Minutes of the Meeting of the Academic Senate

Minutes of the Meeting of the Academic Senate

November 12, 2014

1. The meeting was called to order by Chairperson Valerie Burke at 1:00 p.m. on November 12, 2014. Roll was called and the following Senators were present: Chair Valerie Burke, Vice Chair Hisham Ahmed, Past Chair Keith Ogawa, BernaAksu, Steve Cortright, Gretchen Lemke-Santangelo, Ronald Olowin, Chris Ray, Aaron Sachs and Parliamentarian Mark Lingwood. Absent with notice was Suzy Thomas.

Also present were: Vice Provost Hernan Bucheli Vice Provost Richard Carp, Provost Beth Dobkin, Andrew Conner, Zach Flanagin, Peter Freund, Associate Dean Larisa Genin, Tomas Gomez-Arias, Charles Hamaker, Emily Hause, Jennifer Heung, Ann Kelly, Dean Pat Kreitz, Dana Lawton, Dean Zhan Li, Mary Kay Moskal, Rebecca Proehl, Maria L. Ruiz, Myrna Santiago, Jim Sauerberg, Vice Provost Chris Sindt, Mindy Thomas, Ted Tsukahara, Sharon Walters, Dean Roy Wensley, Dean Steve Woolpert, and Paul Zarnoth.

2. Minutes of the October 29, 2014 meeting were approved as amended.

REPORTS

3. Chairperson’s Report - Chair Burke announced the Consent Agenda item received from the Graduate & Professional Educational Policies Committee (GPSEPC) . It is a request for a one-year extension to implement the core curriculum for the LEAP program. The GPSEPC approved the proposal unanimously on October 16, 2014with the provision that checks be put into place to ensure that LEAP can implement the core curriculum in the fall of 2015. No objection was raised by the Senate; the item was approved on the Consent Agenda.

Chair Burke reported that the Senate held four open faculty sessions for contingent faculty on November 5, 6, 7, and 8. She thanked all those that participated. Due to the notice of unionization, the meetings were listening sessions on the part of Senators. Faculty demonstrated their overwhelming love of teaching and their commitment to the students. Once there is more information regarding the unionization effort, Chair Burke will find appropriate ways to report out.

Chair Burke explained that as the result of a Senate request last year, two Senate meetings each academic year, one in the fall and one in the spring, are to be set aside to focus on items coming from the Chairs/Directors group. There was only one request at this time, a discussion of the Faculty Handbook Description of Chairpersons which is on the agenda under New Business.

4. Provost’s Updates - Provost Dobkin reported on Strategic Planning. Lunch sessions are being scheduled in the faculty/staff dining room to discuss goal one: Academic Distinction; this will also include a discussion on building a national reputation for distinction, the faculty sufficiency, and resources required to reach that distinction. Further discussions aboutfacilities, class space, and the Library will be scheduled as well. There is much overlap with other areas of strategic plan.

Unionization: Provost Dobkin reported that a hearing was set for Monday, November 10 if the union and the College had not agreed on voter eligibility. The agreement between the College and the union will now go to the NLRB for approval. Once approved, the plan is to send ballots on December 8, due back by December 22, and counted on December29. The faculty eligible to vote will beanyone who has taught as a contingent faculty member in 2013, 2014, or has been issued a contract for 2015. Individuals with administrative responsibilities are not eligible. All ranked faculty are essentially considered to besupervisors. She suggested that ranked faculty continue with ongoing activities that relate to contingent faculty, but they cannot initiate anything additional at this time. The College is committed to having a fair and appropriate environment. Any change that could be considered a threat or interrogation is not permissible. Anything seen as a promise is not allowed. We want to promote awareness to keep the process at a high level of integrity.

Professor Mindy Thomas questioned the reason faculty are considered administrators. Provost Dobkin answered that the NLRB and the union have stipulated that ranked faculty are supervisors.

Provost Dobkinresponded to Past Chair Ogawa’s question about the FAQs published by the President and the Collegian publication noting there were several errors in the information stated in the FAQs. She said she believes there is some confusion about benefits. The College provides benefits that are legally required: unemployment, disability, and workers compensation. Health coverage is in flux awaiting legislation related to the Affordable Care Act. We do not have a per course health benefit at this point.

Senator Lemke-Santangelo asked if the administration sees this as an opportunity or a problem. Provost Dobkin said it is the position of the College to support an open and fair election process.

Senator Aksuand Past Chair Ogawa asked if there were any additional considerations on the part of chairs that talk with contingent faculty on a daily basis. Provost Dobkin suggested that chairs/directors continue with the procedures in place, but not to ask contingent faculty where they standon the issue or how they will vote.

5. Faculty Welfare Committee – ProfessorTsukaharareported on the status of the FWC. Faculty were required to choose the option in 2008 between the Retirement on Reduced Services or the Emeriti Plan. 119 faculty chose the Retirement on Reduced Services benefit (this number represents cumulative service to the college of 2000 years). The Faculty Handbook (FH) is updated andand

distributed each year during the summer. ProfessorSauerberg called attention to a change in the Handbook to Section 2.14.7, Retirement Reduced Services which covers the medical benefits; “coverage for spouse” was removed. The Senate was not consulted. The FWC was asked to verify if this was in fact a policy change, or an error. The question had been advanced to Human Resources. Ann Kelly reported that she will recommend that the language be reversed to the 2013 FH language. The practice to include the spouse for health benefits has been consistent with the prior language. Professor Tsukahara said the FH is referenced in the faculty letter of appointment; he encouraged faculty to read the FH and be aware of its content.

Vice Chair Ahmed asked how such a mistake could be avoided in the future. Professor Tsukahara said that ProfessorSauerberg called attention to the issue and the problem has been solved. ProfessorSauerberg added that this is a good example that the process does work.

Chair Burke thanked ProfessorTsukahara and the FWC members, Ann Kelly, and ProfessorSauerberg for bringing this matter to a resolution.

6. Vice Provost for Enrollment and Communication – Vice ProvostHernan Bucheli reported on the enrollment figures for fall 2014:

ActualGoal

Freshmen 581 615

Transfers 181 160

New student 762 775

Overall enrollment2779 2870

The cost of attendance is a significant consideration for admitted students; which will be a consideration when planning the financial aid model. We will alsoactively pursue our presence in the Bay area. This year we have the highest out-of-state new student enrollment; 97this year (last year 74), international students 22 this year (10 last year), male enrollment 41% - female 59%( no change from last year), and students of color is 51%. The National Clearinghouse data indicates that 260 of the admitted students chose community college over SMC;the tuition could be the problem. The fact that no nursing students were admitted this year due to the elimination of the 2+2 Pre-Nursing program had an impact on the numbers. We need to be more competitive, focus on maintaining our academic profile and student enrollments. He is working on developing an enrollment plan to include admissions, marketing and financial aid with more visits to high schools, developing a proactive and market driven financial aid strategy.

Branding assessment figures indicate that potential students see SMC as very friendly, which was the highest qualifier. SMC is also considered challenging, well respected and career oriented. Vice ProvostBucheli thanked faculty for their involvement in fall preview days.

Vice Chair Ahmed commented that there does not seem to be much of a decline in new student enrollment, but there seems to be a higher decline in overall enrollment. Vice ProvostBucheli explained that budget goals were built on an enrollment model that had us at 2095 returning students, we enrolled 2017 students. He is looking for different data in the model for the future. There are issues we can control but other areas we cannot control. We are on track with the discount rate; strategies are being put in place for the future. The freshmen discount rate is 42%, with 37.5% overall. Retention analysis is being conducted by a contracted firm, to look at the enrollment numbers by schools and majors.

Provost Dobkin added that last year we ran a surplus, which was carried over to this year. However, the lower enrollment numbers could be a concern in the future. The new model going forward is different from the previous Vice Provost. The budget has not been approved by the Board. Fine-tuning of the packagingwill be helpful to those most in need.

NEW BUSINESS

7. Item A, Resolution re: Health Benefits for Reduced Services Faculty, was resolved as reported in the Faculty Welfare Committee report. No further need for discussion.

[The order of business was amended.]

8. Statement on Social Media- Chair Burke reported that there has been recent victims of social media bullying on campus. The following resolution was offered in order to respect and support those affected.

Whereas,

1. Our mission emphasizes support for one another and respect for all persons,

2. Social media can be an effective tool to celebrate and share the culture and achievements of the SMC community,

3. Abuses of social media, including cyber-bullying, by even a few members of our campus violate our mission’s call for respect for all persons, and shed a negative light on the entire SMC community,

Be it resolved that,

We, the Members of the Academic Senate of Saint Mary’s College, therefore encourage the responsible use of social media, and discourage content that runs counter to our commitment to creating and maintaining a community in which all persons who participate in Saint Mary’s programs and activities can work and learn together in an atmosphere free of all forms of discrimination, exploitation, intimidation, or harassment.

A MOTION was made by Senator Lemke-Santangelo and SECONDED by Vice Chair Ahmed to approve the Resolution. An amendment was offered by Senator Cortright and seconded by Past Chair Ogawa to amend Item #2 as follows: “2. Social media can be an effective tool to celebrate, examine and share the culture and achievements of the SMC community,” The amendment was accepted by voice vote.

A hand vote was taken on the amended Resolution;the motion was approved by a vote of 9-0-0.

9. Discussion of FH Description of Chairpersons/Directors - Chair Burke opened the discussion of the following FH description of Chairpersons/Directors followed by the proposed language.

Current Faculty Handbook Language

1.4.2.4Chairpersons of Undergraduate Departments

The chairpersons of departments that are composed of undergraduate faculty are appointed by the Dean of the School for a three-year term, normally after consultation with at least the senior members (i.e., full professors and tenured members) of the department and the Vice Provost for Undergraduate Academics. Department chairpersons may be reappointed by the Dean after confidential evaluations have been solicited from all members of the department and consultation has taken place with all senior department members and others whose opinions the Dean deems may be helpful. The terms of the department chairpersons should be staggered so that approximately one-third are considered for reappointment each year.

Duties of a Department Chairperson, Undergraduate Department

1. Departmental Organization

1. Organize instruction (course assignment, course scheduling) and develop instruction (new courses, teaching effectiveness) within the department for the academic year;

1. Ensure that the College's policy on final examination scheduling is followed by faculty;

1. Hold regular monthly departmental/program meetings, the minutes of which are sent to the Dean;

1. Discuss with candidates the criteria for tenure and promotion; under teaching effectiveness include the candidate's policies and standards on grading, homework, and examination/papers;

1. Prepare description and evaluation of departmental/program curricula for the Program Review Committee or appropriate School committee;

1. Consult in a spirit of cooperation with departmental/program members on matters of their own practice and of general departmental interest. (For the chairperson’s procedure when a department member is being reviewed by the Rank and Tenure Committee, see Rank and Tenure Procedures, section 2.6.2.2.);

1. Submit department/program budget proposals and exercise control over expenditures in the approved budget;

h.Recruit new faculty members, maintain records and complete such reports on

applicants as are required by the Human Resources office;

1. Review the performance of adjunct and visiting faculty and lecturers, based on criteria to be established by the Dean of the School, which may include classroom visitations and the general student questionnaire.

1. Rank and Tenure Review

It is the responsibility of the chairperson to:

1. Familiarize himself/herself with and follow the procedures of the Rank and Tenure Committee as these pertain to the chairperson;

1. Maintain a current file for each member of the department with relevant material of candidates for rank and tenure review; keep informed on candidates subject to interim review, those eligible for tenure, and those eligible for promotion; collect appropriate materials to be presented to ranked members of the department to assist them in their evaluation of the candidates;

1. Be responsible for the timely placement of the departmental forms in the candidate's rank and tenure file and of the formal letter from the chairperson for candidates subject to interim review, and of any appropriate letters of recommendations on candidates (see Rank and Tenure Procedures, section 2.6.2.2);

1. Review student evaluations of the candidates, especially the opinions of departmental majors;

1. Make written departmental rank and tenure recommendations on candidates, in consultation with ranked members; report objectively any recommendations of ranked members which are different from those of the chairperson, submitting those directly to the Rank and Tenure Committee; share and discuss these written recommendations with the candidate prior to submitting them to the Rank and Tenure Committee;

1. Submit appropriate written class visitation evaluations from the candidate's departmental file to the candidate's rank and tenure file.

1. Teaching Effectiveness

1. Class visitation of departmental members:

1. For faculty moving toward tenure, a minimum of two classroom visits per term, at least one by the department/program chairperson, is expected.

1. Faculty being considered for promotion must be visited by the chairperson.

b. Written evaluation of class visitation: The visitor is required to submit a written evaluation of the visit to the faculty member and then to consult about the evaluation with him/her. A copy of the evaluation is to be placed in the departmental file. The Chairperson will attach these written evaluations of the visits to Form B as an integral part of Form B in the case of a promotion or tenure review. Similarly, in the case of an interim review, the written evaluations of class visitations will be attached to the written review of the candidate’s performance submitted by the department chairperson (FH 2.6.2.2.1.2) as an integral part of that written review.

1. Student evaluation questionnaire: Discuss with and make recommendations to departmental faculty concerning student evaluation questionnaires that provide a perspective of teaching effectiveness which complements peer evaluation.

1. Hear and ascertain the validity of complaints that may be received from members of the department or from students who are taking courses in the department /program.

1. Authority

1. To recommend to the Dean, as appropriate, the reappointment or non-appointment of departmental/program faculty;

1. To call departmental/program meetings and to establish departmental/program committees;

1. To assign courses and schedule courses of instructors in the spirit of cooperation with them;

1. To initiate procedures deemed necessary for the good of the department/program (e.g., for the dismissal of an instructor);

1. To visit classes and to delegate tenured members of the department/program to do so; class visitations (day and time) are with the instructor's permission;

1. To exercise the power of veto over departmental/program decisions;

1. Limitations on the chairperson's authority: major changes (e.g. personnel policies, major requirements, composition of the major, interdisciplinary requirements) may be undertaken only with the approval of the Dean and others if necessary.

Section1.4.2.4currentlyincludesamplequalifyinglanguage (e.g.,“normally,”“maybe”) as well as listingspecific duties that varyamongdepartmentsandprogramsaswellasacrosstheCollege.Thelanguage below is suggestedasareplacementtotheexistingFacultyHandbookentry,andwas drafted following Dean’sCouncildiscussionsofJuly25,August8,andAugust21,2013.It shouldallowopportunities for individualprogramvariationwhileidentifyingthecharacteristicsofprogramdirectorsanddepartmentchairsthatunifythepositionsacrosstheCollege.Finally,wehavealsoproposed an additionalemploymentcategory,“Program Manager,”thataffords theopportunitytorelyonstaff oradjunctfacultysupportforsomeadministrativedutiespreviouslyassignedtorankedfacultychairsandprogramdirectors.

BethDobkinProvost

January 21,2014

ProposedlanguagetoreplaceSection1.4.2.4

1.4.2.4DepartmentChairs andProgramDirectors

A DepartmentChair or ProgramDirector(hereafter“Chair”)is arankedfacultymember,typically withtenure,chosentoprovideleadershiptoacademicdepartmentsandprogramsincollaborationwithdepartment/programfacultyandinconsultationwiththeDeanoftheSchool,whooverseesallChairsintheSchool.Chairresponsibilities includedevelopingandsustainingtheacademicidentityofthedepartment/programasinformedbyfacultydeliberation,therelevantacademicfieldorfields,andtheneedsanddirectionoftheSchoolandCollege.ChairshelpeffecttheintegrationoftheirunitacrosstheCollege,takeresponsibilitytoensuretheintegrityandquality of theSMCeducationalexperience,andpromoteproductiveandprofessionalworkingrelationships.Chairingadepartmentorprogramcanbeasubstantialleadershipopportunitythat extendsbeyondaninitialthree-yearterm.Thedutieslistedbelowreflectgeneralareassharedbyalldepartmentchairsandprogramdirectors.