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TRANSITION FROM “NO DEANS” TO “DEANS” College of Arts, Sciences and Business College of Engineering and Computing Campus Open Forum II Warren Kent Wray April 9, 2014. SIX COMMITTEES. Administrative Planning Committee – Larry Gragg

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Six committees

TRANSITION FROM “NO DEANS” TO “DEANS”College of Arts, Sciences and Business College of Engineering and ComputingCampus Open Forum IIWarren Kent WrayApril 9, 2014


Six committees
SIX COMMITTEES

  • Administrative Planning Committee – Larry Gragg

  • Academic Planning Subcommittee – Dave Enke/Larry Gragg, Co-Chairs

  • Non-Academic Planning Subcommittee – Greg Smith

  • Resource Planning Committee – Kelvin Erickson

  • Personnel and Financial Resources Subcommittee - Kelvin Erickson, Chair

  • Physical Resources Subcommittee (Campus Space Committee) – Walt Branson, Chair

  • External Functions and Activities Planning Committee – Lea-Ann Morton, Chair

  • Strategic Planning Responsibility Committee – Rose Horton/Jim Drallmeier, Co-Chairs

  • Faculty Bylaws Committee – Mark Fitch, Chair

  • Steering Committee – Kent Wray, Chair


Timeline
TIMELINE

Committees submit initial

recommendations: March 21

Chancellor and Provost consider

recommendations: April 2

Campus-wide Open Forum II

to hear recommendations

by steering committee: April 9

3-4:30 PM


Timeline1
TIMELINE

Opportunity for comments

from faculty, staff, students,

and alumni ends: April 14

Chancellor and Provost make

tentative decisions: April 21

Final decisions made by Chancellor

in consultation with incoming

leaders: TBD


Consultants um system
CONSULTANTS, UM SYSTEM

  • Deborah Noble-Triplett

    Assistant Vice President Academic Affairs

    VP Human Resources/Academic Affairs

  • Eric Rosenhauer

    Director Performance Improvement

    UM Health System



Six committees

Motivation and ties to strategic plan

  • Raise visibility and awareness

  • Need successful structure for academic affairs

  • Grow global and online learning and international affairs

  • Create corporate relations office

  • It’s all about strategic partnerships



Six committees

Global & Strategic Partnerships

Strategic Positions


Order of speakers
ORDER OF SPEAKERS

Larry Gragg, Academic and Non-Academic Planning Subcommittee

Kelvin Erickson, Personnel & Financial Resources Subcommittee

Walt Branson, Physical Resources Subcommittee

Lea-Ann Morton, External Functions and Activities Planning Com.

Rose Horton, Strategic Planning Responsibility Committee

Mark Fitch, Faculty Bylaws Revision Committee

Deborah Noble-Triplett and Eric Rosenhauer, UM System


Six committees

Campus Open Forum II

Dr. Larry Gragg

April 9, 2014

Administrative Planning Committee


Committee members
Committee Members

  • Academic Committee

  • Larry Gragg, Co-Chair

  • Dave Enke, Co-Chair

  • Phil Whitefield

  • Dedie Wilson

  • Krista Chambers

  • Jerry Cohen

  • Mariesa Crow

  • Everett McDaniel

  • Jeff Schramm

  • Kris Swenson

  • Vicki Hudgins

  • Deborah Noble-Triplett

  • Mark Fitch

  • Krishna Krishnamurthy - resource person for comt only


Committee members1
Committee Members

  • Non-Academic Committee

  • Greg Smith, Chair

  • Dan Waddill

  • Dave Van Aken

  • Diana Ahmad

  • Dick DuBroff

  • Keith Strassner

  • Barb Palmer

  • Venkat Allada

  • Robert Aronstam

  • Tom Schuman

  • Sharon Matson


Key functions from vpaa to vice provost deans
Key Functions from VPAA to Vice Provost & Deans

  • Interview and provide input on tenure-track faculty candidates (in collaboration with

    Department Chairs)

  • Curriculum issues

  • Work with various academic and non-academic units to build collaborative relations to respond to opportunities related to graduate studies (in collaboration with VPGS)


Key functions from vpaa to vice provost deans1
Key Functions from VPAA to Vice Provost & Deans

  • National and regional presence and representation at the Council of Graduate Students and Midwest Association for Graduate Schools (in collaboration with VPGS)

  • Salary adjustments and increases for academic units

  • Review and approve required faculty hiring forms and/or eRecruit approval


Key functions from vpaa to vice provost deans2
Key Functions from VPAA to Vice Provost & Deans

  • Provide assistance with grievances

  • Budget monitoring of 19 academic units

  • Conflict of interest disclosures

  • Faculty sabbatical/development leave approvals and retirement request


Key functions from vpaa to vp d of engineering and computing
Key Functions from VPAA to VP&D of Engineering and Computing

  • Freshman Engineering (formerly VPUS)

  • MSU program management

  • ABET oversight and coordination


Key functions from vpaa to provost
Key Functions from VPAA to Provost

  • New Faculty Forum participation and support (move under the new Teaching and Learning Center if option 3 listed below is implemented)

  • UM Faculty Scholars (move under the new Teaching and Learning Center if option 3 listed below is implemented)

  • With regard to PAFs, undergraduate student policy interpretation and student enrollment compliance (in cooperation with Department Chairs)

  • New undergraduate degree proposal coordination


Key functions from vpaa to provost1
Key Functions from VPAA to Provost

  • Monitoring and recommending changes as necessary for academic internal policies and procedures

  • Coordination with UM System Academic Affairs

  • Faculty Senate

  • Create and approve chartfield strings

  • Coordinate all academic awards

  • For Curator’s Professors and other special titles, prepare, monitor policy and process


Key functions from vpaa to provost2
Key Functions from VPAA to Provost

  • With regard to PAFs, graduate student SEVIS compliance

  • Special projects and reports

  • Allocation of miscellaneous instruction funds

  • Allocation of summer session teaching funds

  • Extra faculty compensation

  • Faculty policy interpretation


Key functions from vpaa to vpgs
Key Functions from VPAA to VPGS

  • Disposition of referrals for breeches of academic integrity among graduate students

    (function to also remain with VPUS for undergraduate students)

  • Approve graduate student fee waivers

  • Approve graduate student fellowship payments

  • Stipend X chart maintenance and update


Key functions from vpaa to vcfa
Key Functions from VPAA to VCFA

  • OSE3 program management

  • Financial advice and training



Key functions from vpaa to department chairs
Key Functions from VPAA to Department Chairs

  • Recruitment of adjunct faculty to support distance learning (to also remain with VPGL)

  • Interview and provide input on TT candidates (in collaboration with the appropriate Vice Provost & Dean)

  • Undergraduate student policy interpretation and student enrollment compliance (in cooperation with the Provost)


Key functions from vpaa to department chairs1
Key Functions from VPAA to Department Chairs

  • Approve bi-weekly payroll

  • Approve purchasing card reconciliations

  • Approve travel vouchers (the Vice Provost & Deans or another individual outside of the academic departments will still need to approve Department Chair travel reimbursement)


Key functions from vpaa to strategic planning coordinator
Key Functions from VPAA to Strategic Planning Coordinator

  • Strategic planning coordination, as originally performed by the VPAA


Key functions from vpaa to human resources
Key Functions from VPAA to Human Resources

  • Process student PAFs and hiring documents, including employment verification (I-9 and e-verify)

  • With regard to PAFs, dissemination of information to assure graduate student policy compliance

  • Process staff PAFs for funding changes

  • Approve staff position reclassifications

  • Approve and process staff leaves of absence and retirement requests


Options for consideration
Options for Consideration

  • 1. Keep the current structure of having a Vice Provost of Undergraduate Studies and a Vice

    Provost of Graduate Studies so they can continue to function as currently operating. This recommendation would not require new administrators or changes in office, other than to determine their proper interaction with the new colleges and Vice Provost & Deans.


Options for consideration1
Options for Consideration

  • 1. (cont.) Both Vice Provost positions be renamed as Vice Provost & Dean. Furthermore, it is recommended that the VPGS be transformed to the position of “Vice Provost & Dean of the Graduate School.” These changes would not increase the number of administrators, but would create two new Vice Provost & Dean positions (replacing the VPGS and VPUS).


Options for consideration2
Options for Consideration

  • 2. Locate the staff (five) and all functions that remain listed under the VPAA and not currently reassigned to another entity other than the Provost within an “Administrative Support Center” that would report to either the Provost, the Budget Office, Human Resources or some other entity. At this point the APC does not feel that it has enough information to make a suggestion regarding the exact function of the Administrative Support Center, or to whom the staff of the new center should report.


Options for consideration3
Options for Consideration

3. Create a “Teaching and Learning Center” that would incorporate CERTI, EdTech, the New Faculty Forum, the New Faculty Orientation, and the UM Faculty Scholars. Such a combination would create one location for many teaching and faculty development activities on campus.


Options for consideration4
Options for Consideration

  • 4. Utilizing existing resources and staff, consider the option of creating new centers or groups, such as the Administrative Support Center (see item 2), that would serve both academic and non-academic departments that are unable to hire or support staff that can help full-time with budget, communication and other relevant department functions that are necessary to serve students, faculty and staff. Examples include a Financial Support Center and a Communication Support Center, among others.


Resources planning committee
Resources Planning Committee

Campus Open Forum II

Kelvin Erickson

April 9, 2014


Resources planning committee1
Resources Planning Committee

The Resources Planning Committee will coordinate extensively with the other major restructuring planning committees by helping to identify the number of personnel positions required to accomplish those financial, administrative, academic, and outreach responsibilities and activities that the other committees have identified as being essential and continuing in need. There will be a committee chair that oversees the two subcommittees.


Personnel and financial resources subcommittee
Personnel and Financial Resources Subcommittee

Personnel and Financial Resources Subcommittee will be responsible for identifying the type and number of positions that will be required for each Vice Provost/Dean's office. Once these positions have been approved, the availability of these positions will be announced through HRSAADI as open for internal candidates and those individuals being displaced by the reorganization will be given the opportunity to apply for the new position recommendations. In addition, this committee will research the financial structure of similar deans’ offices and estimate the funds needed to support the various deans’ offices non-personnel needs, functions and activities (e.g., office operations, travel, unplanned support for reporting units, proposal matches, etc.). (This committee will not establish the VPDs budgets.)


Personnel and financial resources subcommittee members
Personnel and Financial Resources Subcommittee Members

Kelvin Erickson, Chair Lance Haynes

Daryl Beetner Shenethia Manuel

Steve Clark Deborah Noble-Triplett

Mitsy Daniels Keng Siau

Lokesh Dharani Lisa Strauser

Lucretia Eaton Jay Switzer

Barbara Hale Kerry Magner (Graduate

Richard Hall Student Council Rep)


Vp d office staffing
VP&D Office Staffing

Principles

  • Minimum estimate

  • Bureaucracies tend to grow

  • VP&D should justify additional positions.

    Survey of other Dean Offices:

  • 2 – 50 staff

  • 0 – 8 faculty (asst/assoc deans or directors)


Vp d office staffing1
VP&D Office Staffing

CASB and CEC VP&D's Office Staff Recommendations

  • Manager, Business and Fiscal Operations – dept. budget monitor, allocate misc. instr., dept. salary adjustments

  • Admin Assoc II – clerical support to the VP&D. Assist manager and backup

  • Senior Secretary – front desk, clerical support to Associate Dean

  • Associate Dean – curriculum and grievances

    Additional staff for Freshman Engineering (CEC)


Vp d office staffing2
VP&D Office Staffing

CASB VP&D Office

  • Vice Provost and Dean

  • Associate Dean

  • Manager

  • Admin Assoc II

  • Senior Secretary

    CEC VP&D Office

  • Vice Provost and Dean

  • Associate Dean

  • Manager

  • Admin Assoc II

  • Senior Secretary

  • Dir, Fr Engr

  • AssocDir, Fr Engr

  • Admin Asst, Fr Engr


Vp d office funding
VP&D Office Funding

Principles

  • Equipment & Expense estimated from historical data

  • Miscellaneous Instruction estimated from current data

  • Restore other non-GRA funding


Vp d office funding1
VP&D Office Funding

Equipment & Expense Recommend

  • CASB - $80K former CAS + MIS + 8 years of 2% increase

  • CEC - $120K former MEER + SOE + 8 years of 2% increase

    (E&E includes categories, such as Campus Cultural Events)

    Miscellaneous Instruction Recommend

  • CASB - $475K 43% of FY2014 + 2% increase

  • CEC - $625K 57% of FY2014 + 2% increase

    For FY2014, the initial distribution of $877K was divided:

  • CASB depts. – $376K, 43%

  • CEC depts. – $501K, 57%

    This category has grown from $280K in FY2007 to $1.1M in FY2014


Vp d office funding2
VP&D Office Funding

Other Funds that formerly went to dean's offices

  • Return of indirect. Recommend that the 5% of the indirect from grants and contracts that formerly went to the dean’s offices be restored.

  • Distance education revenue. Recommend that the 5% of the distance education revenue that formerly went to the dean’s offices be restored.


Space committee report
Space Committee Report

Campus Open Forum II

Walt Branson

April 9, 2014


Location considerations
Location Considerations

  • Campus Master Plan

    • Strategic organization of units

    • Engineering and Computing generally north

    • Arts, Sciences, and Business generally south

  • “Right” location vs. Available space

    • Could displace existing occupants


Proposed locations
Proposed Locations

  • Vice Provost & Dean of Arts, Sciences, and Business

    • Schrenk Hall

    • Chemical Engineering department head suite

  • Vice Provost & Dean of Engineering and Computing

    • McNutt Hall

    • Former Dean’s suite on third floor


External functions and activities planning committee
External FunctionsandActivities Planning Committee

Campus Open Forum II Dr. Lea-Ann MortonApril 9, 2014


Committee charge
Committee Charge

Identify those activities and functions involving fundraising, outreach, and relations with individuals, organizations, and companies external to the university that are currently beneficial to the university and may continue to provide benefit to the university in the future. After identifying all external activities of benefit to the university, make recommendations regarding which activities should continue where they are currently assigned or be reassigned to the new vice provost and deans’ offices, and make further recommendations regarding which university unit, if not the VPD’s, should assume the responsibility for ensuring that these activities are successfully continued.


Committee members2
Committee Members

  • Dr. Lea-Ann Morton, chair

  • Dr. Henry Wiebe

  • Ms. Laura Stoll

  • Dr. Wayne Huebner

  • Dr. Greg Gelles

  • Dr. Muthanna Al-Dahhan

  • Dr. Kamal Khayat

  • Dr. Sajal Das

  • Mr. Steve Tupper


Process
Process

  • Five committee meetings were held.

  • Committee reviewed the following documents:

    • All vice-provosts lists of key duties

    • 2006 report regarding deans to no-deans transition

    • S&T strategic plan and six identified customer groups

  • Committee selected and reviewed duties assigned to all vice provosts office that are considered external functions.

  • Committee selected and reviewed duties, regardless of responsible unit, that are external & of benefit to the university.

  • Committee completed spreadsheet with recommendations on where the external functions could/should reside. Those highlighted in red signal a change in responsible unit.

  • It is understood that both Vice Provosts & Dean’s will participate/support all external functions of the university, even though they might not have primary responsibility for the function.







Strategic planning responsibility committee
Strategic Planning Responsibility Committee

Campus Open Forum II

Rose Horton

April 9, 2014


Bylaws change
Bylaws Change

Campus Open Forum II

Mark Fitch

April 9, 2014


Six committees

Colleges

  • Membership and Organization

    The faculty of the colleges consists of all tenured, tenure-track, and non-tenure track full-time faculty members holding the rank of instructor or above in the departments that belong to the college, its Dean, and any of its Associate or Assistant Deans. Faculty whose appointment is divided between colleges may participate in deliberations of these colleges, but shall be a voting member of only the college in which they hold their primary appointment. The Provost, Vice Provosts, and the Chancellor also serve as ex officio members.

    The chief executive and administrative officer of each college is its Dean. When the position of Dean is vacated, a search and screening committee consisting of only individuals elected by the college tenured/tenure track faculty will search for and screen applicants (in accordance with Missouri S&T EEO/AA procedures), will select candidates to be interviewed, and will interview them with the assistance of other faculty, administrators, staff, and students. Up to five candidates will then be selected by a majority vote of the college tenured/tenure track faculty, and the names of the selected candidates will be forwarded to the Provost. The Provost then shall select one of the nominated candidates to be the new Dean, or return the search to the committee with an explanation of why the candidates are unacceptable or unavailable. The committee will operate until a new Dean is selected.

Passed by Faculty Senate on 20 March, awaiting action by System


Six committees

  • Meetings

    Each college faculty will meet at least once a semester at the call of its Dean. A quorum shall consist of twenty (20) percent of the members when business described in the published agenda is being considered and fifty percent when other items of business are being considered. Notice of all meetings of the faculty of a college shall be sent to each member of that college at least one week prior to the meeting. Such notice includes the agenda for the meeting. The Dean is the presiding officer.

    Special Meetings -- Special meetings are called upon request of the Dean of the college or by written petition of ten (10) percent of the membership. All special meetings shall be called within two weeks after the request has been made.

    Responsibility and Authority -- Each college faculty, acting in accordance with the Rules and Regulations established by the Board of Curators and Campus Policy, shall have delegated directly to it by the General Faculty jurisdiction over matters primarily of interest only to that college. This includes appeals of departmental academic actions and establishment of new certificates, minors, and degree programs, with a primary responsibility for maintaining and improving the academic excellence of all departments within the college.

    Passed by Faculty Senate on 20 March, awaiting action by System


Um system report
UM System Report

Campus Open Forum

Deborah Noble Triplett

and

Eric Rosenhauer

April 9, 2014