Department Heads Meeting Minutes of June 5, 2002

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

II.  Funding Gifts Received by Departments.  Bill Lieber reviewed the centralized database and points about gift processing and alumni record services available to staff.  B. Lieber reported that the Office of Advancement is requesting each department’s cooperation in transmitting any gifts they receive to their office as quickly as possible.  A log form was distributed for recording gifts received in department offices together with the guidelines for the use of gift funds held by the Purdue Research Foundation.  Quarterly reports are distributed showing contributions to each gift account (PRF and university) and include the name of the donor as well as providing totals for each gift account and grand totals.  A workstation is available in the Office of Advancement to access reports of Foundation gifts.  Annette Slager may be contacted for donor information other than what is provided in the quarterly report.  Gifts-in-kind should also be reported to the Office of Advancement with any documentation received; value for these gifts must come from the donor.  Questions were addressed by Bill regarding grants from private foundations needing to be processed through the business offices and Advancement; no competitive awards (through proposals) need to be processed through Advancement.  Chancellor Cohen reinforced the tax benefit realized to donors under the laws.  Chancellor Cohen stated the upcoming entry into a Capital Campaign and the importance of logging gifts designated to specific programs and being included in the centralized report.  Mr. Newsom stated an upcoming e-mail will be issued to clarify the PRF Calumet unrestricted gift funds.

III.  Preview “You Should Know” Pop-up Screen Features.  Chancellor Cohen prefaced this agenda item as a method of keeping the campus informed of admission, registration and other important information, especially with the current budget funding being decreased and more dependence on tuition revenue.  Gary Newsom reviewed the Pop-up Screen Features when logging on to Novell that has been coordinated by a team of representatives from the Enrollment Services Center and University Relations.  The flash message screen will help keep the campus community involved and aware of decisions in the event of a need for budget-tightening measures.  Mr. Newsom encouraged staff to send comments about the pop-up screen features to him or Linda Kosteba.

IV.  Priorities Profile.  Chancellor Cohen requested the group to review the Priorities Profile results and collectively identify areas where we need to make a strong push and decide on the best profile for PUC that is within our vision and strategic plan.  The group discussed about 20 minutes at their individual tables and followed with discussion feedback to Chancellor Cohen.  Results will be compiled and distributed.   Some priorities identified were:

- Programs, program development for community needs, responsiveness to market trends, with emphasis based on needs of students

- Being in a transition period we are moving to a different type of institution; need to look at critical mass of programs

- Tuition and fees; programs should be matched with access

-  Emphasize quality of programs

- Access

- Target more students from other institutions or elsewhere

Dennis Korchek suggested doing this exercise with a focus group of students.

Chancellor Cohen requested submission of the four-five discussion points which would propel PUC in areas or programs and experience, put in writing at our tables, and results would then be compiled and reported as the best profiles for PUC.  Consideration should be given to determining the programs, marketing strategies, known professors, alumni, and potential leadership.

V.  Announcements, Q & A.  Mary Beth Rincon reminded department heads about signing up for the picnic to be held 11:30 a.m. to 4:30 p.m. in the PER Building.  Other announcements by Mary Beth Rincon included an announcement that the instructions of the pay process to be applied for days of the power outage will be e-mailed to department heads; an e-mail announcing the selection of 1-2 vendors for HMO will be sent; and there will be a presentation on Violence in the Workplace on Monday, August 5, 1:00 to 4:00 p.m.  Mary Beth then introduced Sabrina Haake as the new AA/EEO Officer and thanked Ann Hatches for her service as interim AA/EEO Officer.

Linda Baer introduced Martin Denkhoff, Jr. as Business Manager for Student Services. 

Mike Kull announced an upcoming monthly meeting will include the Violence in the Workplace presentation for Deans, Directors and Department Heads.  Mike also announced that bids received June 7 for space renovation of the Gyte labs were rejected as they were beyond the budget allocated.  The project will be re-evaluated with plans for new bidding.

Rob Jensen announced the 22nd Annual Powers Golf Outing benefiting grants-in-aid to be held August 5 at Briar Ridge Country Club.  Those interested in participating may contact Rob.

Gary Newsom recognized the extraordinary efforts of everyone during the power outage, especially CTIS, in order to continue the registration and payment process.  He said we will be looking at emergency generators as a backup power supply for refrigeration and the network.

Bill Lieber announced the scheduled June 29 Chancellor’s Gala at the Center for Visual and Performing Arts as an effort to raise dollars for the Chancellor’s Scholars Awards.  Invitations are in the mail.

Chancellor Cohen announced the meeting of the Purdue University President and Board of Trustees at Purdue Calumet on June 6-7 and that the committee meetings of the Board of Trustees and the Trustees meeting are public meetings for those wishing to attend.

VI.  Adjournment.  With the agenda items completed the meeting was adjourned.

Correction to the minutes of May 6, 2002:

The recorder of the minutes wishes to make a correction to the minutes of May 6, 2002, Item II, AQIP Update.  Please note that Dean Michael Gealt should have been included as a presenter of this agenda item together with Beth Pellicciotti and Sarah Howard.  ld

Next meeting 8:00 a.m., July 1, 2002, Alumni Hall.