Dean of Graduate School or Provost of UAF. It preserved intent of program at program and faculty level.

• We will look into making arrangements to address the status issue and hoping at sometime in the future that we will be able to offer joint Ph.D.s.

Master Program – Environmental Science and Technology:

• Regents two days ago approved Masters Program, Applied Environmental Science and Technology.

• Used to be engineering program, environmental quality engineering, or environmental quality science.

• Expanded into collaborative degree, courses math, science, biology, engineering.

• Expands option for students to get masters in environmental technology.

• For engineering students, exposes them to science. • Degree out of UAA, administered through School of Engineering.

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Occupational Endorsement Certificates: • Three years ago, one type of certificate awarded, undergraduate

certificate between 30 and 60 credits. • In past three years, instituted Graduate Certificate 12 – 29 credits, post

baccalaureate certificate 24-60 credits. • Primarily undergraduate courses after taking Baccalaureate Degree. • Occupational Endorsement Certificate, programs of 9-29 credits, less

than a year. • Converting Non-transcripted Certificates to Occupational Endorsement

Certificates, used to be no admission requirements for these, now there will be.

• Award of certificate will be transcripted. • Opens up programs for financial aid, must be admitted to program to

get aid. New provost

• Mike Driscoll, starts 1st of June. He is from Portland State University. Will Jacobs:

• Would like larger block of time at May meeting to talk about Chancellor’s interim strategic guidance.

• We began in December with a series of conversations with groups across the campus.

• We met with 40 groups, including Assembly, Classified Council, staff members at each of community campuses.

• At the outset, the object of the exercise was to prepare from conversations and other sources, draft strategic plan by first of May to the Chancellor.

• We have gone over the material. The Chancellor is very pleased with content. She would like to have more external community involvement to include more consultation with members outside the institution.

• We will resume conversations in fall. • Will has prepared an interim report, summarizing many conversations

we all had. It is called: Draft Interim Strategic Guidance. • It was prepared on the basis of what people are saying, what kind of

strategic guidance they would care to give to the University. It is in draft form. It is progressing nicely.

• The Chancellor’s intention is that it be in her hands the First of May. She will issue to the University Community an Interim Strategic Guidance document by May 15.

• I would like 20 minutes to go over the document at the May Assembly meeting.

C. Executive Vice Chancellor Ejigu – attending BOR

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D. Vice Chancellor of Advancement Lindbeck (pg. 10)

• We are halfway through rebuilding efforts. • We are ahead of pace for fundraising goal. • Steve encouraged committee to ask questions of him if you have them. • Invited members to come in and tour Advancement area and talk to

employees. • New Commencement Coordinator Tami Choquette. • Vicki Frakes – Steve’s Executive Assistant, starts Monday.

E. Vice Chancellor for Student Services Lazzell

Passed out written report.

• Trio – scholarship • Graduation ceremonies, several other ceremonies. Very stressful for

students. • Application for summer due May 1. • Application for Fall Admission due May 1. • Quinton Simeon has been chosen as 2006 Student commencement

speaker. • Alaska Native Rural Outreach (ANROP) coordinator Karla Booth

awarded Chancellor’s Award for Excellence. • Northern Light awarded second place in the “Best Weekly Paper”

category by the Alaska Press Club. • Students may now withdraw on-line from semester length courses.

They don’t have to stand in line. • Suggestion about making note to students that withdrawing from

courses may affect financial aid.

F. Vice Chancellor for Community Partnerships Carter-Chapman Not present.

VII. Governance Reports

A. System Governance Council

Bob – No February Meeting – next meeting next week on 23rd. B. Faculty Alliance/Faculty Senate – Kerri Morris

Ph.D. process – Chancellor and Provost did consult E-board. We were comfortable, as was the Psychology Department. They are working with full fledged status for the program.

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GER – Request from Faculty Alliance from three universities to work out transferability issues. UAF is the institution with issues. UAA doesn’t want to work with them right now. We are not going to get together right now. Kerri would like to know from students if there is an area of concern with GERs. Kerri can pass on to UAB and Executive Board. Question from Lois on transferability. Kerri – We have a menu system, UAF has a core system. BOR demands that they are all interchangeable. Issues with AP exams, cut scores. Exam scores for one university not acceptable for the other. UAF has made comments that UAA has lower standards than UAF. Students take courses here and transfer them to UAF. If UAF has problems with any of the transfer issues, students pull out BOR policy and argue policy with UAF.

C. Staff Alliance (pg. 11) Try to visit legislators, go to capitol building, and meet with representative and legislator. They will introduce you. Met with legislators in Juneau on April 5-6.

D. APT Council

Bob – Pharmacare changeover – comments on coordinating changeover. A lot of people have medications on file with their current provider. Employees were wondering how information was going to transfer. We need to take forward this information to Mike Humphrey to find out how this is going to happen.

E. Classified Council (pg. 12)

Staff Development Day May 10, conflicts with date grades are due. Spoke to Vice Chancellor Ejigu.

F. Coalition of Students/Union of Students

Elections occurred over last few days. Tomorrow information will be posted in Student government window and on web site. Concert board fee increase was on the ballot. If that passes, we may see better concerts come to town. Have legislative meetings set up, three students at a time. If there is any follow up you want, please let Luke know. He will be going to Juneau. Main focus is the Integrated Science Building. Students want to make sure it happens. Tuesday and Wednesday going to Juneau.

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Bob - There is an issue of how they might fund it. We want to cash it out, not fund it. We want full funding this session, not general obligation bonds. Kim – Every year gets more expensive. We were told on the operating budget side that came out of the House they did not include utility cost increases, they were pulled out separately. Touch base with Pete Kelley or Wendy Redmann on utility costs, you may need to remind them about this.

G. Alumni Association

Chris Hall – Getting geared up for activities. Two of us attending Juneau trip, Melonie Osborne and Chris. Melonie will address students, welcoming to alumni status at event next week. We are trying to create systems, as board changes over, so we won’t have such a fluctuation in activity level. Looking to reach out to new students, mentoring, and social events so alumni can network with each other. Just had a curtain call. Had alumni that hadn’t been to the University for 10 years. It is difficult for most of the board to leave the office to come to the University. Request to participate via teleconference.

VIII. Old Business

A. Assembly Elections – Kim Stanford

Officer positions are generally in May. Hold elections in May, but don’t have student reps in place, or attending. They are in finals, or gone. Kim - When are student assembly reps selected? Luke – First few weeks of fall semester. Can be selected at last meeting of USUAA.

Kim – We talked about having officers being interim during summer and

holding elections in September. We may need to entertain delaying elections until September.

Bob – APT is looking at changing their Bylaws to September elections for

officers. Motion to postpone elections until September. Motion passed

unanimously.

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B. Speaker’s Bureau Update – Larry Foster

• The Assembly was asked to develop a Speaker’s Bureau in January of

last year. • A copy was delivered to Kim and Advancement. • The Assembly completed the task. They selected speakers, four

rosters, with a three year review cycle on how this works. • There is a form deans and applicants fill out. • We have an initial list of speakers. One college submitted their entire

faculty. • I have in the document that Kim has, two letters, one was the original

solicitation from the deans, one was, please do this right the second time.

• Web site development – began last summer, with members of original development team and roster team, also members from IT and University Advancement.

• We decided to model one from the University of Texas, Austin. • Pango Media provided proposal for it. • Gebe was willing to fund. • IT is now willing to do the job Pango was going to do. Are we going to proceed with Speaker’s Bureau or build a database? Our task was to get a Speaker’s Bureau. We do not know yet what the workload requirements will be on Advancement when they have this expert database. We don’t know what the honorariums will be and how much we will charge for use of the speakers. Assembly was not asked to provide a proposal for a Speaker’s Bureau. We were asked to provide a Speaker’s Bureau. We assumed that the Speaker’s Bureau would reside in Advancement. We were asked by the Chancellor to provide and develop a Speaker’s Bureau. We should look at morphing it into an expert database. There are cost issues that Advancement needs to address. Megan – Do you think this would be best in Advancement or Community Partnerships?

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Larry – it should reside where it has the most visibility and most financial horsepower to back it up, and that is probably Advancement.

The final letter was addressed to Steve Lindbeck. He asked me to provide

all documentation for this project. Kim – This is going to Vice Chancellor Lindbeck. He had concerns that

Advancement had not been involved in this process. He had resource issues that needed to be addressed.

University Assembly has done what they were asked to do. A lot of hard work has been put into this. We need to ask the Chancellor where to proceed from here.

Larry – Whether this is a Speaker’s Bureau or expert database, the work

won’t be lost. You just have two different clienteles. Motion in support of Speaker’s Bureau: In recognition of UAA as a

public square, the concept of a Speaker’s Bureau is integral to the advancement of UAA. UAA Assembly supports the body of work that has been developed. Further, UAA Assembly encourages a timely resolution to the implementation of the Speaker’s Bureau or a similar concept.

Motion passed unanimously.

IX. New Business

A. Legislative Update – Pete Kelley

• The Finance Committee closed out the budget – It should be on the floor on Wednesday – $31.2 million covered fixed costs and new program costs.

• Went into sub committee headed by Steadman. He cut significantly to $27.2 million.

• Senator Wilken ignored report and took a number close to what he asked for and put it into Committee Substitute.

• Document that went before the Committee had $34 million over last year. Will be able to fund some of the new programs that President Hamilton is talking about. Engineering and Construction and Vocational programs for gas line development, incentives that are coming about from oil tax bill that will create more oil exploration. That number will go before Senate floor. Don’t anticipate it being amended on Senate floor.

• That bill and the House bill, $31.2 million over last year. The House and Senate bill will have to be reconciled. Three leaders from each

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side, go through line by line and adopt either number, or some number in between.

• Capital Budget, almost no discussion on this year. The petroleum production tax has dominated the legislature so much. We will begin a process of building a capital budget and look at Regents priorities, which are deferred maintenance.

• Nothing put in by the Legislature over the past 6 years. Assets depreciating. Need money for upkeep.

• There is a push from University relations statewide to get money for deferred maintenance.

• Integrated Science Building, expect full $55 million to be funded. • Expect $30 million for deferred maintenance. Ginger Blasdale,

staffer for senate, Pete will meet with next week. • There won’t be a conference committee on the capital budget. • Thanks to everyone for participating in e-mail campaign. • Would like you to pass on thank you to legislators for passing

higher budget, and thank yous to Finance Committees. • Pete can send out e-mail again with link to Budget Committee.

Wendy – Pete deserves huge thank you for engineering this. It really

does make a difference. Thanks for advocacy. B. FS Motion on Multiple Registrations – Greg Protasel

Informational Item: “For any given semester, a student may not be concurrently registered in two or more sections of the same course that have the same or overlapping starting and ending dates. UAA reserves the right to will drop/withdraw a student from any or ALL sections for which they have multiple registrations. This administrative drop may be done at any time without prior or subsequent notice to the student.”

C. UAA Food Services/Vending Contract – Bob Kizer

• Culinary Arts used to run Food Service at University. • We solicited for vendor to provide. • Aramark is handling now. • Subway also provides sandwiches. • Fairbanks has a similar need. • Juneau wants to outsource also. • We had a meeting with my counterpart in Fairbanks. It was

decided that Anchorage would extend contact for one more year. • Over this next year, we will put a RFP proposal out for food service

contract for statewide contract in place July 2007. • Currently we have a RFP for vending out. • There are only two services locally. Aurora and Vend Alaska.

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• We have about 100 vending units on campus. It is handled through Housing. Pepsi partnered with Vend Alaska.

D. Phone System Change – Rich Whitney

Presentation – IP Telephony Project (Voice Over IP) Currently have PBX system with is aging technology, approaching end of

life.

• Will upgrade UAA’s campus networks to permit high-quality transmission of date, voice and video services.

• Replace UAA’s telephone system with Voice-over-IP system Current system 3,000 phone connections on campus, replacement

technology, call managers, will be rolled in. Handsets will go away, new handsets will replace old. Current system will be in place during new deployment. We will replace phones on a phone-by-phone basis.

• Replacing existing digital telephone handsets with IP telephone handsets Nortel phones will go away, and be replaced with IP phones.

• Existing call center systems will be replaced. IT call center is an example of a call center. Enrollment Services call center another example.

• Unified Messaging system, will be able to check messages through Outlook. Listen through computer. Will only work on campus. Supported with Outlook only now.

• Implement a new e-911 system on Anchorage campus. It will give police a quadrant (area of building to respond to).

• Telephone system (Nortel 81-C) has reached capacity and end-of-life. • New buildings on drawing board, and expansion of phones, no ability

to expand. • Consolidating data and voice services onto single data network creates

efficiencies including lifecycle equipment replacement. • We will be vacating in place some phone equipment and switching to a

data network. • Integrated Science Building is being planned for, without putting in

phone network. • Currently 1,600-1,800 phones on campus. • All buildings on Anchorage campus currently served by Nortel system,

University System Diplomacy Building Aviation Complex Goose Lake Campus Carlton Trust Building Not community campus or metropolitan Anchorage office locations.

Won’t work without sizeable onetime cost. The Chancellor has

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asked me to work up Capital budget cost to submit next year for these areas.

• Project work begins April – June 2006 • Plant and readiness surveys May • Core network upgrade July • Call manager installation/testing/PBX integration August • Distribution network upgrades – July – September – replacing switches

and routers in phone closets. • Building phone placements, change out of phones – October, building

by building approach, start in Social Sciences Building. Schedule visits, floor by floor replacement.

• Technology uses data network. Battery backups will go into wiring closets so phones can be used for up to 4 hours.

• Phone placement complete by June 2007. • Telecommunications Recharge Center implemented July 2007. • Cost – Current voice recharge center, pay monthly charge. New

handset, one time charge. • There may be a small rate increase. We have driven down the rates

over the last few years. • Customers will pay for monthly charges for network connectivity on the

same basis that phones are. • Telecommunications Recharge Center will be subsidized by proceeds

from the Network Access fees assessed students. • $250,000 in one-time seed funding from UAA Administration,

committed from Administration two weeks ago when they approved business plan.

• You will not have to pay for new phone sets unless you have a new employee that needs a new phone. All current phones will be switched out.

• We will purchase from Cisco remote management network services. We will outsource surveillance to Cisco to monitor the phone system 24 hours.

• System should transfer over your messages and recordings. • State of Alaska is putting Voice Over IP throughout the state in their

offices. Just got $55 million to work with this on. • Looking at uninterrupted power supply for Residence Hall. • We will be running our system up against the UAF PBX campus. We

will be able to charge less for calls to the Fairbanks campus. (Toll bypass).

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X. Information/Attachments

A. Staff Development Day – May 10 B. Commencement – May 7

C. New Provost for Academic Affairs, Dr. Mike Driscoll – starts June 1. D. Open Enrollment/Health Care April 17 – May 16 – Don’t wait for your packet to arrive in the mail. It will

all be on-line. Employees are expected to pay less. Deluxe 40%, standard 50%, economy 70-80%. Pam Jacobs will be doing a workshop on open enrollment at Staff

development day. E. Electronic Faculty Workload

Statewide is working on. Faculty has been invited to view demonstrations.

Video presentation April 17 – live streaming at 10:00 a.m. April 18 and 19 in ADM 204. Contact Kim Perkins if you have any questions.

XI. Adjourn

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PRESIDENT’S REPORT TO UAA ASSEMBLY, MAY 2006 Prepared by Kim Stanford PRESIDENT’S REPORT

• PBAC Planning Budget Advisory Council (PBAC) met April 27, 28, and May 1 for unit budget presentations. Of course, there are a lot of needs and likely not enough funding from the legislature to go around. Once the operating budget is finalized by the legislature and UA divides it up among the three MAUs, PBAC will meet again (hopefully mid-May) to work with what we receive to present the Chancellor with a recommendation. The Strategic Opportunity Fund proposals are in and the PBAC subcommittee will be reviewing them over the next week and make their recommendations.

• PROVOST AND VICE CHANCELLOR FOR ACADEMIC AFFAIRS Attended a reception for Dr. Mike Driscoll and his wife Becky hosted by Elaine and Mort Maimon on April 21st. This was an opportunity for the search committee to have some casual discussion with Dr. Driscoll. The committee will continue in advisory capacity to Dr. Driscoll during his transition.

• FACULTY ASSOCIATION The Faculty Association only has a few more meetings left this academic year. I am encouraged by their openness to including a staff representative at these meetings and hope we can continue to build our relationship with and support of this group next year.

• OFFICE OF DIVERSITY AND COMPLIANCE As previously announced, Chairita Franklin has left UAA, her administrative assistant also left the Office. UAA administrators decided to bring a consultant in this area to campus to talk to various groups and governance leaders to discuss our needs in this area as we work to organize and staff the office effectively. Kerri Morris, Greg Protasel, Bob Kizer, Raymond Baker, and myself attended a lunch meeting with Dr. Arradondo on May 5th to discuss diversity perceptions and issues at UAA.

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STAFF ALLIANCE REPORT TO UAA ASSEMBLY May 2006 - Prepared by Kim Stanford Staff Alliance met May 9, 2006. Information and updates included:

• GOVERNANCE REGULATION

The proposed Governance Regulation has not yet been passed. I was notified just days before the document was to appear before System Governance Council that some members of SW Administration did not support the changes. I have requested more specific information as to their concerns, and expressed my frustration regarding the fact that Jim Johnsen and others have been included in this process, yet for two years we only get a response when we move to approve the document. President Hamilton has apparently stated that he expects this to be resolved soon.

• LEGISLATIVE UPDATE Provided by Joe Hayes – no new information. Capital and Operating budgets passed. Delay on PERS/TERS 4 and NORP

• UAKJOBS/PEOPLEADMIN There are still concerns regarding PeopleAdmin particularly related to training and support at the local level. Jeannine Senechal will be invited to the next Staff Alliance meeting to further discuss these concerns and see what solutions can be implemented.

• START WALKING The Start Walking program has taken off well! SW Benefits ran out of pedometers due to the success of the program. They do expect to order more but are encouraging participants to purchase one on their own if they wish so that they won’t have any delay.

• TUITION An April 14 memo from President Hamilton outlined the planned tuition increases for the next few academic years and also mentions working towards a formulaic implementation for future increases. Staff Alliance will ask a member of SW administration to attend a future meeting to discuss the factors in the formula.

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CLASSIFIED COUNCIL REPORT TO UAA ASSEMBLY – May 2006 Prepared by Kim Stanford Classified Council met on May 4, 2006 (regular meeting)

• STAFF DEVELOPMENT DAY

UAA Staff Development Day will be held May 10, 2006. Enrollment Services has expressed to many that they will accept Spring 2006 grades on Thursday so that staff will be able to participate in the day.

• VOICE OVER IP SYSTEM Rich Whitney gave a presentation on the new telephone system that will be installed on the Anchorage campus in stages throughout the summer/fall.

• VOTER REGISTRATION DRIVE Classified Council would like to work over the summer to prepare for a voter registration drive. A task force will be prepared to work on this to allow for a big push in September.

• ELECTION OF OFFICERS/ASSEMBLY REPS FOR 2006-2007 Results: President – Kim Stanford Vice President – Melodee Monson Secretary – Brenda Henderson UAA Assembly Representation – Kim Stanford, Megan Carlson, Lois Hall, Jennifer Myrick, Wendy Withrow

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