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D R A K E U
N I V E R S I T Y
Minutes of the Faculty Senate meeting
May 8, 2002
The regular meeting of the 2001-2002
Faculty Senate was called to order at 3:30 p.m. by President Charles Phillips. The
following senators were present for all or part of the meeting: Cairns, Gillespie,
Hunter, Klugman, Parsa, Phillips, Rankin, Reed, A. Sanders, Simpson, Spencer, David
Wright, Dean Wright,
Absent: Clapham, King, Lovell, Pomeroy, Sanders, B, Symonds
Report of President Maxwell
Report from Provost Troyer
Report from President Phillips
Unfinished Business -
Senator Reed moved and Simpson seconded motion 02-22:
from EPI in response to the Program Review: Report of the Athletic Task Force issue
#6 the Athletic Practice Times to alter The Scheduling Procedures and Guidelines
for Drake Athletics item 8:
Current wording:
Drake University Athletic Council policy prohibits practice by intercollegiate teams
from 8 am-3pm, Monday - Friday while school is in session.
Proposed wording:
The Drake Athletic Department, in consultation with the Intercollegiate Athletic
Council, will set athletic practice times at appropriate times in order to optimize
students' class schedules, facility usage and student welfare issues. Student Schedules
will be set prior to the determination of practice times and if no new practice times
are available, teams will practice during the time of 3pm-6pm.
Senator Spencer voiced some concerns about possibility of student athletes receiving
undue pressure from their coaches and or peers to select certain courses so as to
facilitate practice. Senator Simpson acknowledged that pressure could be a problem
but the policy stresses that the course schedules are to be a priority. She indicated
she was in favor of the change. Senator Allen wondered how this change will solve
the dilemma. Senator A Sanders indicated that he did not know that this would solve
all the situations but was certainly worth trying. He continued that what happens
now is that practice times are set first and then classes are selected. He indicated
that this will make the most difference and added flexibility to the smaller membership
sports, such as golf and tennis. Senator A Sanders also indicated that the Intercollegiate
Athletic Council (IAC) has been quite reluctant to grant practice exceptions due
to this rule. The IAC will continue to have oversight review of the practice schedules.
There was discussion of any potential impact on the 2:00-3:15 p.m. or other course
time slots and students being able to wisely select courses. There was concern of
an informal culture growing up around when students should or should not take courses.
Senator Allen wondered if there had been consideration of a wording change to 3:15
p.m. or 3:30 p.m. beginning time. Senator Reed replied that EPI did talk about the
mere adjustment of the 3:00 p.m. limit. The committee wanted to open up some other
times.
Athletic Director David Blank spoke on the issue after upon request. He indicated
there were some legitimate reasons for wanting some very open scheduling options,
such as the sharing of practice fields. He indicated that this request came from
the students rather than the coaches or administration. Mr. Blank indicated it is
departmental policy that they do not want students to miss class for practice. If
a student has a choice of a practice or an academic activity, then the academic activity
should be attended. He believed that as a practice many terms will continue to practice
in the late afternoon. Soccer, which shares a facility, may choose to practice in
the morning and perhaps extend to 8:30 a.m. This idea began in with the Student
Athlete Advisory Council, he continued. Wanda Everage, Assistant Provost for Academic
Services, was asked to address the body. Ms. Everage indicated that she was aware
of the student concerns.
Senator Spencer again expressed his concern of the limited options of limited sections
which already exist and whether offering this flexibility would merely create social
pressure. Senator Gillespie indicated she was in favor of the proposed change especially
with a future review. Senator Rankin desired a three year formal policy review.
Senator A Sanders indicated there was a four year period built into the measure.
The exit interview will be a mechanism to track the policy. A report of these athlete
exit interviews are presented by the Faculty Athletic Representative to the Provost.
The body desired to have a copy of the annual review presented regarding the student
assessment.
The motion passed.
Senator Simpson moved and Sanders, A seconded motion 02-21:
Move to Strike: "and university-wide planning and budgeting."
from Article XIV of the Academic Charter.
XIV. Provost
B. The Provost provides leadership for academic policymaking and implementation;
academic personnel selection and evaluation including the awarding of promotion,
tenure and special professorships; and university-wide planning and budgeting. The
Provost's office oversees the operations of Colleges and Schools, Career Center,
Council for Interdisciplinary Studies, Cowles Library, Dean of Students, Human Resources,
Information Resources, Registrar's Office, and International Center. The Provost
maintains effective communication with the Faculty Senate and the Student Senate.
The Provost participates in the presentation of academic needs and priorities to
the governing board and external publics and constituents.
Senator Rankin expressed the concern that the person who drives the budget drives
the institutional priorities and she wanted the Provost involved. She does not mean
that the Provost has to develop the budget. President Maxwell offered his perspective
which is that there is a Vice President for Business & Finance and the responsibility
lies there and with his office. Senator Spencer suggested replacing the University
wide language with ‘academic'. He did not wish to interfere with the Business &
Finance Vice President's job but did want to continue to have the academic officer
involved. Senator Dean Wright also indicated his interest in having the academic
officer involved.
President Maxwell offered language which was accepted as a friendly amendment. The
suggested language altered the first sentence as follows and indicates the Provost's
and academic's importance to the institution and budgeting.
B. The Provost provides institutional leadership for these actions: academic policy
making and implementation; academic personnel selection and evaluation including
the awarding of promotion, tenure and special professorships; and academic planning
and budgeting. The Provost's office oversees the operations of Colleges and Schools,
Career Center, Council for Interdisciplinary Studies, Cowles Library, Dean of Students,
Human Resources, Information Resources, Registrar's Office, and International Center.
The Provost maintains effective communication with the Faculty Senate and the Student
Senate. The Provost participates in the presentation of academic needs and priorities
to the governing board and external publics and constituents.
The motion as amended passed.
New Business
Senator Sanders moved and Spencer seconded motion 02-23:
Motion to change Committees & Subcommittees of the Faculty Senate
a) Dissolve the Budget & Business Affairs (B&BA) Committee of the Faculty
Senate as of May 2002.
b) The Faculty Senate will request, on a once a semester basis, a budget report to
be presented by the Vice President of Business & Finance.
c) Dissolve the Drake Curriculum (DC) Committee, the Drake Curriculum Outcomes Committee,
Educational Policies & Issues (EPI) and Assessment Committee of the Faculty Senate
as of May 2002.
d) Create the University Curriculum (UCC) Committee. The University Curriculum Committee
(UCC) has an advisory role to the Faculty Senate. The UCC would not supersede individual
college/school curriculum committees. Those committees would still have control
over their programs and meeting accreditation standards. The UCC would take on the
roles of the DC, Outcomes, Assessment, and EPI committees plus be charged with coordination
of interdisciplinary programs and oversight of course/program duplication and synergies
across the campus. The UCC would also serve an ad hoc advisory role to the Provost
and the Associate Provost for Interdisciplinary Studies to ensure that policy is
implemented in a coordinated manner across the campus.
The UCC will have faculty representation from each of the four divisions of Arts
and Sciences and from the colleges/schools of Business and Public Administration,
Education, Journalism, Law, Pharmacy, and the Libraries. One administrative representative
from Drake assistant and associate deans (CAAD) will serve on the committee and the
DC Director will be an ex officio member. Members will serve two year, staggered
terms of office. This Committee will report to the Senate at least once a year.
The Chair is encouraged to manage and direct issues with the utilization of various
subcommittees and task forces. These task-originated groups may have membership
outside the UCC and report to UCC. All members of subcommittees or task forces will
be authorized by the UCC.
d) Rename the Honorary Degree/Drake Medal Subcommittee to the Honorary Awards Committee.
The charge of the committee is securing and screening recommendations for recipients
of honorary degrees and the Drake Medal.
President Phillips responded to comments received at the last Senate meeting and
from David Skidmore. Mr. Skidmore was not in attendance but has indicated that he
is fine with the sub-committee format.
Without further discussion, the motion passed.
Senator David Wright moved and Simpson seconded motion 02-24:
Motion to alter section 4.527 of the Faculty Manual
Add the following section:
“Upon completion of the sabbatical leave, recipients must submit a report to their
dean summarizing activities and accomplishments during the leave.
The motion passed.
Senator Reed moved and David Wright seconded motion 02-25:
Motion to alter section 2.16 of the Faculty Manual
The Registrar's Office publishes a final examination schedule for the last week of
the semester, arranging a two-hour period for each class. Classes where final examinations
are given are expected to meet for the final examinations and all classes are expected
to meet at the designated times and places during the week. whether or not an examination
is given. Any Ddeviations from in the final examination schedule require authorization
of the Dean.
Senator Gillespie asked when this will take effect. Senate Reed indicated that EPI
believed the new policy was to take effect with the Fall 2002 Final Exams.
The motion passed.
Senator Klugman moved and David Wright seconded motion 02-26:
Motion to accept a revised Student Records Policy
Student Record Information Policy
The Provost's Office and its various subdivisions maintain student educational records
as an integral part of providing student services. All student educational records
are subject to the provisions of the federal privacy act know as the Buckley Amendment
Family Educational Rights and Privacy Act of 1974 (“FERPA”) and, subject to exceptions
stated in the Amendment FERPA, are not available for inspection by others without
a written release from the student unless the person making the request is a University
faculty or staff member with legitimate educational interests and a valid need to
know. Such personnel might include a faculty adviser, professor, dean or a counselor.
Parents may or may not be excluded from seeing their student's file without a release
signed by their student depending on the applicable provision of the Buckley Amendment.
With few exceptions Generally, students may inspect their own record at any time
the record keeping office is open. Prior notice is required to inspect your own
file as inspections are done under the supervision of the office staff. Students
may copy the contents of their own record although if the file is extensive there
may be a reasonable copying charge. Students may not see their parents' Financial
Aid Form or other financial records. Where records involve two or more students
the student may view only that part of the record that pertains to him/her. Students
do not have a right to access records of instructional, supervisory or administrative
personnel if those records are kept in the sole possession of the maker and are not
accessible or revealed to any other person except substitute personnel. In addition,
students do not have the right to access or review the records of Campus Security
if the records were created for the purpose of law enforcement. In all cases where
access to records is denied, the student and supervisor of the record shall attempt
to informally resolve the matter. If the situation is not resolved in this manner,
then the Provost, or his/her designee, shall make a final and binding decision regarding
access after reviewing the arguments for access and denial of access.
If student find objectionable material in their file, they should call it to the
attention of the supervisor of that record and if the supervisor agrees, the material
can be deleted or amended. If the supervisor of the record does not agree to the
student's suggested deletion or amendment after the student has had a chance to present
all evidence in his/her favor, then the student may add additional or explanatory
material to the file, which will be kept as part of the educational record.
All student files are subject to lawful subpoenas or court orders. Some file such
as counselors' files and medical health records can only be inspected by the student
with the permission of the doctor or counselor. These records have special protection
and are never released to anyone except through a release of record form signed by
the student or a lawful subpoena or court order.
The Career Center discontinued offering a closed reference file option to registrants
on June 1, 1992. Since that time all reference letters received by The Career Center
are considered to be open; however, all letters written under a closed option prior
to this date are open only to employers requesting the files. They are not open
to the scrutiny of the registrant through The Career Center.
Files are normally purged after five years although there are exceptions such as
medicals records, disciplinary records and the like. Some offices purge files five
years from last contact or activity rather than five years from the creation of the
file.
Senator A Sanders offered a friendly amendment to replace Buckley with FERPA in the
second paragraph. The alteration was accepted. Senator Dean Wright asked for clarification
of why the financial record and campus security portions were included. Nancy Geiger,
Registrar, was asked to address the body. She indicated that these portions of the
proposed policy bring Drake's policy into compliance with Federal regulations, especially
the 1990 Crime Awareness and Campus Security Act. Senator Dean Wright indicated
a general concern about the security records and was sensitive to their potential
misuse. He also understood the need to be compliant with existing Federal legislation.
Senator Parsa asked about what information has been requested from Drake by the INS.
Provost Troyer said that several pieces of legislation are in process which will
effect reporting. The INS has currently sent a very broad request for information.
President Maxwell indicated that the institution will be asked to provide confirmation
of enrollment of international students. A central service, whose proposed funding
will be with a charge to the international students who apply for a visa, will collect
this information nation wide. The concern will be for the person who says they are
going to be a student and then does not enroll.
The motion passed.
President Phillips indicated he was happy and honored to have served as President.
He thanked the Executive Committee, President Maxwell and Provost Troyer. It is
a great learning experience.
The meeting adjourned at 4:50 p.m.
Submitted by Secretary, Nancy Geiger