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Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
Deans Executive Council Notes 2010
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Deans Executive Council Notes 2010

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  1. College of Sciences (COS)  Meeting of Dean’s Executive Council  25 January 2010  Present:   Dean – George Perry Department  Chairs  –  Edwin  Barea‐Rodriguez,  Alan  Dutton,  Waldek  Gorski,  Sandy  Norman, Kleanthis Psarris Associate Deans – Raymond Baird, Garry Castellanos, Neal Guentzel, Craig Jordan, Judy Teale, Andy Tsin Center/Institute/Program Directors – Ravi Sandhu  Director of Development – Kim Fischer Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Arulanandam – Mary Lou Spillers Representative for Dr. Yacaman – Rafael López‐Mobilia Guest Speakers – Karen Ivy, Kai Kamaka  Summary Notes  Department Faculty Forum Meetings  Dr. Baird noted that he and Dr. Perry had attended some department meetings to discuss SACS‐related program effectiveness assessment with faculty.  He requested those department chairs that have not included them on the agenda for an upcoming meeting do so.    Annual Faculty Performance Appraisal for Merit Pay Consideration  Dr. Baird referred to the copy of HOP 2.11, Annual Faculty Performance Appraisal for Merit Pay Consideration, which was revised in June 2009.  He quoted section IID, "The Department Chair, in  consultation  with  a  faculty  review  committee  whose  membership  shall  be  determined  by Departmental policy or bylaws, shall complete a Performance Appraisal for each active faculty member  in  the  Department."    He  mentioned  that  some  departments  have  not  involved  a committee.    He  said  this  could  be  a  pro  forma  process  but  there  should  be  nominal representation of a committee that provides guidance to department chairs.  Appointment of Academic Administrators:  Deans and Department Chairs  Dr.  Baird  mentioned  that  the  copy  of  HOP  1.02,  Appointment  of  Academic  Administrators:  Deans and Department Chairs, revised in December 2009, was being provided for informational purposes.  President’s Distinguished Achievement Awards 2010   Dr.  Baird  mentioned  that  information  about  the  nomination  process  has  been  sent  to departments.  The deadline for submitting electronic nominations to the Office of the Dean is 17 February 2010.    
  2. Promotion‐Tenure Reviews, 2010‐11   Dr.  Baird  stated  that  Dr.  Frederick  sent  departments  a  memorandum,  SUBJ:    Electronic Promotion  &  Tenure,  15  January  2010.    Promotion‐tenure  reviews  will  be  conducted electronically in 2010‐11.  Information about the process is in the memorandum.    Career Fair for College of Sciences   Kai Kamaka, Events Manager and Karen Ivy, Career Counselor, Career Services, were present to talk about a Career Fair for the College of Sciences.  Kai stated that he and Karen have been in discussions about the Fair.  There is a proposed budget of $4,000 for the event.  It will be held from  2:00  to  5:30  p.m.  on  Thursday,  25  March  2010  in  the  BSE  atrium.    Following  the  event there will be a reception in the Kleberg Commons outdoor area for the employers and students which will provide a networking opportunity.    Karen  conveyed  that  three  companies  had  confirmed  their  attendance  ‐  IBM,  USAA  and Medtronic.  Karen has 50 target contacts and she requested that department chairs send her contacts for employers who would hire in the sciences.  Dr. Norman suggested school districts be invited.  Karen mentioned that Career Services would have workshops on Monday, Tuesday, and Wednesday preceding the Career Fair to assist students with interviewing skills and resume preparation.  She distributed a handout with information about the event and workshops that she  would  like  announced  in  classes  and  she  is  available  to  speak  to  student  organizations.  Career  Services  will  use  swipe  machines  to  follow  up  and  do  tracking  with  students  who attended  the  Fair.    Karen  mentioned  that  she  has  e‐mail  addresses  of  students  and  sends newsletters about opportunities to students.    Kim  Fisher  commented  that  this  is  a  great  opportunity  for  donor  contacts  and  to  build relationships.    She  would  like  to  receive  information  about  skills  offered  in  workshops.    Kai suggested that a pin be made for APEX (At the Peck of Excellence) students.  Employers would recognize them as academically high‐achieving students.    Council  of  Graduate  Schools  Resolution  Regarding  Graduate  Scholars,  Fellows, Trainees  and Assistants   Dr. Teale referenced a copy of an e‐mail from the Graduate School about the "Renewal of the Council  of  Graduate  Schools  Resolution  Regarding  Graduate  Scholars,  Fellows  Trainees  and Assistants."  It provides information about the resolution supported by the Council of Graduate Schools:    <http://www.cgsnet.org/portals/0/pdf/CGS_Resolution.pdf>    UTSA  is  a  signatory.    Institutions  are  being  asked  to  include  information  in  letters  that  offer graduate  students  financial  assistance  such  as  scholarships,  fellowships,  traineeships,  and assistantships so that students understand their obligations if they accept financial assistance.  This  matter deals  with  financial  aid and  not  admission.    The  resolution  is  intended  to  protect  2 
  3. students and universities.  The Graduate School wants this information included in offer letters sent to students.  Dr. Flannagan can assist with the text for letters.    Requirements for Ethics Courses   There  are  some  ethics  courses  being  taught  at  UTSA.   NIH  and  NSF  have  recently  announced specific requirements for ethics courses for graduate students who are performing research in funded laboratories.  Dr. Teale will forward URLs to administrators with additional information.  According to the new requirements, the course content need to include specific topics detailed in the URLs.  In addition, the course cannot be given solely on‐line and at least eight hours of contact  time  are  needed.   A  committee  organized  by  the  Office  of  the  Vice  President  for Research (VPR) met once with Dr. Arulanandam representing the COS.  Future meetings will be attended by Dr. Teale.  Dr.  Teale  indicated  that  there  are  new  courses  being  offered  related  to  ethics.   We  need  to comply with requisites and she was not sure departments are complying with them.  Courses need to be designed to follow NIH guidelines.  Dr. Teale will be sending out guidelines.  She is going  through  courses  in  the  catalog.   Garry  suggested  that  there  be  discussions  with  Dr. Arulanandam about instructional components to grants.  [In the meantime, an eight‐hour workshop on ethics is being planned by the VPR’s office with details to follow so that UTSA will be in compliance in the near term.]  NTT Faculty Workload/Compensation/Benefits   Dr. Norman brought up the issue about inequities for the non tenure‐track (NTT) faculty.  He commented  on  how  a  NTT  faculty  member  can  teach  downtown  with  an  enrollment  of  12 students and another NTT faculty member can have an enrollment of 100 students on the main campus.    He  mentioned  that  the Department  of  Mathematics  has  four‐hour  courses  and  NTT faculty have to teach four courses to meet the minimum workload requirement.  He asked the other department chairs if this was a problem.  Dr. Gorski responded that it was not a problem and  he  mentioned  that  the  multiplier  for  courses  for  NTT  faculty  had  been  changed  so  they earn  the  same  number  of  workload  credits  as  the  tenured/tenure‐track  faculty.    It  was suggested that the issue of inequities be brought to the attention of Dr. Frederick at a future Department Chair Council meeting.   Thirteen‐Week Summer Term  Dr.  Perry  stated  that  there  had  been  discussions  about  a  thirteen‐week  summer  term.    Input regarding a thirteen‐week summer term can be sent to Dr. Dan Gelo, Dean, College of Liberal and Fine Arts, by the end of January.  He is chairing a task force about the summer term.  San Antonio Life Sciences Institute (SALSI)  Dr.  Perry  requested  that  department  chairs  inform  faculty about  the  deadline  of  March  1  for proposal submissions.  Dr. Andy Tsin is a point of contact.  3 
  4.  Major Research Instrumentation (MRI) Proposals and Workshop   A  copy  of  an  e‐mail  from  Dr.  Frederick  was  provided.    Information  about  the  workshop  and proposal deadlines is in the e‐mail.  Faculty Forum Meetings with Provost Frederick  Dr.  Frederick  has  scheduled  faculty  forum  meetings  to  discuss  Facilities  and  Administrative Recovery  Revenue  in  February  2010.    Information  about  the  meeting  dates  was  e‐mailed directly to departments.   Scholarships   Kim is trying to obtain additional information about scholarships in the college.  She is aware of scholarships coordinated by the Office of the Dean.  She requested department chairs send her copies of memorandums of understanding, thank you letters and any other related documents associated with scholarships coordinated by their offices.    OIT Summer Splash 2010   Dr.  Perry  referenced  the  handout  of  positive  key  projects  that  Information  Technology  is expecting  to  deliver  by  mid‐August  2010.    Administrators  having  issues  with  encryption  of laptops should send e‐mail to Ken Pierce.  If there is no data on a laptop computer, a form can be completed explaining why the computer should not be encrypted.  ClickCommerce   Dr.  Perry  reported  that  information  about  ClickCommerce  (Conflict  of  Interest  Electronic Disclosure System) will be sent soon by the Office of Research Integrity and Compliance.    Cycle of Classes   Patti Gonzalez reminded department chairs that Provost Frederick wanted each department to have information posted on websites and this is to include cycle of classes.  Not all departments have this information posted and it is helpful to students.   Patti will send reminders to those departments who have not posted the information.  Welcome Back Program   Diane  Elizondo  distributed  information  about  the  Welcome  Back  program.    The  program encourages students who left UTSA to return to campus to earn their undergraduate degree.  She  referenced  the  handout  that  has  information  about  benefits,  eligibility,  program requirements,  and  the programs  student  data.    There  are  over  100  students  in  the  program.  Students left UTSA for various reasons – money issues, classes not available and employment.  Students  do  not  have  to  be  at  UTSA  to  participate.    Diane  is  working  with  students  and  the  4 
  5. program  will  continue  each  semester.    She  requested  administrators  send  her  the  names  of students who did not finish at UTSA.    Budgets   Garry  conveyed  that  Governor  Perry  has  requested  plans  for  implementing  a  5%  budget reduction  of  all  State  Agency  Heads.   In  turn,  Chancellor  Cigarroa  sent  to  each  university  and Health  Science  Center  President  a  target  dollar  reduction  amount.   For  UTSA,  the  target reduction is approximately $9.8 M.  Our college’s proportional share equates to approximately $920K,  which  is  very  significant.   However,  at  the  university  level,  other  state  dollars  were identified  prior  to  assigning  a  share  to  each  VP  area.   The  reduced  target  share  also  forces foregoing  merit  and  strategic  additions  to  our  operations,  such  as  new  faculty  and  staff positions.  The anticipated reduction for UTSA is 1.5%.  Academic Affairs’ share of the target reduction was cut in half resulting in an amount of $717,000, across Academic Affairs areas, to meet the 1.5% budget reduction.     The  Provost  has  asked  that  we  develop  a  two‐part  reduction  plan  to  show  our  initial  1.5% reduction (part 1) totaling $147,943 and part 2, as an additional reduction if needed, totaling $318,644.   Total  reductions,  if  at  the  5%  level,  equate  to  $466,587  from  state  funds  in  our college.    5 
  6. College of Sciences (COS)  Meeting of Dean’s Executive Council  15 February 2010   Present:   Dean – George Perry Department  Chairs  –  Edwin  Barea‐Rodriguez,  Alan  Dutton,  Waldek  Gorski,  Miguel  Jose‐Yacaman, Sandy Norman, Kleanthis Psarris Associate  Deans  –  Bernard  Arulanandam,  Raymond  Baird,  Garry  Castellanos,  Neal  Guentzel, Craig Jordan, George Negrete, Judy, Teale, Andy Tsin Center/Institute/Program Directors – Weldon Hammond, Joe Lazor, Ravi Sandhu Director of Development – Kim Fischer Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Wilson – Greg Granados Guest Speakers – John DeLaHunt, Lisa Palacios, John Shaffer  Summary Notes  Graduate Recruitment, Retention Issues, and Hotcourses   Dr.  Perry  introduced  Lisa  Palacios,  Director  of  Recruitment  and  Retention,  and  John  Shaffer, Assistant Director of Recruitment and Retention, from the Graduate School.  He mentioned that recently the college has been asked to consider buying Hotcourses because of the number of international  students  who  apply  for  programs  in  the  college.    The  college  is  considering purchasing Hotcourses for Latin America at $2,500 and he wanted input from administrators.  Lisa  stated  that  the  Graduate  School  has  partnered  with  the  College  of  Engineering  and Undergraduate  Admissions  to  buy  Hotcourses  for  India  and  China  at  the  undergraduate  and graduate level.    Lisa  has  talked  with  other  schools  that  purchased  Hotcourses  and  the  reviews  are  favorable.  Hotcourses are just hitting the American market, they are big in Europe.  She stated there has been  a  dip  in  international  applications  but  the  overall  graduate  enrollment  looks  good.    The amount spent for Hotcourses is minimal.   Some  individuals  commented  on  keeping  the  focus  domestic  and  not  spending  money  on international programs.  Dr. Yacaman stated that the focus should be for recruitment in Latin America.  Dr. Perry questioned how well Hotcourses would work in Latin America.  Dr. Yacaman commented that money spent for Hotcourses would be better spent for trips to Guadalajara for student recruitment.  He felt the drop in international applications might be linked to graduate applications  not  being  processed  timely  and  good  students  are  getting  offers  from  other schools.  
  7. Dr. Teale commented that while she was not aware of budget limitations, we could choose a country  and  see  how  it  works  during  the  first  year.    Recruitment  trips  are  effective  but  they require making personal contacts, organization and follow‐up efforts.  Dr. Perry said we could check on other markets and there would be further discussions.  John Schaffer distributed handouts related to the recruiting initiatives and retention initiatives in the Graduate School.  The information includes data about retention trends by colleges and programs.    He  noted  that  another  recruiter  has  been  hired  and  they  have  a  marketing communication  plan.    John  stated  that  he  shares  information  with  department  chairs  and graduate advisors of record by e‐mail.  The Graduate School offered 12 workshops last year in collaboration  with  departments  and  hopes  to  increase  the  number  this  year.    The  Graduate School publishes a newsletter.  John commented that he has worked with the library specifically for graduate students for study.  Two rooms have been reserved.  John  emphasized  that  the  Graduate  School  is  here  to  assist  departments  in  recruiting  new students.  He noted that if departments would like to share information or include on‐campus events  he  can  send  out  e‐mails  or  post  information  to  website.    Lisa  mentioned  that  the website has been revamped and they changed the search engine.  Equipment Insurance   Dr.  Perry  introduced  John  DeLaHunt,  Risk  and  Life  Safety  Manager  from  the  Office  of Environmental  Health,  Safety  and  Risk  Management.    He  mentioned  he  has  18  years  of experience  working  in  environmental  chemistry.    With  the  university’s  current  insurance,  the deductible  is  $250,000.    With  most  incidents  of  damage,  we  are  paying  for  the  loss.    In  April 2009 discussions began for insurance coverage for equipment.  The plans are to try to insure high‐value, unique and exposed assets.  He wants to work with a committee in the college that will  identify  and  prioritize  equipment  that  needs  to  be  insured.   Department  chairs  and directors of centers/institutes were requested to send the name of a representative from their areas to John.    Annual Faculty Performance Appraisals  Dr. Perry commented that merit raises were unknown at this time.  He requested department chairs send copies of department faculty merit guidelines to him.  Per Chapter 2.11, Handbook of Operating Procedures, faculty are to be involved with the faculty appraisal review process.  Appraisals  for  administrators  will  be  scheduled.    Garry  commented  that  he  was  working  with the compression exercise for merit‐eligible staff and letters would be sent soon.    Budget   Dr. Perry stated he and Garry had been meeting with department chairs multiple times and this issue  was  complex.    Department  chairs  were  asked  to  provide  a  report  about  how  the  5%  2 
  8. budget  cut  would  influence  departmental  operation  and  in  particular  the  teaching  mission.  After the reports are received a meeting will be scheduled with the Provost.  Teaching and Learning Center   Dr. Perry mentioned that Dr.  Frederick has indicated that only a small number of faculty are attending courses offered by the Teaching and Learning Center.  Scholarships   Dr. Jordan  mentioned that Kim Fisher is looking for money for all departments as part of her job.    She  has  previously  requested  memoranda  of  understanding.    Dr.  Jordan  will  contact department staff so we can retrieve photos, resumes, and thank you letters from scholarship recipients.    This  information  is  helpful  to  Kim  when  talking  to  donors  who  might  consider financial donations to the college.    College Honors   Dr. Taylor, Assistant Program Director, MBRS‐RISE & MARC U*STAR, asked Dr. Jordan if MARC students could receive college honors by the time they complete the program.  To qualify for COS honors requirements students need a 3.0 GPA and completion of two independent studies and  a  thesis.    These  requirements  overlap  with  standards  for  good  standing  in  MARC.    Dr. Taylor is requesting a formal agreement between the program and the COS and she would also like to make it a component of the grant.  Dr. Perry asked about recognition for students who graduated in four years or less.  A proposal was submitted to Dr. Graham about this.  Dr. Perry requested Diane to follow‐up.  Spring Fling, 6 March 2010   Spring Fling is scheduled for Saturday, March 6, 2010.  Historically there have been tables for advising  and  departments.    Colleges/departments  may  host  a  50  minute  session  to  include questions  and  answers.    Dr.  Jordan  plans  to  host  the  college  session.    Anyone  who  wants  to participate should let him know.  Conditional Graduate Students  Dr. Jordan stated that conditionally accepted students generally must take specific courses but in  the  past  it  has  not  always  been  clear  what  the  performance  standard  would  be  when  the courses  are  undergraduate  courses.    He  commented  that  his  thinking  has  been  an unconditionally  accepted  graduate  student  is  expected  to  earn  grades  of  "B"  or  better  in graduate  courses.    If  there  is  a  question  about  whether  a  conditional  student  will  be  able  to achieve  that  standard  in  graduate  work,  then  he  thought  it  appropriate  that  they  should  be required to receive that same grade in undergraduate courses taken as a postgraduate.  If they  3 
  9. cannot  achieve  a  grade  of  “B”  or  better  in  undergraduate  courses,  then  it  is  questionable whether they will be able to receive grades of “Bs” or better as graduate students.  Dr. Jordan has been in discussions with two departments about the grade requirements for undergraduate courses and wonders if the grade of “B” or better standard in this situation should be continued in the college as a whole, or if individual departments want to have the latitude to manage it as they  wish.    After  a  discussion,  it  was  decided  that  the  policy  would  be  handled  at  the department level rather than have a college policy.  COS Research Conference 2010   Dr.  Arulanandam  stated  the  conference  is  scheduled  for  Friday,  May  28.    He  requested  that department representatives attend meetings as we need to identify session chairs and judges are needed.  Dr. Arulanandam mentioned a request will be made to make UTSA the home of the Alamo Chapter of Sigma Xi.    Texas State Technical College (TSTC) University Articulation Center   Dr.  Perry  referenced  the  copy  of  the  informational  e‐mail  about  the  proposal  to  establish  a Multi‐Institutional Teaching Center (MITC) in Harlingen.  On‐line Continuity Planning Tool, UC Berkeley   Dr.  Perry  referenced  the  copy  of  the  informational  e‐mail  about  continuity  planning  at  UC Berkeley.  Julio Palmaz Award for Innovation in Healthcare and the Biosciences   Dr. Perry noted a copy of an e‐mail about the above mentioned awards.  Last year the award was  given  to  Dean  Kamen,  inventor  of  the  Segway.    The  recipient  of  this  year’s  award  is expected  to  be  a  local  person.    The  nomination  process  is  provided  in  the  e‐mail.    Dr.  Gracy serves on the awards committee and he can be contacted for information.    Provost’s Distinguished Lecture  Dr.  Perry  informed  the  group  that  Francisco  J.  Ayala,  Donald  Bren  Professor  of  Biological Sciences, Ecology and Evolutionary Biology, University of California, Irvine, will be on campus on April 28 and 29, 2010 to present several talks on evolutionary biology.     4 
  10. College of Sciences (COS)  Meeting of Dean’s Executive Council  8 March 2010  Present:   Dean – George Perry Department  Chairs  –  Edwin  Barea‐Rodriguez,  Alan  Dutton,  Waldek  Gorski,  Miguel  Jose‐Yacaman, Sandy Norman, Kleanthis Psarris Associate Deans – Garry Castellanos, Neal Guentzel, Craig Jordan, George Negrete, Judy Teale, Andy Tsin Center/Institute/Program Directors – Aaron Cassill, Weldon Hammond, Joe Lazor, Ravi Sandhu Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Arulananadam – Mary Lou Spillers Guest Speakers – Amanda Beck, Naomi Craven, Kai Kamaka, Kimberley Rolf  Summary Notes  COS Career Expo and Science Fair Support   Kai  Kamaka  informed  the  group  that  the  Career  Expo  will  be  held  on  25  March  2010  in  the Atrium of the BSE Building.  Recruiters from a number of science industries will be present.  He has been working with the Career Services staff to promote the event.    The  ExxonMobil  Texas  Science  and  Engineering  Fair  will  be  held  from  9‐12  April  2010.    The Science  Review  Committee  (SRC)  is  reviewing  paperwork  for  projects  to  ensure  requirements are met.   Administrators were requested to extend invitations to faculty to serve as judges and assist with display and safety for projects.  Judging will occur on 11 April.  Presently there are 30 registered  judges.    Last  year  there  were  250  judges.    Breakfast,  lunch,  and  parking  will  be provided.  Ph.D. students can serve as judges and master’s level students can judge junior high projects.  Dr. Dutton asked about department promotional tables.  Kai indicated that the best day for that would be 11 April, Sunday.  There will be workshops on UTSA admissions, financial aid, scholarships, etc.  Prior to judging, a projector will be playing in the West Registration of the  Convention  Center  where  vendors  will  be  set  up.   Departments  are  welcome  to  send  Kai any information they would like for him to display on the projector while the participants wait for the doors to open for judging.  Kai distributed a folder of information about the Career Expo and  the  science  fair  and  will  send  information  about  the  fair  electronically  to  department chairs.  COS Brochure   Amanda Beck indicated that the college needs a new brochure.  The tri‐fold style brochure is being  targeted  for  students  and  she  has  scheduled  several  focus  group  meetings.    She circulated a pre‐focus version and commented that she needed input for research areas.  She initially included information about research but students indicated they wanted to hear about student  organizations.    Amanda  requested  that  each  department  send  her  the  top  three 
  11. research areas.  Dr. Yacaman indicated that he was not comfortable with listing three areas of research and suggested that all topics be listed.  Amanda mentioned that she did not want to choose the areas to list and needed input.  Brochures  will  be  distributed  at  the  science  fair,  student  orientations  and  Roadrunner  Days.  They will be sent to the UTSA Visitor Center and a supply will be kept in the Dean’s office.  Garry suggested  that  the  faculty  listing  be  reformatted.    There  will  be  wording  in  the  brochure directing individuals to the COS website.  Dr. Perry suggested the brochure be sent to students who  have  been  accepted  to  UTSA.    Amanda  will  send  electronic  copies  to  departments  for input.  End of Semester Assignments   A  copy  of  a  memorandum  from  Dr.  Frederick,  about  “End  of  Semester  Assignments”  was provided.  Some department chairs indicated that they had already received the memorandum.   Staff Hiring from Grants and Centers/Institutes   Dr.  Barea‐Rodriguez  indicated  that  he  has  to  approve  staff  hiring  from  grants  that  are  in centers/institutes.    Garry  responded  that  this  is  the  way  it  is  routed  in  STARS.    Dr.  Barea‐Rodriguez noted that this delays hiring.  Dr. Tsin agreed that the routing needs to be reviewed as some appointments for Biology are routed through the Center for Research and Training in the  Sciences  (CRTS).    After  a  discussion  it  was  agreed  that  Dr.  Perry  and  Garry  will  follow‐up with Human Resources on routing for appointments.  NSF GK‐12 Grant Proposal   Dr.  Cassill  conveyed  that  a  NSF  proposal  will  be  submitted  in  June.   It  provides  for  graduate students to work with K‐12 education.  The program is for Ph.D. students who have advanced to  candidacy.   They  will  work  15  hours  a  week  during  the  school  year  and  receive  support  of $30,000  per  year.   The  grant  will  support  about  eight  students.   Dr.  Cassill  indicated  that  we need to come up with a theme and we need to know which departments want to participate.  Interested departments should contact Dr. Cassill who is the tentative principal investigator.    Dr.  Cassill  mentioned  the  recent  “Expanding  Your  Horizon”  event  held  on  campus  for  325 junior  high  female  students.   The  goal  is  to  get  students  interested  in  science  careers.   The event received financial support from the College of Sciences, the Department of Mathematics and HEB.  Dr. Cassill stated that there was a remaining balance of $47 and Dr. Barea‐Rodriguez responded that the Department of Biology would cover the amount.       2
  12. Workload Requirement for Visiting Faculty   Dr. Norman mentioned that the Dean’s office had been informed recently that visiting faculty need to meet a minimum requirement of 24 WLCs for the academic year.  The college had been operating  under  an  18  WLC  workload  requirement  policy  for  visiting  faculty.    He  stated  it  is difficult to expect a professor to teach 24 WLCs.  After a discussion it was decided that the topic should be addressed at a future meeting of Chairs’ Council.  Student Positions  Dr. Teale indicated that the Graduate School is emphasizing that students employed in student positions  need  to  be  enrolled  in  the  hours  listed  in  the  Handbook  of  Operating  Procedures, Chapter 4.09, Student Employees:                   Graduate Assistants ‐ enrolled for at least six hours for each long session and a total of  three hours for summer sessions.                 Teaching Assistants ‐ enrolled in at least six hours  for each long session  or a total of  three hours during the summer session in which they teach.  Per the doctoral funding guidelines from the Graduate School, students funded from doctoral stipend accounts must be enrolled in nine hours during the fall and spring and three hours for the summer semester.  Dr.  Teale  commented  that  no  more  exceptions  would  be  made.    It  was  noted  that  it  was difficult during the summer for students to meet the minimum enrollment.    [Since the meeting, Dr. Teale has sent e‐mail (10 March 2010) to department chairs requesting they  provide  the  appropriate  justification  or  examples  of  why  these  rules  are  problematic  as currently written.  In addition, this issue is currently being discussed by the Faculty Senate.]  New NTT Faculty Position Types  Garry mentioned that there have been discussions about a new NTT faculty position – Professor of Practice.  A working group came up with draft guidelines.  These positions are intended for faculty  who  have  demonstrated  excellence  in  teaching  and  who  would  be  considered  for entering a track.  The proposed rank would be higher than Senior Lecturer.  Recommendations for the title would be made by department chairs.  Dr. Perry commented that he was not sure this rank would fit individuals in our college easily.  The proposal is still in draft stage.    Proposal for UTSA Undergraduate Research Award Competition  There will a representative from each of the colleges to serve on the committee.  Department chairs were requested to send the name of a faculty member to Dr. Perry.   3
  13. Korean Faculty   Dr. Mimi Yu, East Asia Institute, sent Dr. Perry an e‐mail about the upcoming visit of the Consul General of Korea in April.  She asked for the names of any Korean faculty and the names of any faculty members doing research on (or with) Korea.  Dr. Perry indicated that he was only aware of one Korean faculty member, Dr. Han, Department of Chemistry.   Faculty Greeters, Commencement Ceremony   Dr.  Norman  mentioned  that  having  faculty  shake  hands  with  graduating  students  was awkward.    He  asked  the  group  if  there  would  be  a  more  personal  experience,  e.g.,  have students by departments, greeters by departments.  Amanda responded that handshaking was not a part of commencement ceremonies at this time.   Harlingen Multi‐Institutional Teaching Center (MITC)   UTSA is being requested to consider offering educational programs in Harlingen.  Information has been forwarded by Dr. Flannagan to the colleges and it was distributed to members of the Dean’s  Executive  Council.    The  programs  would  have  to  be  located  in  Harlingen  with  faculty teaching  there.    It  would  take  substantial  effort  to  offer  programs  in  Harlingen  and  The University of Texas, Brownsville is close by.  It does not appear UTSA will pursue participation.  Ricardo Romo Endowed Professorship, Honors College   Dr.  Perry  indicated  that  a  selection  committee  will  be  formed  to  consider applications/nominations  for  the  Ricardo  Romo  Endowed  Professorship.      There  will  be  a representative from each of the college.  Dr. Perry requested that department chairs send him names of faculty members who might be able to serve on the committee.  Strategies for Academic Success (SAS) Statistics Report and Celebration of Success   Kim  informed  the  group  that  she  wanted  to  provide  update  information  about  some  of  the probation programs.  She distributed copies of several reports with detailed information:   • Fall 2009 Strategies for Academic Success Report   Kim mentioned that Blackboard is used.  Students have to participate in some exercises so that they  learn  about  the  GPA  required  by  medical  schools  and  reference  letters.    There  are  300 students on probation with less than a 2.0 GPA.  There are 20‐30 students with a GPA below 1.0.    Some  issues  affecting  student’s  academic  performance  are  outside  employment, procrastination and financial situations.  Most students are not showing up to meet with faculty who  have  been  identified  to  work  with  low  performing  students.    Only  the  chemistry sophomore  students  are  meeting  with  Lydia  Martinez‐Rivera.    For  students  who  stay  in  this  4
  14. program and do all the steps, the GPA does rise although they may not get off probation.  There are three advising staff members devoted to this program.   • Spring 2010 Celebration of Success Report   The “Celebration of Success” event was held on 9 February 2010 and 157 students attended.  Funding  for  the  event  was  provided  through  the  “Provost  Core  Value  Program.”    The  COS Undergraduate Advising Center believes that the high attendance at this event is indicative of both its success and value to students.  Applied Engineering and Technology (AET) Building Dedication   Dr. Perry mentioned that the AET building dedication was scheduled for 10 March 2010.    5
  15. College of Sciences (COS)  Meeting of Dean’s Executive Council  29 March 2010   Present:   Dean – George Perry Department  Chairs  –  Edwin  Barea‐Rodriguez,  Alan  Dutton,  Waldek  Gorski,  Miguel  Jose‐Yacaman, Sandy Norman, Kleanthis Psarris Associate  Deans  –  Bernard  Arulanandam,  Raymond  Baird,  Garry  Castellanos,  Craig  Jordan, George Negrete, Judy Teale Center/Institute/Program Directors – Aaron Cassill, Weldon Hammond, Joe Lazor, Ravi Sandhu Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Wilson – Greg Granados Guest Speakers – Posie Aagaard, Krisellen Maloney  Summary Notes  Journal/Index Subscriptions    Dr.  Perry  introduced  Krisellen  Maloney,  Dean,  Libraries  and  Posie  Aagaard,  Assistant  Dean, Collections.    Dr.  Maloney  stated  the  Library  has  become  more  active  in  managing  their collections  and  is  now  directing  attention  to  subscriptions.    She  distributed  an  information packet of spending for 2009 and the allocation for 2010.  Funds were used for databases and journals.    Dr.  Maloney  provided  listings  of  databases,  print  journals  and  e‐journals  related  to areas in the College of Sciences.  She mentioned they were reviewing funding and a university‐wide allocation of $100,000 has been set aside for subscriptions.    Dr.  Maloney  requested  that  the  group  review  the  listing  of  subscriptions  and  let  her  know  if anything is missing that they need or if they see anything on the list that they no longer use.  She will be contacting department chairs and reviewing specific information about their areas.  Posie  Aagaard  commented  that  of  the  $5.6M  budget  for  the  library,  20%  was  spent  on  the College of Sciences.  Graduate Recruitment   Dr.  Perry  commented  that  some  departments  had  not  been  doing  enough  and  next  year  we would return to doing something at the college level.  He mentioned that he expected to have staffing for recruitment but efforts were also contingent with the budget.  Dr. Barea‐Rodriguez responded that we should expect to see changes in 2011.  Tuition will increase and this is the last year that the Department of Biology would be assisting with health insurance payments.     
  16. Dr. Yacaman mentioned that 16 offers had been made and some students accepted early.  He mentioned  we  should  be  recruiting  Latin  American  students  in  Chile,  Brazil  and  Mexico.    Dr. Perry remarked that there were no short‐term solutions and strategic planning was needed.  COS Research Areas of Distinction    Dr. Arulanandam stated that there have been some discussions about  which areas represent research excellence in the College of Sciences.  There needs to be internal discussions among administrators  to  determine  the  areas  so  that  we  are  communicating  the  same  message.  Identifying areas will help with student recruitment, working with the budget in uncertain times and prioritizing faculty hires based on the strengths of the college.  Dr. Arulanandam asked the group “how do we have an exercise involving departments, centers and institutes to determine the  areas.   What  is  the  gauge?   There  are  metrics  available  to  assist  with  identifying  areas  of excellence. The College of Business has identified four areas.  How do we do that in the College of Sciences?”  The  strategic  plans  for  the  university  and  college  should  be  included  in  discussions.   All departments  should  have  strategic  plans.   Dr.  Perry  suggested  a  one‐day  session  with leadership of the Dean’s Executive Council.  Dr.  Arulanandam suggested that this could be an exercise  department  chairs  might  want  to  have  with  their  faculty.   This  could  be  followed  up with discussions of department chairs and directors of centers and institutes.  Dr. Arulanandam will follow up with more specific information.    COS Retention and Graduation Rates   Diane Elizondo distributed several documents:   • Information Overview – Undergraduate Retention and Graduation for the College of  Sciences 1998‐2008, 1 March 2010  • The  CAP Effect – Changes  to  UTSA Retention and  Graduation  Rates Resulting  from  CAP Student Inclusion in the Cohort, 1 July 2009   She mentioned that the SACS re‐accreditation visit set back the Office of Institutional Research. Therefore,  the  Graduation  Initiative  was  delayed  in  providing  their  annual  retention  and graduation report.  She referenced page 3 of the Information Overview handout which provides information  about  the  COS  retention  and  graduation  rates  from  1998‐2008.  The  rate  of retention  for  entering  COS  freshmen  into  their  second  year  increased  more  than  13%  from 55.9% to 68.8% from 1998 to 2008.  COS needs to work on our six‐year graduation rate.  It went up 1.8% from 29.0% to 30.8% from 2002 to 2003.  This is 1% higher than the UTSA graduation rate for 2003, which was 29.8%.      2 
  17. Page 7 begins the table for retention and graduation rates by department. Using BIO in 2003 as an example:   • 353 students entered UTSA as a BIO major in 2003.  • After the first year, 66.6% remained at UTSA; 56.7% after the second year; and 52.1%  after the third year.  • After  four  years,  40  students  graduated  from  UTSA;  48  after  five  years;  and  31  in  six  years. The overall total was 119 graduates in six years. This means graduated from UTSA  and not necessarily with a BIO degree.  • The graduation rate for those starting with a BIO degree went up slightly from 30.8% to  33.7% from 2002 to 2003.  Diane  also  reviewed  the  tables  for  students  who  began  in  and  graduated  within  the  COS. Department tables were provided, but not reviewed.   Diane informed the group that CAP students will now be included in our cohort retention and graduation  rates.  In  2008,  UTSA  enrolled  the  largest  group  of  CAP  students  within  the  UT System  at  1,196.  UT‐Arlington  enrolled  the  next  largest  group  with  100  students.  The  Texas Higher Education Coordinating Board’s new retention and graduation metric will affect UTSA’s and  COS’  rates.   Dr.  Norman  commented  that  CAP  students  should  not  be  able  to  declare  a major.  Late Intervention/Graduation Incentive Award Recruitment for the 2005 Cohort    Diane is recruiting students to participate in this program, which provides support and a grant to  encourage  senior  COS  cohort  students  to  graduate  within  six  years.    A  total  of  89  COS students initially qualified for the program.  After a degree check review, two were not invited to  participate  in  the  program.    Of  the  87  COS  students  who  were  invited  to  the  program,  33 agreed  to  participate  as  of  March  29,  2010.    Recruitment  included  a  personalized  letter,  two phone  calls,  and  three  personalized  emails.    Diane  forwarded  a  list  of  COS  students  to  the Dean’s Executive Council to assist with recruitment.  Diane informed the group that she would be happy to meet with interested individuals about the programs.       3 
  18. College of Sciences (COS)  Meeting of Dean’s Executive Council  19 April 2010  Present:   Dean – George Perry Department  Chairs  –  Alan  Dutton,  Waldek  Gorski,  Miguel  Jose‐Yacaman,  Sandy  Norman, Kleanthis Psarris Associate  Deans  –  Raymond  Baird,  Garry  Castellanos,  Neal  Guentzel,  Craig  Jordan,  George Negrete, Judy Teale, Andy Tsin Center/Institute/Program Directors – Aaron Cassill, Joe Lazor  Director of Development – Kim Fischer Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Edwin Barea‐Rodriguez – Hans Heidner Representative for Dr. Bernard Arulanandam – Mary Lou Spillers Assistant Director of Fiscal Administration – Vince Castellanos Administrative Services Officer – Jan Schwarz Communications Specialist – Amanda Beck  Summary Notes  Promotion‐Tenure  2010  Reviews  and  College  Faculty  Review  Advisory  Committee  (CFRAC) Appointments   Dr.  Baird  informed  the  group  that  promotion‐tenure  reviews  were  on  the  horizon  and information  had  been  provided  by  the  Provosts  office  about  the  process  for  reviews  in  fall 2010.    Department  chairs  should  distribute  information  to  faculty  candidates.    The  library  is providing  training  sessions  for  faculty  on  scanning  files  for  uploading  to  RowdySpace.    The process provides for 98% electronic submission of files.  Some documents need to be provided in binders.   Departments should assist faculty candidates with providing information for their files.    The process for obtaining external review letters is the same as last year.  The same external review  letter  format  provided  by  the  Provosts  office  last  year  should  be  used.    Faculty candidates should receive decisions about reviews before the December holidays.  The College Faculty Review Advisory Committee consists of two faculty members from each department ‐‐ one  elected  by  the  department  and  one  appointed  by  the  Dean.    The  Deans  office  will  be contacting  department  chairs  for  recommendations  of  faculty  members  to  serve  on  the committee.     
  19. Program Assessments and Core Courses  Dr. Baird mentioned that although UTSA passed Southern Association of Colleges and Schools (SACS) review, they want changes for the next cycle (which needs to be completed in five years or less).  Specifically, they wish to see UTSA begin to use multiple measures to assess progress toward  each  goal  in  each  degree  plan.    Completion  of  the  cycle  will  involve  (a)  establishing multiple measures, (b) assessment with the new, augmented set, empirical, determination if we are  making  progress  toward  our  goals,  and  (c)  faculty  devising  and  implementing  ways  of improving  instructional  success.    He  will  be  meeting  with  all  department  chairs  and departmental/program representatives over the summer.    He also mentioned the necessity for each department to establish policies and practices leading to better assessment of faculty teaching effectiveness.  The goal is to have a draft plan to put before  each  departmental  faculty  by  early  fall  term  for  their  consideration,  possible  revision, and adoption, with implementation scheduled for calendar 2011.  Finally,  he  advised  everyone  of  a  plan  to  begin  to  create  some  multi‐disciplinary  topical  core courses  targeting  non‐science‐majors,  e.g.,  pandemics,  natural  disasters,  and  climate  change.  These would be begun under the 2014 undergraduate catalog.  He will discuss these ideas with department chairs and faculty who might be interested in them with a goal of then setting up a meeting with Larry Williams and the Core Curriculum Committee.     COS Research Conference   Mary  Lou  Spillers  informed  the  group  that  she  was  representing  Dr.  Bernard  Arulanandam, Associate  Dean  of  Research  for  Scientific  Innovation,  who  was  unable  to  attend  the  meeting.  She reminded everyone about the COS Research Conference scheduled on Friday, 28 May 2010.  There will be five sessions.  Individuals have been registering and coordination is taking place for rooms, tables and food.  A headcount will be finalized and registration closes on 2 May.  Proposal for Retention of Cohort Students at UTSA   Dr.  Yacaman  stated  that  he  has  been  analyzing  data  for  physics  students  provided  in  the Undergraduate Retention & Graduation for the College of Sciences 1998‐2008 report (1 March 2010)  provided  by  Diane  Elizondo.    He  has  had  discussion  with  the  physics  students.    He mentioned  that  UTSA  is  the  back  door  to  UT  Austin.    We  are  not  retaining  students  because they  are  going  to  UT  Austin.    With  new  admission  standards,  the  rate  of  retention  will  be decreasing.  We have to do something about closing the back door to UT Austin.  Dr. Yacaman believes  students  will  stay  here  if  they  can  do  research.    UTSA  could  offer  scholarships  and students would be assigned to work with a faculty member.  If a faculty member could work with three to four students, we could retain them.  Dr. Yacaman has worked on both campus and he mentioned there is not much difference.  Students can be convinced to remain at UTSA.  Dr. Yacaman has worked with students on grants and that is a good way to integrate them.  He  2
  20. noted that if we do not do anything we will remain where we are.  Dr. Yacaman believes if we could begin by working with 30 students that would be good.   There are also declared majors in Computer Science who have never even take a CS course and we lose them at any stage.  Dr. Psarris agrees that the better students leave to attend UT Austin and we retain the students who have come from community colleges.  Garry  Castellanos  mentioned  that  when  the  Facilities  and  Administrative  (F&A)  model  is  re‐done, we could route funds into the program.  Departments will receive resources and they can determine how they will use money.    [Since  the  meeting  Dr.  Yacaman  and  Diane  have  met  to  discuss  developing  programming  to encourage  Coordinated  Admission  Program  (CAP)  students  to  stay  at  UTSA  to  complete  their degrees.]  College Committee on Developing Guidelines for Recruitment and Use of Discretionary Funds for Departmental Activities    Dr. Perry indicated the use of funds for discretionary purposes needs to be reviewed.  During the recent faculty recruitment effort there were instances where eight to nine faculty members hosted  faculty  candidates  for  dinner.    Dr.  Perry  requested  a  committee  composed  of department  chairs  review  this  issue.    Dr.  Barea‐Rodriguez  agreed  to  serve  as  Chair.    The committee will review current university guidelines and provide clarification for the COS.  Mathematica Training Session   Dr.  Norman  noted  that  he  had  sent  an  e‐mail  to  department  chairs  about  a  “Mathematica” training  session  sponsored  by  CBI.    He  mentioned  that  this  software  is  the  standard  and  has computational  and  graphical  capability.    Dr.  Norman  requested  that  department  chairs  share the information with faculty.    Provost’s Distinguished Lecture, Francisco J. Ayala   Amanda Beck informed the group that Dr. Francisco Ayala, University of California, Irvine would be giving two lectures on April 28 and April 29.  The lectures are based on his book "Darwin’s Gift to Science and Religion.”  The April 28th lecture is open to the public and the April 29 is a technical lecture.  Dr. Jordan distributed an abbreviated schedule.  There will be a reception for invited  guests.    Dr.  Jordan  has  gone  through  an  extensive  marketing  effort  to  promote  the event.    Information  has  been  sent  to  all  superintendents,  all  universities  and  colleges, Southwest Research Institute, UT Health Science Center, and the mayors office.  The events will be  publicized  in  press  releases,  on  NPR,  on  billboards  around  town  and  in  the  Paisano.    Dr. Jordan  requested  the  group  send  him  names  of  individuals  who  should  be  sent  information about  the  event.    The  lecture  will  be  held  in  Room  0.106  MB  and  will  be  broadcast  into  a spillover room.  3
  21. Prerequisites (Summer and Fall)   Patti Gonzalez reported that prerequisite checking were turned on for summer and then turned off.    Prerequisites  for  fall  were  turned  on  and  off  and  then  turned  on  and  off.    The  2010‐12 catalog  has  not  been  approved.    We  are  not  able  to  publish  what  we  expect  to  be  the prerequisites because the catalog has not been approved.  Dr. Perry mentioned that Dr. Pierce has indicated that the prerequisite checking is an overload and they cannot run the systems at the  same  time.    Dr.  Perry  recommended  that  it  be  discussed  at  the  Faculty  Senate  and  Dr. Norman responded that discussions had taken place.  Patti indicated that if students register without prerequisites they will get an e‐mail that they are being dropped.  Some students become angered and complain that they were dropped by the advisors.  In some cases, students do have prerequisites and they are dropped.  Dr. Perry suggested  more  checking  should  be  done  with  other  schools.  UT  EL  Paso  used  prerequisite checking  and  had  it  working.    Dr.  Perry  noted  that  this  issue  will  not  be  easily  solved  and  he  requested any recommendations be shared them with the appropriate individuals.    Faculty Vitae , FAIR  The  deadline  for  faculty  members  to  enter  information  for  their  vita  on  FAIR  is  30  April.    Dr. Psarris mentioned that his department was having problems with entering information for TA vitae on FAIR.  Leadership UTSA Nominations   Dr.  Perry  reminded  the  group  about  nominations  for  the  UTSA  pilot  program  for  leadership development for faculty and staff.  Nominations should be sent to the Deans office by 21 April.    Faculty Forums Hosted by Provost Frederick   Copies of notices about the upcoming faculty forums on "Promotion and Tenure" and "Facilities & Administrative Distributions" were provided.  Dr. Frederick will be presiding over the forums and Dr. Perry requested that department chairs share the information with their faculty.  Faculty Salary Recovery  Dr.  Perry  mentioned  that  the  budget  for  the  COS  had  been  increased  by  $1M  per  year.    Dr. Perry  introduced  Vince  Castellanos,  new  Assistant  Director  of  Fiscal  Administration  in  the Deans office.  Dr. Perry noted that Vince will be helping us to refining our outlook for next year and creating a gold plate budget.  From his experience in working in the Dean’s office, College of  Engineering,  Vince  stated  that  the  effort  contributed  to  sponsored  research  to  offset  a portion  of  a  course  release  should  result  in  50%  of  freed  salary  going  to  the  principal investigator (PI), 25% to the department and 25% to the Deans office.  Funds would be given to the PI as "19" account funds not restricted to the scope of work of a grant.  After a discussion it  4
  22. was agreed that the departments in consultation with faculty would develop a policy for salary recovery  on  grants.    Dr.  Perry  requested  that  department  chairs  have  a  report  for  the  next meeting.  Facilities and Administrative (F&A) Distribution  Dr. Yacaman mentioned that his department has a reasonable amount of grants but he was not seeing  F&A  funds.    He  is  aware  that  it  will  take  the  university  two  more  years  to  pay  for  the Margaret  Tobin  building.    Dr.  Perry  mentioned  that  Dr.  Frederick  has  indicated  it  may  take many  years  to  achieve  first‐tier  status.    He  reminded  Dr.  Yacaman  about  the  forum  that  Dr. Frederick was hosting with faculty to discuss F&A distribution.    Nominations for Dean’s Fund for Excellence  Two  months  ago  at  a  meeting  of  the  Dean’s  Executive  Council,  it  was  announced  that  the Dean’s Fund for Excellence would make one award to an outstanding undergraduate student in each  department.    The  departments  would  be  responsible  for  nominating  the  student  that  it had identified to be the recipient of the award.  If a department has not identified its recipient, Dr. Jordan requested they do so.   Symposium, UT Dallas  An information page was provided on the "Meeting Energy Demands of the Future" symposium hosted by the Energy Leadership Council, The University of Texas System on 19‐20 May  2010.  Dr.  Yacaman  would  like  additional  information  on  the  Council.    Dr.  Perry  mentioned  that  Les Shephard,  Director,  Institute  for  Conventional  Alternate  Renewable  Energy,  would  be promoting interdisciplinary efforts.  One of his charges is to work with collaboration research for energy in the environment.  5
  23. College of Sciences (COS)  Meeting of Dean’s Executive Council  10 May 2010  Present:   Dean – George Perry Department Chairs – Edwin Barea‐Rodriguez, Alan Dutton, Sandy Norman, Kleanthis Psarris Associate  Deans  –  Bernard  Arulanandam,  Raymond  Baird,  Garry  Castellanos,  Neal  Guentzel, Craig Jordan, George Negrete, Judy Teale Center/Institute/Program Directors – Aaron Cassill, Weldon Hammond, Joe Lazor  Director of Development – Kim Fischer Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Yacaman – Rafael López‐Mobilia Guest Speaker – Cyndi McCowen  Summary Notes  Promotion‐Tenure 2010 Timeline   Dr.  Baird  distributed  the  timeline  for  promotion‐tenure  reviews  for  fall  2010.    Submission  of files will be electronic and all review levels will be able to review files on RowdySpace.  Paper copies of some of the documents are to be placed in binders as part of the submission process.  The  Library  will  provide  scanning  services.    The  Department  of  Chemistry  pioneered  the electronic submission of files for promotion‐tenure reviews in 2009.  Jump Start  Diane  Elizondo  introduced  Cyndi  McCowen,  Director  of  Tutoring  Services.   She  will  be coordinating the Jump Start Program for summer 2010.   Jump Start is a one‐day intensive math refresher  course  to  prepare  Engineering  and  Sciences  freshmen,  who  completed  the  New Calculus placement exam, but did not place into calculus for their retake exam.  The goal of the program  is  to  place  students  in  the  highest‐level  math  course  as  early  as  possible  in  their undergraduate career.  This year the program is open to Coordinated Admission Program (CAP) students since they are now included in the university’s cohort retention and graduation rates.   Funding  for  the  program  has  been  provided  by  the  College  of  Engineering  and  the  Office  of Undergraduate Studies.  COS did not have funds for the program this summer.     In  the  2009  Jump  Start  Program,  76%  of  the  participants  placed  at  least  one  or  more  course level higher after the second exam.  A total of 85 students attended last summer.  There are 50 students currently enrolled and there is room for 250 students.  Math Boot Camp, which is for students  who  are  eligible  to  complete  the  New  Algebra  placement  exam,  will  be  offered  this summer.    Diane  encourages  students  to  attend  Jump  Start  before  orientation.    However, students who qualify for Jump Start do not think they need the program because of their high 
  24. school  math  course  work.    Since  students  self  select  to  participate  in  Jump  Start,  one  way  to increase  program  enrollment  is  to  speak  to  students  after  their  first  placement  exam.    Diane will  attend  the  COS  Meeting  of  College  to  recruit  students.    Dr.  Perry  recommended  that  we work to make the Jump Start Program a requirement.  Scheduling of Summer Meetings   After a discussion it was agreed that meetings during the summer would be scheduled monthly at 1:00 p.m. on Mondays.  Mary Alice will follow up with scheduling meetings.    Site Visit, July 2010, Association for Assessment and Accreditation of Laboratory Animal Care (AAALAC)   Dr.  Perry  mentioned  that  an  on‐site  accreditation  visit  for  our  animal  facilities,  policies  and protocols will take place on 13 and 14 July 2010.    Departmental Salary Recovery Policy   Dr.  Perry  reminded  department  chairs  that  they  should  develop  a  policy  in  consultation  with faculty for salary recovery on grants.  The Department of Computer Science has a policy.  He noted that departments do not have to have the same policy.  He requested department chairs provide a report at the next meeting of the Dean’s Executive Council.  Parking, University Events   Dr.  Perry  mentioned  parking  went  well  for  the  recent  Provost’s  lecture.    He  recognized  Dr. Jordan for his efforts in coordinating the very successful visit of Dr. Francisco Ayala and he was applauded by the group.  [Discussions about parking costs continued in next agenda topic.]    Deans’ Council Highlights   Garry  Castellanos  mentioned  that  Provost  Frederick  wants  to  create  a  pool  of  funds  for boosting support for academic departments Maintenance and Operation (M&O) to help defray parking costs related to hosting events and activities on‐campus and assist with covering costs for  base  telephone  rates.   Provost  Frederick  is  looking  to  set  aside  approximately  $300K  for assisting with covering the costs for academic departments, about $150K for parking off‐set and $150K  for  base  level  telephone  service.   There  would  be  some  prior  notification  and coordination (specifics to be determined) for organized activities and events that would require guests  and  participants  to  use  the  parking  facilities  in  order  to  access  the  Provost  set‐aside funds.  The focus is to reduce the burden on academic units that wish to host on‐campus events and to stimulate more UTSA hosted events on campus and in our facilities that showcase our university.  Provost Frederick desires to cover costs for academic units’ base telephone services in order to free funds to be used by the academic units for other needed supplies, services and materials that enhance the instructional mission.  2 
  25. Garry  mentioned  other  discussions  from  the  meeting.    The  recent  5%  budget  cut  will  be implemented  and  this  will  be  a  permanent  reduction.    Merit  for  staff  and  faculty  will  be distributed  as  a  one‐time,  lump  sum  merit  allocation.    Dr.  Frederick  is  considering  creating  a chief  diversity  officer  position  at  the  level  of  the  Provost’s  office.    He  is  also  considering  new admission  criteria  and  implementing  a  holistic  approach  for  incoming  freshman.    Colleges should look at academic qualifications and develop filters for students who enter as majors.  Dr. Frederick asked Dr. Perry what efforts could be done at the college level.  Dr. Perry noted that Dr. Cassill is working with the John Jay High School science partnerships.  Travel Authorizations  Dr. Baird mentioned that recently he had to approve travel for faculty close to the travel dates.  He emphasized that the Dean’s office needs enough notice for approvals to be obtained.  He reminded  department  chairs  that  faculty  always  need  to  process  a  request  for  travel authorization  when  traveling  if  classes  are  to  be  missed  or  university  funds  are  involved.    He also recommended that departments create some set of proposal for how much class time can be missed and who can substitute.  A substitute should be qualified but cannot be a post‐doc appointed on a grant 100% time.  If faculty travel does not entail missing classes or use of university funds, travel authorizations are  not  required  but  could  conceivably  come  into  play  if  faculty  member  were  injured  and needed  to  demonstrate  that  they  were  on  university  business  in  order  to  claim  worker’s compensation.  New Business  Dr.  Arulanandam  will  be  sending  a  series  of  defined  questions  to  departments  and  centers/ institutes  to  assist  in  developing  research  strengths.    We  will  then  be able  to  prioritize  them.  There will also be an educational component developed.  Dr.  Perry  reported  that  there  have  been  discussions  about  forming  a  new  department  called “Multidisciplinary  Studies.”    It  might  include  Environmental  Science.    The  COS  offers  a  B.S. degree  in  Multidisciplinary  Science.    Dr.  Yacamam  asked  about  the  curriculum  and  Dr.  Perry responded that work needs to begin on the curriculum.    Kim  Fischer  informed  the  group  that  congratulations  were  in  order  for  Amanda  Beck, Communications  Specialist.    She  was  the  recipient  of  three  Del  Oro  Awards  from  the  Public Relations Society of America (PRSA) for:     Troyer’s Song article, Catalyst Magazine     COS Facebook Fan Page    COS Strategic Plan Booklet    3 
  26. College of Sciences (COS)  Meeting of Dean’s Executive Council  14 June 2010  Present:   Dean – George Perry Department Chairs – Edwin Barea‐Rodriguez, Waldek Gorski, Sandy Norman, Kleanthis Psarris Associate Deans – Garry Castellanos, Neal Guentzel, Craig Jordan, Judy Teale, Andy Tsin Center/Institute/Program  Directors  –  Aaron  Cassill,  Weldon  Hammond,  Joe  Lazor,  Ravi  Sandhu, Director of Development – Kim Fischer Undergraduate Advising Director – Patti Gonzalez Retention and Graduation Analyst – Diane Elizondo Representative for Dr. Yacaman – Rafael López‐Mobilia Assistant Director – Mary Lou Spillers   Summary Notes  Roadrunner Days  Amanda Beck was scheduled to speak about Roadrunner Days college orientation but was unable to attend the meeting.  Amanda and Brittanii Rogers will be working with the event and they will follow up  with  departments.    A  copy  of  an  e‐mail  from  Amanda  with  information  about  the  college’s orientation was provided.  Nontenure‐track Recruitment and Human Resources   Dr. Perry informed the group that Human Resources can assist departments in the nontenure‐track (NTT) recruitment process.  West Campus   Dr. Perry stated that we need to have a more concrete plan and programming for laboratories in the west  campus.    Other  colleges  have  indicated  they  want  the  space.    Dr.  Gorski  commented  that  it would  require  a  major  investment  to  have  core  facilities  to  make  the  west  campus  useable  for chemistry.  Dr. Barea‐Rodriguez remarked that we need more information on hiring to finalize a plan.   Department Salary Recovery Policy   Dr.  Perry  re‐emphasized  that  each  department  needs  to  develop  a  policy  for  salary  recovery.    He asked department chairs about the status of policies in their department.  Their responses are shown below:     Edwin Barea‐Rodriguez (Biology):  No policy at this time    Waldek Gorski (Chemistry):  Discussions have taken place, no policy developed    Weldon Hammond, representing Dr. Dutton (Geological Sciences):  No policy at this time 
  27.     Rafael  López‐Mobilia,  representing  Dr.  Yacaman,  (Physics  and  Astronomy):    No  policy  at  this time      Sandy  Norman  (Mathematics):    There  are  so  few  opportunities  to  recover.    Dr.  Perry  responded that information could be put in the policy.   The  Department  of  Computer  Science  has  a  policy.    Dr.  Perry  stated  this  will  be  a  reoccurring discussion at meetings of the Dean’s Executive Council until all departments have a policy and there will be consequences for departments who do not have a policy.  [Since the meeting, Dr. Perry has requested policies be developed by 1 August 2010.]  UTSA Transcripts   Dr. Perry mentioned that UTSA transcripts are free of charge for UTSA students and alumni and he wanted to make sure administrators were aware of this information.  Discontinuance of Refreshments at Meetings   An informational copy of an e‐mail from Diane Cordova, Provost’s office was provided.  A section of the  e‐mail  reads  “After  recent  review  of  our  expenditures  by  UT  System,  and  given  the  current economy,  Dr.  Romo  has  asked  that  all  units  review  refreshment  expenditures  as  it  pertains  to  in‐house meetings and where possible cut back or discontinue the practice of ordering refreshments ....”  Garry commented that a large amount has been spent on catering for meetings.  COS Center   George Perry informed the group that there have been discussions about having a center in COS to capture  educational  programs.    It  could  be  an  incubator  for  a  new  department  or  house  different types of programs.  It could capture faculty who cross disciplines and include environmental science and mathematics education.  There will be continued discussions and Dr. Baird will chair a working group.    Satisfactory Academic Progress   Dr. Teale conveyed to the group that she recently became aware that graduate geological sciences students were losing financial aid.  If students enroll for “Master’s Thesis” and do not complete their thesis, they receive grades of “IP.”  As a result they do not earn hours.  If they lose one credit, they lose their financial aid.  If this occurs, they have to appeal to reinstate financial aid.  It would be better for students to enroll in “Directed Research” instead of enrolling in “Master’s Thesis” for more than one semester.  Dr. Teale asked if other departments were having problems, and it did not appear to be an issue.  After a discussion there was agreement that students working on thesis can enroll for “Directed  Research.”   They  only  need  to  enroll  for  “Master’s  Thesis”  one  time.   They  will  receive  a grade for being enrolled in “Directed Research.”  Dr. Teale will follow up with departments.    2
  28. State‐mandated Syllabus Listing  Dr. Jordan reminded departments of the legislative mandate that every instructor of record should have  a  syllabus  posted  on  department  homepages  prior  to  registration  for  each  class  that  an instructor teaches.  Students should be able view a syllabus on a website and have information such as  the  coverage  of  the  course,  the  number  of  exams,  quizzes,  and  text  book  for  each  instructor teaching every course.  It is not necessary to include dates, CRN numbers and the book edition/year.  Once  posted,  the  syllabi  can  remain  on  the  webpage  indefinitely.    A  syllabus  should  be  changed  if there  is  a  significant  change  in  the  course.    Dr.  Jordan  will  send  an  e‐mail,  together  with  a  sample syllabus, to remind faculty to post the information.  [Since the meeting, Dr. Jordan sent an e‐mail with additional information to departments on 15 June 2010.]    A  separate  requirement  is  that  in  each  semester  that  an  instructor  is  teaching  a  course,  at  the beginning  of  the  semester  students  must  be  provided  with  a  hard  copy  or  an  electronic  copy  (on Blackboard or the instructor’s web site) of the syllabus for that semester.  Generating Educational Excellence in Mathematics and Science (GE2MS) Program   Dr. Lazor informed the group that Kim Fischer has been working with the Ewing Halsell Foundation.  Last fall she began cultivation efforts and learned that the foundation was interested in retention of math and science teachers.  Kim noted that throughout the months a letter of inquiry and proposal were written.  Dr. Lazor was invited to a meeting and he spoke eloquently about the program.  Tom Frost  also  assisted  and  there  were  meetings  with  trustees.    UTSA  was  awarded  $287,050  and  this could be a multiple year award.    Dr.  Lazor  gave  a  presentation  using  a  flip  chart  and  explained  how  the  money  would  be  used.  Students  who  are  doing  their  student  teaching  are  not  eligible  for  financial  aid  and  they  have expenses.  Twenty seven students will be eligible next term to receive $3,500 for student teaching.  Teachers can teach for dual credit with students receiving high school and college credit.  This funding for the first time will provide for a part‐time person who will be able to follow up with the teachers.  There will be funding for 25 teachers, two facilitators and funds to attend a state conference.  The COS needs to work to create an identity for these teachers.  Funding was awarded for two years and  foundation  representatives  will  visit  the  campus  and  meet  with  students.    Degree  plans  have been  redone  in  biology,  chemistry  and  multidisciplinary  sciences  so  that  students  can  earn  these degrees and be certified right away.  UTSA Alvarez Research Excellence Match Opportunity   Dr. Perry recognized Kim on completing her first year at UTSA and being among the top fund raisers of all UTSA’s colleges.  This year, COS has far exceeded its annual fund‐raising goal.  Kim  Fischer  provided  an  informational  page  on  the  “UTSA  Alvarez  Research  Excellence  Match Opportunity.”    Carlos  and  Malu  Alvarez  gave  $1.3M  to  fund  opportunities  for  graduate  research.   3
  29. Carlos Alvarez is President of The Gambrinus Company, a privately held corporation in San Antonio.  Gambrinus is best known as the owner and brewer of Shiner Beers and importer of Corona.  The gift will enable UTSA to take advantage of matching funds.  For a limited time (by October 1) we are able to match gifts 1:1 up to a total of $550,000.  A donation of $50,000 becomes $100,000.  She asked the group to help her identify individuals who might be potential donors.  Funds are to be used for graduate research and can be used for masters, doctoral and post doctoral students.  A gift can be paid  over  a  five‐year  period.    A  laboratory  or  classroom  can  be  named  after  a  donor.   Dr.  Perry requested that the names of possible contacts be sent to Kim.   Kim also announced the $600,000 gift to COS from the Max and Minnie Tomerlin Voelcker Fund to be used for recruitment of faculty in the areas of science related to finding cures for targeted diseases. The gift is being used in the recruitment of a medicinal chemist and a stem cell researcher.   Institutional Memberships   A  copy  of  a  memorandum  from  Kerry  Kennedy,  Vice  President  for  Business  Affairs,  25  May  2010 regarding “Institutional Memberships for FY 2011” was provided.  It lists organizations that will and will not be renewed.  Process/Status of Transfer Plans   Patti  Gonzalez  informed  the  group  that  prerequisites  were  turned  on  for  2010‐12.    She  requested that department chairs inform faculty in case they want to drop students who do not have the proper prerequisites.  Transfer plans have gone out except for geological sciences.  New Business  Dr. Perry reported that if any tuition revenue bonds become available UTSA has top priority.  There are  two  requests  from  COS.    One  request  is  for  a  new  education  building  that  would  include chemistry teaching and the Department of Mathematics.  The second request is for renovation of the Science Building.  Some piece of the library will be put in the Science Building.  There will be a similar facility in the AET building.  Scholarship Reception  Dr. Jordan mentioned that the annual scholarship reception is scheduled for 27 October 2010.  “Save the  date”  cards  have  been  sent  to  students,  faculty  and  administrators  to  provide  for  better attendance.    A  condition  will  be  added  to  acceptance  letters  to  recipients  of  scholarships  requiring attendance at the reception.  4
  30. College of Sciences (COS)  Meeting of Dean’s Executive Council  12 July 2010  Present:   Dean – George Perry Department Chairs – Edwin Barea‐Rodriguez, Waldek Gorski, Sandy Norman Associate Deans – Bernard Arulanandam, Raymond Baird, Neal Guentzel, Craig Jordan, George Negrete, Judy Teale Center/Institute/Program Directors – Aaron Cassill, Joe Lazor, Ravi Sandhu  Director of Development – Kim Fischer Retention and Graduation Analyst – Diane Elizondo Assistant Director, Fiscal Administration – Vince Castellanos Assistant Director – Mary Lou Spillers Representative for Kleanthis Psarris – Thomas Bylander Representative for Miguel Jose‐Yacaman – Rafael López‐Mobilia Representative for Patti Gonzalez – Eve Christoffersen  Summary Notes  Teaching Assistants/Research Assistants with International Visas   Dr. Teale distributed a handout about employment of international students.  Eligible students who properly maintain their F‐1 status may engage in on‐campus employment at the institution that issued their I‐20 form for a maximum of 20 hours a week.  The Graduate School will not approve international students working more than 20 hours.  External Review Letters for Promotion‐Tenure Candidates   Dr.  Perry  referenced  the  format  letter  sent  to  external  reviewers  for  promotion  review.   The standard letter used in the past only requests the reviewer to address the category of research.  We have instances involving possible promotion from associate to full professor where it may be appropriate to ask reviewers to consider the categories of teaching and service along with the  individuals’  research  accomplishments.   Several  draft  versions  of  external  review  letters were  provided  as  handouts.   Dr.  Baird  mentioned  these  variations  would  allow  reviewers  to look  at  research  in  view  of  the  candidates’  teaching  and  service  and  allow  faculty  in  other career paths to have an appropriate review.  Dr. Perry suggested that department chairs meet with  candidates  for  promotion  to  full  professor  and  determine  which  letter  will  be  used.   Dr. Gorski commented this may involve sending additional information to reviewers.  Dr.  Barea‐Rodriguez mentioned this issue had been discussed at a meeting of Chairs’ Council.   Dr. Frederick has indicated that faculty who are contributing in extraordinary ways in teaching and service need to be recognized.  Dr. Barea‐Rodriguez noted that another challenge for this kind  of  review  will  be  to  educate  the  Department  Faculty  Review  Advisory  Committees (DFRACs)  as  they  attempt  to  follow  the  policy  laid  out  in  the  UTSA  Handbook  of  Operating Procedures.  Department chairs indicated they were in agreement with the draft letters and Dr. 
  31. Perry  stated  they  would  be  sent  to  Dr.  Frederick  for  his  review.    [These  drafts  were subsequently approved by Dr. Frederick.]  Super Nontenure‐track (NTT) Faculty Recruitment   Dr.  Perry  informed  the group  that  Dr.  Dutton  wanted  to  recruit a  new  nontenure‐track (NTT) faculty  member.    He  asked  other  department  chairs  about  their  interest  in  having  a  national search for NTT faculty if there were enough funds.  Dr. Norman commented that there are NTT faculty who have been employed for a long time and we could show supporting by extending a three‐year contract.  Dr. Perry responded that would be possible.    Salary Recovery Policy  Dr. Perry reminded department chairs that he wants them to develop a policy this is equitable and one that faculty support.  He noted that the Department of Computer Science has a policy.  He  asked  department  chairs  about  the  status  of  their  policies  and  their  response  are  listed below:     Biology (Edwin Barea‐Rodriguez) – no policy, does not see how it will work    Chemistry (Waldek Gorski) – policy was discussed at last faculty meeting    Geological Sciences – no representative at meeting   Mathematics (Sandy Norman) – there are so few buyouts.  Dr. Perry recommended  the department review the policy from Computer Science.      Physics and Astronomy (Rafael López‐Mobilia) – department is still working on policy   New Business  Standards for Science Education  Dr.  Lazor  stated  that  the  National  Research  Council  has  developed  a  working  draft  for  the conceptual framework to guide the development of the next generation for science education.  This draft will be open to public comment in the next two to three weeks.  Comments will be used for revision of standards.  The link to the site is:  http://www7.nationalacademies.org/bose/Standards_Framework_Public_Draft_Cover_Letter.html  Purchase of Microwaves/Refrigerators  Vince Castellanos informed the group that if departments were going to purchase refrigerators and  microwaves  to  do  so  before  the  end  of  the  fiscal  year.   Under  the  new  guidelines  these kinds  of  items  cannot  be  purchased  from  maintenance  and  operation  funds.   They  can  be purchased  from  an  official  occasions  account  and  a  business  expense  form  needs  to  be processed.  Dr. Perry requested that department chairs inform faculty.         2 
  32. College of Sciences (COS) Meeting of Dean’s Executive Council 16 August 2010Present:Dean – George PerryDepartment Chairs – Alan Dutton, Waldek Gorski, Sandy Norman, Kleanthis PsarrisAssociate Deans – Bernard Arulanandam, Raymond Baird, Garry Castellanos, George Negrete,Judy Teale, Andy TsinCenter/Institute/Program Directors – Aaron Cassill, Joe Lazor, Ravi SandhuDirector of Development – Kim FischerUndergraduate Advising Director – Patti GonzalezRetention and Graduation Analyst – Diane ElizondoRepresentative for Edwin Barea –Rodriguez – Hans HeidnerDirector (CRTS) – Mary Lou SpillersStaff Member, Dean’s Office – Brittanii RogersSummary NotesCommencement Ticket DistributionDr. Perry informed the group that the colleges are moving to coordinating their owncommencement ceremonies. He introduced Brittanii Rogers, staff member in the Office of theDean, who will be assisting with commencement. The College of Sciences will be distributingtheir own tickets to graduating students. Each student will receive seven tickets. One issue isthe best way to distribute the regular tickets and extra tickets. Brittanii mentioned ideas arebeing discussed and we may use the BSE atrium as the venue for distributing tickets and havinglater hours for graduate students. A raffle may be used for leftover tickets. Dr. Lazormentioned that his staff could assist with the distribution of tickets.Scheduling of Fall 2010 MeetingsAfter a discussion it was agreed that meetings of the Dean’s Executive Council would bescheduled as follows: Fall – 2 meetings Spring – 2 meetings Summer – 1 meetingCollege Policy, College Faculty Review Advisory Committee (CFRAC)Dr. Perry mentioned the college policy that CFRAC members could participate in discussions ofcandidates from their own departments but would not vote at the college level. After adiscussion it was agreed that the policy would continue to be enforced. [Since the meeting,Provost Frederick reviewed the college policy and indicated it does not violate the HOP policyand it is within the college’s purview to specify at which level the FRAC member should vote.]
  33. Student Employment Pilot ProgramGarry mentioned the student employment pilot program we started two years ago. We wantedto improve opportunities for cohort student to have on-campus employment. The program willcontinue and the Office of the Dean will help to locate resources. Offices in the colleges shouldwork with Diane to help identify students. One request has been received. [Since the meeting,Diane Elizondo has resigned. Offices should contact Shannon Rios, COS Retention andGraduation Analyst].GIT (Graduate Incremental Tuition) AccountsGarry mentioned that most of the academic departments have GIT accounts. Allocations weremade to sustain activities in our units. Garry referenced the copy of the e-mail from LynnBishop in which she states “beginning this year the 14 GIT accounts will no longer roll forwardbut all unused funds in the 14 GIT accounts can be transferred to a sister 19-79 GIT account thatwill be designated to roll forward.” The e-mail was sent to all GIT holders and the transfers willbe automatic.In addition, there will be more scrutiny of endowment, F&A and GIT accounts.Dr. Perry mentioned that the budgetary cut of 5% is implemented and permanently reflected inour budget. He is concerned there will be more cuts. Business Affairs absorbed some of the 5%reduction from centrally held funds resulting in the college needing to cut approximately$150,000 from the budget. Some of the funds reduced were from vacant staff linesand we identified $60,000 in one-time funds to defer part of the reduction until next year. Westill need to find $90,000. The more positive news is that we saw an increase of $1M to ouroverall budget resulting from a Provost allocation to support delivery of instruction and thosefunds were allocated to five of our six departments as a permanent NTT allocation.Salary Recovery PolicyDr. Perry reminded department chairs again that he wants them to develop a salary recoverypolicy. Dr. Gorski reported his department was in the process of adopting one. Dr. Duttonindicated no progress had been made. Dr. Perry requested departments have a policydeveloped by September 30, 2010.Course SyllabiA copy of a memorandum from Dr. Frederick reminding faculty about the university’s policy oncourse syllabi was provided.Graduate RecruitmentThere will be a college wide effort to recruit graduate students. 2
  34. New BusinessLisa Firmin has been appointed Associate Provost for Faculty and Student Diversity.Dr. Tsin informed the group about a change in routing of grants/contracts in the College ofSciences. After a COS proposal has been approved by an administrative supervisor (departmentchair or director of center/institute), the proposal will be routed directly to the Office ofSponsored Programs (OSP), without review/approval at the college level. However, if costsharing and other resources (such as effort reduction) are to come from the College of Sciences,then this proposal will be routed to Garry Castellanos (bypassing the COS Associate Deans ofResearch). It will then route to OSP. Cost sharing information must be clearly indicated in therouting form in Cayuse.Dr. Baird mentioned the university’s orientation for new TT faculty. The College of Sciences willhave a half day orientation. He mentioned that he would send administrators a document onclass management, issues that faculty should be aware and what they ought to be thinkingabout.Diane Elizondo informed the group that she would be leaving her position on August 31 and bea full-time student for the next two years working on her doctorate. She expressed hergratitude to members of the Dean’s Executive Council. Shannon Rios has been hired to fill theposition. 3
  35. College of Sciences (COS) Meeting of Dean’s Executive Council 11 October 2010Present:Dean – George PerryDepartment Chairs – Edwin Barea-Rodriguez, Alan Dutton, Waldek Gorski, Miguel Jose-Yacaman, Sandy Norman, Kleanthis PsarrisAssociate Deans – Raymond Baird, Garry Castellanos, Craig Jordan, Judy TealeCenter/Institute/Program Directors – Aaron Cassill, Weldon Hammond, Ravi Sandhu, Andy TsinDirector of Development – Kim FischerDirector of Undergraduate Advising – Patti GonzalezRetention and Graduation Analyst – Shannon RiosAssistant Director, Fiscal Administration – Vincent CastellanosDirector (CRTS) – Mary Lou SpillersGuest Speaker – Kai KamakaSummary NotesIntroduction of Shannon Rios, Retention and Graduation AnalystDr. Perry introduced Shannon Rios, COS Retention and Graduation Analyst. Shannon has beenat UTSA since July 2007. She gave a quick overview of the “Late Intervention” and “WelcomeBack” programs. She reminded the group that the Retention and Graduation reports will beavailable mid December and that the Student Profile reports will be available in early spring.STEM College and Career Conference, Hispanic Chamber of CommerceKai Kamaka informed the group about the STEM (Science, Technology, Engineering and Math)College and Career Fair hosted by the San Antonio Hispanic Chamber of Commerce on 27 and28 October 2010 at the Convention Center downtown. In partnership with San AntonioIndependent School District (SAISD), the Chamber of Commerce will host more than 2,000 highschool students and provide an agenda to motivate them to pursue academic training andcareers in the fields of STEM. “Parent Night” is scheduled for 27 October and college seniorswill be in attendance. Space has been reserved for COS at no cost. The College of Engineeringand Career Services will participate. This is an opportunity to showcase sciences anddepartments are encouraged to set up displays. Departments and student organizationsinterested in participating should contact Kai with their needs. We hope to make this an annualevent.Transcripts for Postdoctoral FellowsDr. Perry informed the group that appointments of postdoctoral fellows are being reviewedmore closely. After being appointed to post doc positions, some individuals are being re-appointed to research professor positions. The College of Sciences has the majority of postdocs at UTSA. Garry commented that post docs are appointed 100% on external funds andwould not have time to work on proposals. They could work on proposal after hours.
  36. Dr. Perry conveyed that in some cases individuals represented themselves as having doctoraldegrees during the appointment period. Later it was discovered that they only earned master’sdegree equivalents. Dr. Perry asked the group if we should require transcripts or otherdocumentation. He mentioned that in the past some individuals have been hired who did nothave adequate qualifications and then the faculty wanted to end their appointments sooner. Itcan also become a more time consuming issue when Human Resources involves thedepartment chair.Dr. Yacaman stated that post docs are admitted on their ability to do research and it is theresponsibility of the faculty to check on qualifications. Dr. Baird stated that if these areadvertised positions, individuals need to meet minimum qualifications. Dr. Perry asked if theindividual departments should manage this process. Dr. Yacaman responded that each areaneeds to follow up on appointments of post docs. We do not need to create a rule to covereveryone. After the discussion, it was decided that we would have not have a college policy butwould ask for recommendation letters. [Dr. Perry has asked the Legal Affairs office forcomments but has not received a reply. We will pass along information when received.]Faculty Salary Recovery PolicyDr. Perry asked those department chairs about the status of their policies that had not beenfinalized. Their responses are shown below:  Biology (Edwin Barea-Rodriguez) – actively working on it  Chemistry (Waldek Gorski) – should be finalized in a few days  Geological Sciences (Alan Dutton) – no policy yet  Mathematics (Sandy Norman) – will adopt college policyUTSA FootballDr. Perry mentioned that some of the colleges have organized and are buying season ticketsand he asked if there was any interest in our college doing the same. Kim Fischer commentedthat some donors who have been giving money for scholarships are quite excited about thefootball team and marching band. Potential donors could be taken to games. The Provost willhave a reserved box that can be used for fund-raising purposes. Dr. Yacaman felt that it wasimportant for the college to be present. Kim mentioned that meetings of the Advisory Councilcould be scheduled so that members could attend games after the meetings. This type ofarrangement works well in the fund-raising world.Cayuse Routing of COS ProposalsGarry indicated that routing of proposals can be cumbersome with multiple documents tocomplete. The College of Sciences has adopted a streamlined electronic process which routesto the Office of Sponsored Programs (OSP) bypassing college review. Unless there is costsharing or other fiscal or resource considerations (such as effort reduction), the proposalproceeds from the principal investigator (PI) to the department chair and then to OSP. Garry 2
  37. referenced the memorandum provided to the group about Cayuse routing in COS. Herequested that administrators share with PIs in their respective areas.Dr. Barea commented that staff in his department have been trained on grant administrationand Cayuse by attending a series of classes offered by OSP. They received certificates ofcompletion for “Introduction to Research Administration Training Series.” Dr. Barea-Rodriguezindicated that if the college is willing to provide funds, his staff could become a college resourceand provide support to other departments.CRTS Support and F&A Allocation to CRTSThere are a range of programs covered by the Center for Research and Training in the Sciences(CRTS) and the center could offer services to the research community with the level ofsponsored project and program administration expertise existing in the center. Garry met withDr. Tsin and Dr. Krakower to discuss a more effective way to coordinate guidance, processes forproposals, and identifying contacts to aid researchers with administrative aspects of theirsponsored program or project. Dr. Tsin and Garry met with Dr. Kantor and Dr. Anderson whowere unaware that services would be provided, are not avert to the provision of enhancedservices, and did not want to expand fiscal support for CRTS.At a later meeting with Dr. Gracy, Dr. Woods, Dr. Kantor, Dr. Perry, Dr. Tsin and Garry thenegative impact of excluding CRTS from the Facilities and Administrative (F&A) allocation tocenters was discussed. Dr. Gracy indicated he would approach Dr. Frederick to discuss inclusionof CRTS for consideration of an allocation of fiscal resources to allow sustaining the servicesprovided through the center. Externally sponsored programs administered through the centercurrently total approximately $8.5M and CRTS is the area with the largest cluster of sponsoredprojects and programs including research at UTSA.Travel GuidelinesMary Lou Spillers provided information about travel funds. The college has funds available toassist full-time faculty with travel expenses to attend academic meetings. The allocation offunds is distributed from the Provost’s office. [An amount of $22,837 has been provided for2010-11.] Information and a form for applying for funds have been provided on the COSFaculty website (Resources). Requests will be reviewed by the College Academic ResearchCommittee that consists of the six department chairs in the college. Approved funding will betransferred to the department of the faculty member. Department staff will assist the facultymember with the pre/post travel support. Mary Lou will e-mail information to departments.Faculty Joint AppointmentsDr. Baird informed the group that UTSA has a policy on external joint appointments betweenour university and other institutions. Information is provided in the Handbook of OperatingProcedures (HOP) 2.09. A faculty member requesting a joint appointment has to providerequested information subject to a three-level review. Principal issues may be salary anddescription of duties to see if any are in conflict with discharge of UTSA duties. We need to 3
  38. understand the benefit to UTSA. Our biggest challenge is determining which faculty have oranticipate having a joint appointment. Faculty should be informing the department chair andproviding requested information. Dr. Baird will check HOP 2.09. He will get back withdepartments to determine if this applies to relationships between the University of Texascomponents.Faculty Award NominationsDr. Jordan mentioned that the college was in the process of submitting nominations for thePiper Professor 2011 award. He indicated that there were two nominations and he wassurprised that we did not have more nominations. Dr. Norman responded that the processrequires a lot of work by faculty. Dr. Jordan suggested that it might help if we send out earlierannouncements and require less paperwork. Dr. Perry informed the group that the proposalsubmitted by the COS Undergraduate Advising Center was one of the finalists for the STARAward sponsored by the Coordinating Board.Increasing the Efficiency of Administrative Procedures in COSDr. Yacaman mentioned that he is a member of the Research Advisory Council and thatresearchers need to devote more time to their research. He commented on the following atUTSA:  Bombardment of e-mails – receiving the same e-mail multiple times. Human Resources sends everything through department chairs.  Multiple passwords and user IDs – there should be an effort to review passwords as there are too many; at UT Austin the same password is used for everything.  Mac versus PC – there are many technical problems.Upcoming “Development” Events and Dean’s FundKim mentioned some upcoming events and encouraged participation:  Dr. Thyagarajan luncheon, 20 October 2010 UTSA will receive five gifts toward his endowment scholarship on that day. There will also be an unveiling of a portrait of Dr. Thyagarajan.  COS Scholarship reception, 27 October 2010 Donors will be in attendance that have been providing scholarships.  Southwest Research Institute (SwRI) Reception, 15 November 2010 This event is to celebrate the relationship between UTSA and Southwest Research Institute and recognize alumni now employed at SwRI. Three of UTSA’s colleges will be highlighted – Business, Engineering and Sciences. SwRI alumni will be asked by President Romo to support UTSA in our journey to Tier I status by supporting our capital campaign. 4
  39.  COS Advisory Council Meeting, 19 November 2010 The meeting will be held on campus and we have invited select students to have lunch with our Advisory Council members. We are looking for articulate undergraduate and graduate students who can speak about their experience. Recommendations of students can be e-mailed to Kim.Dr. Perry thanked administrators for working with Kim to meet 80% of our fund-raising goals.He requested that areas let Kim know their range of needs including equipment so that she willbe in a better position to work with donors.Dean’s FundKim requested that individuals consider renewing gifts to the Dean’s Fund. We were able togive seven awards to the six departments (one department split). This fund allows us toprovide for projects throughout the year.State Employee Charitable Campaign (SECC)Dr. Perry mentioned that it looks good for our college to be well represented.EquipmentAreas that receive any equipment on loan made in another country need to check that it hasbeen examined by the Safety office to assure it has been validated for safety, e.g., underwriterlaboratory. Areas that are receiving in-kind gifts should inform Kim. 5
  40. College of Sciences (COS) Meeting of Dean’s Executive Council 15 November 2010Present:Dean – George PerryDepartment Chairs – Edwin Barea-Rodriguez, Alan Dutton, Waldek Gorski, Sandy Norman, KleanthisPsarrisAssociate Deans – Bernard Arulanandam, Raymond Baird, Garry Castellanos, Craig Jordan,Judy TealeCenter/Institute/Program Directors – Aaron Cassill, Joe Lazor, Ravi SandhuDirector of Development – Kim FischerDirector of Undergraduate Advising – Patti GonzalezRetention and Graduation Analyst – Shannon RiosAssistant Director (CRTS) – Mary Lou SpillersRepresentative for Dr. Wilson – Greg GranadosRepresentative for Dr. Yacaman – Rafael López-MobiliaGuest Speakers – Nandini Kannan, Jason LeCoureSummary NotesQuality Enhancement Plan (QEP) – Quantitative Literacy Course Development Program: Call forProposalsDr. Perry introduced Dr. Nandini Kannan, QEP Project Director and Professor, Department ofManagement Science and Statistics. She informed the group that the QEP Program Committee hasinvited faculty members to submit proposals for the Quantitative Literacy Course DevelopmentProgram. The Committee is looking for innovative proposals that incorporate best practices forteaching and learning of quantitative content in core courses from different disciplines and theyencourage team submissions. Faculty members who are selected for the program will receive summersupport in the amount of $7,500 for an individual proposal and $15,000 for team proposals. They willalso be assigned a teaching assistant for the course. The proposal deadline is 14 January 2011 and theapplication is online. A summer workshop will be scheduled. They are looking for proposals in thecore and in the areas of natural, social and behavioral sciences. Biology, chemistry and environmentalscience are also target areas. Dr. Swanson has been involved with a pilot course in geosciences.Quantitative (Q) courses will be offered in fall 2011.Students will be required to take Q-courses before they graduate. Since the QEP starts in the fall of2011, there will be an addendum to the 2010-12 catalog that states all first-time, full-time studentsentering UTSA in 2011 must complete the Q-requirement. In the 2012-14 catalog there will be arequirement that states “Students must complete at least one course in the University Core Curriculumdesignated as a Q-course to satisfy the Quantitative Scholarship requirement.”Dr. Kannan is available to meet with faculty members or groups of faculty. Department chairs arerequested to encourage faculty to submit proposals.
  41. Southwest Research Institute ReceptionDr. Perry reminded the group about the reception at Southwest Research Institute (SwRI) scheduledfrom 4:00 to 6:00 p.m. on 15 November 2010. Kim Fischer encouraged attendance. The event is beinghosted by Dan Bates, President, SwRI, and UTSA alumni at SwRI are invited. We want to excite peopleat SwRI about our activities and lay the ground work for support. Drs. Romo and Bates will speak atthe event.Scheduling of Spring 2011 Dean’s Executive Council MeetingsTwo meetings will be scheduled in the spring. Meetings will continue to be held at 1:00 p.m. onMondays. Mary Alice will follow up with scheduling.Plus/Minus Grading SystemDr. Jordan informed the group that the Faculty Senate approved a plus/minus grading system for bothgraduate and undergraduate programs. In fall 2011 faculty will have the option to use plus/minusgrading. Currently a 4.0 is an A, 3.0 is a B, 2.0 is a C and 1.0 or below is an F. Under the new gradingpolicy, instructors will now have the option to further classify students by using 3.67 as an A-, 3.33 asB+, 2.67 as B-, 2.33 as C+, 1.67 as C-, 1.33 as D+ and .67 as D-. Under the new system, while adistinction is made, for example between a B-, B and B+, there is no similar distinction made amongthe A’s; there are A-‘s, A’s but no A+’s. The consequence will be that any student, who ever receives ascore above 97 in a course, will have a lower cumulative GPA than under the existing system. Inparticular, high-performing students will accumulate lower GPA’s than under the current systemdiminishing the number graduating with Cum Laude recognition. Dr. Frederick favors adding the A+ tothe new system. Dr. Jordan is also concerned that the new system may result in students beingevaluated in an inequitable manner. If for example two faculty are teaching the same course and areusing the same 100-point grading system, a student might perform the same in both but receivesignificantly different GPA results; a student may score an 80 and from one instructor receive a gradeof “B” (valued at 3.0 GPA points) and from the other a “B-“ (2.67).Another issue with the proposed plus-minus system which needs addressing is the currentrequirement that students must maintain a GPA of 2.0 to remain in good academic standing and tograduate. On a traditional 100-point grading system, an average score of 70 or above satisfied bothrequirements. Unless modifications are made, an average score of 73 will be required. Again studentsevaluated under different systems will be treated dissimilarly. As a matter of fairness, one system orthe other should be adopted. Dr. Dutton asked if we have the same prerequisites, will we accept agrade of C- for prerequisites.Dr. Perry asked if we liked the idea of having the optional grading policy. If we do not want thatflexibility at the college level, do we prefer the old system? Whatever we choose, it should be thesame. Dr. Jordan’s question to the Council was “does the Council, as a unit, want to make such arecommendation” that he can then take to the meeting of the associate deans and Dr. Larry Williams.Grades students receive are to be not only a reflection of their performance in a class but also provide 2
  42. a measure of an individual’s performance relative to others. The proposed optional system does notcomport with the latter. Dr. Barea felt that whatever policy we adopt should be at the college level.Dr. Norman commented that the policy was adopted by the Faculty Senate and he was not sure thecollege can create a policy. Dr. Gorski commented that he wants an opportunity to talk with hisfaculty. No final decision was made on a college-wide position.Last Day for Withdrawing from a Class with Automatic “W”Dr. Jordan mentioned that the dates for dropping a classes and receiving an automatic “W” have beenmoved back two weeks (Undergraduates – 1 December, Graduates – 28 October). He was not surehow much input was solicited before making the policy change nor the rationale for making thischange. He cautioned that it might become problematic in the case of laboratory courses since thosecourses complete their activities prior to the new drop date. Students may be able to determine thegrade they are to receive in a laboratory course prior to the drop date and not being satisfied with itmay choose to drop. In that event, they will subsequently seek to reenroll in the laboratory. There isalready competition to register for laboratories and this new policy may only make a difficult situationworse. He encouraged the departments to withhold publishing to students their laboratory gradesuntil after the date when they can drop with an automatic “W.” Dr. Gorski commented that faculty inthe Department of Chemistry had been sent an e-mail to not give out grades before 2 December.Course Evaluation InstrumentDr. Jordan informed the group that course evaluations have moved to an online process. As we did nothave much lead time on determining questions to be used, we went with the required statements.Only two have to do with evaluating the course. In spring 2011 we will have more time to evaluatequestions. Dr. Perry commented there are other ways of identifying effective teaching assessmenttechniques. Dr. Baird reminded the department chairs they were supposed to be developingdepartment teaching assessment techniques for merit review and he hoped they would be in placesoon enough that they will apply to merit assessment for calendar 2011.Graduate Student RecruitmentDr. Teale distributed a handout with information that was provided in a recruitment survey. Shementioned that she was waiting on information from Biology. Most programs are doing recruiting,presenting seminars and presentations about graduate programs. Dr. Barea-Rodriguez is working withChemistry and Physics and Astronomy to develop a Sloan proposal for recruitment and support ofminority Ph.D. students. The Sloan Foundation is offering $125K for funding of Ph.D. related activities,but it has to be matched. Dr. Perry thought that $125K could come from the Alvarez fund. However,Kim mentioned that the money has been committed.Dr. Teale indicated that direct department recruitment is more effective. She mentioned that theGraduate School will be providing $10,000 to bring in the most competitive students. She stated shewas waiting to hear from department chairs to help with the selection of students. 3
  43. COS Research Conference 2011Dr. Arulanandam mentioned that the research conference sponsored by the College of Sciences at theend of the spring 2010 semester was a big success. Students from South Texas participated and wehad a number of posters from the valley. Plans are being made for the next conference and acommittee will be formed. We now have a template for the meeting and will be looking for a keynotespeaker. Dr. Arulanandam will be working with Kim Fischer and the Office of the Vice President forResearch. He will forward information on dates for the next conference.Research Advisory Council UpdateDr. Arulanandam informed the group that Dr. Romo created the Research Advisory Council tostreamline practices with the Vice President for Research. Some issues relate to faculty workloads.Information will be shared with department chairs and feedback from department chairs will berequested. Agenda topics will be solicited. The Provost will be in attendance at the next meeting andthere will be a discussion about workloads to include capturing workload credits over the summer.Generating Educational Excellence in Mathematics and Science (GE2MS) Degree PlansDr. Lazor informed the group that the three areas that revised their degree plans (Mathematics,Biology, and Multidisciplinary Science) to include certification are still on hold, awaiting final approvalof the certification courses from the College of Education and Human Development (COEHD).Hopefully, that approval should be given in the very near future. He also announced that COEHD waslooking for help in supporting an adjunct position in order to maintain two distinct sections of themethodology course -- one for science and one for mathematics. This course deals directly with theintegration of content and pedagogy and is the final certification course just before student teaching.Due to lack of funds, it appears that COEHD will not be able to maintain those two sections, so therewill only be one, and that means that the teaching of both mathematics and science will be studiedtogether. Dr. Lazor asked for any suggestions or ways that COS could offer assistance to COEHD.Transfer CourseworkShannon mentioned that Kristi Meyer, Director of the Graduation Initiative, attended a CoordinatingBoard meeting and notes had been distributed. Shannon can answer questions about the notes.Shannon distributed a handout about “Students’ Transfer Work” which showed that compared to theentire graduating class, a very small number of students transfer in coursework during their semesterof graduation. She complimented the COS Undergraduate Advising Center and the departments ontheir ability to keep students on their degree plans so that they are taking courses in the correctsequence and that the courses they need are available when they need them. This is a collaborativeeffort between the departments and the advising center that is obviously working well. 4
  44. Access PolicyDr. Baird referenced a copy of HOP 8.04, Keys to University Facilities. Any comments can be directedto Heather Foster, Compliance Office.Joint AppointmentsDr. Baird reminded department chairs to check on any faculty members who have external jointappointments. They require approval by the Provost’s office. Appointments at The University of TexasHealth Science Center are not considered external joint appointments.APEX (At the Peak of Excellence) ProgramJason LeCoure, COS Undergraduate Advising Center, distributed a handout about the APEX (At thePeak of Excellence) Program coordinated by the COS Undergraduate Advising Center. APEX studentsare undergraduate students enrolled in the College of Sciences who have completed 30 hours or moreat UTSA and maintain 3.5 or higher GPA. The primary services of the program are to provide an APEXblackboard, provide faculty in departments a means to communicate information, increase retentionand form a mini-community. We want to create excitement and offer students more online services.Jason noted statistics about student participation provided on page 2 of the handout. He stated thiswas a way for the different areas to communicate with this group of students. Dr. Perry indicated thiscould be a way to recruit graduate students and also have information about thescholarship/application process. Departments can send information to Jason. Dr. Dutton expressedconcern about information being provided to a select group of students. Jason will forward APEXmembership lists to departments.Faculty Salary Recovery PolicyDr. Perry asked those department chairs who had not finalized a policy to provide the status of it:  Biology (Edwin Barea-Rodriguez) – in process  Geological Sciences (Alan Dutton) – trying to separate salary recovery policy from workload policy  Chemistry (Waldek Gorski) – completed  Mathematics (Sandy Norman) – Dr. Norman asked if the college has a policy. Dr. Perry responded that we have the workload policyFaculty Development Leaves, 2011-12Due to budget considerations, the University will not be awarding development leaves for the fall 2011or spring 2012 semesters. A copy of a memorandum from Dr. Frederick to the Deans was provided. 5
  45. UTSA DowntownDr. Jordan mentioned that he had received e-mail from Dr. Zapata about an annual “state of thedowntown campus” presentation. Dr. Zapata has requested departments to provide informationabout downtown accomplishments.Honor SocietiesDr. Perry mentioned that UTSA has an office for chapters of honor societies on campus and they areworking to expand the number of societies. Names of faculty who are members of honors societieshave been sent to Dr. Frederick’s office. 6
  46. Parking Lots 7 and 8   Dr. Gorski asked Dr. Perry if he had additional information about the renovation that will occur during the summer in Parking Lots 7 and 8.  Dr. Perry responded that he had received an e‐mail but  it  did  not  have  specific  information  about  the  work.    [Since  the  meeting  information  has been  sent  via  UTSA  News  that  mentions  construction  will  include  repairs,  resurfacing  and adding concrete to the bus stop.]  West Campus  Dr.  Perry  mentioned  the  Departments  of  Biology  and  Physics  and  Astronomy  provided information  for  space  usage.    The  Department  of  Chemistry  will  be  providing  information.  Daniel Sibley is reviewing square footage to make sure all the numbers are accurate.    Scholarship Reception  Dr. Jordan will send e‐mail to departments about the COS scholarship reception on 27 October 2010.  Curriculum Committees  Dr.  Perry  recommended  that  departments  have  their  curriculum  committees  oversee curriculum alignment.    Possible Site for Research  Dr. Perry received an e‐mail from an individual who has a 300 acre ranch north of Uvalde and indicated he wanted to make it available for research to be conducted.  Kim Fisher is contacting faculty about going with her on a trip to meet the individual and explore this opportunity.    Kim reminded the group about the Alvarez match.  We were able to double the Merck money with  the  Alvarez  match.    Under  the  Alvarez  match  faculty  can  donate  to  their  own  research.  Pledges can be paid over five years and rooms and laboratories can be named after individuals.   3 

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