Unit heads Sept. 11, 2003

Unit Heads Meeting
Sept. 11, 2003 - 10:00 a.m.
Honors Hall

Attendees: G. Weidemann, P. Siebenmorgen, D. Graham, R. Roeder, D. Hensley, E. Colburn, M. Phillips, D. Kluender, M. Warnock, F. Bourland, C. Deren, R. Buescher, L. Verma, D. Herring, K. Lusby, M. Cochran, F. Stephen, W. Bottje, J. Barrentine, S. Lim.
Items 1-7: G. Weidemann
1. Promotion and Tenure
– major changes in Division process
– discipline faculty now have larger role in promotion of non-tenure
track faculty
– better integration
– units must decide on integrated committee or separate committees, communicate to CES decision on committee and any concerns about CES selections of unit
– final P&T documents due to dean November 14, 2003

2. Administrator Evaluative Reviews
– appointed ad-hoc committee to review the administrator evaluation process and make suggestions for change. Ron Buescher will chair the committee.
3. Budget Update
– state projections are on track
– salary program in January
– allocate any remaining funds to a few critical hires, chairs
– few early outs
4. Strategic Planning Update
–strategic plan for the College and Experiment Station expires June 30, 2004
– collaborating with Extension to develop joint planning process
–stakeholder listening session in December followed by additional
external and internal sessions (discipline or commodity specific).
– faculty council listening session
–ask for input from all faculty and staff on a web site or via e-mail
5. Scifres Recognition
– looking at appropriate recognition for former Dean/AVPA, Dr. Charley Scifres
– In collaboration with the Graduate School, a tree will be planted outside the AFLS atrium. A memorial plaque will be
installed near the tree.
– an endowed leadership award is being considered in recognition
of Dr. Scifres' interest in developing leadership in the land-grant
6. Campaign Update
– on track towards goal
– Hembree gift for AFLS auditorium renovation. Work to be started summer of '04
– verbal commitment on HES auditorium renovation
– dedication of breeder farm, Sept. 15
– met with each campaign member this summer
– met with resident directors to identify needs at off-campus locations
–priority over next two years is getting matches for chairs and professorships and finishing classrooms
–unit heads should work with the dean and our development officers to
identify individuals who might be willing to help us meet our goals
7. Announcements
–College enrollment up 10%
–meeting dates/format
unit heads will meet quarterly; department heads monthly
–goal will be to have shorter agendas to allow more discussion
and collectively address issues
–Fall Faculty Reception, October 21, Clarion Inn
–Graduate Fellowship renewals due September 22
Items 8-12: P. Siebenmorgen
8. Retirement Savings
Salary savings resulting from early retirements will be handled as follows.

-- the Experiment Station will pick up the fringes on the stipend
-- the units will pay the 25% stipend by either holding the position vacant for three month or pay from other salary savings or from their reserve.
--The Experiment Station will pick up the lump sum annual leave payment.
--Beginning three months after retirement, the support allocation will be reduced by 10% of the retiree's annual salary – this will be a permanent adjustment to the base. After this period of time, units should be able to replace the position if needed.

9. FSFI Plan (Faculty Salary Funding Incentive Plan
(See Business Office website for form)
This form is to be submitted with each grant or contract proposal and will go through the approval process. These will be paid either in a lump sum or in monthly installments. The reason for either/or is because the faculty can only receive up to 1/12th of the line item max in any given month. We may not be able to do in a lump sum payment. That will depend on where the faculty member falls in terms of salary level and also how much the incentive pay is. Each one will have to be looked at individually at the time a proposal is submitted to determine the correct way to handle in that particular situation. If it's over the line item max, there will be administrative work to be done to gain approval from the Board of Trustees to exceed the maximum. If a faculty member already has a salary committed for a match for a grant, they may not have salary to be used in this plan. Patty urged the unit heads to have the faculty get this worked out on the front end. If the payment is not approved at proposal time, it likely will not happen.
Dr. Weidemann interjected that unit heads will need to be more engaged in dealing with grant matching issues for faculty and will need a good
understanding of how it works in order to provide guidance to faculty.
We will hold firm to requiring full indirects on these grants.

10. Foundation Vehicles
is a list of vehicles that central administration shows as being insured ADC vehicles. This means they were purchased and licensed through ADC and should be supported through ADC. State funds may not be used for gasoline, tires, maintenance or any other support of a vehicle purchased with ADC funds. If the vehicle is not moved into a university slot, it is a violation of state law to use state funds to support that vehicle. This applies to grant funds also. If there are vehicles on the list that you no longer have we need to get them removed as we are still paying insurance on them.
11. Career Ladder Reclassifications
The titles that are appropriated to us are Research Specialist and Research Associate. We went through the revamping of the career ladder policy and changed the titles after our biannual position request had gone to the legislature. We started July 1 with our new biannual positions which are still Research Specialists and Research Associates. It will be that way until the next biennium begins (July 1, 2005) when we can request to officially have Program Technicians and Program Associates. We were trying to make clear in an e-mail that was recently sent out that we are not going to do anything with these people now, in terms of changing their titles in the system, because there is not anywhere to change them to at this time. The new titles will be working titles only at this point.
Dr. Weidemann said that when the process is completed, he and Patty will look at the salary ranges within the classification to see if there are individuals who are clearly below average in their group. In collaboration with extension, a promotion increment will be set.
If a unit head feels there are people who will be disadvantaged as a result of reclassification, bring it to Patty's attention for review.
The reclassification needs to be done by October 1. Requests for promotions will be sent out October 15.
12. Proposed Ethernet Migration
Campus has made the decision to support Gigabit Ethernet rather than the previously determined standard, ATM, for it's backbone. Therefore, they have offered to replace existing ATM switches with ethernet switches. The functionality will be the same. Given that they are willing to do this and that the machines we purchase now come with an ethernet network interface card built into them, it seems like now is the time for us to start migrating also. We are proposing to start the migration gradually and to do it as new machines come on board. At the present, when a new machine is purchased the department pays approximately $110 for the token ring card. We are suggesting that the machine be purchased with an internal ethernet card and the $110 savings used to have the new ethernet wire run to that office. . The station will provide the switch that switches between the backbone and your desktops network interface card. These are approximately $2500 each and provide 24 connections. As the 24 connects are filled up, we'll add another switch and so on until we have fully converted to ethernet. In the meantime, some will be running token ring and some will be running ethernet. Our computer support staff will keep up with who is running what and maintain both until the migration is completed. There should not be any disruption of service while the new wiring is done.

Items 13-16: R. Roeder
13. Field Days are completed for this year. Although they were very good and serve our clientele well, we would like to look at ways to do an even better job. Dr. Ed Colburn will chair a committee to examine what we have been doing with emphasis on scheduling and marketing our field days.
14. Station Maintenance Fees. Five years ago, Drs. Weidemann and French issued a memo which outlined the schedule of fees. These policies will be reviewed with an eye on tightening the system and clearly communicating our expectations for station maintenance fees. Dr. Chris Deren will chair this committee.
15. Patents and PVPs. We are setting up a central filing system for these awards. When you receive a patent award certificate, please send it to my office. If you would like a copy, we will return one to you or if you would like the original to display, we will send it back to you and make a note on the photocopy in our file where the original was sent.
16. Institutional Review Board
The IRB is an oversight group for research involving human subjects. The policy allows colleges and departments to set up their own human subjects committee to be a first tier of review for unit research. We do not have a college-wide human subjects committee but we do have one in Human Environmental Sciences. Dr. Weidemann stated that one of the issues we have is whether or not we need a committee to deal with food and human subjects groups, a college-wide committee or continue to use only the campus committee. Because of some incidents in other institutions involving human subjects, the feds are monitoring human subjects procedures closely. Dr. Weidemann asked Drs. Buescher, Lusby and Bottje, in communication with the HES committee, to decide if we need a separate subcommittee. Please make sure your faculty are forwarding all the paperwork on to the campus committee. Dr. Roeder asked that he get input on the IRB so that a decision can be made.
Items 17-22: D. Graham
17. Attachment #3- unofficial enrollment data. These unofficial figures reflect a five percent increase in the college at the undergraduate level; about a ten percent increase at the graduate level. Based upon the plan list that was posted yesterday to UAFPUB by the registrar, we have 1096 undergraduates and 350 graduate students. There are a few double majors in the undergraduate numbers and a few drop-outs in CEMB but, overall, we have a good growth year. The official census report will be posted in about a week.
Updated university enrollment data as of 9/30/03 shows the College up 11 percent respectively in the number of undergraduate and graduate students.
The plan list shows each student by name that has a declared major in your discipline. This is the official record so if you know of a student you think is not on the list, your administrative assistants can search the STUD screen in Safari and see what major the student is listed under. If there is an error, the student will need to come to the office to fill out a change of major form.

Dr. Graham expressed thanks to everyone who has dedicated time to our recruiting efforts.
18. E-mail Notification to Faculty and Students
Requests for information to be sent to faculty or students via e-mail will only be honored if the message has an impact on the whole faculty or the entire student body. Students should send their notices to Dave Edmark (dedmark@uark.edu) for posting on the college web page calendar. They should be sent two weeks in advance if possible.
19. UAConnect Conversion
Each college is responsible for training their own personnel on the new UAConnect system. The first module for training will be student records. The University is using the "just in time" philosophy of training. After the dean's office personnel receives training, we will better know the time and methods needed to train the unit staff. We plan to have a one hour block of time, four days a week open for anyone to attend once training begins. Time and places to be announced. PLEASE MAKE EVERY EFFORT TO SEE THAT YOUR ADMINISTRATIVE ASSISTANTS CAN ATTEND.
20. Security Clearances
The UAConnect system has multiple levels of security clearances. The most important one deals with overrides and removing holds on a student record. Unless the unit informs Dr. Graham differently, the administrative assistants will be the individuals who process overrides for students. Dr. Graham requested that the administrative assistants send their PIN number to her asap.
21. Holds
There are no advising pin numbers in the new system, but there are
holds called negative indicators. Each student will have a negative indicator (or hold) on their account prior to seeing their advisor. someone will have to remove the hold after the student has been advised. At the last meeting of the advising committee, some faculty said they would do it while others indicated that their procedure is for the student to check into the office with the advising form so that the administrative assistant can remove the hold. This is a decision for each department to make. However, for this first time, I would like you to use one or more of your administrative assistants as back-up in case the faculty do not learn how to do this.
22. Classroom Access
The Physical Plant will no longer be responsible for opening and closing of classroom doors. Volunteers are needed to make sure the doors are open by 8 a.m. and locked by 5 p.m. M-F.

AEED - AGRI 301 and 332. ENTO will be the backup.
CSES - PTSC 007 and 009. PLPA will be backup.
HOEC - All HOEC rooms
POSC - All POSC rooms
ANSC - All ANSC rooms
Each office should have a key to the technology classrooms and have
it available if someone needs it. Agri and Plant Science responsibilities
will be rotated.
23. Travel Grants
A new policy for travel support for graduate students is available for master's and Ph.D. students. The guidelines are on the web of the graduate school. Please remember that each department is responsible for 10% of the travel with the graduate school being responsible for the other 90%.
24. Announcements
We will have an academic department heads meeting soon to study low
enrolled classes, service learning efforts, the college interest survey and
other related issues.
Back to School Bash was held at the Pauline Whitaker Animal Science Center on September 11.
Slots were available for the on-line training workshop to learn how to create a web class. Participants are enrolled like a student, and learn how to use Webct and blackboard software. Faculty at the research and extension centers are also welcome to enroll. If anyone is interested, contact Dr. Graham.

The meeting adjourned at 12:00 p.m.