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Deans Executive Council Notes 2011

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    Deans Executive Council Notes 2011 Deans Executive Council Notes 2011 Document Transcript

    • College of Sciences (COS) Meeting of Dean’s Executive Council 21 February 2011Present:Dean – George PerryDepartment Chairs – Alan Dutton, Waldek Gorski, Miguel Jose-YacamanAssociate Deans – Raymond Baird, Garry Castellanos, Craig Jordan, Judy TealeCenter/Institute/Program Directors – Aaron Cassill, Weldon Hammond, Joe LazorDirector of Undergraduate Advising – Patti GonzalezRetention and Graduation Analyst – Shannon RiosRepresentative for Bernard Arulanandam – Cheryl NegreteRepresentative for Edwin Barea-Rodriguez – Hans HeidnerRepresentative for Sandy Norman – Carol DyasRepresentative for Ravi Sandhu – Jeff ReichRepresentative for Charles Wilson – Greg GranadosGuest Speakers – Naomi Craven, Scott Dawe, Kim Rolf, Arjun SangaUT South Texas Technology Management (STTM)Dr. Perry introduced Dr. Arjun Sanga, Executive Director, STTM, and Assistant Vice President forTechnology Transfer, UTSA. Dr. Sanga gave a PowerPoint presentation. STTM stimulatesinnovation, fosters the practical application of research discoveries and assists incommercializing technologies. Since STTM was formed Dr. Sanga stated that there have beenincreases in disclosures and licenses, three licenses have been executed and four to five are inprocess. The Chlamydia vaccine was the first revenue producing technology and was the firstcollaboration among UTSA, UT Health Science Center San Antonio and STTM. Dr. Sangainformed the group that he has a joint appointment with UTSA and he is trying to inform facultythat STTM is not part of the Health Science Center and not an outside agency.STTM is working with UTSA researchers on a daily basis. Dr. Gracy is trying to identify space inthe AET building so STTM will have a regular presence. STTM is also a regional office serving UTBrownsville and UT Pan American and other regional offices that need our services. STTM has ahighly professional staff with a tremendous amount of experience. John Fritz has worked inindustry for 30 years. Dr. Sanga is a patent attorney. This expertise is needed for technologytransfer and STTM provides for a pool of talent to be used by all institutions.Technology transfer is a long process involving laboratory work, patent process, andcommercial production. Dr. Sanga stated that an initial meeting with an inventor is scheduledand STTM will do an assessment. A decision whether to file a patent will be made. A patentprovides for intellectual property protection. The license staff will do a patent search, talk withinventors and talk with patent attorneys. STTM can also assist by identifying individuals whocan evaluate technology.Faculty should contact STTM when they have an idea. Researchers need to get discovery out oftheir laboratory, otherwise it will stay there. Discoveries can be beneficial for the promotion-
    • tenure process, news stories, and financial reward. Funding for $35K was awarded to Sciencesthrough the Short Proposal to Accelerate Research Commercialization (SPARC) program. Fundswere awarded through the San Antonio Life Sciences Institute (SALSI).STTM can identify companies that match up with our strengths and identify the key needsimportant to these companies. STTM can also help researchers find links, collaboration andfunding opportunities from among these companies that will move ideas/inventions fromlaboratories to marketplace.Cory Hallam, Center for Innovation and Technology Entrepreneurship, is working with InCube.We have a non disclosure agreement with InCube and a working master research agreement.Cory handles all research commercialization for UTSA and faculty can contact him forassistance. If InCube is using the ideas of faculty, we want to be a part of that. The STTM officeshould receive notice of interactions with faculty. We need to make sure we document thoseinteractions. Dr. Yacaman inquired what is special about InCube. Dr. Sanga responded theyhave a track record of success. They have resources to develop technologies and they have aventure fund. Dr. Sanga indicated that he is available to meet with departments and hewelcomes phone calls.Rescheduling of Dean’s Executive Council MeetingAfter a discussion it was agreed the meeting on Monday, 4 April would be rescheduled to 12:00noon to 2:00 p.m.Health Benefits, Graduate StudentsDr. Judy Teale reported that UTSA will no longer supplement the 50% cost of medical insurancepremiums for graduate students. UTSA can provide an increase in salary but cannot allude thatthe money is to be used for insurance premiums. Terry Wilson, Office of the Provost, is lookinginto how much funding each college will receive which will be based on full-time enrollments.Each college is expected to develop a policy on how funding will be distributed. The policy willneed to address if funds will be provided to Ph.D. students, master’s students or both, and howan amount will be determined. Colleges have to meet with students and provide notice tothem in writing. It was suggested that the graduate advisors of record (GARs) develop thepolicy. [It was later decided that the department chairs would develop the policy and that theGARs would ensure that face-to-face meetings with the students would occur in a timelymanner.]Dr. Teale referenced the draft copy of a memo to “Benefits Eligible Graduate Students” fromHuman Resources, dated 9 February 2011. We need a headcount of benefits eligible graduatestudents and need to insure that the distribution is consistent. Departments need to estimatestudents in their pipe lines. We expect to have funding by 22 February. The college is expectedto develop a policy by 2 March. [Each COS department developed their own policies which 2
    • were approved by the Provost’s office. Letters to students were sent to graduate students byHuman Resources followed by letters from the departments.]Dr. Yacaman commented the Department of Physics and Astronomy supports students in theirfirst year and in their second year they are supported by grants. They are appointed for 19hours from grants and additional funds are provided to them to buy insurance. Dr. Barea-Rodriguez commented that Ph.D. students in Biology were also appointed for 19 hours.Dr. Teale will chair a college committee with the GARs. She requested that Garry Castellanosattend meetings. Carol Dyas conveyed that students should be informed about the affordablestudent insurance rates with Blue Cross Blue Shield. [Committee with the GARs took place andmeetings with the students were arranged].Graduate RecruitmentDr. Teale reported that the College of Sciences was given $10,000 for recruitment of graduatestudents. Because of budget constraints, there were fewer staff to upload files on RowdySpace,and the applications sent to the departments were delayed. Dr. Teale suggested that thefunding could be split evenly among the five Ph.D. programs, and this was acceptable withdepartment chairs. It was stressed, however, that Dr. Teale will need an itemized account ofhow the recruitment monies are spent. Funds need to be spent by 15 April and a report needsto be sent to Dr. Teale by 1 July.Texas Undergraduate Research ExpoDr. Jordan reported that the Texas Undergraduate Research Expo takes place at the stateCapital every two years (coinciding with when the legislature is in session). The objective is tohighlight the quality of research done by undergraduates in all disciplines so as to impress onlawmakers the importance of adequate support for undergraduate research. Each school isinvited to send two student representatives and their poster presentations. Nominations aremade to a university committee that then chooses the two students. We had two excellentstudents (both from biology). UTSA might be able to capitalize on this event by sendinggraduate faculty who can talk with the students about their posters and their academic goals inan effort to attract high-quality graduate students. In addition, the mentors of these studentsare frequently in attendance and our faculty can similarly speak with those individuals andadvertise our programs to them so that in the future as they advise their better students theymay suggest that UTSA has good programs that they should seriously consider as they choose agraduate program.Summer ScheduleDr. Jordan noted that last year, in an effort to increase our summer course offerings, theProvost offered us approximately $212K. We used approximately $176K of that. We have beenoffered $176K this year and Dr. Jordan suggested we try to use it otherwise we may, next year, 3
    • only be offered what we actually spend this year. A question was raised about graduatecourses being included and Dr. Jordan will check. [The Provost’s supplemental summer fundingcan be used for graduate courses as well as undergraduate courses.]COS Research Conference 2011Cheryl Negrete reported that this will be the third year of the conference. The first one wassuccessful and the second one was also successful even though it was held on Memorial Day.This year’s conference is scheduled for Friday, 30 September 2011. The theme is “From Basic toTranslational Research: Promoting Interdisciplinary Collaboration in the Sciences.” Dr. DougFrantz (Chemistry) will present the keynote address “Drug Discovery in Academia: Should WeJump In?” Cheryl stated that we were waiting on some titles from some of the departmentchairs. She mentioned that letters would be sent to department chairs and others outside theuniversity during the week of 21 April. Publicizing the events will be done in increments withfirst announcements and then adding titles to announcements. Kim Fischer will work withoutside donors. The Research Centers in Minorities Institutions (RCMI) program office will hostan open house and tours. Amanda Beck and Kai Kamaka will work on publicizing the event andregistration.Course Instructor SurveysDr. Perry informed the group that some faculty had requested more questions be added tosurveys. Currently this is being left to the discretion of the departments. Dr. Perry asked if thisshould be handled at the college level and if we want more questions. He asked if departmentsshould choose from potential questions. Dr. Dyas commented that if you have open endedquestions where responses have been typed in, then those responses can go out to others toread. If they are handwritten, only the instructor can read them. This might be a considerationin what questions you ask. After a discussion, it was agreed that the departments woulddetermine questions.Edith & Peter O’Donnell Award Program of the Academy of Medicine, Engineering & Scienceof TexasA copy of an e-mail related to nominations for the 2012 Edith and Peter O’Donnell Awards wasprovided. The award is given by the Academy of Medicine, Engineering and Science of Texasand is intended for young investigators in the area of physical sciences. The deadline fornominations is 30 April 2011.Teaching Effectiveness CommitteePer discussion at the College Faculty Forum meeting on 17 February 2011, a college committeewill be formed to discuss teaching effectiveness as the major focus. Principles of teachingassessment may be considered. Department chairs should send suggestions of faculty 4
    • members to serve on the committee to the Office of the Dean. Dr. Perry will chair thecommittee.UTSA Spring Career FairsA copy of an informational e-mail was provided about the upcoming career fairs: Federal Student Career Summit, 2 March 2011 Spring 2011 Career Fair, 3 March 2011Strategies for Academic Success (SAS) ProgramKim Rolf and Naomi Craven (COS Undergraduate Advising Center) distributed the SAS report forfall 2010. The program is for COS students on probation. They reviewed reasons for probation,self assessment, action plan and goals. While the report had not been broken down bydepartments, the results were the same for all departments. Information provided in thereports did not differ from previous information obtained about the program. Dr. Yacamanrequested that names of students in Physics and Astronomy be sent to him.Plus/Minus Grading PolicyPatti Gonzalez asked if the policy could be advertised. Dr. Perry responded that the college hadnot adopted a policy and it would be deferred to the departments. The Departments of Biologyand Chemistry voted to retain the old system and not adopt the plus/minus grading policy.Retention and Graduation DataShannon Rios distributed a handout showing the most recent retention and graduation data. Itprovided information about UTSA, COS, pre-biology, Biology, Chemistry, and undeclaredScience majors. The College of Sciences is doing a good job of keeping students in the college,maybe not at the university. In comparison to other colleges, for the cohort 2009 we rank thirdfor retaining students after their first year and lose 30%. Information was provided showing theranking of colleges for the six-year graduation rates for 1999-2004. COS is up from theuniversity in the four-year rate. The COS continues to be a positive contributor to the overalluniversity retention and graduation rates. For students who start in the COS and are retainedor graduated anywhere at UTSA, retention and graduation rates have consistently out-pacedthe overall university rates.Shannon mentioned that per the Coordinating Board a public university may not institute a newPh.D. program unless it matches the state graduation rate. Shannon informed the group ifanyone wanted to see a department report to e-mail her and she will provide it. Dr. Yacamanindicated that he wanted to receive the full report for his department 5
    • Lecture Capture SolutionsDr. Jordan introduced Scott Dawe, Regional Sales Manager, Southwest, Echo360. He gave aPowerPoint presentation on how his company can help educational organizations. Echo 360offers personal capture software for campus wide lecture capture. With this fully automatedsystem faculty can capture content in classroom by way of a podium-mounted microphone andcamera and distribute that material to students via Blackboard to computers or mobile devices.The lecture is available in 30 minutes for students to use. There is ease of use, it can be edited.Security measures are built in, faculty can designate that it only be streamed. Dr. Jordan notedthat the audio visual technology could be used for laboratories, prep sessions, capturingtechniques, and use of machinery. Mr. Dawe commented that the technology can help withincreasing graduation rates, over enrollment, and distance learning. It can maximize return onan organizations investment and allows it to grow and keep costs down.Dr. Gorski asked if there would be less class participation. Mr. Dawe responded that therecould be a 1 to 2% decrease in class attendance. He commented that in a student surveyconducted in fall 2010, lecture capture received the highest rating. Mr. Dawe informed thegroup he is available to speak to a broader audience. Much of Echos business comes foreducational institutions. Echo provides research grants for $10,000 and UT Austin received agrant. The technology is also used by UT Arlington. 6
    • College of Sciences (COS) Meeting of Dean’s Executive Council 4 April 2011Present:Dean – George PerryDepartment Chairs – Edwin Barea-Rodriguez, Alan Dutton, Waldek Gorski, Miguel Jose-Yacaman, Sandy NormanAssociate Deans – Bernard Arulanandam, Raymond Baird, Garry Castellanos, Craig Jordan, JudyTealeCenter/Institute/Program Directors – Aaron Cassill, Joe Lazor, Ravi SandhuDirector of Development – Kim FischerDirector of Undergraduate Advising – Patti GonzalezRetention and Graduation Analyst – Shannon RiosRepresentative for Dr. Psarris – Greg WhiteRepresentative for Dr. Wilson – Greg GranadosCRTS – Cheryl NegreteSummary NotesFaculty WorkloadsDr. Baird provided information about a workload experiment. The Provost has authorized us topilot test a policy modeled on one that seems to be in force at UT Austin’s College of NaturalSciences. The main thrust of the new policy is to press the decision making down to the level ofthe department. An expected number of earned work load credits will be calculated for eachdepartment: (FTE Tenured/Tenure-track x 18) + (FTE NTT x 24) – grant buyouts. Also, Regents’policy provides for certain exceptions to the “18 WLCs per year” rule for T/TT faculty (e.g., newfaculty, multiple section coordinators, and department chairs) and the department’s WLCobligation will be correspondingly reduced. As is done now, each department will be allocatedsome WLCs to provide certain faculty lighter teaching loads so that they may perform othervaluable services (e.g., graduate advisors of record, laboratory supervisors, program directors,SACS-related activities, program/course development).Each Chair will be expected to seek faculty advice and establish a transparent policy that willgovern equitable and goal-directed allocation of workloads. The distribution of actualworkloads under this policy will be left mainly to the Chair. Department chairs will beresponsible for determining that the distribution of work load credits under the new policy shallnot reduce the aggregate number of SCHs taught by the department, and that the scheduleincludes adequate numbers of sections of courses required by the department’s degreeprograms. Department Chairs will not assign workloads of zero for any faculty member duringany semester. Department Chairs will have to determine that faculty comply with all otherprofessional requirements found in Regents’ Rules, UTSA’s Handbook of Operating Proceduresand other UTSA governing documents (e.g., external joint appointments, office hours, service).
    • During the 2011-12 academic year, we will pilot test this approach with one department withpotential application to other departments based on our experience with the pilot program.Annual Faculty Performance Appraisals for 2010Dr. Baird reminded Department Chairs that they should have their faculty appraisals completedby May 1. He mentioned that departments were working on ways to assess teachingeffectiveness.BudgetDr. Perry attended the March 30th Strategic Resource Planning Council meeting and indicatedthat the information shared about the university’s budget situation is not devastating but therewould be no new funding. We are preparing a status quo budget as we prepare for the nextbiennium (FY 2012 and FY 2013). As we continue to prepare for future funding outlook werecognize that information on specific budget reduction actions will not be clear until June orJuly when we anticipate receiving a final approved budget figure. Our college aims toimplement budget revisions with no T/TT faculty position reductions and continuing NTTfunding at the levels aligned to last FY allocations to our academic departments.Garry mentioned our college’s initial 13+1 T/TT Faculty Recruitment Plan was tapered in orderto assure delivery of instruction and accommodate the 5% reduction already implemented inthe FY 11 budget. The T/TT positions remain in the college but funds are re-distributed to coverNTT costs associated with instructional delivery needs. T/TT faculty were recruited for fourpositions: Biology, Stem Cell II; Geology; Physics and Astronomy; and, Mathematics Educator.Garry will resend information on the 13+1 T/TT Faculty Recruitment Plan to department chairsso that faculty positions can be reprioritized and Dr. Perry will rank order them with chairs’inputs.Dr. Perry requested department chairs that are aware of retirements to inform the Office of theDean.Equipment RedistributionDr. Perry asked if departments were making other departments in the college aware ofequipment they were surplusing. A department in COS sent items to surplus which could havebeen used by another department. He asked how we can inform departments. Dr. Gorskisuggested that as the signers, department chairs could e-mail each other. Greg Granadossuggested that the Inventory Contact Persons (ICPs) could contact individuals in otherdepartments as they are knowledgeable about the location and usability of the equipment.COS Teaching Effectiveness CommitteeDr. Perry received suggestions from department chairs of faculty to serve on a TeachingEffectiveness Committee. A meeting will be scheduled soon. 2
    • Dr. Gorski commented that faculty had created portfolios regarding teaching effectiveness butthey did not work out and there was a weak correlation between the teaching portfolio andstudents’ evaluations. He noted they had been discussed at Chairs’ Council. Dr. Yacamanindicated that portfolios can be very useful for evaluating young faulty to see what they havedone. Dr. Gorski commented that Chemistry included teaching effectiveness in their facultymerit evaluations. Dr. Perry conveyed that Dr. Frederick has commented that research is notenough and unacceptable teaching needs to be addressed.Dr. Perry mentioned that the deans in Business and Engineering take part of the merit pool andgive extra merit. Dr. Perry asked if he should set money aside to give to extraordinary faculty.After a discussion it was agreed that only department chairs in consultation with facultyreviews would award merit money.Nominations for Howe Outstanding Service to Undergraduates Teaching Award 2011A copy of the memorandum about “Nominations for Howe Outstanding Service toUndergraduates Teaching Award 2011” was provided. The COS can submit up to fournominations which will be reviewed by the College Faculty Review Advisory Committee(CFRAC). [The deadline for electronic nominations to be sent to the Office of the Dean is 19May 2011.]COS Involvement in the Science Fair’s Safety and Review Committee (SARC)Dr. Lazor informed the group that the Science Fair’s Safety and Review Committee (SARC) is inneed of help. The reviews start four to six weeks before the fair and all proposals have to beread. Some students are doing science at home. When students are setting up at the fair, acommittee member should be observing. Of the 1,200 projects, 300 to 400 had a problem thathad to be addressed. Dr. Lazor asked the group to make faculty aware so that more of themwill volunteer to serve on the committee. Dr. Cassill noted that of the 300 judges, only a smallnumber were from UTSA.Improving Instructional Delivery in a Budget CrunchDr. Lazor informed the group that four years ago the National Center for AcademicTransformation (NCAT) began looking at high impact courses that could be redone. The PEWfoundation funded 30 projects across the country. They looked at instructional delivery andincreasing learning without spending more money. Considering the state budget, Dr. Lazorcommented that it may be worthwhile to view the funded projects. Information is available atthe NCAT link: www.thencat.orgDr. Gorski mentioned that his department scheduled a speaker from UT Dallas in April who willprovide information about teaching large classes. Dr. Yacaman commented that funds areneeded to develop on-line courses. Dr. Perry responded that proposals for teaching large 3
    • numbers of students could be sent to him. Dr. Gorski noted that Dr. Lydia Martinez Rivera isworking with the College of Education on a hybrid course. Dr. Lazor mentioned that coursesthat produce efficiency of learning outcomes and delivery will save money which would remainin the department. Dr. Perry informed the group that UTSA’s Teaching and Learning Centerwould provide funds for guest speakers.Student Profile Reports, Fall 2010Shannon Rios distributed a copy of a “Student Profile Summary” for fall 2011. The reportrelates to COS as a whole. Shannon will be meeting with Drs. Perry and Jordan. Shannonindicated that COS is overrepresented at the senior level. What is notable of COS seniors wasthat some students were still Pre-Bio majors. These students are either transfer students orchanging their major. Between 18 and 20% of COS students in fall 2010 were some other majorbefore COS. Some students are changing majors and have to take more courses and thisdepresses retention and graduation rates. There are more male physics and computer sciencethan females in these majors. We do have a lot of seniors and a lot of senior transfers into COScausing long-term seniors. The Graduation Initiative office is doing a study of seniors to try andfigure out why seniors are overrepresented at UTSA. We are over represented at freshman andsenior levels at 30%. These students are long-term freshman who become long-term seniors.Shannon commented that freshmen are being advised to get through 30 hours in the first year.Patti Gonzalez responded that some students are not prepared and are starting negatively. Dr.Perry wants a college education committee which he is forming to address some aspects ofstudent success.Shannon noted that Senator Zaffirini’s bill would move all developmental courses to communitycolleges and force students to attend there prior to coming to four year campuses. She will bemeeting with all department chairs to discuss student profile reports in coming weeks.Travel FundsDr. Yacaman mentioned that he and other department chairs serve on the committee thatreview faculty requests for travel funds. Dr. Arulanandam and Dr. Perry also serve on thecommittee. A faculty member who is an Assistant Vice President recently applied for funds.Dr. Yacaman was under the impression that faculty members with administrative duties andthose with large Facilities and Administrative (F&A) accounts were ineligible for funds. Dr.Yacaman asked for clarification from Dr. Perry. Dr. Perry indicated that Dr. Arulanandam wouldreview guidelines. [The COS guidelines indicate that travel funds provide support for full-timefaculty to attend academic meetings for the purpose of presenting academic/ scholarly papersand continuing education in their respective fields that will benefit the College of Sciences.They also state that prior to applying for travel funds, faculty should first utilize funds fromindividual F&A sources and department F&A accounts. The guidelines do not exclude facultywith administrative duties from applying.] 4