Department Heads Meeting
Monday, March 4, 2002
Minutes

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

III.  Core Elements of a Personnel Evaluation Process.  The final draft document was reviewed and accepted.  Comments and suggestions were solicited.  C. Robison questioned how accountability was to be built into the process along with continuous improvement.  Chancellor Cohen will request the vice chancellors to work out the accountability in their respective areas and review the process again next year.

M. Gealt questioned job descriptions for faculty.  Chancellor Cohen suggested there be clear expectations for a position, that each job description should contain broad statements to cover expectations of specialties and areas of curricular responsibility in relation to the needs of the academic program.  Descriptions may, of course, change over time.

S. Singer questioned having another go-around on this process after supervisors use it this year.  Chancellor Cohen asked that department heads review their own processes within their units in order to include elements in this template.  Chancellor Cohen will ask the vice chancellors to keep track of the process in their area.  By next year at this time we should all have worked through the process within our units.

S. Lerner suggested peer evaluation for tenured faculty every 2-3 years by a three-person committee including the department head and a peer evaluator.  It was mentioned that the Departments of Engineering and Management have committees currently doing so.

IV.  Strategic Responsibilities.  Chancellor Cohen acknowledged hearing questions about what’s happening with the Strategic Plan; he reviewed the grid of Strategic Responsibilities (attached) to update those present.  He asked that anyone with specific questions about a particular area should consult with the responsible vice chancellor.  Chancellor Cohen suggested it be helpful to communicate what we are doing by re-issuing this document with updates and timelines to be shared with staff.  L. Bryant suggested that the vice chancellors share occasionally the reports submitted within their area of responsibility.  C. Robison questioned how we could get everyone engaged in the implementation of the strategies.  Suggestions from the group follow.

            -  Department heads may report on what is being accomplished in their area

            -  Each department develop goals and objectives in line with the SP

            -  Post program reports on the web page

            -  Report campus news in the Chronicle’s Administrative Update, Timeline On-line

            -  E-mail for communicating ideas

            -  Engage in conversation within areas; hearing alignment of one’s personal goals and objectives relative to the Strategic Plan

            -  Identify a separate specialized document to emphasize updates of the Strategic Plan

            -  Town Hall meetings, celebrations of milestones

E. Andrews mentioned the major reallocation of funds planned and asked about the allocation process.  Chancellor Cohen stated that after the March 14 legislative adjournment we will learn whether or not there will be a tax restructuring and budget reallocation.  There will be reallocation or budget reductions but more will be learned following summer and fall discussions for the 2003-05 biennial budget.  G. Newsom reported that $2.5 million reallocation from the budget is still on track.  Phase I includes $1.25 million cash giveback by December 2002, and that this is consistent with what was announced.  Chancellor Cohen stated revenue growth will be possible from tuition increases for strategic initiatives, increased enrollment growth over the next five years; and, retaining students.

V.  Chancellor’s Monthly Meetings.  Suggestion was made to change the Chancellor’s monthly meetings to first Fridays of the month instead of Mondays.  An informal vote of hands was taken for preferences and decision was made to change the meetings to 8:30 a.m., the first Fridays of the month, beginning Fall 2002.

II.  AQIP Study Group Updates.  B. Pellicciotti reviewed the AQIP (Academic Quality Improvement Project) self-evaluation now in process at PUC.  This process of self-assessment is a new approach to accreditation developed by The Commission for Higher Learning, formerly North Central Association.  The process identifies strengths and areas requiring improvements; AQIP allows us to choose areas related to our strategic goals and focus on continuous improvement.  The Strategic Planning goals and AQIP criteria are connected.  The self-assessment tool is in the process of development; it is far less narrative, more data-driven, and requires survey information.  The area of administrative leadership is one that will be surveyed.  B. Pellicciotti distributed an initial short survey for results of baseline assessment information.  The PowerPoint presentation on AQIP by B. Pellicciotti is attached for your information.

VI.  Announcements, Q & A. 

Liz Osika reviewed and distributed nomination forms for the Indiana Partnership for Statewide Education (IPSE) Awards for Innovative Teaching and Instructional Support.  There are three awards for faculty and support personnel available in the categories of “ Teaching in a Distance Education Program,” “Teaching with Technology,” and “Instructional Support for Distance Education Teaching.”  Nominations forms include the criteria and must be submitted by March 8, 2002.

J. Allen Johnson said his request for support of Creativity Tribute:  Building Community resulted in 450attendees, financial support by the offices of the Vice Chancellors for Administrative Services and Student Services, plus many other contributions.  He thanked all contributors and Roy Hamilton and Melvyn Harding for coordination efforts of Black History Month.

M. Rincon announced that the annual Service Recognition Luncheon is scheduled on Friday, April 26, 2002, at The Center.  Outstanding administrator, clerical and service staff awards will also be presented at this luncheon; consider nominations for this special recognition and award.  E-mail announcements and nomination forms for these awards are in process and will be e-mailed.

G. Newsom announced an upcoming survey of students on the student housing project that will be distributed to faculty and asked department heads to make sure their faculty expeditiously return the surveys.  A PUC housing resolution will be presented at the June Board of Trustees meeting.  If approval of the land lease and state authorization takes place in June, building may proceed in spring.  The goal is to have completed the process by November 2002.  G. Newsom stated there will be a naming of a group to oversee this project.  If anyone has an interest in participating, they may contact Mr. Newsom.

VII.  Adjournment.  With no further business the meeting was adjourned.  Next meeting is scheduled on April 1, 2002.