Administrative Briefing January 27, 2011 12:30-2:30pm, 327-329 SMSU

1. Administrative Briefing January 27, 2011 12:30-2:30pm, 327-329 SMSU

2. AGENDA Jan. 27, 2011 • Welcome (Carol Mack) • Academic Affairs(Kevin Reynolds) • Fiscal coordination and planning, Academic Planning • Research and Strategic Partnerships (Jonathan Fink) • Research Strategy for PSU • Office of Diversity and Inclusion(Jilma Meneses) • Rebranding, Mission, Vision, Diversity Definition, New Hire, Functions, Compliance, Recruitment & Retention (Faculty, Staff, Students), Community • Office of Information Technology (Sharon Blanton) • Desire2Learn, ODIN Account Policy, EBAR, OIT and Purchasing • Sustainability(Noelle Studer Spivak) • Human Resources(Pam Hutchins, Kerry Gilbreth, Maria Eldred)New people new roles, Electronic W-2, W-4, Financial Review, Performance Reviews • General Counsel(Darla Collar)Public Records reminder • Facilities & Planning(Karl Johnson) Construction & Major Maintenance Projects, Environmental Health & Safety, Service Requests  • Student Affairs(JR Tarabocchia)International Admissions, New Leadership, Transfer Student Website, Student Legal Services, African American Student Services, Student Employee of the Year Nominations, Middle East Student Advisor, Degree Mapping Project

3. Office of Academic Affairs Carol Mack Vice Provost for Academic Personnel and Leadership Development Kevin Reynolds Vice Provost for Academic Fiscal Strategies and Planning http://www.pdx.edu/oaa/

4. Office of Academic Affairs 1. Fiscal coordination and planning University Budget Team (UBT) Financial Futureshttp://www.pdx.edu/budget/financial-futures-committee-resources 2. Academic planning Strategic Enrollment Management (SEM)http://www.pdx.edu/oaa/winter-symposium-january-20-2011 ACAIT (Advisory Committee on Academic Information and Technologies)

5. Office of Research and Strategic Partnerships (RSP) • Jonathan Fink • Vice President of Research • and Strategic Partnerships • http://www.rsp.pdx.edu

6. A Research Strategy for Portland State University Jonathan Fink VP for Research and Strategic Partnerships Research and Strategic Partnerships

7. Introduction Focus on expanding PSU’s research and partnerships portfolio Part of a conversation about the future of research at PSU Build on three research foci: sustainability, health, education Add a single differentiating theme: urban sustainability Theme offers important economic development opportunities Emphases are illustrative; don’t exclude other PSU strengths Link existing programs in all colleges to urban theme More detailed plan being developed Research and Strategic Partnerships

8. Programs to Promote PSU’s Research Growth Coordinate research administration staffing across campus “Proposal Machine” encourages and facilitates largest proposals “EARS” helps increase faculty productivity and recognition “Decision Center” promotes policy applications of PSU research IDC return to all investigators from fully-burdened grants Consultants to help deliver new funding in non-traditional areas Host joint symposia with partners (Intel, OHSU, PGE, City of PDX) RSP website to become information portal for PSU’s research Research and Strategic Partnerships

9. Sample Measures of PSU’s Research Success 5 strategic partnerships with Oregon businesses (2012) 3 national news stories/year about PSU research (2012) 25% of senior projects link to PSU research priorities (2013) $5M/year joint OHSU-PSU grants awarded (2013) $3M/year of industrial contracts (2013) 2 NAE, 1 NAS, 1 NAPA faculty members at PSU (2014) 15 invention disclosures per year (2014) Win 2 NSF Centers (>$5M); partner on 2 others (2015) Average faculty research expenditures tops $50K (2015) $500K per year licensing revenue (2016) $100M per year research expenditures (2016) Research and Strategic Partnerships

10. RSP Recent and Next Steps Convened Research Advisory Committee (November) Hired new Associate Vice President for Research (December) Preparing operational (Part II) strategic plan (January) Convene community health workshop with OHSU (February) Bring in consultants for strategic research groups (February-June) Develop plan for research administration across PSU (March) Hire new Associate VP for Strategic Partnerships (April) Revamp RSP website (August) EARS, Proposal Machine, Research Incentive fund (September) Research and Strategic Partnerships

11. JilmaMeneses, JD Chief Diversity Officer Portland State University Market Center Building, Ste 830 1600 SW 4th Ave Portland, OR 97207 January 27, 2011

12. Rebranding Office of Diversity & Inclusion Office of Diversity Advocacy* Office of Equity & Compliance** *Former Office of Diversity & Equity **Former Office of Affirmative Action & Equal Opportunity

13. Mission The Office of Diversity & Inclusion’s mission is to create a university learning environment that celebrates diversity, builds partnerships, promotes equity, and provides support to enhance the successes of the campus community.

14. Vision The Office of Diversity & Inclusion’s vision is to promote the value of diversity and the recognition that it enriches our campus community by supporting and enhancing an inclusive and culturally respectful university environment.

15. One Diversity Definition Diversity at Portland State University (PSU) means creating a community of inclusion. We honor, respect, embrace and value the unique contributions and perspectives of all students, faculty, employees, volunteers and our local and global communities. Diversity includes age, culture, disability, gender, national origin, color, race, religion, sexual orientation, and diversity of thought, ideas and more. Diversity maximizes our true potential for creativity, innovation, educational excellence and outstanding service to the community.

16. New Hire in Diversity & Inclusion Charles “Chas” Lopez Executive Director of Diversity & Inclusion Under the leadership of the CDO Will provide guidance within the Office of Diversity & Inclusion Will advise campus administrators and managers regarding: diversity initiatives affirmative action civil rights compliance prohibited discrimination or harassment reasonable accommodation, and implications in the development and implementation of University policy

17. Overall Functions Compliance Recruitment & Retention for Faculty and Staff R&R Students 5. Community General Counsel OSA Chief of Staff DAC HR HR OAA OSA OSA OAA • Admissions • Financial Aid • Scholarships • University Relations • Foundation • Internationalization • Code of Conduct • Search Committees • Tenure searches • Searches • HRIS, AAP • Outreach • Partners • Training • Investigations • Code of Conduct • OR & Fed laws DA DA EC DA EC EC *DA=Diversity Advocacy *EC=Equity & Compliance

18. Compliance In collaboration with others, including Student Conduct & Community Standards, Human Resources (HR), Office of Institutional Research and Planning (OIRP), and Information Technology (OIT): Advise or investigate student conduct matters dealing with prohibited discrimination Capture student demographics Develop HRIS systems that captures workforce data Develop mandatory on-line training Survey the workforce for EEO data Revise the Permission To Hire protocols Re-train staff on effective investigation and reasonable accommodation protocols Develop AAP protocols

19. Recruitment & Retention of Faculty & Staff In collaboration with Academic Affairs (OAA), Council of Academic Deans (CADS), Human Resources (HR), Diversity Action Council (DAC) and others: Search Advisors Advise deans and chairs on recruitment practices Advise on best recruitment practices Diversity Action Council (DAC)-Restructure Council members to serve as Search Advisors Leadership Committee to be created (direct reports to ExCom) Incorporate diversity goals in performance evaluations Develop effective systems to track workforce and job applicants, HR working diligently

20. Adding “diversity” as a key competency Example: Must have experience working with diverse populations and/or underrepresented communities Example: Must honor/respect the uniqueness of each individual Advising on interview questions Example: Please describe what efforts you have made to foster multicultural competence and understanding in your personal or professional life. Example: Please describe any strategies you have used to address diversity challenges. What were the positives and negatives of these strategies? Recruitment & Retention of Faculty & Staff

21. Students In collaboration with Student Affairs (OSA) and others evaluate and advise on the following programs: Scholarships Student support Recruitment Retention Graduation requirement to include diversity Code of Conduct (prohibited discrimination)

22. Student Recruitment Student to Student Outreach Program Local high schools (in progress) -Roosevelt -Madison -Liberty -Sunset -Beaverton -Aloha -Glenco -Gresham Community organizations Local Churches Students

23. Student Retention 16 New Advisors for all students across campus Middle Eastern Student Advisor Kanaan Kanaan Éxito La Casa Latina - opening May 2011

24. Community Enhance PSU’s presence in the minority community Enhance partnerships locally and globally Chambers School districts Alumni Local community organizations Foreign universities Nations

25. Office of Information Technology Sharon Blanton Chief Information Officer sblanton@pdx.edu http://www.oit.pdx.edu

26. Office of Information Technology Over 260 courses in Winter Term Plenty of training sessions available Must convert before start of Spring Term (BlackBoard will not be used) Student data not migrated (must preserve elsewhere if needed) If in Banner, course shell will be created – no request needed Faculty will activate shell as needed www.pdx.edu/psuonline

27. OIT ODIN Account Policy * Students and employees always retain access to OAM and Banweb

28. OIT - EBAR Electronic Banner Account Request Faster than paper request forms routed via campus mail Can now be routed to multiple users in parallel No time wasted delivering paper between offices No paper forms getting “lost” on desks Password delivery via Banner Self-Service More secure than sending password via campus mail Request status viewable in Self-Service at any time Approvers can view both existing and requested access Automatic checking for segregation-of-duty conflicts Paper forms no longer accepted!

29. OIT and Purchasing Please contact OIT – Jackie Vo Prior to considering purchase Check existing contracts to save $ Have product reviewed for compatibility with PSU systems Have contract and license reviewed for compliance with PSU, OUS, State of OR, and Federal regulations

30. Sustainability Office Update • Noelle Studer-Spivek • studern@pdx.edu • http://www.pdx.edu/sustainability/

31. PSU Sustainability Responsible Purchasing Survey Results are in! Priority areas: Office Supplies, Paper, Food, Printers and Copiers, Computers What would make green purchasing easier? Purchasing standards and guidelines that are clear and easy to follow Web-based resources and tools List of products that meet criteria Purchasing policies that establish formal standards for products Upcoming Resources: Paper and Printing Environmental Report (PAPER) Responsible Purchasing Initiative Solutions Generator mini grants for campus sustainability projects http://www.ecowiki.pdx.edu/content/greening-our-departments Theme for winter quarter: Waste Prevention! Save $ and help PSU compete in… You can help by minimizing printing, using reusable beverage containers.

32. Office of Human Resources • Pamela Hutchins • Assoc. Director for Human Resources – Payroll, Compensation, etc. • hutchp@pdx.edu • Kerry V. Gilbreth • Assoc. Director for Human Resources – • Benefits, Leaves & HR Reception • kerry.v.gilbreth@pdx.edu • Maria Eldred • Assoc. Director for Human Resources – • Employment and Employee Relations • eldredm@pdx.edu • http://www.pdx.edu/hr/

33. New Year - New People - New Roles Christina Kraus Employment Manager Jennifer McLean Payroll Operations Manager Kerry V. Gilbreth Assoc Dir for HR – Benefits, Leaves, & HR Reception Maria P. Eldred Assoc Dir for HR – Employment & Employee Relations

34. New Electronic W-2 W-2 forms are now available via PSU Information System 20% of our employees have already elected to receive their W-2 only electronically Opt-In to the Electronic Only Option for next year

35. New Year Financial Review Great time to review and update - Payroll Tax Withholdings (W-4)

36. New Year Financial Review Great time to review FSA – Flexible Spending Accounts Voluntary Retirement Savings Plans (TDIs, OSGP) They are pre-tax. Vendors On Campus (Time and Location TBD) TIAA-CREF: Fidelity: February 8, 9, 10 February 1, 15 March 1, 2, 3 March 1, 29 April 5, 6, 7 May 3, 4, 5

37. Performance Reviews UnUns (Unrepresented Unexcluded) (Terrill x3282) - April 30, 2011 to HR UnEx (Unrepresented Excluded) (Sharon x8317) - March 28, 2011 to Deans - April 25, 2011 to OAA Classified (Terrill x3282) - Individual Anniversary Date Classified: 6-mo trial service (3-mo review) (Dept/Unit)

38. Performance Reviews AAUP/Academic Professionals (APs) (Pat x5242) - May 3, 2011 to Deans - May 16, 2011 to OAA AAUP/Fixed Term (Sharon x8317) - Annually during years 1-6 (See Collective Bargaining Agreement with PSU Chapter AAUP, Article 18, Section 4) AFT/Adjunct (Sharon x8317) (See Collective Bargaining Agreement between PSUFA-AFT and PSU, Articles 7 and 8)

39. Performance Reviews Information and forms: - www.pdx.edu/hr/evaluating_employees Need help giving constructive feedback? - Contact Maria Eldred 5-8360 - Look for Performance Review Training on the HR website

40. Office of the General Counsel • Darla Collar • General Counsel Office Paralegal • darla.collar@pdx.edu • 725-8050

41. Office of General Counsel • PSU Public Records Reminder • The Attorney General now requires public entities to respond to a Public Records Request within 7-10 days! • All public records requests should besent to Darla Collar, Office of General Counsel, as soon as possible. 

42. Facilities and Planning • Karl Johnson • Customer Service Manager • karlj@pdx.edu

43. Facilities and Planning Construction & Major Maintenance Projects, EH&S and Service Requests

44. 2010-11 Current Construction Areas

45. College Station Housing • College Station Housing • A Partnership project with American Campus Communities (ACC) to increase student residential facilities at PSU • Externally funded project • Walsh Construction, Contractor • 368,612 GSF, 16 Floors, 978 Beds • Building to have student housing, three general pool classrooms, a lecture hall, ground floor retail • Construction started early December 2010 and will continue through Summer of 2012 • Sidewalks and parking adjacent to the property will be closed throughout the project. Max Green Line service continues • PSU Project rep. Kate Vance

46. Life Science Collaborative Building OUS/OHSU Life Science Collaborative Building at South Waterfront • Located at OHSU Schnitzer Campus • New building anticipated to collaboratively house OHSU, PSU, OSU, UO and private partners • 9-story – 364,000 GSF Project Budget $160M • Building program is in refinement and includes; life sciences education & research, ground floor retail & parking • Contracts for project development are in process • Estimated construction start Summer 2012 • Estimated completion Fall 2014 • PSU Project representative, Ron Blaj

47. Lincoln Hall Seismic and Systems Upgrade • State Deferred Maintenance $29.2 million • Main part of project complete. Building re-opened for use for Fall Term 2010 with FPA and General Pool classrooms re-opened • Project included seismic, mechanical, and electrical upgrades, finishes, and space programming; new roof; enhanced natural lighting; and significantly improved instructional and performance spaces • Project provided employment for a maximum on-site team of 100 craft personnel • New Broadway Entry construction to begins late Spring 2011, with completion scheduled for late Summer 2011 • PSU Project Manager, Ron Blaj

48. Science 2 & Science Research & Teaching Center & Hazardous Waste Facility (SRTC) ● Building infrastructure upgrades and the expansion and modernization of labs and teaching space. State Limitation $45.3 M, various funding sources including General fund, grants, gifts, COPs, and bonds ● Construction on floors B1 & B2 - west side, completed fall 2010 ● $2 Million CLEE research labs to begin construction this winter ● $2 Million EDA Grant to replace or add 71 fume hoods started December 2010 ● $300K in Student Building Fee funded work being bid to upgrade the student lounge and lobby area ● Completion of the project July 2011 ● PSU Project Manager, Mark Fujii

49. Campus Steam & Chilled Water Loop Oregon Economic Stimulus Funded Project $17.5 million ● To improve and expand the network of heating and cooling piping throughout campus that forms our Campus Loop ● Leading to energy savings, more reliable service and increased capacity to heat and cool campus buildings . Estimated energy savings over $300,000 year ● Construction 7:30am - 4:30pm Monday - Friday; Intermittent noise and vibration. 93 jobs created ● New geothermal wells being drilled at Science 2 ● Federal Grant of $1M awarded to use more of the heat from the geothermal wells ● Completion of project Summer 2011 ● PSU Project Manager, Mark Fujii

50. Peter Stott Center Energy Upgrades ● Provide energy upgrades throughout the facility. Upgrades include; HVAC unit maintenance/replacement, Lighting replacement and door and window weatherization ● Funding provided by American Reinvestment and Recovery Act (ARRA- Fed. Stimulus), Energy Trust of Oregon (ETO), Business Energy Tax Credits (BETC) and PSU ● Anticipated construction: March, 2011 – June, 2011 ● PSU Project Manager, Kate Vance