Academic Senate Minutes September 09, 2003

Chair MacConnie called the meeting to order at 4:05 p.m. on Tuesday, September 09, 2003, in Nelson Hall East, Room 102 (Goodwin Forum).

Members Present: Butler, Cheyne, Dalsant, Derden, Dunk, Fulgham, Green, Kinney, Klein, Knox, Kornreich, MacConnie, Marshall, Mortazavi, Moyer, Mullery, Oliver, O'Rourke-Andrews, Paselk, Sanford, Schwab, Snyder, Sonntag, Varkey, Vrem, Wieand, Yarnall

Members Absent: Coffey, Richmond, Thobaben

Proxies: Platin for Keisling; Mullery for Meiggs; Mullery for Paynton; Mueller for Shellhase; Cranston for Yarnall

Guests: Steve Carlson, Strategic Planning Process Committee; Sherry Jones Deffenderfer, Faculty Personnel Services; Karen Earls, Budget & Institutional Data; Susan Higgins, College of Professional Studies; James Howard, College of Natural Resources & Sciences; Anita Iglesias, Faculty Personnel Services; Mark Larson, Journalism & Mass Communication; Linda Phillips, Registrar's Office; Val Phillips, Undergraduate Studies; Donna Schafer, Research & Graduate Studies Office; Steve Smith, College of Natural Resources & Sciences; Carol Terry, Budget Office; Barbara Wuscher, Academic Affairs

1. Approval of Minutes

It was moved and seconded (Fulgham/Klein) to approve the submitted minutes for April 29, 2003. Voting occurred and MOTION PASSED WITH ONE ABSTENTION.

2. Announcements and Communications

Chair MacConnie announced:

Some of the items the senate will be reviewing this year include strategic planning and master planning process, enrollment management issues and the RTP process. Senators were reminded of the importance of seeking input and perspectives from colleagues as the different issues come before the senate.

There are two committees that need a senator to complete their membership: 1) the Equal Rights and Diversity Committee and 2) the Faculty Affairs Committee. Any senator interested in serving on either of these committees should contact Greta in the senate office.

Members of the Senate Executive Committee were introduced.

Today's agenda is designed to provide senators with an introduction to the most critical issues the senate will be addressing this year: the strategic planning process, enrollment management issues, and the budget. The master planning process will be discussed at the next senate meeting.

Senators were alerted to the fact that given the nature of some of the impending issues and the constrained time lines, there may be times when a special meeting of the senate may be called. Contained in today's agenda packet is a copy of the tentative calendar; an additional meeting in May will be added if needed.

Also included in the packet is a phone and email list of senators. Please check for accuracy and notify Greta of any changes.

Reminder dates to note include:

UFPC update meeting, Wednesday, September 10, 4-5:30, Music 130

Professional Leave Applications are due October 6

Scholar of the Year presentation and dinner is September 18, 5 p.m.

Outstanding Professor of the Year nominations are due 3 p.m., Friday, October 3.

3. Committee and State Senate Reports

Senators introduced themselves.

Statewide Senate - Senator Snyder announced that several resolutions were passed including: 1) a resolution opposing Proposition 54 (the Board of Trustees probably will adopt one as well); 2) a resolution asking the CSU and the CFA to resume reopener bargaining; and 3) a resolution asking that faculty be hired for at least as many tenure track positions as those who retire. A resolution regarding the integrated teacher preparation program also was passed. The senate approved a statewide framework for the articulation of lower degree units, which calls for the first 30 units to be the same statewide for all integrated teacher preparation programs and the next 15 units to be decided on a regional basis. (Regions will be determined based on overlapping community college transfer patterns.) The final 15 units will be determined individually between the campus and the community college. This may be an important issue that could have far-reaching effects. Another resolution passed was on principles for the formation of regions. This is another important item because it eventually may include majors.

This year's budget carried a few riders at the legislative level. One was supplemental reporting language that sets priorities for determining budget reductions in the CSU. A high priority of the system is to ensure that the budget reductions are apportioned to mitigate their impact on the quality and availability of CSU class offerings, student services and libraries. Another priority is to reduce administrative costs while at the same time maintaining sufficient resources necessary for campuses to operate efficiently. The trailer bill passed this year also is important since it states that neither compensation nor enrollment growth will be paid in 2004/05.

The draft preliminary planning budget contained in today's agenda packet was presented to the systemwide budget advisory committee. The budget for the system this year will be the base budget for the system next year so this is not a one-time financial crisis; the budget we have is permanent. The mandatory costs probably are the only items we will receive. Part of the budget challenge is that the State of California borrowed $8 billion. This loan must be repaid during the 2004/05 year. There is a proposition to lower the percentage for passing a budget from 2/3 to 55 percent which has made it to the March ballot. If passed, it is likely that the legislature will have a better chance of passing a budget.

Items below the line indicate what is wanted if there is any additional money in the May revise. Most likely there will be no money; however, the important item is ACR 73 because it offers hope for quality in the system. It is an agreement among the Chancellor's Office, the union and the statewide senate that over a number of years, the student/faculty ratio would be reduced and the percentage of tenure track faculty versus temporary faculty in the system would be increased.

Associated Students: Gretchen Kinney, AS President, announced that many student appointments have been made; however, it would be appreciated if faculty would announce in their classes that there are committees needing student representation. A resolution was passed in support of September 22 being a car-free day; faculty were encouraged to support it by utilizing another form of transportation. Governor Davis signed AB846 which creates a new smoking policy for all public colleges and university and prohibits smoking within 20 feet of all university buildings; this bill is to take effect January 1, 2004.

Senator Platin, statewide representative for CSSA, announced that two new ad hoc committees have been created to deal with shared governance and one on the CSU budget. Voter registration is the biggest issue for the upcoming elections. Also important is the opposition to Proposition 54. Criteria for shared governance on each campus is being developed with the goal of including students. Another goal is to fill every student seat on systemwide committees. It would be appreciated If faculty would mention this opportunity to the students in their classes. Work on a long-term student fee policy continues. The students support AB550 which would create a statewide student fee advisory committee that would put students in control of student fees.

6. TIME CERTAIN 4:20 P.M.

Report on Strategic Planning Process [Steve Carlson]

Steve Carlson, Chair of the Strategic Planning Steering Committee, reported on the status of the strategic planning process. The charge of the committee is to review the 1997 strategic plan and either revise the 1997 plan or develop a new document.

The Committee met several times last spring and attended a retreat in August 2003. During these deliberations the mission, vision and realm of questions that need to be addressed were considered. A draft of a mission/vision statement has been developed and will be available soon for campus distribution. The regular meeting time for the Committee is Friday, 10:30 to 11:30 in the Corbett Conference Room. To date, the Committee has focused on organizing itself and determining the best process to be used. Background materials and the existing strategic plan have been reviewed. The Committee has started development of a process and a time line to complete the strategic plan during this academic year and of documents to initiate campus wide discussions. Dr. Carlson emphasized that this is a steering committee. The Committee will not write the document, but will coordinate the process, facilitate campus wide discussion and assemble such information into a document that will guide Humboldt's decisions over the next five years or so.

The general consensus is that focus groups will be used to tackle a variety of issues as outlined in handouts 3 and 4. The focus groups will review a narrow range of topics and develop objectives and strategies, and ultimately measurable goals, which will help with decision making over the next several years. A web site is being developed that will contain all of the materials being discussed by the Committee and the focus groups so that such information will be available to everyone. Each area will have a discussion board section for comments that also will be available to everyone. The community also will have access to such documents. The web site address is: www.humboldt.edu/planning/. Work on the master plan process also is occurring this year. The strategic planning process and the master planning process need to be integrated, and there will be a focus group that will work on such integration.

The goal is to complete the Strategic Planning Process by the end of this academic year, create publications next summer and distributing them prior to the beginning of Fall 2004. Two documents are envisioned: one will be a glossy summary highlighting the vision, mission and goals and will be used to disseminate the basic information and a second document, considered to be the working document, will contain all of the details. The key item to be placed in this strategic plan that was not included in the 1997 plan is measureables so that there is a gauge against which to mark progression or regression.

The material contained in the agenda pack provides such information as the composition of the Committee, anticipated time lines and target dates, possible components of the strategic plan, current and new content areas for the focus groups, second iteration draft vision statements prepared by groups at the retreat, and first draft mission statements prepared by groups.

Discussion comments included:

Comments may be forwarded to the various focus groups by sending an email to Dr. Carlson; chairs of the focus groups have not been selected yet.

Under discussion now is the handling of new topics that may arise: is there a logical focus group to cover this new topic or does a new focus group need to be added.

The mission statements are open for feedback.

Perhaps a formalized review of all comments forwarded to the focus groups would be helpful.

Appreciation was expressed to Dr. Carlson for his report.

7. TIME CERTAIN 4:45 P.M.

Report on Enrollment Management [Rick Vrem, Linda Phillips]

A handout was distributed and discussed by Linda Phillips, Registrar. The table showed a comparison of enrollment figures from last fall to this fall. It should be noted that while the number of Humboldt's first-time students is up 3 percent, the number of transfer students is down 8 percent. This was a shock because the number of transfer applications was up significantly and more transfer students were expected. Speculations regarding the reason for this decline include (1) the fee increase may have caused students to stay at a community college; (2) stricter admissions requirements for both Humboldt and the CSU are in effect; (3) admissions were cut off August 1 and this may have affected the returning number of students; (4) students are applying over the web and to different campuses; and (5) the average unit load is down from 13.93 last year to 13.83 this year.

The Executive Summary shows where we expect to be if everything goes as predicted until census for fall and spring. Humboldt probably will be approximately .5 percent below its goal, which is 7450. The prediction is that Humboldt will be at 7411. Given that many CSU campuses have closed for spring and Humboldt has not may influence our enrollment numbers if some students decide to attend Humboldt. This is not happening now however.

Provost Vrem stated that Humboldt probably will be over its headcount target so there is a sufficient number of students on campus, but the average unit load has been dropping and this is a major factor in driving our FTE below target. In an attempt to encourage students to increase their average unit load, a button has been added to the registration web site alerting students to one-unit classes that are still available.

Discussion comments included:

Approximately 250 fewer sections are being offered this year than last year; this number includes lecture classes and independent studies.

Another part of the speculation behind the lower average unit load is that classes are not available. Also, Humboldt's headcount includes more students who are not full-time students and this will drive the headcount up and the average unit load down.

Census date is September 22.

Currently there are three campuses open for spring.

A reduction in the number of elective classes offered also may affect the average unit load.

It is believed that in order for Humboldt to improve its health, enrollment growth money is needed. Since Humboldt did not receive any enrollment growth money we are in worse shape than most other CSU campuses. In order to make a case to receive enrollment growth money we will need to be at or over our target.

It was requested that Linda Phillips attend the October 7 senate meeting to report on census information.

Provost Vrem announced that the handout contained in today's packet is the result of a request that the campuses provide a report to the Chancellor's Office providing campus strategies to help students' progress toward completion of degrees.

The six strategies identified as being common to all campuses include roadmap development; projected class schedules to undergird the roadmaps; degree audit system (D.A.R.S.), which allows a student or faculty member to check a student's status regarding meeting degree requirements (mandatory advising would still be in effect and students still would be required to apply for graduation); policy review, such as the course repeat policy or department policies; catalogue improvement including readability, organization and usability; and summer term focus on progress to degree.

Individual campus strategies include professional development expansion including faculty development activities and improving delivery of classes; new student intensive first year experience such as Humboldt's FIG program; and improving advising practices.

Provost Vrem announced that the CSU Conference on "Student Success: Facilitating Transfer and Degree Completion" will be held in Los Angeles. Campuses have been asked to send a team of twelve members.

Discussion comments included:

Concern was expressed regarding the possibility of requiring enrollment in a summer term; many students are unable to take a summer course owing to work schedules, personal plans, etc.

The statewide senate received the report and endorsed the recommendations; however, some of the items included in the strategies were in the received report but the statewide senate specifically did not endorse them.

It would be helpful to have figures on how many students are part-time and why before any problems connected to time-to-degree are addressed. Provost Vrem stated that there appears to be a perception in the legislature and state government that we are not supportive of transfer students and there may be a problem with some perennial students. One proposal is to charge more fees after so many units have been attained by a student or after so many years of attendance.

The concern is how many units students take rather than how long they have been attending a university.

Appreciation was expressed to Ms Phillips and Provost Vrem for their report.

It was moved and seconded (Cheyne/Snyder) to suspend the rules and take up new business after 5:30 p.m. Voting occurred and MOTION PASSED WITH 1 NO VOTE AND 1 ABSTENTION.

8. TIME CERTAIN 5:10 P.M.

Report on the Budget [Carol Terry]

Carol Terry, University Budget Director, distributed a handout which addressed several areas of the budget status. At the end of spring term, the CSU budget was to be reduced by $394.4 million; the final budget represents an additional $84.5 million reduction. The only way to accommodate this reduction was to raise student fees.

The legislative supplemental language, which provided us with a heads up for the next session, calls for protecting the instructional component of the university. However, the infrastructure of the university also needs to be protected and maintained.

After additional cuts to the CSU and some internal funding issues that needed to be covered, we ended up with a $9.3 million reduction. There is talk of $10.1 million at times and $9.3 million at other times. We had $10 million worth of issues but rather than cut that entire amount, the goal is to increase revenue and reduce expenditures. We are reducing approximately 142 positions across the campus; we are reducing services to students which also affects other areas such as retention rates, recruiting efforts, etc. We took a big reduction in the maintenance of our facilities and grounds; the custodial hour change will affect everyone although it did save the university over $100,000, which saves other positions from being reduced.

Originally the budget showed 7525 FTES for Humboldt. The subsequent reduction lowered that figure to 7450 FTES and cost Humboldt approximately $500,000. That 7450 figure has been Humboldt's budget level but not its actual enrollment level.

Humboldt's money comes from two major sources: student fees and state support from the legislature. As we started the year, we had $84 million. Then the reduction of almost $9 million occurred. We received some additional funding for retirement increases and state university grants, and we received $4.6 million from student fees so the final figure is $82.9 million.

When reductions were first being discussed it was agreed that such reductions would not be across the board; we wanted such decisions to be a thoughtful process. The desire to limit the reduction to the instructional program meant that there would be larger cuts to the administrative and student affairs areas. The temptation to cut the operating budget and save the salaries must be considered carefully because our ability to operate is essential.

How Humboldt uses its funding includes: changes to the retirement and health benefit rates; compensation changes for permanent salary increases that were granted; all university changes which include fixed costs; CMS funding; state university grant allocation; diversity funding; and spring semester funding.

Soon the entire university budget will be available for review. The university's budget is approximately $108 million, and it is important that each piece of the budget be understood.

Ms Terry will follow up on the discrepancies noted in the figures found in the table titled Cal Poly Humboldt Summary of Reductions and the confusion regarding the Associated Students' budget listed on the table titled Summary All Budgets.

4. Approval of Academic Calendars for 2004/2005 and 2005/2006

It was moved and seconded (Fulgham/Knox) to approve the academic calendars for 2004/2005 and 2005/2006.

Senator Fulgham provided background on this item stating that several years ago a perpetual calendar was developed which worked well until summer session was added. The summer term affected the beginning date of the fall term, the ending date of the spring term, and student-related attributes of grade, enrollment status and financial aid. Work to complete a perpetual calendar will continue. Appreciation was expressed to Barbara Wuscher, Academic Affairs, and Linda Phillips, Registrar's Office, for their participation in developing the attached calendars.

Voting occurred and MOTION PASSED.

It was moved and seconded (Fulgham/Knox) to make this an emergency item for immediate transmittal to the President. Voting occurred and MOTION PASSED.

5. Appointments to Senate Appointments Committee

At the April 29, 2003, senate meeting, it was announced that the election of the members to the Senate Appointments Committee would occur at the first meeting of the 2003/2004 academic year.

Nominations for appointment to the Senate Appointments Committee were declared open.

It was moved and seconded (Klein/Fulgham) to nominate Eugene Novotney to the Senate Appointments Committee.

It was moved and seconded (Knox/Mullery) to nominate Robin Meiggs to the Senate Appointments Committee.

It was moved and seconded (Fulgham/Cheyne) to close nominations. Voting occurred and MOTION PASSED.

Voting to have Eugene Novotney and Robin Meiggs serve on the Senate Appointments Committee occurred and MOTION PASSED.

3. Committee Reports (continued)

Carolyn Mueller, proxy for Senator Shellhase, announced that budget reductions in the library include decreasing the materials budget by $184,000. The serials and journals budget will be reduced by $120,000, and the book, video and cd budget will be reduced by $64,000. Selected journal subscriptions will be cancelled through three strategies: (1) the cancellation of subscriptions for print journals which are available in electronic format; (2) low-use expensive titles will be targeted; and (3) all subscriptions with zero or one use in the last calendar year and a declining use in the last three years will be cancelled. Bibliographers will be working closely with all departments to make the above cuts.

Educational Policies - The committee has met and will be bringing items to the Senate Executive Committee for senate action.

UCC - The Committee met last week and began organizing its work for the academic year.

Senate Finance - The Committee is about to resume its activities on the budget policy ad hoc committee, and there is a resolution on today's agenda.

Student Affairs - The Committee has met and is finalizing its agenda.

Office for Academic Affairs - Provost Vrem announced that Val Phillips has agreed to serve as Interim Dean for Undergraduate Studies for the current academic year; a search for a new dean will be conducted during Spring 2004. The position for Dean of Enrollment Management remains vacant, and a decision will be made soon regarding the filling of that position. Karen Carlton, Dean of the College of Arts, Humanities & Social Sciences, has announced her retirement at the end of this year; plans will be made for finding her successor. There will be a meeting with all available department chairs on Friday, October 10, from 1-2:30, to discuss facilitation of communication. The location will be announced at a later date. Decisions regarding the scope of the various searches will be made this term. Decisions on faculty searches will be discussed at a meeting tomorrow between the deans and the provost.

CFA - Negotiations on the reopener agreements have stalled. The reopeners are limited to three articles: salaries, benefits and workload. Given the budget, the CFA does not expect to see any improvements in these reopeners. CFA's strategy is to review other items that do not carry a significant economic impact. There currently is tentative agreement on (1) continuation of the Faculty Early Retirement Program (FERP) with no changes in 2004/2005; (2) no parking fee increases; and (3) the institution of a salary structure committee. The CSU administration has pulled back from negotiations; there have been no meetings in the past month nor any anticipated meetings in the near future. CFA continues to take the position that it is going to do everything possible during this time of dire budgetary constraints to minimize fee increases for students and to protect instruction. It also is attempting to enforce the trailer language that was discussed in the budget presentation, the supplemental report language, which CFA refers to as budget language. The budget language enforcement is to insure that when budgets are cut, the impact on instruction and on faculty positions will be minimized.

Faculty Affairs - The Committee has met and its regular meeting time is Friday, 2-4 p.m. in NR 203. The planned activities to date include: continuation of the discussion on revisions to the RTP process; adaptation of the whistle blower policy; review of the professional misconduct policy; review of Appendix U from the Humboldt Faculty Handbook; review of the outstanding professor guidelines and process; and review of the discrimination complaint process.

The UFPC chair has been added as an ex officio member to the committee, and the remaining UFPC members also are invited to attend the meetings. The Committee has reviewed last year's work on RTP revisions and split the revision into two components: (1) the physical process and levels of review; and (b) assessment of standards and criteria. Also discussed was the need to review the language compensatory in combination and how to receive input from the general faculty, the academic senate and the administration. The Committee plans to review prior actions of the academic senate and votes of the general faculty.

It was moved and seconded (Derden/Klein) to adjourn the meeting.

Meeting adjourned 5:59 p.m.