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MINUTES
Faculty Affairs Committee Meeting
Monday May 2, 2005, 2-3pm
University Center 203

Members: Beauvais Lyons (Chair), Basil Antar, Jennifer Beals, Muammer Cetingok, Bill Dunne,
Members Absent: Bart Rohrbach, Peter H–yng, Brian Edwards, Susan Hamilton, Majid Keyhani.

1. Approval of the Minutes of April 4, 2005, approved by consensus

2. Chapter 7: Compensated Outside Activities, Report (Bill Dunne)

The Senate Executive Committee met on April 18th, 2005 and one item of business was consideration of the current revision of Chapter 7 concerning compensated outside activities (COA). The current revision is one brought to the Senate via the Faculty Handbook Sub-Committee (Dunne and Lyons) by Anne Mayhew, Vice-Chancellor for Academic Affairs. The revision reflects input from the UT President's office and reinstitutes quantitative limits for the amount of time that COA may be pursued in a year. After some discussion, particularly about the impact that adding the limits has on the interpretation of other aspects of the document (e.g., section B.3. requires reporting of hours of COA and potentially, if not followed, section B.10. necessitates the sanctioning of the noncompliant faculty member), the committee decided to "table" the revision until the Fall Semester when the Senate is back in session. At that time, the Senate will take up the revision. In the interim, Beauvais Lyons, Candace White (Faculty Senate President), Deseriee Kennedy (Faculty Senate President-Elect), and Bill Dunne will meet to discuss how best to frame the revision for consideration by the Senate. Beauvais made the case that the 20% rule was preferable to specific hour limits. Bill made the case that a conversation with President Petersen about the position the Senate took in April 2004 might be constructive if the Senate wants to go that route.
3. Manual for Faculty Evaluation Update (Bill Dunne and Bart Rohrbach)

Bart Rohrbach and Bill Dunne met with Susan Martin, Associate Vice-Chancellor for Academic Affairs, concerning revisions to two sections of the Manual--Annual Review of Probationary Faculty and Annual Review of Tenured Faculty. The purposes of the Manual Revision are to bring the document into compliance with the new Faculty Handbook, to deal with all topics referenced in the Handbook as being found in the Manual, and to provide a better organization and narrative for users. A variety of changes were recommended:
  1. Restructuring Manual so that these two sections are Parts I and II, not I and III.

  2. Reorganizing them so that Part I concerns only retention review for tenure-track faculty members and Part II concerns Annual Review of all faculty members (consistent with Handbook).

  3. Change of usage: Probation refers to status of time period, whereas probationary is replaced by tenure-track for the status of such faculty members.

  4. Multiple clarifications as to when a faculty member may file responses to documents that are added to their files during each review process (two weeks after receipt of materials).

  5. Clarification of processes associated with ratings of "Needs Improvement" and "Unsatisfactory", so that similar documents and responsibilities apply to both situations.

  6. Sundry changes in syntax to improve logic and readability.
After the meeting, Bill Dunne realized that two issues were not addressed, and a follow-up email was sent (its receipt was acknowledged but no action specified by Susan Martin). Two issues are;
  1. Explicit recognition of Appendices A, B, & C in main text of Manual

  2. Roles of Compensated Outside Activities in annual review--submission of plan, no substitution of COA for institutional responsibilities, no incorporation of COA review into review, and COA may be limited by ratings of "Needs Improvement" or "Unsatisfactory".

Beauvais Lyons mentioned that the "Guideline for Faculty to Faculty Mentoring compiled by the Professional Development Committee this year be considered as an additional Appendix to the Manual. Bill made the case that Department Heads or Deans should not be mentors, and the guidelines should reflect this. Members of the committee agreed. There was some discussion of the importance of including input from mentors in the retention review of tenure-track faculty.

Jennifer asked about the time limit for responses, and broader discussion of the calendar used with Manual next year. Bill indicated that this is something that will be published annually by the Chief Academic Officer.

Beauvais advocated for using the calendar year for reporting for research, teaching and service. Maumer has said they have been doing this in his college for a few years. Bill indicated that they may consider using a three year rolling window to eliminate spikes.

4. Meeting Adjourned at 3:00pm

MINUTES
Faculty Affairs Committee Meeting
Monday April 4, 2005, 2-3pm
University Center 203



Members Present: Beauvais Lyons (Chair), Muammer Cetingok, Bill Dunne, Bart Rohrbach, Jennifer Beals, Basil Antar, and Susan Hamilton
Absent: Peter H–yng, Majid Keyhani, and Brian Edwards.

  1. Approval of the Minutes of March 7, 2005: approved with minor corrections.

  2. Report on Posting of the Faculty Handbook: The new handbook is on the web. Bill Dunne and I are meeting with Susan Martin, Anne Mayhew and Alice Woody tomorrow to discuss a draft of board policy related to Compensated Outside Activities for the Board of Trustees.

  3. Chancellor's Academic Outreach Council: Beauvais presented the program for their March 29th meeting (3:30-4:30 p.m. in the University Center, Room 203) to discuss the place of academic outreach and public scholarship as it relates to tenure, promotion and faculty rewards. As a result of the conversation at that meeting, we should look at Appendix A,B, and C for the Manual for Faculty Evaluation in terms of how "outreach" is integrated. Bill mentioned that "outreach" in the form of application and integration is part of Appendix B.

  4. Manual for Faculty Evaluation: (Bill Dunne and Bart Rohrbach) The new task force on the manual will meet April 14th to discuss the two annual review sections. These reflect work input from the Faculty Affairs Committee (from last year), and input from Neil Cohen. Susan Martin is planning three separate meetings with the Faculty Affairs sub-committee, Deans Representative Group and one other. Beauvais expressed concern whether there would be an effective conversation between the two groups that comprise the committee.

  5. Discussion of Appendix B: The committee looked over a draft provided by Bill Dunne dated March 28th. Several suggestions were made, which will be forwarded to Joanne Hall. There was general discussion whether the appendixes should be part of the core of the manual rather than appendixes. The committee agreed (based on a suggestion by Maummer) that departments strive to uphold the best practices standards in Appendix A, B and C and that peer review of teaching for tenure-track faculty should be upheld in all department bylaws.

  6. Discussion of Appendix C: The chapter was discussed--and some consideration of the relationship between professions and disciplines. There were several suggested changes that Beauvais recorded and will forward to Susan Martin.

  7. Preparation of Final Report for April 18 Senate Executive Meeting: Using minutes from this year, Beauvais will prepare a report for the April 18th Senate Executive Meeting.

  8. Additional Concerns: Bill Dunne asked what the charge to the committee for next year. Beauvais stated that a case could be made for focusing on the new Manual for Faculty Evaluation at the retreat next year. There may also be some bylaws implications to the new manual that the committee will need to work on next year. Finally, Beauvais asked if anyone was interested in serving as chair. None in particular indicated an interest in serving. Beauvais stated that he would be willing to continue in this capacity.

  9. Meeting adjourned at 3:15pm.

    Note: Our final meeting will take place at 2pm on May 2 in UC 203.

    Faculty Affairs Committee Meeting
    Monday March 7, 2005, 2-3pm,
    University Center 203



    MINUTES

    Members Present: Beauvais Lyons (Chair), Peter H–yng, Muammer Cetingok, Bill Dunne, Bart Rohrbach, Jennifer Beals, Basil Antar, Susan Hamilton

    Members Absent: Majid Keyhani, Brian Edwards.

    1. Approval of the Minutes of February 7, 2005, approved by consensus

    2. Report on Posting of the Faculty Handbook: This should be on the web very soon. Bill Dunne and Beauvais Lyons have reviewed the handbook as it was posted, and have had input into its appearance and functionality. Basil expressed concern that the new handbook has not been posted yet, and this has lead to confusion aty UTSI regarding the formation of new bylaws. Beauvais offered to send him pdf's of all chapters to be posted and to stress the need to get the new handbook on-line as soon as possible.

    3. Chancellor's Academic Outreach Council: Beauvais will present the program for their March 29th meeting (3:30-4:30 p.m. in the University Center, Room 203) to discuss the place of academic outreach and public scholarship as it relates to tenure, promotion and faculty rewards.

    4. Manual for Faculty Evaluation: Working with the recommendations prepared by our committee last year, Susan Martin is working to prepare the Manual for next Fall. She has requested to work with a sub-committee of Faculty Affairs and input from the Council of Deans to complete this task. Bill Dunne agreed to serve as the key liaison from the committee, along with Bart Rohrbach.

    5. Discussion of Appendix C: (prepared by Muammer Cetingok) The committee discussed the appendix in general and several changes were recorded. How specific the introuction needs to be was an item of dicussion. Maummer stressed the need to retain issues of internationalism and ethics in the new appendix. References will be made to issues, of compensation and policies in Chapter 7. Beauvais recorded comments and wills end a revised dradft within the week.

      Meeting adjourned at 3:10pm.

      Note: Future meetings will take place at 2pm on April 4th and May 2nd.


      Faculty Affairs Committee Meeting
      Monday February 7, 2005, 1-2pm
      University Center 203



      MINUTES

      Members Present: Beauvais Lyons (Chair), Peter Hoeyng, Muammer Cetingok, Bill Dunne, Bart Rohrbach, Jennifer Beals.

      Members Absent: Basil Antar, Susan Hamilton, Majid Keyhani, Brian Edwards.

      1. Minutes of November 15, 2004: were approved without change.

      2. Report on Bylaws Guide: Beauvais reported on the work of the sub-committee that developed the guide over the winter break. He noted that the guide was approved by the Executive Committee and have been sent to the DDH list and are posted on the Senate web site. Peter thanked Beauvais for his initiative in putting the guide in place.

      3. Update on Chapter 7: Beauvais reported that he and Bill Dunne met with Anne Mayhew and Susan Martin. Plans are underway to reform board policy regarding Compensated Outside Activities to pave the way for Chapter 7 approved by the Faculty Senate in April 2004 be in the new handbook. Bill Dunne noted that there are some minor changes that move procedures regarding annual reviews to the Manual for Faculty Evaluation.

      4. Manual for Faculty Evaluation: Beauvais spoke with Susan Martin last week. She has a copy of the revised manual from Joan Heminway's Faculty Affairs sub-committee from 2004. Concern was expressed regarding the need to have the new manual in place by August, while also assuring that there is involvement by the Faculty Affairs Committee in the revision of the manual. Beauvais indicated that he will send a memo to Susan Martin offering to assist in getting the new manual in place.

      5. Discussion of Appendix A: The committee went through the document and made several changes. The February 7th draft is attached.

      6. Discussion of Appendix C: Muammer Cetingok indicated that he would review the document and send it to the committee in advance of our March 7th meeting.

        Note: Future meetings will take place at 2pm on March 7, April 4th and May 2nd.


        Faculty Affairs Committee Meeting
        Monday November 15, 2004, 1-2:20pm
        University Center 203



        MINUTES

        Members Present: Beauvais Lyons (Chair), Peter Hoeyng, Basil Antar, Muammer Cetingok, Bill Dunne, Bart Rohrbach.

        Member absent: Susan Hamilton, Majid Keyhani, Jennifer Beals, Brian Edwards.

        1. Minutes of October 18 were approved with revision to the meeting start time. The meeting began at 1pm and not 11am.

        2. The committee discussed the issue of the location of tenure and advised that Lyons specify that the new handbook represents no change from the old handbook regarding the location of tenure.

        3. Manual for Faculty Evaluation: Beauvais indicated that he would compiles notes so far on the manual and send them to the sub-committee (Hamilton, Antar, Cetingok) with the hope that they could work on this before the February meeting. The committee discussed the "best practices" for peer review of teaching and how to address this in the Manual for Faculty Evaluation. Bill Dunne talked about the origin of this document (Appendix A). Bart Rohrbach asserted that the procedures for peer review of teaching should be developed at the department level. Maummer agreed with Bart. Peter expressed concern that few faculty understand the manual and its relationship to the handbook, and there was concern that peer review of teaching is not required by the handbook. Bart noted that early deliberations regarding teaching evaluations was to identify sub optimal teaching, and less to serve as a developmental tool. He also stated that there is a great deal of variability in the evaluations. The committee also discussed the issue of what interval the reviews take place. The MFE indicates intervals of reviews; 2 years for probationary faculty and 5 years for tenured faculty. There is an issue whether peer review of teaching is required in instances other than a triggered cumulative review. Dunne and Lyons stated that it could, but for "best practices" should be periodic for all faculty. Beauvais will look over the Appendix A, assemble proposed revisions based on the discussions and share with the committee as well as the Teaching Council.

        4. BylawsTemplate: We set a date of Monday January 10th at 9am in UC 203 for the Bylaws Subcommittee to meet.

        5. 5. The meeting adjourned at 2:20pm. The next meeting for the full committee is schedule for Monday February 7th at 1pm in UC 203. .


          Faculty Affairs Committee Meeting
          October 18, 2004


          MINUTES

          Members Present: Beauvais Lyons (Chair), Peter Hoeyng, Susan Hamilton, Basil Antar, Muammer Cetingok, Jennifer Beals,
          Brian Edwards, Bill Dunne Member absent: Bart Rohrbach,, Majid Keyhani

          1. Minutes of September 24th were approved without revision.

          2. Lyons updated the committee on the status of the Faculty Handbook, indicating that no meetings have been held since the Faculty Senate Retreaton 9-24. Work remains on Chapters 3 and 5. Until the handbook is in place, and/or Lyons receives an electronic copy of the most recent drafts, it was agreed that work on the bylaws template would not proceed. It is hoped that this will happen in November.

            The committee had received a copy of the 2003-2004 Faculty Affairs work on the Manual for faculty Evaluation headed by Joan Heminway. Lyons also produced a printed outline for the appendices to the manual which lists the following:

          3. Appendixes to the Manual for Faculty Evaluation
            A. Ideas and Best Practices for Evaluating Faculty Teaching
            B. Ideas and Best Practices for Evaluating Faculty Research/Scholarship/ Creative Activity C. Ideas and Best Practices for Evaluating Faculty Service
            D. Annual Recommendation on Retention of Tenure-Track Faculty
            E. Retention Review Process
            F. Checklist for Tenure Review
            G. Example of Curriculum Vita
            H. Guidelines for Promotion and Tenure Review Contents (with a P&T Calendar?)
            I. Faculty Annual Performance and Planning Report
            J. Cumulative Peer Review Report Form
            K. Flow Chart for Cumulative Review Reviews

            Discussion focused on the retention reviews, the role of the faculty mentor in the retention review and the weight given to the retention reviews in the tenure dossier, and the extent that these issues are still in flux in Chapter 3 of the Faculty Handbook.

          4. The meeting adjourned at 2pm. The next meeting is schedule for Monday November 15th at 1pm in UC 203.


            Faculty Affairs Committee Meeting
            September 24, 2004


            MINUTES

            Members Present: Beauvais Lyons (Chair), Peter Hoeyng, Susan Hamilton,
            Basil Antar, Muammer Cetingok, Jennifer Beals, Brian Edwards, Bart Rohrbach, Bill Dunne
            Non-Member Present: Bruce MacLennan (AAUP President)
            Member absent: Majid Keyhani

            I. CALL TO ORDER, 10:00 am

            II. Members of the committee introduced themselves.

            III. A memo had been sent on August 1st from Beauvais Lyons to the committee that addressed the role of the committee as defined by the Faculty Senate Bylaws and a preliminary charge for the year. These were discussed by the committee with the following members responsible for initial work:

            1. Susan Hamilton, Basil Antar, Muammer Cetingok, will work The Manual for Faculty Evaluation. Their effort will build on preliminary work done by the Joan Heminway of the 2003-04 Faculty Affairs Committee. They agreed to begin this effort by email in preparation for the next committee meeting. It is understood that the committee?s work on the manual will be done in concert with the Office of the Chancellor.

            2. Beauvais Lyons, Peter Hoeyng, Bart Rohrbach and Bill Dunne will develop a document to assist colleges and departments bring their bylaws into compliance with the new Faculty Handbook. This document will outline references to department and college bylaws from every chapter for the new handbook. Beauvais indicated that he is working with Anne Mayhew and the General Counsel's Office to obtain an electronic version of the most recent draft of the handbook. Using an electronic version, this document can be initially compiled using the "find" function. It is understood that the committee's work on the manual will be done in concert with the Office of the Chancellor.

            3. Jennifer Beals and Brian Edwards will examine the Partner (Spousal) Hiring position paper authored by Beauvais Lyons, and distributed to the committee with the August 1st memo. Everyone agree that if a policy were developed, it would need to allow for extensive flexibility. Most members of the committee felt that having the conversation about a partner Hiring Policy would be useful, as we have a history of this practice as an institution. Beauvais indicated that discussion of the topic could inform the new UT Diversity Plan.


            IV. The committee discussed potential times/dates to meet this year. While it is not possible to accommodate everyone's schedule, the committee plans to hold its meetings at 1 to 2pm in the University Center on the same date as future Faculty Senate meetings. As such, our meetings for the year will be held on October 18, November 15, February 7, March 7, April 4 and May 2nd. Beauvais will make reservations for meeting room and send this to the committee.

            V. At the request of President White, the committee discussed strengths and weakness of the university as part of the SWOT analysis exercise.

            VI. ADJOURNMENT 11am






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