PeopleSoft Mandatory Advising Program: Key Advising Milestones
Board of Trustees Minutes Regular Meetings November 19 and ... · November 19 and 20, 2015 •...
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Board of Trustees Minutes Regular Meetings November 19 and 20, 2015 Approved March 18, 2016 November 19, 2015 3:30 PM Retention Work Session, Barge 412 Chair Thompson called the work session to order at 3:36 PM. Present: Mr. Keith Thompson, Chair Mr. Ron Erickson, Vice Chair Ms. Yazmin Aguilar Ms. Erin Black Mr. Dan Dixon Mr. Glenn Johnson Also present: Dr. James Gaudino, President Dr. Stephen Hulbert, Interim Provost/Vice President for Academic and Student Life Mr. George Clark, Chief Financial Officer/Vice President for Business and Financial Affairs Ms. Linda Schactler, Chief of Staff/Secretary to the Board Mr. Gene Shoda, Interim Vice President for Operations Mr. Alan Smith, Assistant Attorney General Ms. Kim Dawson, Executive Assistant John Swiney, Special Assistant to the Vice President for Business and Financial Affairs, gave a brief update on fall enrollment. Enrollment is up almost 400 students from last fall. Consultant Royall & Company is expected to increase new student applications by 20 percent. Retention is key to student success, but also plays an important role in enrollment growth. Dean of Student Success, Sarah Swager introduced her team of presenters: • Mindie Dieu, Assoc. Dean for Student Achievement; • Elizabeth Lee, Assoc. Director, Analytics & Research, Student Success, Strategic Planning; and • Dan Matthews, Director of Analytics & Research Dean Swager began by explaining that during the 2014-15 academic year, the advising program was restructured to: • enhance the quality and quantity of advising • employ exploratory and intensive advising prior to major declaration • launch a new more targeted and intensive advising program
Transcript of Board of Trustees Minutes Regular Meetings November 19 and ... · November 19 and 20, 2015 •...
BoardofTrusteesMinutes RegularMeetingsNovember19and20,2015 ApprovedMarch18,2016
November19,20153:30PMRetentionWorkSession,Barge412ChairThompsoncalledtheworksessiontoorderat3:36PM.Present:Mr.KeithThompson,ChairMr.RonErickson,ViceChairMs.YazminAguilarMs.ErinBlackMr.DanDixonMr.GlennJohnsonAlsopresent:Dr.JamesGaudino,PresidentDr.StephenHulbert,InterimProvost/VicePresidentforAcademicandStudentLifeMr.GeorgeClark,ChiefFinancialOfficer/VicePresidentforBusinessandFinancialAffairsMs.LindaSchactler,ChiefofStaff/SecretarytotheBoardMr.GeneShoda,InterimVicePresidentforOperationsMr.AlanSmith,AssistantAttorneyGeneralMs.KimDawson,ExecutiveAssistantJohnSwiney,SpecialAssistanttotheVicePresidentforBusinessandFinancialAffairs,gaveabriefupdateonfallenrollment.Enrollmentisupalmost400studentsfromlastfall.ConsultantRoyall&Companyisexpectedtoincreasenewstudentapplicationsby20percent.Retentioniskeytostudentsuccess,butalsoplaysanimportantroleinenrollmentgrowth.DeanofStudentSuccess,SarahSwagerintroducedherteamofpresenters:
• MindieDieu,Assoc.DeanforStudentAchievement;• ElizabethLee,Assoc.Director,Analytics&Research,StudentSuccess,StrategicPlanning;and• DanMatthews,DirectorofAnalytics&Research
DeanSwagerbeganbyexplainingthatduringthe2014-15academicyear,theadvisingprogramwasrestructuredto:
• enhancethequalityandquantityofadvising• employexploratoryandintensiveadvisingpriortomajordeclaration• launchanewmoretargetedandintensiveadvisingprogram
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• improveconsistencyofadvising:partnerupper-divisionadvisorswithfaculty,and• armadvisorswithpredictiveanalytics
Lastyear’sresearchandinvestmentlaidthegroundworkforretentionsuccess.CWUismaintainingsignificantimprovementsinretention.Somefactorsthataffectretentionarefinancialneed,academicreadinessandstatus,demographicsandtransferstatus.Predictiveanalyticsfrom2014foundthatfirstyearstudentswhopersisthadthefollowingcharacteristics:
• Declaredtheirmajorearly• Attendedfulltime• Requiredsomeremedialcoursework• Relativelylowfinancialneed• Atleastoneparentwascollege-educated• EntryGPAabove2.8,and• Veteranstatus
DeanSwageraddedthatsomeofthethingsherstaffwillbeworkingongoingforwardarecodingandanalyzingadvisingnotes,researchingwhysomestudentsaredroppingoutattheir13thquarter,enhancingtheearlyalertandacademicrecoveryprogram,doingqualitativeadvisingresearch,anddevelopingarobustseniorsurveyandexitsurveyanalysis.Meetingadjournedat4:50PM.Followingtheworksession,boardmembersattendedasocialreceptionattheUniversityHouse,followedbyaperformancebyCasaPatasatMcIntyreHall.Nouniversitybusinesswasconducted.November20,2015EXECUTIVESESSIONPresent:Mr.KeithThompson,ChairMr.RonErickson,ViceChairMs.ErinBlackMr.DanDixonMr.GlennJohnsonAlsopresent:Dr.JamesGaudino,PresidentDr.StephenHulbert,InterimProvost/VicePresidentforAcademicandStudentLifeMr.GeorgeClark,ChiefFinancialOfficer/VicePresidentforBusinessandFinancialAffairsMs.LindaSchactler,ChiefofStaff/SecretarytotheBoardMr.GeneShoda,InterimVicePresidentofOperationsMr.AlanSmith,AssistantAttorneyGeneralAnexecutivesessionwasheldforthepurposeofdiscussing:
• acquisitionofrealestateunderRCW42.30.110(1)(b);• litigationorpotentiallitigationwithlegalcounselunderRCW42.30.110(1)(i)and
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• theperformanceofapublicemployeeunderRCW42.30.110(1)(g).
Theexecutivesessionwasconvenedat8:01a.m.andadjournedat8:55a.m.
REGULARMEETINGChairKeithThompsoncalledtheofficialbusinessmeetingtoorderinBarge412at9:02a.m.Present: Mr.KeithThompson,ChairMr.RonErickson,ViceChairMs.YazminAguilarMs.ErinBlackMr.DanDixonMr.GlennJohnsonAlsopresent:Dr.JamesGaudino,PresidentDr.StephenHulbert,InterimProvost/VicePresidentforAcademicandStudentLifeMr.GeorgeClark,ChiefFinancialOfficer/VicePresidentforBusinessandFinancialAffairsMs.LindaSchactler,ChiefofStaff/SecretarytotheBoardMr.GeneShoda,InterimVicePresidentforOperationsMr.AlanSmith,AssistantAttorneyGeneralMs.KimDawson,ExecutiveAssistanttothePresidentandBoardofTrusteesNotpresent:Mr.ChrisLiuChangestotheAgendaChairThompsoncalledforchangestotheagenda.Hearingnone,heproceededtotheapprovaloftheagenda.ApprovaloftheAgendaMotion15-26:AmotionthattheBoardofTrusteesofCentralWashingtonUniversityherebyapprovestheagendaofthemeetingofNovember20,2015waspresentedbyMr.DixonandsecondedbyMr.Johnson.Motionapproved.ApprovalofMinutesMotion15-27:Mr.JohnsonmovedthattheBoardofTrusteesofCentralWashingtonUniversityapprovetheminutesofthespecialtelephonicmeetingofSeptember15,2015,whichwassecondedbyMr.Dixon.Motionapproved.PRESIDENT’SREPORTCelebrationsPresidentGaudinowelcomedDr.HulbertandintroducedhimastheInterimProvostandVicePresidentforAcademicandStudentLife.Dr.HulbertisaformerpresidentofNichollsStateUniversity.HeearnedhisdoctorateinEducationAdministration/HigherEducationAdministrationfromtheStateUniversityofNewYork
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atAlbanyandhisMEdinCounselingandStudentPersonnelServicesfromtheUniversityofMassachusetts,Amherst.Dr.Hulbertintroducedthefollowingnomineesfordistinguishedoremeritusstatus:DistinguishedAdministrator:DeanKirkJohnsonoftheCollegeoftheSciencesservednotonlyhisCollege,butalltheleadership,faculty,andstaffwithhisacuteunderstandingofissuesanddetailedapproachtohisanalysesandgeneralworkthataresimplybrilliant.ThisreflectshislonganddistinguishedcareerasaSociologist.Duringtremendouschallengesintheeconomy,DeanJohnsonsustainedongoingprograms,whilehelpingtopromotesalaryequity.DistinguishedAdministrator:Susan“Susie”E.Beadorworkedinanumberofrolesinher14yearsofservice,includingpositionswiththedepartmentsofAdmissions,RegistrarServices,StudentAffairs,and,mostrecently,astheDirectoroftheVeteran’sCenter.Ms.BeadorretiredonJuly31,2015.AstheDirectoroftheVeteransCenter,sheworkedtodevelopacenterthathonors,assistsandadvocatesforveteransstudents,atCentralaswellaswithstateandfederalagencies.Ms.Beadoralwaysworkedwithacaringattitude,portrayedaninvitingdemeanor,dealtwithveteranscompassionately,andwasavaluableadvocatetoourVeteranstudents.FacultyEmeritus:RichardHilliardreceivedaBAfromCWUin1976andaMasterofSciencedegreefromCWUin1981.HejoinedtheCWUfacultyin1987asapart-timeinstructorandhewashiredasafull-timefacultymemberin1988.Heretiredin2013after25yearsofservice.ProfessorHilliardtypicallytaught60creditsofgeneral-educationcourseworkduringtheacademicyearaswellasteachinginthesummersession.HisteachingstaminaenabledtheDepartmentofMathematicsDepartmenttomanagethegreatincreaseinenrollmentoverthepast15years.AdjunctFaculty:DaleWidthreceivedhisBSfromWashingtonStateUniversityin1970andhisMasterofArtsfromCentralWashingtonUniversityin1975.Mr.WidthjoinedCWUin1979workingasamailraterandjoinedtheCWUfacultyasapart-timeinstructorin1988.In2000hewashiredasafull-timefacultymember.Heretiredin2015after36yearsofservicetoCWU.Mr.Widthhasbeenveryactiveinthedevelopmentofthegeneral-educationcoursesatCWU.HeistheauthorofthesolutionsmanualforthecurrenttextinFiniteMathematics(MATH130),wasoneoffourfacultymemberswhorealignedthematerialinMathintheModernWorld(MATH101)tomeetthenewlyemergingQuantitativeReasoningstandards,andwasoneoftheprimarydeveloperofMathematicalDecisionMaking(Math102),whichexpandedthedepartment’sgeneraleducationofferings.GeorgeClark,ChiefFinancialOfficer/VicePresidentforBusinessandFinancialAffairs,introducedthefollowingnomineefordistinguishedstatus:DistinguishedAdministrator:InOctober2002,AmeliaBlackjoinedCentralWashingtonUniversityasaninterimStudentAccountsManagertoassistwiththeimplementationofPeopleSoft.Herskillsandtalentswereimmediatelynotedandwhenherinterimappointmentended,shewashiredbytheFinancialAidOfficeastheAssistantDirectorofScholarshipsinAugust2005.ShetransitionedtoStudentAccountsManagerinMarch2012wheresheworkeduntilherretirementinOctober2015,with13yearsofservicewithCWU.
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Ms.Black’sachievementsincludecreatinganelectronicscholarshipapplicationprocess,whichcontinuestohelphundredsofstudentseachyearmeettheircollegeneedsandremainsoneofBFA'skeyprocessimprovements.WhileinStudentAccounts,sheimplementedouronlinepaymentsystem,createdthequarterlypaymentplan,systemgenerated1098-TformsforstudentsandimmediatelyupdatedmanyoftheSFSaccountsandreconciliationswhichincludeddocumentingpoliciesandprocedureswhennoneexisted.ApprovaloftheConsentAgendaMotion15-28:Mr.Ericksonmovedtoapprovedistinguishedandemeritusstatusforindividualsnamedintheconsentagenda,submittedtotheBoardofTrusteesofCentralWashingtonUniversityonNovember20,2015.Mr.Dixonseconded.Motioncarried.OtherCelebrations/PointsofPride:ResearchandTeaching
NickZentner,2015JamesSheaAward,NationalAssociationofGeoscienceTeachersDepartmentofMusicDepartmentDeanRobertsonprovidedasynopsisofthefollowingachievements:
47thAnnualInternationalHornSymposium-CWU’sHornEnsemblewasoneofnineuniversitygroupsinvitedtoperformattheannualsymposium.
MontereyJazzFestival-Director,ChrisBruya,andJazzBandIstudentsperformedSeptember18-20,2015atwhatisconsideredoneoftheworld’sbestjazzfestivals.
ChamberChoirPerformancesinSpain-Director,GaryWeidenaar,andCWU’sChamberChoirwereinvitedtoperformattheprestigious47thAnnualTolosaInternationalChoirCompetition.ThroughtheeffortsofSpanishHonoraryConsulLuisFernandoEsteban,thechoiralsovisitedLeón,wheretheypresentedaconcertinthemagnificentBasilicaofSanIsidoro,alsocalledtheHouseofLight.
WashingtonMusicEducatorsAssociationConference-Thisyear,CWU’swindensemble,symphonicwinds,JazzBandI,andsymphonyorchestrawereallselectedtoperforminsomecapacityattheannualconference.OtherAccolades
• RickSpencer,VideoProduction,CENTRALMINUTE• AirForceROTC,Detachment895–TopMedium-sizedAirForceReserveOfficerTrainingCorps
(AFROTC)intheNorthwestRegion• ScottWade,VicePresidentforUniversityAdvancement,reportedthatCWUreceived$291,000
fromtheMurdockFoundationfortheScanningElectronMicroscopeforScienceII.
WelcomingNewEmployeesPresidentGaudinowelcomedGeneShodatohisnewpositionasInterimVicePresidentofOperations.Mr.ShodaalsoistheInterimAVPforInformationServices.CommunicationsThePresidentreportedthathereceivedonecommunicationfromConcernedStudentsofCWUfollowingtheirrallyinsupportoftheUniversityofMissouri’s“ConcernedStudent1950,”astudentgroupadvocatingforequalrightsandrespectfultreatmentofpeopleofcolor.Afterhearingthestudent’srequests,PresidentGaudinoagreedtoco-authoraletterofsupportforstudentsattheUniversityofMissouri,meetmonthlywith
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thecouncilofstudents,draftaletterofsupportfordiversificationofcurriculum,anddevelopaplantoenhancetheethnicandracialdiversityofCWUfacultyandstaff.ReportsNoreportsweresubmittedbytheASCWUStudentGovernment,EmployeeCouncilortheExemptEmployeeAssociation.FacultySenate
• CurriculumCommitteehandled774piecesofcurriculumduringthe2014-15academicyear.InOctoberthecommitteeprocessedonenewprogram,10programchanges,27newcourses,3specialtopicscourse,16coursechangesand6reactivatedcourses.
• AcademicAffairsCommitteeworkedquicklytoapprovepolicylanguageformilitarytransfercreditstomeetthestatedeadlineofDecember2015.Thecommitteeiscontinuingtoworkonpolicyandproceduresforstudentbereavementleave,organizationalstructurechanges,gradechangesandonlineteaching.
• EvaluationandAssessmentCommitteewillcontinueworkingonaframeworkforscholarshipandservicethatcouldbeusedaspartofeverydepartment’sretention,tenureandpromotionguidelines.ThecommitteewillbeworkingwithstudentgovernmenttodiscussandproposesolutionsfortheissueoflowresponseratesforStudentEvaluationsofInstruction(SEOI).
• GeneralEducationcommitteeisreviewingcourseproposalsforinclusioninthenewGeneralEducationprogramforthe2016-17academicyear.AfullproposalfortheprogramwillbesubmittedinDecemberforreviewattheFebruaryFacultySenatemeeting.
• TheExecutiveCommitteeworkedoverthesummeronchangestotheFacultyCodeandFacultySenateBylawstoprovideaclearerprocessforconsultationwithfaculty,anewcomplaintprocess,anewvoteofconfidencepolicy,andclarificationoftheroleandmembershipofthenewFacultySenateBudgetandPlanningCommittee.TheserecommendationswillbesenttotheBylaws&FacultyCodecommitteeforvettingandpotentialinclusionintotheexistingdocuments.
• Sincethebeginningoftheacademicyear,theExecutiveCommitteehasparticipatedinmeetingswithandattendingtheopenforaofcandidatesfortheopenadministrativepositionsofInterimProvost,AssociateProvostforAccreditationandAcademicPlanningandAssessment,andtheCOTSDean.
• ThisyeartheExecutiveCommitteeisfocusingeffortsonimprovingboth"hard"and"soft"aspectsofthefacultyroleinsharedgovernanceatCentral,improvingandimplementingeffectiveandefficientstructuresandprocesses,whilealsocontributingtothecreationofclimatesandculturesthatfacilitategoodsharedgovernance.
• SeveralinitiativestheExecutiveCommitteewillbeworkingonthisacademicyearincludemovingtheCOACHEprocessforward,contributingtoretentiondiscussionandefforts,assessingthecurrentstatusofacademichonorsoptionsatCentralandprovidingabasefordiscussionoffuturedirectionstobestserveourstudents,workingwiththePresident'sofficetoprepareforacampuswidediscussionoftheBaccalaureateatCentral,andfuturedirectionsforourGeneralEducationprogram.
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PUBLICCOMMENTOnepersonsigneduptospeakduringthePublicCommentperiod.ArmandoOrtizwasunabletoattend,soGianniGlover,CynthiaMoreno,EvelynBriscoeandLa’ShawndaMasonspokeonhisbehalf.TheystatedtheywouldliketopartnerwithCWUadministrationtoenhancediversityamongstudents,facultyandstaffandimproveinclusiveness.Trusteessuggestedthatthegroupcontinuetomeetwithadministrationandsuggestedthattheentireuniversityencouragecommunicationandcollaborationamongfaculty,staffandstudents.SUBCOMMITTEEREPORTSBusinessandFinancialAffairs–TrusteesJohnsonandThompsonInformation–September/OctoberFinancialUpdateJoelKluckinggaveabriefbudgetupdatenotingthatallfundsaretrackingasexpected.Action-ApprovalofHousing/DiningRatesBusiness&FinancialAffairsseeksauthorizationtoraisetheroomandboardratebyfivepercentaggregateforthe2016academicyear(FY17).Rateincreasesarerequestedoneyearinadvanceofimplementationinordertoinformplanning,budgetingandaidpackaging,andtoinformstudentsoftheratesbeforetheysignhousinganddiningcontracts.Thelead-timealsoallowsCWUseekstudentinputontherateincreases;thisyearconsultationwithstudentsbeganinNovember2015.Theproposedratesfundbuildingpreservation,furniturereplacement,improvedsecurity,andotheraspectsofstudenthousing,aswellasexpensesassociatedwithutilityrateincreases.TheBudgetandFinanceCommitteesupportedthedraftrequestattheOctober27,2015meeting.Motion15-29:Mr.JohnsonspresentedamotionthattheBoardofTrusteesofCentralWashingtonUniversityapprovestheAuxiliaryServicesHousingandDiningmaximumrateincrease,nottoexceedfivepercentaggregate,forfiscalyear2017.Mr.Dixonsecondedthemotion,whichwasapproved.Information–FallEnrollmentGeorgeClarkandJohnSwineygaveanupdateonfallenrollment.Duetothe$350Kone-timefundingforyieldactivities,weexceededfall2015enrollmentgoals.Arecruitmentorganizationoverhaulandupdateisunderway.Astrategicrecruitmentplanwillbeinplacebythefirstquarterof2016.Inadditionanenhancedapplicationgeneration,mobileapplicationisunderway.Duringspringof2016,admissionsgradingwilloccurandwewillhaveaprice-discountstrategyinplacebetweenJanuary-March2016.Action-ApprovalofContinuingWaiverAuthorityJohnSwineyrecentlytransitionedfromtheAssociateVicePresidentofEnrollmentManagement(AVP-EM)toapart-timeroleofSpecialAssistanttotheVicePresidentofBusinessandFinancialAffairs.TheAVP-EMplaysacriticalroleindevelopingenrollmentrecruitmentstrategies,directingtheworkofadmissionsstaff,anddeterminingthedistributionoftuitionwaiversandothergrantaid.CWUisnowsearchingforanAssociateVicePresidentofEnrollmentManagement.Untilthatpositionisfilled,BusinessandFinancialAffairsrequeststhattheBoardofTrusteesextendstoDr.Swineytheauthoritytocontinuedecision-makingforwaiverdistribution.Motion15-30:Mr.JohnsonmovedthattheBoardofTrusteesofCentralWashingtonUniversityapproveJohnSwiney,SpecialAssistanttotheVicePresidentforBusinessandFinancialAffairs,continuingauthoritytomake
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decisionsabouttuitionwaiverdistributionuntilCentralWashingtonUniversityhiresanewAssociateVicePresidentofEnrollmentManagement.ThemotionwassecondedbyMr.Dixon.Motionapproved.AcademicandStudentLife–TrusteesErickson,Aguilar,andBlackAction-ApprovalofStudentConductCodeRevisionsCentralWashingtonUniversityholdsstudentstostandardsidentifiedintheStudentConductCode.ThecodehasbeenrevisedtoensurecompliancewiththeAdministrativeProceduresAct,whichidentifiesproceduresforbriefadjudicativehearingsheldatCWU.RevisionsalsoupdatedprocessesinvolvingTitleIXandtheCleryLaws(ViolenceAgainstWomen’sAct-VAWA).TrusteeEricksonnotedthatAssistantAttorneyGeneral,AlanSmith,workedwithRichardDeShieldsandstaffontheentireprocessofrevisingCWU’sStudentConductCode.Motion15-31:Mr.EricksonmovedthattheBoardofTrusteesofCentralWashingtonUniversityapprovetherepealoftheformerStudentConductCodeunderWAC106-120,theadoptionoftheproposednewStudentConductCodeunderWAC106-125,andtheadoptionofrelatedamendmentstoWAC106-08-50concerningbriefadjudicativeproceedings.Mr.Dixonsecondedthemotionandthemotionwasapproved.Information–VoluntaryFeeBriefingTheAssociatedStudentsofCentralWashingtonUniversity(ASCWU)iscurrentlyreviewingtheprocessbywhichVoluntaryStudentFeesareintroduced,changed,andapprovedbystudents.LedbyASCWUpresidentRyanAnderson,ASCWUofficersarecurrentlyexaminingexistingguidelines,applicableRCWsandhistoricalinformationgoverningtheCWUVoluntaryStudentFeeprocess.Followingathoroughreviewofpertinentinformation,ASCWUintroducechangesinguidelinesandpolicies,aswarranted,inordertomaketheprocessforintroducing,increasing,decreasingoreliminatingStudentVoluntaryFeesclearandconsistent.Information–Accreditation&StrategicPlanningInstitutionalaccreditationisavoluntaryreviewprocessthatmeasurestheperformanceofaninstitutionagainstestablishedstandards.Accreditationevaluatesanumberoffactorsinthecontextoftheoverallmissionofthecollegeandstrategicobjectivesandgoals.Thereviewalsoincludesassessmentofstudentlearning,admissionsrequirements,studentservices,andotherfactors.Accreditationbyapostsecondaryregionalaccreditingagencyisrequiredtoqualifyacademicinstitutionsforfederalfundstosupportteaching,research,andstudentfinancialaid.ThenextaccreditationsitevisitbytheNorthwestCommissiononCollegesandUniversities(NWCCU)isscheduledtotakeplaceduringfall2018.PreparationfortheCWUself-studyisalreadyunderway,andinitialdraftingofCWU’saccreditationplanwillbeginFebruary/March2016.Inpreparation,CWUhasconductedanationalsearchforthepositionofAssociateProvostforAccreditation,AcademicPlanningandAssessment.ThefinalisthasbeencontactedandthepositionisexpectedtobefilledbyJanuary2016.Inaddition,newsoftware,“StrategicPlanningOn-line,”isalreadyintheprocessofimplementationandpromisestostrengthensystemicplanning,budgetingandreporting.TheDepartmentofInstitutionalEffectivenessisworkingcloselywiththeAssociateProvost’sofficetoensurefullintegrationoftheCWUstrategicplanningprocesswithassessmentandaccreditationprocesses.
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Operations–TrusteesDixonandLiuNoreportfromOperationssubcommittee.NextMeeting:ChairThompsonannouncedthatthenextregularmeetingoftheBoardofTrusteeswillbeJanuary21and22,2016inEllensburg.Themeetingadjournedat12.14PM.
LindaSchactler,Secretarytothe KeithThompson,ChairBoardofTrustees BoardofTrusteesCentralWashingtonUniversity CentralWashingtonUniversity
