1. The meeting was called to order at 12:40 p.m. on Wednesday, March 1, 2006 in the third floor conference room in Green Hall, Vice Chairperson Martin presiding. All members were present except Chairperson Rice and Senator Kowalski.
2. The Minutes of Executive Committee Meeting #24, February 22, were approved.
a. The Agenda for the March 6 Meeting of the Board of Governors was circulated for information. Vice Chairperson Martin said that she planned to attend the meeting.
Ms Grubman reported that accompanying the Agenda was an announcement that the Board would no longer distribute paper copies of materials for their meetings.
b. Copies of the interview schedule for Director, Student Learning Outcomes Assessment and Accreditation candidates were distributed. It was noted that each candidate was scheduled for one hour and fifteen minute open forum interview for the campus community. No additional meetings had been scheduled for the FSEC.
c. Ms. Grubman reminded the FSEC that the March 6 meeting of the JSPC had been cancelled and that the next meeting was scheduled for March 20, 2006 at 1:30 p.m.
d. Copies of a memorandum from the Provost's Office on University Sanctioned Events were distributed for information.
4. The Executive Committee considered the following matters of continuing concern:
a. Revised Draft on Academic Program Review: Ms. Grubman reported that she was in the process of revising the draft based on suggestions from the Provost and members of the FSEC and CBUM Committee. She said that she hoped the final version would be ready for the March 23 Faculty Senate Meeting.
b. Faculty Survey: The Executive Committee reviewed the most recent iteration of the survey drafted by Chairperson Rice and Vice Chairperson Martin and agreed to consider it further at their next meeting.
c. Administrator Evaluation: Ms. Grubman said that she hoped to have a draft charge and membership for an ad hoc committee to revise the administrator evaluation process for their next meeting.
d. Academic Investment & Improvement Model (AIIM): The Executive Committee asked Ms. Grubman to invite Provost Swan to meet with them from 1:30 to 2:00 p.m. on March 8 to discuss the AIIM as follows:
1) Further dissemination of results to the University community;
2) Intent for use of results;
3) Feedback from the University community so far.
5. Vice President Weygand, accompanied by Division of Administration representatives (Ms. Sharon Bell, Controller, Mr. Ron Bernier, Associate Controller, Ms. Anne Marie Coleman, Assistant Vice President for Human Resources Administration), Mr. David Porter, Interim Vice Provost for Information Services, and Ms. Roxanne Murray Assistant Director of Planning Services and Professional Development, met with the Executive Committee from 1-2 p.m. They reported on progress towards removing many of the bottlenecks that had been identified by the FSEC in December. Among the items addressed were:
a. Organization of Websites: Ms. Bell shared with the FSEC the Controller's website which included contact information, electronic forms, procedures, and links to other sites. While it was noted that there had been a concerted effort to improve the website to make it more user-friendly, plans were underway to improve the entire University website and the controller's home page will be revised eventually using the new guidelines.
b. Replacement of key personnel in a timely manner: Ms. Coleman explained that positions vary in how they can be filled. Classified vacancies are usually filled using civil service lists or the seniority provisions in collective bargaining agreements. The University does not have control of how long it takes for a civil service list to be established, or in the case of an existing list how long it takes to process the University's request for available candidates. Non-classified vacancies are filled on campus through search committees. After a search committee receives financial approval by the Office of Higher Education to fill a position, the vacancy must be posted in accordance with collective bargaining agreement requirements, and advertised in accordance with Affirmative Action guidelines.
c. More user-friendly information: Vice President Weygand reported on efforts, (such as mandatory workshops and meetings) to ensure that Business Managers are fully aware of processes and can assist within their areas. It was also noted that persons working at the Help Desk are receiving better training, including learning who should handle specific problems. Feedback has indicated that the Help Desk is functioning more efficiently.
d. Working towards a paperless system: Vice President Weygand, Mr. Bernier and Mr. Porter reported on plans to update Peoplesoft in a number of ways to improve the various processes in business areas. Vice President Weygand explained that budgetary constraints continue to be the cause of delays in improvements. However, he did stress that moving toward electronic forms wherever possible is still a goal.
e. Also discussed were the following: 1) giving people a reasonable approximation of a timeline when they have initiated paperwork; 2) contacting the originator of a process when it is detained to explain what must be done to move it forward; 3) providing an approximate timeline for each stage in a process and 4) needing for accessible flow-charts for various processes and procedures.
When Vice President Weygand's staff left at 2:00 p.m., the Vice President remained to discuss plans for the development of a more attractive website for the University under the auspices of Vice President for University Advancement Beagle. He reported that Vice President Beagle was working with the firm Rivers, Doyle and Walsh on the project.
In addition, Vice President Weygand responded to questions about the recent Providence Journal article and provided the Executive Committee with an overview on the status of building renovations and infrastructure improvements. In addition, he promised to try to resolve some of the issues with parking for the disabled on campus.
The meeting was adjourned at 2:35 p.m.
Sheila Black Grubman