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` d 0:(u G # Z a 2 9 0 Μ a % z d d d 3 e (7 ! ! ) ! ! ! ! ! s s ' , ! ! ! Μ ! ! ! ! ! ! ! ! ! ! ! ! ! : WESTERN ILLINOIS UNIVERSITY
Regular Meeting, 6 November 2012, 4:00 p.m.
Capitol Rooms - University Union
A C T I O N M I N U T E S
SENATORS PRESENT: J. Baylor, L. Brice, J. Choi, S. Cordes, S. Haynes, R. Hironimus-Wendt, D. Hunter, A. Hyde, G. Jorgensen, I. Lauer, M. Maskarinec, B. McCrary, D. Miretzky, K. Myers, K. Pawelko, B. Polley, J. Rabchuk, S. Rahman, M. Siddiqi, S. Rock, S. Romano, R. Thurman
Ex-officio: Ken Hawkinson, Provost; Tej Kaul, Parliamentarian
SENATORS ABSENT: B. Thompson
GUESTS: Dale Adkins, Steve Bennett, Gary Biller, Andy Borst, Jessica Butcher, Rick Carter, Scott Coker, Jane Coplan, Tracy Davis, Katrina Daytner, Jeff Engel, Beth Hansen, SharCarre Johnson, Mark Kelley, Jude Kiah, Angela Lynn, Sue Martinelli-Fernandez, Patrick McGinty, Jennifer McNabb, Katie Mey, Tera Monroe, Caryn Morgan, Kathy Neumann, Nancy Parsons, Chris Ramsey, Sarah Schoper, Carmen Stockberger, Janet Wigglesworth, Ron Williams, Michelle Yager, Dean Zoerink
Consideration of Minutes
23 October 2012
MINUTES APPROVED AS DISTRIBUTED
Announcements
Approvals from the Provost
Requests for WID Designation
ECON 350, Economics of Poverty and Discrimination, 3 s.h.
GER 326, Conversation and Composition II, 3 s.h.
SPAN 320, Spanish for Heritage Speakers, 3 s.h.
Provosts Report
Provost Hawkinson announced that President Thomas will be posting a budget update indicating that ϲʷ¼ recently received the final reimbursement from the state for FY 12. The state of Illinois currently owes ϲʷ¼ $31.3 million -- $25.9 million in appropriations funding and $5.4 million for Monetary Assistance Program (MAP) grants for FY 13. Provost Hawkinson stated that the delay in FY 13 reimbursements and the 6.1 percent reduction in Westerns state appropriation for this fiscal year means the University must continue to be very fiscally conservative and continue University-wide efforts to assure the financial stability of ϲʷ¼.
The Provost related that the FYE Review Committee, under the leadership of Interim Associate Provost Nancy Parsons, was composed of 20 members, ten of whom were faculty, including representatives from Faculty Senate and its Executive Committee. The Committee presented reports last spring to the Faculty Senate and to the campus community in four open meetings. Provost Hawkinson related that this report, with recommendations from those meetings, then went to the President and Board of Trustees for review. He informed senators the FYE Review Committee, now the FYE Leadership Team, and various subcommittees, now stand ready to operationalize those recommendations when approved. Interim Associate Provost Parsons met with Senate leadership and the chairs of certain Senate councils this fall as well as holding University-wide meetings to discuss those recommendations. The Provost believes that everyone wants the same goal: to offer the best possible First Year Experience Program to prepare Westerns students for their college experience and assist them to prepare for a successful future. Provost Hawkinson stated that there are many ways to offer FYE programs, but he believes the proposal coming before Faculty Senate today is the best path for Western. He expressed his appreciation to Dr. Parsons and the First Year Experience Review Committee as well as to the many councils, committees, faculty, and staff who contributed to this initiative.
Chairperson Rock, on behalf of Senator Thompson who could not be present, asked about the future of the International Film Series next season. Provost Hawkinson responded that he and President Thomas have been personally involved in the International Film Series to make it successful. He related the Series was cancelled fall 2011 due to poor attendance but was resurrected in spring 2012 and had a successful season. Provost Hawkinson stated that professors Richard Ness, Broadcasting, and Roberta di Carmine, English and Journalism, along with Dean of the College of Fine Arts and Communication Billy Clow, put together a good series of films this fall, but whether the International Film Series continues in spring 2013 depends upon how many attend the movies. The Provost stressed the Series cannot sustain itself if individuals do not attend the featured movies, which are offered Mondays and Tuesdays. He added that students may attend the Tuesday afternoon movies for free.
Student Government Association (SGA) Report
(Steve Wailand, SGA Representative to Faculty Senate)
Chairperson Rock told senators that the SGA representative could not be present but asked him to announce that SGA has elected DAngelo Taylor as its new Student Representative to the Board of Trustees.
Other Announcements
One petition was received from a tenured full professor in the College of Education and Human Services to replace Dan Yoder on the University Personnel Committee while he is on sabbatical this semester. Barry Witten, Curriculum and Instruction, was elected to fill that vacancy.
Jude Kiah, Director, University Bookstore
Chairperson Rock explained that questions about Bookstore operations arose when Financial Aid Director Bob Anderson visited Faculty Senate last month to address concerns about students not obtaining their textbooks prior to the first day of classes. Chairperson Rock related that one question that was raised concerned the new $300 book scholarships that some students received last year and whether that money should be returned to the University when students sell their books back in order to use it for future book grants. Mr. Kiah responded he does not have the administrative capacity to be able to collect the books purchased with vouchers at the end of the semester and return the money to a University account. Students receiving the vouchers are told they are receiving one-time scholarships and are encouraged to use the funds they receive during book buy-back to purchase books for the following semester, the same as any other scholarship.
Chairperson Rock asked how it is determined what percentage students will receive back for selling their books at the end of the semester. Mr. Kiah responded the University Bookstore does not make that determination; an outside agency provides that service. He explained there are many factors that go into that determination. If a faculty member is using the same book the following semester and turns in his or her book order before the book buy-back period, the student would receive 50 percent of the cost of the book upon selling it. Mr. Kiah stated that if an order for the book the following semester has not been submitted but the book is being used somewhere else in the United States, the student would receive the wholesale value of the textbook, which is usually between 20 and 30 percent of the price. He added that if the textbook is in its last semester of use, the edition has changed, or similar factors are in effect, the value of the book is zero.
Senator Hironimus-Wendt asked what percentage of faculty turn their book orders in on time. Mr. Kiah stated that the federal Higher Education Opportunity Act requires information regarding what books faculty will be using for their classes prior to the date of registration. At Western, however, only 40 to 50 percent of faculty turn their book orders in on time. In an attempt to increase this rate, the University Bookstore this fall for the first time offered a $300 scholarship to departments where 80 percent of their faculty turned their book orders in on time. Mr. Kiah told senators that 23 departments received those scholarships, which is great for the students, the departments, and the University Bookstore from a financial and an educational perspective. He stated that besides complying with federal law, turning in book orders late harms Westerns students: for a $100 book, students would be able to receive $50 for book buy-back if a faculty member has turned in a book order indicating that the book will be used the following semester, but if the order comes in late the student will receive only the wholesale rate of $20, resulting in a $30 per book loss for each student in that faculty members class. Mr. Kiah explained that another loss occurs when the Bookstore has to obtain that textbook after the formal adoption date at a higher rate with extra shipping costs and must pass that cost on to students.
Chairperson Rock asked how the Bookstore can know that books which are only used once a year are going to be used again by the professor. Mr. Kiah responded that if there is serial usage, the Bookstore probably already knows, but it is good for faculty to communicate their intentions with regard to particular books. He added that faculty no longer have to tell the Bookstore every semester if there is no text required for a particular class section; that information is kept on file in the Bookstore. Mr. Kiah stated that if a textbook has reached the end of its adoption cycle, the Bookstore would normally dispose of it through wholesale and the faculty member would have to procure that book again. Chairperson Rock stated he does not think that faculty teaching once-a-year courses are aware that they should let the Bookstore know if they plan to use the same book again. He suggested the Bookstore send a message to faculty indicating that this type of communication would be useful. Senator Hunter stated that he heard a presentation from the Bookstore last year regarding how faculty can search for and order textbooks through the Bookstore but was later told by his department chair that faculty in his department cannot order textbooks on their own or communicate with the Bookstore and must work through the department secretary. Mr. Kiah responded that while the Bookstore has no way of knowing what departments are telling their faculty members, the Bookstore does receive communications regularly from faculty across the campus, keeps files on these communications, and refers to those regularly when making textbook decisions. Mr. Kiah believes that the more communication between the Bookstore and faculty, the better, but he understands that some departments may wish to centralize those communications. He stated that one of the reasons the Bookstore decided to offer departmental scholarships is that there appeared to be a disincentive for department secretaries to collect book orders, particularly late adoptions, but the new scholarships for departments students provides an incentive for faculty and departments to return their orders in a timely fashion. Senator Hunter stated that a formal policy may not be necessary, but what is needed is a consistent message across campus about communications with the Bookstore because problems continue to exist in this area. Mr. Kiah explained that the University Bookstore sends a message to every professor every semester informing them of when book orders are due. The Bookstore has distributed primers about book buy-back and the Higher Education Opportunity Act. He believes the Bookstore does as much as possible to get the message out to faculty about book orders and reiterated that the Bookstore receives communications from faculty daily. Provost Hawkinson stated he does not believe it is Mr. Kiahs responsibility to determine how internal communications within departments are handled. Provost Hawkinson related that when he was the Chair of the Department of Communication, faculty could submit their own book orders as long as they copied the department secretary, but these types of procedures are internal within each department.
Senator Hironimus-Wendt asked if the Bookstore is obligated to purchase the new edition even if the faculty member prefers to keep the current edition of a textbook. Mr. Kiah responded that while some faculty have kept the same edition for ten to 14 semesters, there is increasing difficulty in finding older editions. He stated that if the Bookstore knows the faculty member will be using the current edition the following semester, the Bookstore can let students know that they will buy back the textbook even though students will not be able to sell it elsewhere due to there being a newer edition. Mr. Kiah informed senators there are a few companies that specialize in providing older editions of textbooks; he contacted one of those a few weeks ago to see how Western could work with them in future because that is a great service for ϲʷ¼s students.
Senator Hironimus-Wendt asked Mr. Kiah to relate the successes and failures of the textbook rental program. Mr. Kiah related that some individuals have the misconception that textbook rental is a ϲʷ¼ program but it is pervasive across the United States. The Bookstore offers hardback or paperback textbook rentals for a day, a week, a month, a semester, a year, two years, or any other way that students need their textbooks. Mr. Kiah stated that textbook rentals provide a bridge between printed books and e-books; rental eliminates the book buy-back process, guarantees the cost of the book at the front end, and transfers the risk of obtaining textbooks from the purchaser to the Bookstore. The University Bookstore currently rents 200 titles in-store; the rest of the textbooks, about 95 percent, not counting custom books and lab books, are rented through the Bookstores affiliates, which Mr. Kiah says is cheaper than students renting through Amazon or Chegg. Mr. Kiah explained that if students decide after entering into a rental agreement with the University Bookstore that they want to keep their textbook, the Bookstore simply transfers the rental agreement into a purchase agreement and the student keeps the book at the end of the semester. Mr. Kiah asserted that textbook rental is here to stay and is a huge market force. He added that within a year there might be a big change coming to the University Bookstore with the ability to have each title in the store rather than with affiliates.
Senator McCrary related that he is reaching the end of the eighth edition of his textbook and received notification that he must order the ninth edition. Mr. Kiah explained that in some cases older editions of textbooks can be obtained and in other cases they are not available. When older editions of textbooks are desired, the Bookstore tries to purchase as many as possible from distributors such as Amazon and can often find enough for one year after the new edition comes out, but it becomes harder two years after the new edition is released and almost impossible beyond that time; additionally, within two years the publisher may release yet another edition, which increases the difficulty very quickly. Mr. Kiah stated the Bookstores success depends upon the textbook: one Communication professor has been using the same edition for seven years, a couple of Math professors are in a similar situation, and in custom editions the Bookstore is more successful. Senator McCrary pointed out that the new edition might cost $150 while the older edition may cost $15 or $8, a significant savings for students. He asked if the faculty member should indicate that he would like to use the older edition or if the faculty member should simply not submit an order for the new edition. Mr. Kiah responded there were three or four cases where the older editions of textbooks were carried in the University Bookstore this semester; in most cases, however, faculty will be forced into ordering the new edition.
Senator McCrary asked if students are allowed to sell back custom books that professors intend to use the following semester. Mr. Kiah stated that when professors create custom books, Western is the only place that they are being used and the Bookstore will buy them back if they are to be used again. He added that if the professor is not going to use the books again, the University loses in the range of $20,000. Mr. Kiah would like to see professors invest in their custom books for four semesters at the least. The only place that students can sell those books back is at ϲʷ¼; they are worth zero dollars wholesale.
Senator Cordes observed that some departments utilize a designated person to order all textbooks for their faculty while other departments allow their faculty to assume that role for their individual courses. He suggested that, in terms of improving communication, the Bookstore consider contacting departments to see if one person can be designated as a liaison to coordinate textbook ordering, disseminate information about the University Bookstore to faculty, and serve as the contact person on record. Mr. Kiah responded this procedure is already in place although not strictly formalized. The Bookstore is aware which departments wish to work through one contact person and which encourage their faculty to work directly with the Bookstore, although this sometimes changes with new chairs. He stated that while it is often easier for the Bookstore to talk directly to faculty rather than through a middle person, keep records of those discussions, and refer to them over time, the bigger issue is not about who is coordinating textbook orders but that they get done by the deadline. Mr. Kiah stressed the Bookstore continues to provide information on its website and through primers, but the textbook business is a very convoluted, dynamic and odd business which affects the lives of faculty in terms of students bringing books to class or not and why this occurs.
Senator Maskarinec asked how faculty would go about ordering an older edition of a textbook if that is what they prefer. He noted that often new editions include changes in chapters or newer material that he does not wish to cover, and he wonders if there is a mechanism to inform students they can use the older editions rather than purchasing the newer editions if they are able to obtain them. Mr. Kiah explained that one problem with this scenario is that approximately 2,000 students receive some sort of Bookstore scholarship, and if faculty indicate that students can use a textbook that the University Bookstore cannot obtain, those students cannot utilize their scholarships. He stated that if the Bookstore is forced to update the edition, faculty are thus forced to update the edition because the Bookstore must, by law, list books that students can purchase online or at another store if they wish to do so. He stated that it is not impossible to obtain the older edition, but it is an exception to the rule. Mr. Kiah anticipates that changes might occur as entrepreneurs are finding ways to change this business model. He stated that vendors are now expressing interest in purchasing older textbooks for redistribution to bookstores that want to be able to provide these editions. He stated that while this will be difficult, if it can be successful then a secondary market will be created for used textbooks.
Chairperson Rock asked if it is possible to tie financial aid packages to bookstore credit. Mr. Kiah stated that he recently researched this topic and believes it is possible. He said that while he cannot yet speak publicly about what ϲʷ¼ may or may not be able to put into place, he plans to look very diligently into this possibility.
Senator Brice remarked that he used an e-text for the first time this semester. He related that there were a number of students in his class who had problems with the codes obtained from the Bookstore, although that was not the fault of the University Bookstore but of the publisher. He asked if the Bookstore is able to get hard copies of textbooks that accompany e-texts if students experience such difficulties. Mr. Kiah responded the Bookstore can obtain a hard copy of an e-textbook within two days if students would like to change formats.
Motion: To reorder the agenda to consider Old and New Business next (Rahman/Brice)
Senator Lauer remarked that he is interested in hearing the reports from CAGAS and the Council on General Education (CGE) before the New Business item; he does not know why senators should discuss the FYE package without hearing the two reports first. Senator Rabchuk explained that item V. is an overview of the FYE proposal but is not intended to be an action item; the actions to be taken are in relation to the two reports that are being submitted by CAGAS and CGE. He stated the Executive Committee thought that Faculty Senate should consider the FYE revisions as a whole before voting on the two actionable items. Senator Rahman added that if Faculty Senate already takes action on the two reports and then discusses the entire FYE package, in some ways there is nothing left to discuss.
MOTION APPROVED 20 YES 1 NO 1 AB
Old Business (Reordered)
Council on Campus Planning and Usage (CCPU)
(Dana Lindemann, Chair)
Response to Morgan Hall Air Conditioning Concerns
Chairperson Rock related that at the last Faculty Senate meeting questions were raised during the CCPU report regarding the procedures followed to determine when air conditioning should be turned on. Physical Plant Director Scott Coker, who serves as an ex-officio member of CCPU, responded that air conditioning is generally started up following three or more days above 75 degrees and no nights forecast below freezing. He observed that every season is different, and last spring the weather was cooler, leading to the air conditioning not being turned on overall until almost the week of finals. He added that while the policy provides a general procedure, every building is different, and the major buildings on the Macomb campus have large chillers. Mr. Coker stated that as the University draws closer to finals week, temperatures are likely to become warmer and in general the air conditioning will be turned on. He explained that the reason the policy for turning on the air conditioning needs to be in place is that some of the systems are 40 to 50 years old and can only perform heating or cooling; additionally, the systems take anywhere from a couple of hours to a couple of days to switch over from heat to cooling in each building, so Physical Plant looks at the weather forecasts and tries to predict when to begin that process.
Chairperson Rock observed that although he understands that a break in the equipment at Morgan Hall was responsible for problems during finals week last spring, there seem to be problems annually during finals week. Mr. Coker explained that Physical Plant did have the air conditioning running in Morgan Hall but that it broke approximately the time of the spring 2012 finals. He stated the main chiller in Morgan wasnt providing chilled water to cool the building; while the system in Morgan was replaced about seven years ago, the Physical Plant is already having problems with it. Mr. Coker informed senators that the system put in at that time was already dated technology, and Physical Plant has been working with the manufacturer. He reiterated that Physical Plant does make an effort to have all systems turned on by finals week or before because the weather is typically warm enough to allow that to occur.
Senator Hironimus-Wendt stated that he was one of those who signed the petition from Morgan Hall faculty requesting that Physical Plant change its policy to assure that air condition is turned on and ready for students in Morgan Hall during finals week. He stated that while he understands the Physical Plants dilemma that the equipment is old and cannot be turned on and off at will he is concerned about next spring because he also has the impression that these problems occur annually. He stated that while there have been real and legitimate reasons in the past for being unable to have air conditioning in Morgan Hall during finals, he wonders if it is conceivable that Physical Plant could test the equipment earlier next spring to make sure that any problems are addressed prior to that time. Mr. Coker explained that the equipment providing chilled water to Morgan Hall is located in the basement, but a cooling tower on the roof causes steam to come off the top of the building; with a 50 degree difference on some days between evening and daytime temperatures, if it freezes on the Morgan Hall roof it can damage the equipment. He stated that Physical Plant will test the equipment before it is needed and make sure it will run, but there is no guarantee as to when the weather will allow that test to occur.
Senator Hironimus-Wendt asked if the broader issue of deferred maintenance is part of the problem. Mr. Coker admitted that it is; ϲʷ¼s 40 year old or older equipment includes not just chillers but thermostats and other pieces, forcing the University to be very reactive in its maintenance. Mr. Coker stated that Physical Plants funding has been flat for the past 20 years so they have been unable to purchase needed new equipment, and he cannot promise that will get better. He added that while some buildings have central air conditioning or smaller units that can easily switch from heating and cooling, the larger buildings are the ones that suffer the most.
Senator Romano believes the biggest problem is that students are uncomfortable during finals. She thinks that having a place or building that is reliably comfortable where exams could be scheduled if academic buildings become uncomfortable might be one way to address the continuing problems. Mr. Coker stated that he can think of no academic building where all of the equipment has been completely replaced. He promised, though, that the Physical Plant will work on communication. He explained the main point of communication is the building representatives; he plans to set up meetings every semester with building reps and hopes that individuals communicate with them so that they can pass along concerns. He also plans to set up listservs for each building so that individuals can subscribe and receive messages, adding that while the Physical Plant has been able to communicate with building reps it needs to do a better job of communicating with building residents.
Provost Hawkinson stated that in an extreme situation, such as if a chiller broke and temperatures in Morgan Hall climbed into the 90s, the ϲʷ¼ Administration would be made aware of the situation and would try to make another area available for academic needs according to Westerns crisis management protocol. He related that when Brown Hall experienced a minor fire, classes were able to be moved by the following morning. He stated that other buildings that offered more reasonable temperatures or the University Union would be able to be utilized in case of emergency. Mr. Coker added the University has invested $300,000 in the purchase of portable chillers that could also be utilized. He stated that about four years ago Currens, Stipes, and Horrabin utilized portable chillers outside their buildings, and the portable unit is now in use at Brophy because their chiller broke last spring. Provost Hawkinson remarked that even new chillers experience difficulties; last summer a fire began in a two-year-old chiller in Currens Hall at 1:00 a.m. resulting in moving summer classes and clearing out some of the labs. Mr. Coker added the chiller in Simpkins Hall failed this fall two months before it was scheduled to be replaced. Provost Hawkinson reiterated that Western has not received any deferred maintenance money for a very long time which is why some of these difficulties recur.
Senator Polley asked if Physical Plant has compared its policy of three days above 75 degrees and no forecast of freezing temperatures with other universities with similar climates and similar heating and cooling systems. Senator Polley stated he cannot imagine that ϲʷ¼ is unique and that there are likely other systems in the Midwest and around the country that are old and worn out. He added that Westerns policy seems oddly specific. Mr. Coker admitted that no other policies have been compared to ϲʷ¼s although he has spoken with other facilities representatives about their struggles with shoulder season, the time period when the weather is changing from warm to cold and vice versa. He noted that systems run pretty good in hot weather and in cold weather but the times in between are when difficulties are generally experienced. He offered to see if there are similar policies with which Westerns can be compared.
Senator Hunter asked if permanent signage could be placed at building entrances indicating contact information for building problems. He related that one evening the hinges broke on a lab door in his building at 5:30 p.m. and he did not know who to call. Senator Hunter stated that he also does not always know who is the current building representative. He related that a window on the third floor of his building came out of its frame and was flapping in the wind, and despite his notification to the building rep and the rep trying to get someone to fix it, the window frame was still not repaired by the next morning. He believes the process needs to be improved. Mr. Coker informed senators that Physical Plant receives over 30,000 work orders every year, so there will always be some that slip through the cracks. He stated that Physical Plant can be called directly during the day and the Office of Public Safety can be contacted after hours, and he will work to try to get this information more generally distributed. Senator Hunter remarked that building representatives in his building have generally been department chairs; when a faculty member has a building concern, the faculty member communicates it to his/her department secretary, who calls the secretary for the building rep, who then communicates the problem to Physical Plant, so the message has to be conveyed through several persons. Mr. Coker stated that while building representatives have typically been department chairs or deans, they are very busy, and he would prefer that the building representative be the secretary of a dean or chair, such as Margie Carle in the Deans office in Stipes Hall. He reiterated that Physical Plant is working on the building representative system.
Senator Rabchuk observed that the specific policy used by Physical Plant to determine when to switch on the air conditioning would seem to be a starting point and could have some flexibility. He suggested that CCPU be asked to look into a revision or modification of the starting point policy only for the week prior to final exams in order to provide more likelihood that the systems will be functioning during final exams. Mr. Coker assured senators that it is Physical Plants intention that the systems be turned on by the time of final exams. Senator Rabchuk stated he also likes Senator Romanos suggestion that an area be designated to utilize in cases of extreme heat, such as the Student Recreation Center. Mr. Coker agreed that the Recreation Center and the University Union do have new systems; Stipes, Currens, Horrabin, Brophy and, shortly, Simpkins Halls also have new chillers. Mr. Coker stated the University is slowly replacing outdated chillers in large academic buildings although some other pieces of equipment, such as thermostats, are still 45 years old. Chairperson Rock pointed out that the CCPU report does not support Morgan Hall facultys request to revise the current policy to specify that air conditioning be turned on in Morgan Hall by the beginning of finals week each spring semester.
SENATOR RABCHUK OBJECTED TO THE REPORT
Motion: To restore consideration of the report to the agenda (Brice/Siddiqi)
MOTION TO RESTORE APPROVED 16 YES 2 NO 2 AB
Motion: That Faculty Senate charge CCPU to return to the Physical Plant Director and ask that he consider formally adjusting the starting point for turning on the air conditioning (Hironimus-Wendt/Brice)
Friendly amendment: That CCPU ask for a comparison of policies at two or three institutions with similar climates and infrastructures in order to provide better information and see if Western is within or outside of the norm (Hunter)
MOTION WITH FRIENDLY AMENDMENT APPROVED 20 YES 0 NO 0 AB
He a
New Business (Reordered)
Overview and Discussion of the Entire First Year Experience (FYE) Package
Interim Associate Provost Parsons informed senators that Westerns First Year Experience had not been comprehensively reviewed since 2005. The FYE Review Committee was composed of 20 individuals: ten faculty, including representatives from Faculty Senate and the Senate Executive Committee, and representatives from University Libraries, Student Services, advisors, students, deans, and chairs. The Review Committee was charged to:
Clarify and revise as necessary the goals of FYE.
Examine and select FYE components to meet the goals of FYE.
Make recommendations regarding the appropriate content for FYE course(s).
Make recommendations regarding the use of advisors/tutors for FYE students.
Make recommendations regarding University Theme events.
Create a logo and slogan for branding ϲʷ¼s FYE program.
Make recommendations regarding the FYE website content.
Make recommendations regarding the FYE kickoff event.
Prepare all appropriate documents to implement any changes through the faculty governance system.
Dr. Parsons explained that FYE is not just an Academic Affairs or a Student Services project; it is a concept that should be infused throughout the University through the efforts of Academic Affairs, Student Services, and advising. She stated part of the FYE review will be that the University Theme will have a much broader perspective; while the FYE Committee and the University Theme Committee will have some communication, the Theme is University-wide and should serve the entire University community, not just be tied to FYE.
Dr. Parsons related that the FYE Review Committee has now transitioned into the FYE Leadership Committee; the FYE Committee on Classes will also continue to exist. The review consisted of members going into FYE classrooms and getting data from students and faculty; that information was presented at four open meetings in spring 2012 (two meetings for faculty and two for students), from which the FYE recommendations were created.
Senator Thurman observed that the first paragraph of the Report on First Year Experience to the Faculty Senate indicates that Participation in FYE became a graduation requirement in fall 2008. Senator Thurman related that he served on CAGAS when that Council was asked to review FYE in 2005-2007, and at that time CAGAS voted and made a recommendation to Faculty Senate that FYE not become a graduation requirement. He had understood that since CAGAS had not endorsed FYE as a graduation requirement, it had become an enrollment requirement, but he stated that when CAGAS asked what that means they were told it was no longer within that Councils purview. He asked if the status of FYE has now changed from an enrollment requirement to a graduation requirement. Senator Hironimus-Wendt responded that he served on Faculty Senate in 2008 and proposed the motion that FYE become a graduation requirement. He explained that a lot of students were not passing or completing FYE courses, so he moved to establish a graduation requirement that would require students to enroll in and pass two FYE courses, which was approved by Faculty Senate. Parliamentarian Kaul agreed that the motion to make FYE a graduation requirement was put forward on the Senate floor; CAGAS did not approved FYE as a graduation requirement, but Faculty Senate superseded that recommendation. He related that FYE came before Faculty Senate a couple of times, and when the graduation requirement was approved it was also specified that students enrolling in Western with 11 s.h. or less would be under a different graduation requirement than those entering Western with 23 s.h. or more in terms of how many FYE classes they would have to take. He added that these specifications were approved and became part of the undergraduate catalog. Senator Thurman asked if FYE is now definitely a graduation requirement and not an enrollment requirement. Senator Hironimus-Wendt confirmed it is a graduation requirement; students entering ϲʷ¼ with 11 or fewer semester hours must take and pass two FYE courses while students entering the University with 12-24 s.h. are required to enroll in and pass one FYE course in their first semester of full enrollment at Western. Senator Lauer added he believes there were two votes in 2008, one in the spring and one in the fall of that year.
Dr. Parsons related that in the process of surveying FYE students and faculty, vast inconsistencies between FYE classes became apparent. She stated that not all FYE faculty were including co-curricular events for their classes, although the FYE policy stated that these were to be incorporated; not all FYE faculty were utilizing peer mentors consistently or at all; and not all FYE faculty were using the common reading book. Dr. Parsons explained that FYE faculty indicated that some courses were not a good match for the common reading, while FYE students often did not read the book and sometimes were not encouraged by faculty to do so. FYE Faculty Associate Katrina Daytner added that some FYE faculty felt that their classes should concentrate on the content area and be similar to non-FYE sections while other FYE faculty tried to incorporate information about transitioning from high school to college.
Dr. Parsons stated that the FYE review was begun with the understanding that if changes were not necessary and it was determined that the current system was the best one possible, that would be fine; but once it was determined that inconsistencies existed in the current program, the Review Committee realized that the current model was not providing the best possible foundation for students coming into ϲʷ¼. The Review Committee benchmarked 12 universities across the United States, including the University of South Carolina, which is a leader in FYE. Drs. Parsons and Daytner traveled to FYE conferences. The determination was made that a transitional course would work best to fill in the gaps apparent in the current system. Dr. Parsons stated that Western already had a transitional course on the books UNIV 100 but it was not a General Education course, and adding this 1 s.h. course to all programs would affect a number of majors that already were very large.
Senator Pawelko asked how the decision was made to transition UNIV 100 into a General Education Human Well-Being course. Dr. Parsons related the Review Committee discussed five possible ways to incorporate UNIV 100 into students programs. Currently, the course is 1 s.h. and graded A-F; the Committee discussed changing UNIV 100 to a 0 s.h. course, but CCPI, CAGAS, CGE, and the FYE Review Committee all believed that a non-graded 0 s.h. course would not offer the necessary rigor. She stated that once the decision was made that UNIV 100 would remain a 1 s.h. graded courses, she asked the Registrar to review how that would impact existing programs.
Registrar Angela Lynn explained that she found 43 programs at ϲʷ¼ with 120 or more semester hours and no electives; adding 1 s.h. to these programs would negatively affect GradTrak and cost the University the remaining tuition for students affected by this change since they would not graduate in four years through the fault of the University. She stated that some programs at the University have over 150 s.h. in requirements, so it did not seem feasible to add another hour to graduate. Dr. Parsons added that both the option of adding one semester hour to graduation requirements as well as the option of adding one semester hour to General Education would affect these programs, so the decision was made to request that UNIV 100 be added to the Human Well-Being category of General Education, which would not increase the required semester hours in this category. This request was unanimously approved by the Council on General Education.
Senator Pawelko asked if adding UNIV 100 to the Human Well-Being category primarily affects the College of Education and Human Services. Dr. Parsons responded that the Human Well-Being requirement can be met by classes in Recreation, Parks and Tourism Administration (RPTA), Health Sciences, Kinesiology, and Dietetics, Fashion Merchandising, and Hospitality (DFMH). Senator Pawelko asked if the Dean of the College of Education and Human Services, chairs in the College, and advisors were consulted about the proposal. Dr. Parsons responded that members of the College of Education and Human Services sat on the committees that were part of these discussions: Cindy Piletic, Kinesiology, serves on CCPI; Dean Zoerink, RPTA, serves on CGE; Rachel Smith, RPTA, and Algerian Hart, Kinesiology, served on the FYE Review Committee.
Senator Pawelko stated she has heard serious concerns expressed in her College as to how this change will affect generation of credit hours in Education and Human Services. Dr. Parsons related that Dr. Piletic expressed concerns during a CCPI meeting, which led to additional research by the Registrar regarding how students fulfill the 3 s.h. Human Well-Being requirement. Dr. Lynn explained the Registrars office researched students who had graduated from ϲʷ¼ in fall 2011, spring 2012, and summer 2012 and how they completed the Human Well-Being component of General Education. She related that about 35 percent of these students took only the required 3 s.h., while approximately 65 percent took more than 3 s.h., one of those taking as many as 17 s.h. in this category. The Review Committee was less concerned that students would take only the 3 s.h. necessary to fulfill the Human Well-Being requirement after reviewing these findings because students must feel that courses in this category are benefitting them in some way. Dr. Lynn informed senators that 14.77 percent of the courses these students took in the Human Well-Being category were from DFMH, 33.21 percent were in Health Sciences, 41.11 percent were taken from Kinesiology, and 10.92 percent were RPTA courses. [Note: these percentages were corrected with data provided following the Senate meeting by Registrar Lynn.]
Senator Pawelko stated that she is unclear, looking at how UNIV 100 is currently configured, if it will bridge with another 3 s.h. Human Well-Being course. She remarked that one of the newly established FYE goals seems to contain a remedial component in terms of basic study skills and success in college, but she wonders how the packaging of the 1 s.h. UNIV 100 course transitions or bridges to other 3 s.h. Gen Ed courses. Dr. Daytner explained that the first semester that students begin attending ϲʷ¼ full-time, they will take both the 1 s.h. UNIV 100 course and another FYE course. She stated the regular FYE course does not have to be in the Human Well-Being category; only the 1 s.h. UNIV 100 course will necessarily be in that Gen Ed category. UNIV 100 will include smaller classes and all freshmen, so it is similar to the model currently in use for FYE classes except that now regular FYE classes will be open to other departments that did not have the opportunity in the past to teach an FYE course. Dr. Daytner explained that while UNIV 100 will concentrate on study skills and available campus resources in the first part of the semester, it also discusses health-related and diversity issues in the later part of the semester. She added that UNIV 100 will cover a number of different topics that students need to be exposed to in their first year of college. Dr. Parsons added that UNIV 100 will utilize the wellness model endorsed by the National Wellness Council.
Senator Cordes asked whether Senator Pawelko was inquiring how the general FYE course ties to UNIV 100. Senator Pawelko explained that, for example, RPTA offers RPTA 110 with both FYE and non-FYE sections. She stated that she was asking how UNIV 100 links into or affects that model. Senator Cordes, who served on the FYE Review Committee, stated that as the Committee worked through the process of reviewing FYE, they realized that the new goals they established for FYE would be reflected more strongly in the basics of the UNIV 100 course but tied to the general FYE; instructors of the two types of FYE courses would have the opportunity to work closely together in terms of clustering. He explained that the types of study skills covered in UNIV 100 would not necessarily be taught in the regular FYE classes, but they would be infused in the curriculum of those classes; the 1 s.h. UNIV 100 course would stand alone, but some of the principles taught would also be reflected in the regular FYE courses taught within departments. Dr. Daytner added that RPTA, for example, could still offer RPTA 110 as an FYE course.
Senator Pawelko asked who will teach the UNIV 100 courses. Interim Associate Provost Parsons responded that UNIV 100 could be taught by any faculty member; it is currently taught by advisors. She informed senators that College of Arts and Sciences Dean Sue Martinelli-Fernandez is chairing the team determining the faculty selection process for teaching UNIV 100. Dr. Parsons stated the 1 s.h. UNIV 100 course will link to other General Education courses. She added the majority of Y (FYE sections) courses are General Education courses with about five or six Y pre-professional classes tied to specific majors. All UNIV 100 classes will share a common syllabus with a common textbook. Training will take place for the UNIV 100 faculty and as well as for regular FYE faculty. Dr. Parsons stated that with the addition of UNIV 100, Gen Ed FYE faculty can orient their classes more toward General Education without feeling the need to integrate transitional information that may be incompatible with their course material. There will be linkage between UNIV 100 and the general FYE classes because all instructors will have access to the UNIV course syllabi and can, as appropriate, refer to specific topics in their classes.
Provost Hawkinson recalled that UNIV 100 has been taught at ϲʷ¼ at least since he came to the University in 1988, and has been taught over the years by full professors, such as Dr. Karen Mann who used to run the First Year Experience program which was comprised of UNIV 100, as well as by various faculty, academic advisors with masters degrees, teaching assistants, and others University-wide. He stated that those currently teaching UNIV 100 as well as others who may wish to teach it will have that opportunity after the review process is completed; if not enough individuals volunteer to teach the course, Provost Hawkinson stated the University will go beyond those who volunteer and hire additional individuals.
Senator Thurman asked if there would be time to specifically discuss questions regarding UNIV 100 later in the current meeting or if those questions should be raised now. Chairperson Rock pointed out that there are three additional items on the agenda relating to FYE, one of which is an informational item in which a course description, title, and prerequisite change was approved for UNIV 100 by CCPI. Chairperson Rock stated that normally these types of informational items do not appear on Senate agendas, but it was felt that since this was part of the FYE package it might generate some discussion although it is not an action item for Faculty Senate. He added that two action items, from CAGAS and CGE, follow the informational announcement from CCPI. He stated that senators will have an opportunity to debate the two action items and to discuss the informational item, and if comments fit within those discussions they could be addressed when the specific items come up on the agenda; general philosophical discussion on FYE and where the University should be headed can take place currently. Senator Thurman stated that he would defer his comments for the subsequent discussion.
Senator Hunter asked why the decision was made to discontinue the common reading, stating that UNIV 100 might be a good platform for it. Dr. Parsons responded that a common textbook is being proposed to replace the common reading book. She related this topic has been discussed intensely in the FYE Review Committee and in various group meetings. She stated the majority of FYE classes utilized the common reading book when it related directly to those classes; while some common reading books have applied to specific courses, others have examined topics that are not always applicable. Dr. Parsons stated that, depending on how the revised FYE program proceeds, the door is not entirely closed on reconsidering offering the common reading book in the future. Senator Hunter observed that many years ago Western required students to complete the writing exam as a graduation requirement, but it now seems that the University is moving away from these kinds of common experiences. Dr. Parsons stated that the revised UNIV 100 course should provide that common experience whereas the current FYE program did not provide a consistent experience across the University; UNIV 100, along with the programming that will be provided by Student Services staff in residence halls and by on-campus advising, will represent a common experience for incoming freshmen. Provost Hawkinson added that the University has neither been successful in getting students to read the common reading book nor in getting faculty to teach it, and purchasing the books cost the University $20,000 per year, which wasnt an effective use of the money if the book was not being utilized. He stated that the changes to UNIV 100 include developing a section on human well-being, and different elements that are common to all could be built into that curriculum which might include videos, educational theatre experiences, and external events. He stated that when personal finances are discussed in UNIV 100, there may be a common reading required that discusses how to manage budgets; articles or chapters from books tied into the specific topics discussed in UNIV 100 may be utilized rather than one common book that may or may not be utilized, read, or tied directly to the course material. Senator Polley related that when he went to college 20 years ago his university utilized shorter common readings similar to what was discussed by the Provost, so he is sympathetic to that idea. He stated that, compared to other universities that utilize a common reading, it seems as though Western failed in its implementation of that idea, since other universities seem to be continuing this path. Dr. Parsons responded that she has found that universities that are continuing to require a common reading are failing in their implementation as well. Senator Polley asked if other universities that are failing in requiring a common reading have identified the same reasons as those apparent at ϲʷ¼. He asked if other universities are considering whether a model such as the Provost outlined and which Senator Polley experienced while an undergraduate are better. Dr. Parsons believes that the common reading was not successful at ϲʷ¼ due to the attempt to tie it to a topic area that did not match the content areas of General Education courses. She stated that, to her knowledge, no other universities try to tie these two areas together, although other universities are having problems with their common readings. She stated that while the opportunity exists in the future after implementation of the FYE revisions to consider whether some other common reading books would be appropriate, for the immediate future a common textbook will replace the common reading book. Dr. Daytner added that the common reading seemed to work better in those courses that included a more general introduction to college where the book appeared to be more relevant. Senator Polley asked if those cases where the common reading was a better fit were 1 s.h. courses or 3 s.h. courses; Dr. Daytner replied that there were some of both.
Parliamentarian Kaul asked who owns UNIV 100. He noted that courses evolve over time, and departments look at how courses are assessed and proposed changes to their content, but he does not know how that will work in the case of UNIV 100. He wonders how changes will be proposed and implemented over time because a large number of people may be teaching UNIV 100, ranging from faculty to advisors. He asked who will direct this process and whether there will be a core committee that will oversee UNIV 100 changes. Dr. Parsons responded that assessment has been in the forefront of thinking since the FYE review was begun. She stated that the University has not up to now been fully intentional in its assessment of FYE, but after the changes have been made the FYE Goals Team as well as the FYE Committee on Classes, which has been in place for five years, will be part of the assessment process. She added that the FYE Committee on Classes consists of faculty and advisors and may be opened up to others as well; Magdelyn Helwig, who serves on CGE, has been asked to serve because the intent is to bring partners into the process. Parliamentarian Kaul stated he would strongly suggest that Faculty Senate consider creating a committee or structure so that control of the course would rest with the faculty itself. Parliamentarian Kaul believes that faculty must own courses so that all University courses, but particularly UNIV 100, must meet the General Education assessment plan. Parliamentarian Kaul pointed out that a core committee may change from year, and it is insufficient that the Provost owns the course if there is no formal mechanism for dealing with these issues. Dr. Daytner stated that the FYE Leadership Committee, on which Interim Associate Provost Parsons serves, could be the mechanism to receive feedback from those teaching UNIV 100; she added that the FYE Committee on Classes is part of the Senate nominating process.
Provost Hawkinson stated that once UNIV 100 is approved for General Education, it will be accountable to the Council for General Education. He stressed that every University course, whether General Education or not, needs to undergo assessment. He suggested that if Faculty Senate wishes to have a senator or senators serve on the FYE committee with oversight of UNIV 100, that could be discussed. Senator Cordes observed that there has always been oversight of FYE classes, so that process wont change. He suggested information about the common textbook could be included on the FYE website so that faculty can get an idea of what that content will be like. He noted that the FYE Committee on Classes already acts in areas of FYE curriculum, so the only difference would be that now outcomes would be established through Gen Ed as part of their assessment process.
Senator Rabchuk recalled that Dr. Parsons has stated that assessment is at the forefront in the development of the revised FYE program, but he does not know how Faculty Senate will know that this is being effective and whether it is more effective than some other process. History professor Jennifer McNabb, who serves on the FYE Leadership Team, responded that an FYE assessment subcommittee is being developed by Sociology and Anthropology professor Craig Tollini, English and Journalism professor Bill Knox, Dr. McNabb, and Admissions Director Andy Borst. She stated that the six new FYE goals were selected so that quantifiable measurements could be put into place. because one of the things that seemed to be fractured in the original FYE program was that there was no way to measure its effectiveness. She related that an extremely detailed assessment matrix is currently circulating among the committee that will, once constructed, allow for a very data-driven assessment practice to be put in place. Dr. McNabb stated one goal for UNIV 100 is for students to have an understanding of University resources, so thought is being given as to how user statistics for the Library and the Writing Center, for example, can be accessed to get a sense whether students are familiar with and make use of these and other resources. She related that the Writing Center Director may speak to UNIV 100 classes and students may be charged to go to the Writing Center and have an individual consultation which will create a paper assessment trail. Dr. McNabb stated that when the existing FYE common reading was considered, the cost benefit analysis informed the Committees decision of what should stay and what should be purged. She stated the same thing is happening with the assessment piece of FYE: the Committee is thinking hard about the consequences of the actions that it is taking and trying to be reflective over the entire process. Senator Rabchuk asked if assessment will go beyond just UNIV 100. Dr. McNabb responded that the assessment matrix being developed is for the entire FYE program, but intensive conversations are also occurring about UNIV 100, including the possibility of converting some time near the conclusion of the course to ask students very directed questions about their experiences. She stated that the Committee is trying to work on assessment from multiple levels, one directed toward UNIV 100 and the other to look at the broader program. Provost Hawkinson added that National Survey of Student Engagement (NSSE) data will also be used for assessment since many of those questions correspond to what occurs in FYE.
Senator Rabchuk asked about the statement that faculty already teaching FYE courses would be required to go through training along with those who will be teaching UNIV 100 after the program is revised. Educational and Interdisciplinary Studies faculty member Sarah Schoper, who serves on the FYE subcommittee overseeing the faculty training process, stated the training process is still being developed but will first provide faculty with an understanding of why FYE is moving in a new direction followed by discussions of the new FYE goals for classroom success, who FYE students are and what they know about how the campus works, and the importance of learning to the classroom. Dr. Schoper stated that after an introductory period, those teaching UNIV 100 will divide out from those teaching regular FYE classes. Those teaching UNIV 100 will spend time understanding what that means for them while those teaching regular FYE will spend a shorter time understanding those connections, such as the common syllabus for UNIV 100 classes and other links. She added that one way of providing faculty training might be utilizing a workshop style of presentation, and she encouraged feedback on this process. Senator Rabchuk asked if the training would happen every semester. Dr. Schoper responded that currently what is planned is spring semester training for faculty teaching fall FYE classes. Dr. Daytner added that most students attend FYE classes in the fall, with a few spring FYE classes being offered for those freshmen who withdraw from or dont pass their fall classes or who matriculate in the spring. Dr. Schoper added that there will be ongoing professional development available for FYE instructors. Senator Hironimus-Wendt observed that the issue of faculty training is not new; FYE faculty have been undergoing training at the beginning of each semester since the programs inception.
Senator Pawelko asked how many sections of UNIV 100 will be needed. Dr. Parsons responded that approximately 100 sections of FYE courses were offered this fall. She added that 89 students withdrew from their FYE classes this fall; those students, as well as those who do not pass their fall FYE classes and newly matriculated students will take FYE courses in spring 2013. Dr. Daytner added that in the spring there will likely be only 25 to 30 sections. Senator Pawelko asked how course loads and ACE loads will be affected by the changes to FYE. Dr. Parsons responded that students still need to fulfill General Education requirements so there would be no change to the existing need for those FYE courses. Provost Hawkinson explained that the overall requirement for completing FYE will be reduced from six hours (two 3 s.h. FYE courses) to 4 s.h. (one 3-hour FYE course plus the 1 s.h. UNIV 100 course). He stated that faculty who were hired to teach FYE courses may need to teach UNIV 100 to augment the loss of sections that may not be needed after the change.
Dr. Daytner asked if honors students will be required to take UNIV 100. Dr. Parsons responded that they will be required to take it. She stated that at one of the spring open sessions the question was raised whether veterans could have separate sections of UNIV 100 because their life experiences have been much different than other students, so the Committee will be exploring the possibility of having special sections for veterans, honors students, and possibly other groups. Dr. Parsons added, however, that if the UNIV 100 sections are made overly specific they will lose the diversity of the courses, so the Committee plans to be very intentional and consider whether particular groups should be in their own sections depending upon their specific needs.
Senator Brice observed that at 6 p.m. the Faculty Senate is required to decide whether to adjourn or to continue the meeting.
Motion: To continue discussion on the current item only (Brice/Polley)
MOTION APPROVED 12 YES 5 NO 1 AB
Senator Cordes asked how the training for instructors of UNIV 100 and other FYE courses will fit into the faculty training that currently exists for FYE. Dr. Schoper responded that the new training will be incorporated into what currently exists, and another subcommittee specifically related to the Student Services aspect of FYE will collaborate in the training. Senator Cordes observed that FYE encompasses a very interconnected forest of people working together to make UNIV 100 and the FYE experience as excellent as it needs to be.
Senator Rabchuk asked if the FYE graduation requirement will be 4 s.h. in future rather than 6 s.h. Dr. Parsons clarified that there may be 2-4 s.h. general FYE courses so the total revised requirement will actually be 3-5 s.h. including UNIV 100. She stated that some 2 s.h. Health Sciences classes, such as HE 120, 121, or 123, may choose to become Y sections. Senator Rabchuk stated that he was of the understanding that FYE faculty were hired only to allow master teachers to teach the FYE courses and not to teach the FYE courses themselves. Provost Hawkinson responded that departments that added faculty positions will have an obligation to provide FYE classes of some sort in order to maintain the additional funding they received since this is the understanding established between the Provosts office and those departments. He added that load will be negotiated on a case-by-case basis.
Senator Choi asked if the Review Committee had considered having the UNIV 100 classes move from one location to another for instruction; for example, the classes could be held in the Library with Library faculty, who are the experts in their field, teaching it during those portions of the curriculum. Dr. Parsons responded she is not sure the team teaching method would work for UNIV 100. Dr. Daytner added that 1,700 to 2,000 freshmen are taking FYE classes this semester, so similar numbers are expected to take UNIV 100 next fall. She stated the Committee would need to think about questions such as whether targeted locations such as the Writing Center could handle that many students. Dr. Daytner stated that the Committee is considering combining several UNIV 100 sections so that, for instance, Library representatives could speak to ten sections simultaneously in the Grand Ballroom or so that students could view a podcast. She stated that FYE instructors wont be required to be the experts on every topic but will partner with various experts and facilitate the discussions.
II. Announcements
E. CCPIs Response to the Changes in Course Description, Title, and Prerequisites for UNIV 100, Personal Growth and Well-Being in Higher Education, 1 s.h.
III. Reports of Committees and Councils
A. Council on Admission, Graduation, and Academic Standards (CAGAS)
(Jeff Engel, Chair)
1. Changes to FYE Graduation Requirement
B. Council on General Education
(Patrick McGinty, Chair)
Request for Inclusion in General Education
UNIV 100, Person Growth and Well-Being in Higher Education, 1 s.h.
Agenda items II.E., III.A.1., and III.B.1.a. were not considered due to lack of time.
Motion: To adjourn (Brice)
The Faculty Senate adjourned at 6:10 p.m.
Jim Rabchuk, Senate Secretary
Annette Hamm, Faculty Senate Recording Secretary
PAGE
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