Purdue University Calumet

Department Heads Meeting, Monday, February 4, 2002

MINUTES

I.  Call to Order.  Chancellor Cohen called the meeting to order reviewing the scheduled agenda items.

II.  Enrollment Management/New Student Orientation.  Paul McGuinness provided an overview of the Enrollment Management Committee established to coordinate enrollment outreach, retention and recruitment efforts.  Specific targets will be developed and set and may also be set at the school or program levels.  The responsibility of the committee is to track and determine the successful points of retention, characteristics, and key performance indicators of successful students, striving for quality in every program and attracting students.  Student access and student success are major goals of the strategic plan and the Enrollment Management Committee’s role will help in accomplishing those goals. Current membership follows.

Co-Chairs:            Dean, School of Professional Programs, Gloria Smokvina

                        Director, Admissions and Recruitment, Paul McGuinness

Membership:            Anne Agosto Severa, Registrar

                        Linda Baer, Director, Fiscal Operations

                        Dennis Barbour, Head, Department of English and Philosophy

                        Mary Ann Bishel, Director, Financial Aid and Student Accounts

                        Eva Brickman, Director, Advising Center

                        Leo Bryant,Vice Chancellor for Student Services and Dean of Students

                        Roberta Cory, Assistant to the Vice Chancellor for Student Services and Dean of Students

                        Dan Dunn, Executive Dean, Graduate School/Acting Dean, School of LASS

                        Lori Feldman, Department of Management

                        Michael Gealt, Dean, School of Engineering, Mathematics and Science

                        Wes Lukoshus, Director, University Relations

                        Rob Moyer, Director, Facilities Planning and Projects

                        Beth Pellicciotti, Assistant Vice Chancellor for Academic Quality Programs

                        Rick Riddering, Director, Center for Career and Leadership Development

                        Don Erwin, Manager, SIS

                        Charles Winer, Chair, Faculty Senate/Department of ISCP

Dennis Korchek and Rick Riddering, co-chairs of the New Student Orientation Committee, provided an overview of the charge to this committee, consisting of three sub-committees.  The committees will coordinate a comprehensive mandatory orientation/retention program providing activities throughout the student’s first year at PUC.  Peer institutions and those recognized with Best Practice Orientation Retention Programs will be identified, with benchmarking and practices that have been proven successful, to be adopted.  The 2001-2002 New Student Orientation Committee membership will be represented by faculty, staff and students as follows.

Co-Chairs:            Faculty Committee Representative, Dennis Korchek

                        Administrative Committee Representative, Rick Riddering

Membership:            Anne Agosto Severa, Registrar

                        Leo Bryant, Vice Chancellor for Student Services and Dean of Students

                        Roberta Cory, Assistant to the Vice Chancellor for Student Services

                        Lora Gualt, Library Services

                        Marcia Gordon, International Student Services

                        Kristin Harkin, The Chronicle, student newspaper

                        Sarah Howard, Assistant Dean of Students

                        Jim Jennings, Faculty, School of Management

                        Krista Longtin, Graduate Assistant, Center for Career and Leadership Development

                        Paul McGuinness, Office of Admissions

                        Jal Mistri, University Division

            Bipin Pai, Faculty, Department of Engineering

            Karen Raymond, Events Scheduling

            Jackie Reason, Office of Tutoring and Skills Assessment

            James Rogers, Department of CTIS

            Gloria Roldan-Schieb, Graduate Assistant, Center for Career and Leadership Development

                        Lisa Ruiz, Student Government

                        Leticia Toma, Office of Advancement

                        Fred Williams, Student Support Services

                        Melissa Yovich-Whattam, University Division

                        Carol Zencka, Financial Aid and Student Accounts

III.  Service Standards.  At the request of the Vice Chancellor for Administrative Services, Gary Newsom, Quality Excellence Consultant, Colleen Robison, and Training and Performance Development Specialist, Shelby Topping, were requested to research the topic of customer service standards.  C. Robison and S. Topping provided results of this topic research.  In exploring PUC customer services practices, a brief survey of service behaviors was conducted on current telephone service behaviors.  This information will assist in determining whether or not to pursue establishing customer service standards.  The survey was completed based on telephone contact with twenty-four departments.  The survey provided an informal look of customer service behaviors at PUC.  Discussion of the survey results followed with comments and information that will be utilized in the next step.

Some comments/feedback to the survey results included the following:  test the effectiveness of this system after 5:00 p.m.; more than one phone call to a department was suggested for better assessment; telephone service standards should be covered in the buddy program; transfer calls made to the Office of Admissions and Financial Aid were unsuccessful transfers –no answer to the one extension listed; results of the survey should be shared with subordinates; training of telephone answering practices should be conducted within the department; all the standards are relevant - the standard, if a call is transferred, should have an explanation provided by the person transferring the call and making certain a person accepts the call on the other end.  Based on discussion it was agreed to move forward and pursue the tools required, the training, and, request and review a proposal at the next monthly meeting.

IV.  Personnel Evaluations and Salary Allocations.  Responses from questions on a survey distributed at the January monthly meeting were provided for review with the agenda.

Core Elements of a Personnel Evaluation Process.  The draft attachment of the process was distributed with the agenda; table discussion with feedback was requested by Chancellor Cohen.  Feedback on the process should be sent to Lori Durham.  A revised draft of the Core Elements of a Personnel Evaluation Process will be provided in a separate e-mail to department heads.

V.  Parking Structure.  Chancellor Cohen summarized his response to the Parking Policy Advisory Committee on the recommendation of a parking structure.  Chancellor Cohen said it was determined that the size of the campus is critical in the decision and at the current level is difficult to justify the expense of a parking structure.  If, within the next 4-5 years, PUC would experience the growth of another 1500 students, we would begin planning a parking structure.  At that point parking will no longer be adequate to serve the population of 10,500 on campus and we would not have the space to increase flat land parking to meet the needs of students, faculty and staff.  Campus growth will require the addition of a parking structure.  Use of all existing services and facilities will need to be considered in addition to parking strategies. 

VI.  Announcements, Q & A.

Doug Sharp questioned the status of the Community College of Indiana.  Chancellor Cohen responded that there the inter-institutional cooperation with IVY Tech and Vincennes University is at a bit of a struggle and that IVY Tech cannot tell where the growth is because figures are included in IVY Tech’s total enrollment figures.

Gary Newsom announced there are current efforts by a consultant to form groups on the proposed housing at PUC, including day and evening students, graduate and undergraduate students with plans for the survey instrument being sent out to all students.  Decision on the addition of housing will be made by mid-April with the conceptual plan being presented at June 6-7 Board of Trustees meeting scheduled at Purdue Calumet.

Kate Carpenter announced a teleconference to be held 1:00 p.m., Friday, February 22, SFLC 321, sponsored by the Faculty Development Committee in conjunction with the Faculty Academy.  The teleconference will feature Dr. Tom Angelo who will conduct the conference on Teaching and Assessing for Critical Thinking and Deep Learning.

Rick Riddering announced Homecoming Week, February 11-16.  A flyer will be distributed outlining the scheduled of games and activities.

Wes Lukoshus said that he has received questions on what the university is doing for displaced steel workers.  Chancellor Cohen said that Indiana Workforce Development Services, A Division of IVY Tech State College, provides $4000 toward tuition and questions should be referred to them.  Offices are located in Crown Point, East Chicago, Gary and Hammond.

Beth Pellicciotti announced study groups being formed for the AQIP process and doing a snapshot of assessment through our strategic plan.  Reports will be made on the process.

Chancellor Cohen announced the plays, Plumes, Safe, and Blue-Eyed Black Boy, being presented in celebration of Black History Month and are scheduled at 6:30 p.m., Saturday, February 16, 2002, Alumni Hall.  They are being directed by Executive Assistant to the Chancellor, J. Allen Johnson, and have been sponsored by local businesses, city mayors, and PUC offices.

Chancellor Cohen announced hosting receptions at the Kuiper House for outstanding students, academic department heads, deans, and vice chancellors on Sunday, February 17, 2002.  There will be two receptions, students from each of two Schools at each reception; 2:30 to 4:30 p.m. for Technology and Professional Programs, and 7:00 to 9:00 p.m. for EMS and LASS.

Chancellor Cohen announced the Board of Trustees will be meeting at Purdue University Calumet June 6-7, 2002.

Lori Durham will be contacting those staff members who may help coordinate the service and assistance required for this public meeting and surrounding activities.

VI.  Adjournment.  Without further business, the meeting was adjourned.

Future Meetings

Mar 4

Apr 1

May 6

June 3

July 1

Aug 5

Sept 9

Oct 7

Nov 4

Dec 2