Research and Academic Affairs Council Meeting Notes

Research and Academic Affairs Notes

Monday, July 10, 2006

I - III.  Request and Completion Process for Campus Building Projects, Status of Deferred Maintenance Program, and Need for a Campus Facilities Master Planning Process--Al Stoverink (Handout)

Al Stoverink, Lannie Tinker and Philip Moffitt visited RAAC and gave a PowerPoint presentation concerning the above items.  A handout including information on the FAMIS work order management system, the FM project management process, a copy of all forms and flowcharts were distributed.  Some main points covered were:

a.  Ideally Facilities Management (FM) would like 6-12 months advance notice on remodeling projects to allow for collaboration with FM to achieve the requesting unit’s desired end result.  Many times there are other campus systems installed in buildings that must be taken into consideration when remodeling.

b.  FM is trying to develop some standard designs to streamline the remodeling process.  There are some sample boards of standard decorating themes available, where materials are either in stock or easily contracted;  however, units are not restricted to these samples.

c.  FM will work with units to try to reduce project costs if possible.  This process may effect the start and completion dates of projects because materials must be ordered first.

d.  For future planning, 12-18 months is necessary to review and update infrastructure projects for a master planning process.  ASU may want to do this before its 2009-2010 centennial celebration.  Industry standards suggest that a campus of this size should be investing 2.6 million dollars annually to update facilities and infrastructure.

e.  FM would like to have a process in the fall to identify, plan and schedule remodeling projects.  The current project list is posted on the FM web page and organized by project cost.

f.  Please have open communication with FM and challenge them on estimates if you don’t feel comfortable with the pricing.  FM will be happy to relook at project pricing.  If FM goes over estimate, they will cover the cost.  If FM goes under the estimate, they keep extra dollars for their administrative costs.  A 5-15% contingency cost is built into project costs.

g.  FM hopes to come back later in the year to have a discussion on the Deferred Maintenance Program and the Campus Facilities Master Planning Process.

II.  The Arkansas Clean Indoor Air Act of 2006--Susan Allen (Handout)

Susan Allen distributed the current rules and regulations pertaining to the Arkansas Clean Indoor Air Act of 2006.  The 20’ distance for smoking near entrances needs to be enforced.  Susan Allen will check with University Police about having astrays repositioned and the 20’ radius enforced.

III.  Fall Registration Down--Susan Allen

Fall enrollment is down about 1000 students.  The data appears to be accurate.  Kathryn Jones will be running data to provide student names so that divisions and units can make telephone calls to students.  She will also be running data to look at the trend of returning/continuing students.  As of today, registration is 6150.  It appears that first-year students are up. 

IV.  Course Substitutions for Students with Disabilities--Lynita Cooksey

Math substitutions are frequently being requested in Disability Services.  Dr. Cookskey has asked for proof of a learning disability specifically related to math, but would like to put together an ad hoc committee to make a recommendation at which point students need to take math.

V.  First Year Convocation--Lynita Cooksey

This one-hour event will be held at 4:00 p.m. the first day of classes, August 21, in the Convocation Center.

VI.  GA Stipends—Susan Allen

Approximately $96K allocated to departments for GA stipends was not spent as originally intended.  Instead, the funds were spent on summer salaries for graduate students.  Dr. Allen will provide an analysis of which departments did not spend allocated funds.

VII.  Higher Learning Commission Visit March 2008—Susan Allen

There are three important components to prepare for this visit:

1)       Assessment (RAA is interviewing candidates this week)

2)       Shared Governance

3)       Strategic Planning

RAA will put together a steering committee to facilitate planning for this visit.  RAAC will have a future discussion of this issue when more members are present.

Announcements:

1. Sue Marlay—Ruth Owens took a group of students to Costa Rica and had a successful trip.  OIPS has a new recruitment piece for international students (handout).

2. Dan Reeves—Summer children’s theater is going well.  One student studied trumpet without valves in Italy this summer and has just returned.  He is featured in Occasions Magazine.

3. George Grant—Security removed about a dozen unsupervised children from the Library computer lab.  They were asked not to return without supervision and return only for academic purposes.

4. Myleea Hill was 1 of 15 faculty selected from a national competition to attend Indiana University's Teaching Fellows Workshop. Two Communication students won scholarships from the Arkansas Press Association and the Society of Professional Journalists, Little Rock chapter.

5. Greg Phillips—CSI camp has been active, and the Farmers Market has been a success, thanks to Kim Pittcock and others.

6. Stacy Somers—Robin Hicks is closing year-end;  ESA is the next project.

7. Lynita Cooksey—Dr. Dick Colson, an assessment director candidate, will be interviewing and making a presentation at 1 p.m. on 7/12/06.

8. Susan Allen—Dr. Allen’s June Travel Summary was distributed (handout).  She will plan to give RAAC a monthly trip report.  July trips planned to date are NASULGC and AASCU (handout of programs were distributed).  E-mail any area of interest to her, and she will try to make contacts.  A draft report on Elements of Accountability for Public Universities and Colleges will be sent to RAAC.

9. Lynita Cooksey—Faculty Conference is scheduled for Wednesday, August 16.  A BBQ picnic will follow.