Dean’s Council Meeting

College of Arts and Sciences

September 14, 2005

Present: C. Bucki, M. Coleman, R. Crabtree, R. DeWitt, J. Escobar, J. Garvey,

J. Goldfield, D. Greenberg, Fr. Hannafey, S.J., P. Lane, J. McCarthy, E. O’Connell,

G. Sauer, K. Schlichting, D. Winn

The meeting convened at 3:30 p.m.

Introductory Remarks

Communication with College Faculty—The Dean reminded the department chairs to share with their faculty pertinent information from Council meetings. Faculty, at times, voice a lack of knowledge about issues that have been discussed during the Dean’s Council meetings.

Department Minutes—Submission of departmental minutes should take place directly after the minutes are approved. Some department chairs send collated minutes from several meetings, many of which are not timely. The minutes are helpful to the Dean and College Office staff. Depending on the association of topics, this information is shared with appropriate staff.

Travel Policy—The Dean requested early notification of faculty travel plans that need funding assistance. These requests should be submitted by October, along with the contingencies involved. This will help in planning the College budget and ensuring available travel funding

for the academic year.

Book Orders—The Fairfield University Bookstore requested that faculty submit their book orders on time. The lack of timely submissions causes a problem for students who utilize the

on-line book ordering system. Students’ books are not shipped until their order is complete. This year, a large amount of book orders was retained from distribution because of missing requests. The Dean encouraged the chairs to remind faculty of the importance of this issue

in terms of serving the students and their colleagues in the Bookstore.

Dr. Robbin Crabtree found that the present system was not very useful; therefore, she submitted her book order electronically through e-mail. The Bookstore tends to assume that faculty teach the same courses each semester. Crabtree suggested that an e-mail format be created for efficiency. The Dean recommended that a request be made to create an electronic format that intersects with Banner so that course listings are more accurate. Crabtree will forward a written request to the Dean; and he will distribute this request to the appropriate persons on behalf of the Dean’s Council and College faculty at large.

Incomplete Policy—Dr. Raymond Poincelot shared concerns related to incompletes, and the problems that arise when faculty deviate from the University policy. This policy is stated in the course catalog. “All course work must be completed within thirty days after the beginning of the next regular semester. Any incomplete grades still outstanding after the thirty-day extension will become Fs.” The problem occurs when faculty make private arrangements to extend the official incomplete policy, and they do not notify the Registrar’s and the Dean’s office. Handling an incomplete in this manner affects the College dismissal policy. Student dismissals are determined in numerous ways—one being receiving three grades of “F” over the academic year. In some cases, the student’s grade of “F” should remain an incomplete because of an extension. To avoid any miscommunication, Poincelot requested that faculty notify the Dean’s Office in writing of any deviation from the normal University procedure; a copy should be forwarded to the Registrar’s Office.

Crabtree shared that her previous institution utilized an incomplete form which had multiple copies. This form included an agreement between the student and the faculty stating the course work that needed to be completed and a deadline date. A copy of this agreement was on record in the Dean’s and Registrar’s offices, along with a copy for the faculty and the student. The Dean asked that this be an agenda item at the next Dean’s Council meeting, for future discussion on the possibility of implementing such a form. Ms. Susan Peterson noted that Professor Betsy Bowen, while serving as Associate Dean, developed a form we might use.

Admissions Events—The Dean reminded the chairs that the Admissions Office was still seeking volunteers for Preview Day from numerous departments. Preview Day is scheduled for Saturday, October 1.

The Dean’s office supplied each department with a list of Admissions events for the entire academic year during the summer, to enable the department chairs to request volunteers for all events at the beginning of the academic year. This would eliminate the many e-mail communications throughout the year, when seeking volunteers for these events. Departments must comply by making the assignments; otherwise, we revert to the former system, which was disorganized.

On-campus Visitors—The Dean announced that Father Gregory Boyle will be visiting the University on March 28. Father Boyle started an organization, Homeboy Industries, for gang members in LA in an attempt to get them off the streets, provide counseling, job training and other needed assistance. Campus Ministry is co-sponsoring his visit. The Dean encouraged the chairs having interest to meet with Father Boyle. Suzanne MacAvoy, of Campus Ministry, is the contact.

Dr. Gerald Savage, Professor of English and Internship Director at Illinois State University will participate in a Humanities Institute event called “Learning and Integrity, Looking towards the Future within College Students’ Internships.” Dr. Savage’s visit was orchestrated by Dr. David Sapp.

Three events relative to his visit consist of the following agenda:

· Faculty Roundtable Discussions—Thursday, September 22 or Friday, September 23 from 11:00 a.m. to 12:00 p.m. in the CNS 100.

· Public Lectures—Thursday, September 22 from 4:00 to 5:00 p.m. in the Nyselius Library.

· Student workshops—Friday, September 23 from 2:00 – 3:00 p.m. and from 3:00 to 4:00 p.m.

Anyone interested should contact Sapp.

Announcements/Posters—The Dean requested that the College faculty refrain from placing various announcements and/or posters on the door of the College Dean’s office. Faculty should share their information with office staff, so that they can find an appropriate area for display. Department chairs were asked to communicate this information to their colleagues.

Teagle Grant Survey—The University Library is participating in a one-year grant from Teagle Foundation, which focuses on the improvement of undergraduate liberal arts education through the use of library special collections. These collections exist in the library, in nearby archives and museums, and/or are created by students. One requirement is that grantees conduct an assessment of these activities. Joan Overfield, Director of Library Services, asked the Dean to inform the College faculty of a survey that will measure the use of these special collections. He asked faculty to participate in this survey by going to website http://www.surveymonkey.com/s.asp?u=505901296965. Ms. Jean Daniele will forward this information to the College faculty via e-mail.

Photocopy Data—Department chairs experienced inadequate distribution of individual copy code data, from the office of Printing and Graphics. This insufficient timing defeats the purpose of managing departmental copy usage. Psychology was the first department issued individual copy code numbers. When they requested tallies of individual usage, the calculations for the first and second semesters were exactly the same. These identical calculations seem unlikely. Dr. John McCarthy recommended that the chairs check the calculations of their department’s copy usage closely. He experienced an overcharge of approximately $6,400.

Another concern was with notification of year-end photocopy fund balances. Credits to departmental budgets were not distributed in time to allow reallocation of these funds to other expenses incurred. Because of the University’s year-end deadline policy, the delay in credit caused a loss of usable funds.

McCarthy will draft a memo to the Office of Printing and Graphics addressing these concerns. Anyone else experiencing problems should inform McCarthy, so all concerns can be represented together.

Dr. David Winn experienced a lack of accessibility to the copier in the University Library. Not all faculty codes are programmed into their copiers.

The Dean agreed to send a request to Printing and Graphics asking for a list of copy code numbers. He will indicate the College’s concerns relative to timeliness, reporting of data, and lack of accessibility of copy codes in the library. He will inform them that a memo will follow listing additional concerns on behalf of the College

Study Abroad Major Advisor Form—Dr. Miriam Gogol reiterated the importance in the use of the Major Advisor Form for Study Abroad, specifically focusing on the advisor’s suggestion section. This area should not be used as a general endorsement; the purpose is to communicate what courses are needed to satisfy major and/or minor requirements. The completed form is returned to Dr. Iris Bork-Goldfield in the Study Abroad Office. The Dean requested that Dr. Bork-Goldfield, following this process, forward a copy of the completed form to the appropriate department for their records.

Blackfriars—Gogol shared information distributed by Father von Arx regarding the one-year programs offered by Blackfriars Hall, which is part of the University of Oxford. These programs target superior students, generally with a GPA of 3.5, who demonstrate an interest in Philosophy and Theology, and show strength in one of the following areas—English Literature, British History, and/or Classics in translation. The University plans to recommend two or three students per academic year. Gogol encouraged the department chairs to forward any recommendation to her attention.

Student Announcement—Carol Chiodo, a College of Arts and Sciences student, is attempting to obtain permission for credit approval, to satisfy her major, with transfer courses that she completed approximately twenty years ago. She was informed by the College of Arts and Sciences and the Study Abroad Office that these courses would not be approved. She has circumvented by going to the department chairs, going to faculty, and then coming back to the College stating that she was informed otherwise by other sources. The Dean requested that if Ms. Chiodo attempts to approach anyone with this situation, she should be directed back to the College of Arts and Sciences Dean’s Office.

Additional Announcements—The Dean shared the following announcements:

• · Search for a Deanship position at the University of San Diego with a requirement that the candidate must be a “committed catholic;”
• · Pamphlet on Chairing an Academic Department;
• · Department Chair Institute 2006—A Four-day institute in Palm Springs, CA, for a new or experienced first level academic leaders. Details and registration form can be found at http://DepartmentChairInsitute.net;
• · CCAS Seminar for department chairs sponsored by the Council of Colleges of Arts and Sciences in Towson, MD on October 6-8, 2005;
• · St. Joseph’s University in Philadelphia invites nominations and applications for the position of Dean of the College of Arts and Sciences; and
• · Carol College seeks a chief executive to lead the college.

Dean’s Projects for Academic Year 2005-2006

Finalize Merit Plans—The College merit planning committee has devised a structural plan that represents a significant compromise; this was discussed at the College’s June meeting. The Dean received verbal approval of this plan from Dr. Orin Grossman, Academic Vice President. Each department is still responsible for plans. At the first College of Arts and Sciences faculty meeting there will be a discussion and possibly a vote for approval of this plan. Upon approval, the Dean will allot the chairs a two-week window to amend their merit documents. Plans will then be reviewed by the Dean and finalized. An additional two week window will be allotted for finalization. Dr. Cecelia Bucki (History department) and Dr. Phil Lane (Economics Department) informed the Dean that they were still waiting for his initial feedback on their plans. The Dean assured them he would comment on their plans immediately.

The chairs were reminded to ensure that they factor in how interdepartmental and programmatic work would be viewed in their plans. In addition, how will department chairs be evaluated? The Dean discussed the challenge of obtaining equity between plans, in terms of difficulty of attainment of levels of merit. The Dean suggested some potential solutions—set an understanding among all departments of what ratio would exist, in terms of numbers of people at various levels, or a structural template that the College merit committee developed and distributed, which describes how a person would obtain the various additional levels. The Dean may also ask departments, as plans are reviewed, to do mock reviews to determine who might have received what, under their proposed plans.

Dr. Richard DeWitt suggested that departments share their plans with each other, along with the comments from the Dean. With consent of the chairs, it was recommended that they e-mail their plans to Ms. Daniele, including any comments he made throughout the review process, so that these plans can be orchestrated into one document to be used as a helpful resource.

Interdisciplinary Analysis—An Interdisciplinary Analysis will take place during the spring, and will be facilitated by Gogol or Poincelot. There are many issues to be discussed, particularly whether our resources are appropriately distributed, and whether the programs are succeeding as they might. What should be a model for how we appropriate directors to the programs? What are the program directors’ responsibilities? The Governance Document generalizes by stating they should be a subset of the responsibility of chairs to be determined by the College Dean. In terms of specific programs, we should consider bundling environmental offerings or programs—in particular, the presently, non-active, Environmental Science, with the active Environmental Studies, along with the possibility of the Marine Science Program, which has some environmental dimensions.

College of Arts and Sciences Board of Advisors—The Dean announced the College’s ability to participate in fundraising through the creation of a first-time College of Arts and Sciences Board of Advisors. The Board Members consist of twenty-one alumni who are passionate about Fairfield. They will provide strategic advice for the Dean and the College, along with development. The Dean identified, for their first phase, three centers of excellence that the Board will focus on—Biology, Religious Studies, and Visual and Performing Arts. The Dean will discuss the College Board in detail at the College of Arts and Sciences faculty meeting. The first Retreat of the Board is Sunday and Monday, September 18 and 19.

Approval of Minutes—Bucki asked for an amendment in reference to her non-attendance at the May Dean’s Council meeting. Her absence was due to her participation at a conference. Coleman requested an amendment to his statement recorded on page three, and an amendment to one of DeWitt’s comments was requested. Upon these amendments, Lane approved the minutes and DeWitt seconded the motion. The minutes were approved as amended.

Visit from David Ryan-Soderlund—David Ryan-Soderlund, Assistant Director of Student Support Services, shared with the chairs on the responsibilities of his department. Student Services provides undergraduate peer-tutoring; academic skills development; accommodations for students facing disabilities; and assistance for international students. The following are some areas that he shared with the Council.

• · Peer Tutoring—Peer tutoring is offered to any student assisting additional help in course work outside of the classroom. The peer-tutoring service is primarily taught by fellow students who excel in a particular area of study. Faculty recommendations are helpful in making this program a success.
• · Academic skills—Student Support Services educates students on how to strengthen their time management, organization, planning and prioritizing, reading, note taking, and test strategizing skills. Faculty are encouraged to direct students, who lack these skills, to pursue the assistance of Student Services to help build on these skills.
• · Students with Disabilities—The University’s mission is to provide support for students with disabilities encouraging them to be part of our Community. The University follows the 504 and ADA laws on disabled students. Students with a learning disability, or a physical impairment, may not be classified as disabled by the law, but Student Support Services still works with these students, along with professionals and faculty, to determine whether the student is impaired in comparison to the average student by assessing major life activities.
• · The University has 98 students experiencing difficulty in learning (including ADHD). The second highest percentage of disabled students’ are categorized with a psychological disorders. This is the hardest group of students to accommodate and work with.
• · Faculty members are encouraged to assess their courses to clearly define the essential elements within their course. If faculty follow this process, and they determine that the methods of their course are absolutely essential, then they are not required by law to deviate from their curriculum. The purpose of this process is to determine a non-discriminatory baseline of curricular content, which will help to fairly determine accommodations for a student with a disability.
• · Once a student is legally classified with a disability, the primary responsibility to discuss their disability with their professors is placed upon the student. Student Support Services furnishes each student with a letter to share with their professors. The goal is to assure that these students receive the appropriate accommodations for the semester. If a student is apprehensive about talking with the professor, Student Support Services will accompany them for moral support.
• · The chairs were encouraged to set a plan aside for Web/media enhanced classes, making sure they are accessible to all students, including students experiencing a disability. Mr. Ryan-Soderlund is working with the Library and the Media Center to obtain captions and a policy for videos. He suggested that if faculty purchase a video independent from the Library, they should purchase the video with the caption feature provided. Goldfield shared his experience with a University-funded software package that synchronizes subtitles to any video that can be digitized. The Modern Languages and Literatures department is using this procedure for language-challenged students. The software was part of the Rockefeller Culpepper Foundation grant awarded to Goldfield and Dr. Kurt Schlichting. Mr. Ryan-Soderlund found this information to be helpful, and will direct Mr. Jean Mathurin, Media Coordinator, to assist in possibly implementing this software.
• · Circulating information to adjunct faculty is a problem for Student Support Services.

Mr. Ryan-Soderlund experienced difficulty communicating the importance of their services to adjuncts. Even though their information is posted on the University website, he finds it helpful to communicate with faculty through personal interaction. He is working with University College to coordinating a date for presentation.

• · Faculty should include a statement in their course syllabus stating that if a student has a documented disability and needs academic accommodations, they should contact David Ryan-Soderlund, or e-mail and notify the professor within the first two weeks of the semester.
• · It is important to accommodate students during activities outside of the classroom. There are two students who utilize a wheelchair, and one student who is dependent on using a walker. It is a necessity to make sure transportation and visiting sites include accessibility for these students.
• · Coleman asked for an explanation on the University’s safety procedures on removing a wheelchair student out of the classroom during an emergency. Public Safety has the academic schedule for all physically impaired students; so in case of an emergency they are aware of their location and will assist them to safety. An e-mail was previously shared regarding this procedure; this e-mail will be redistributed for reference.

Steering Committee Election—A vote for the election of Steering Committee members was determined for the academic year—Lane, O’Connell, and DeWitt will represent this committee, along with the chair and secretary of the Arts and Sciences Faculty—Crabtree, and Dr. Susan Rakowitz. In addition, Dr. Ellen Umansky will presently represent the Program Directors until the directors’ vote at the first Program Directors meeting, which is scheduled for October 26. All of these nominations were approved. They will be presented to the College Faculty at a future meeting.

The Dean’s Council meeting adjourned at 5:00 p.m.