Academic Affairs and Research Council Meeting Notes

Academic Affairs and Research Council Notes

 Monday, June 11, 2007
 AARC Agenda: 

1.   Extra Compensation--Lori Roach (Handout:  Extra Compensation Request and Approval Form & Policy).  Human Resources has encountered problems by not receiving extra compensation forms prior to work being done.  It is necessary for extra compensation forms to be completed in advance to project an employee’s salary, so it will not exceed the line-item maximum.  Forms turned in after the fact put individuals at risk to exceed their line item maxima, which are funds ineligible to be paid by State law.  Employees may earn 20% above their ASU salaries.  Work for extra compensation must be completed outside of regular employment hours and job duties of the employee, or vacation time must be used.  Forms should be completed thoroughly and must be signed by the department paying for the work.  Specific hours/time that work is completed should be included on the form.  In situations that require emergency work, where there is no time to complete the form, forms should be completed on the next business day.  Questions about extra compensation may be directed to Robin Hicks or Lori Roach prior to work being done to ensure consistency with policy. 

Social Security Alternative–Lori Roach.  An alternate Social Security program exists that is mandatory for adjuncts and employees without benefits.  Transient employees contribute to this fund instead of the Social Security retirement plan.  This system has flexibility for employees when they leave the university;  they can move the dollars with them.  They also have an option of opting out of the plan if they are participating in the Arkansas Teaching Retirement System or the TIAA-CREF retirement system at another university.  This Social Security Alternative allows non-benefit employees to manage their own retirement. 

2.   International Programs Spotlight--Sue Marlay (Handout).  The Office of International Programs (OIP) works to provide a variety of services to the university and our students:  international recruitment and admissions, immigration issues for students and faculty, advising to students and faculty on exchange programs, international student services, study abroad programs, and exchange agreements.   The program is expanding to offer airport pickup and local transportation.  Help in locating housing is also available for international students.  The OIP International Student Center, Room 200, maintains heavy interaction with students in person, through e-mail, newsletter, and the web on a variety of issues from admission though graduation.  The OIP admission coordinator is Ronda McGrew.  Evaluation of international student transcripts is currently being performed by off-campus evaluators at $150 cost to the student.  Some universities are offering this transcript evaluation service free to students, so ASU may be at a disadvantage by asking our international applicants to pay for this service.  By law an immigration document cannot be issued to an international student until ASU verifies that the student has funds for at least one academic year.  This can be confirmed by scholarship letter, bank statement, etc.  Federal law does not allow students to work off-campus during the first year, and after the first year, permission to work is rarely granted.  The United States law requires health insurance for all exchange visitors and their dependents.  ASU international students are required to participate in ASU’s international health insurance.  Individual program brochures from the colleges and departments may be sent to Sue Marlay for an upcoming international recruiting trip. 

3.   2007-2008 Allocation Recap--Robin Hicks. (Handout).  Infrastructure, Academic Capital, Professional Development, Technology Fee, and One-Time Supplies and Services allocation lists were distributed.  Rick McDaniel will be working with an ad hoc committee on course fee allocation and will report back to the Academic Affairs and Research Council.  Budget books should be coming out this week.  ESA allocations should be out in the next couple of weeks.  There will be an upcoming meeting on some items that need to be monitored in the upcoming year and some Banner issues.  Permanent supplies & services discussions are pending and will be brought back the Council. 

4.      FERPA--Lynita Cooksey.  FERPA protects the rights of the students.  Upcoming training sessions will be offered to help employees avoid FERPA violations.  Workshop dates will be released when final.  Phase I training is expected to take place in the next two weeks with the open of some Banner information.  Other information and training will be implemented with a later phase.  A website that employees can refer to as a resource may be available at a later date.  The training will equip employees of the university to comply with the federal law. 

5.   Banner Training--Glen Jones asked that Tracy Finch and Lynita Cooksey work through some Banner information issues through a newly formed committee consisting of representatives from the academic units. 

6.   GA Ad Hoc Committee--Jerry Farris.  An update was given on the progress of an ad hoc committee commissioned in April 2007 by Glen Jones to look at the use of graduate assistants university wide.  The ad hoc Committee was given focused attention to look at the current year budget to distribute GA slots.  The formula was adjusted to reduce GA slots, and assignments were made as equitably as possible, considering university priorities.  The committee will continue its discussions on role and scope, influencing factors, process and the university’s policy.  Graduate programs across campus are very diverse.  A variety of campus needs require a process which considers the complexities of many considerations.  Assessment should also be incorporated into GA assignment and delivery.  It is possible to hire a student to teach outside of GA slot. . Glen Jones added that some university GA positions are located outside the Academic Affairs and Research division, and there are 240 GA slots. 

7.   Looking Forward 2007-2008--Glen Jones. 

·        Mascot Committee—The Mascot Review Committee will meet today at noon.  Those interested may join the group for a brown bag luncheon in the Football Complex to express their opinions. 

·        Academic Employment Issue—AARC was briefed on the employment events of the past week and reminded of the importance of knowing and following university policy in all personnel matters.  University employees are expected to follow identified policies and procedures when any personnel-related incident occurs.  In addition, the Office of Academic Affairs and Research will offer some upcoming workshops on ASU’s policies of how to deal with personnel issues to directors, chairs and deans.