Provost's Council Minutes 4-14-15

Provost’s Council
April 14, 2015
10:00 a.m.
Ruby Hicks Hall, Room 245

Members Present:     Gayle Arries, Dan Averette, Jackie Blakley, Tim Bowen, Jenni Creamer, ScottHarvey, Linda Jameison, Lynn Lewis, Lou Ann Martin, Marla Roberson, Sarah Shumpert, Hap Wheeler
Members Absent:      Brian Swords
Others Present:          Margaret Burdette, Matt Edwards, Chris Marino
Length of Meeting:   2.5 hours

Topics Discussed:

The March 10 meeting minutes were approved as presented.  The March 24 meeting minutes were approved with a minor revision. 
Matt Edwards and Scott Harvey discussed the Ticketing System.  The TCTC Information Technology Service Catalog, a college organizational chart, and an Academic Affairs ticket request flow chart were distributed.  On the organizational chart, Matt noted the proposed number of high/medium requests for each area (Academic Affairs, Business Affairs, Executive and CCE) and will add Marketing to the Academic Affairs unit.  The AA flow chart was discussed at length.  The following were noted.

·         Will move the priority decision from the data coordinator to the Provost’s Council. Provost’s Council members will negotiate priority based on need.

·         Transparency is the big issue.  How requests are ranked should be transparent. Where they are in the process needs to be communicated at the “Status Update” level.

·         May be better to revise a current ISIS report than create a new one.

·         IT continues to explore other reporting solutions that may help address the priority of requests.

·         Keep in mind the limited resources (programmers) in IT.  Programmers are assigned to their strongest areas.

·         Review process does not have a “No” direction on the chart.  Need to clarify that a “No” would be considered a low priority.  At developer’s discretion to determine if a low priority could be addressed with a high priority in the same area.

·         Each request is a mini-project.  Average completion time for each request is 40 hours.

·         Need to address transparency in the process.

 Galen asked the members of the group to send any questions or comments to Matt and Scott.  The target date for this new review process is May.

 Marla noted that the Library Liaison program will start back up soon.  This program needs one representative from each area to allow cross-campus feedback and information.  She will send an e-mail with that request.  Marla also stated that she will send an e-mail with a list of serials for next year’s purchases.  She asked the members of the group to review the list for additions and deletions.  Mostly, the serials address an accreditation requirement. For her last note, Marla mentioned that new Faculty Senate officers and representatives will be elected soon.  She distributed a hand-out with notes on the election timeline and requirements.

 Margaret noted that the links in the online catalog are linking to old catalogs.  She stressed that each link needs to be reviewed and updated, if necessary.  SACS will review the online version of the catalog, so it must be correct.  The college needs to address this issue long range.  The content owners have the ability to make changes and updates, but with staffing issue, some owners do not know they own a page.  Gayle will work with Jan Kempinski to work on this issue.

Galen led the policies and procedures review.  He noted that revised procedures will be forwarded to Lisa Saxon in Institutional Effectiveness.  She will post the procedure, along with the changes.  Kathy Brand will be responsible for posting policies and will handle those the same way. 

 The following is a brief overview of the groups’ review.  Galen and Anne will revise as recommended by the group.  With minor revisions, the following were approved.

1-1-1010.1 – Policy and Procedure Development and Review
3-2-1010.2 – Curriculum Development and Revision
3-1-1015 – Distance Learning (Policy)
3-1-4010.1 – Instructional Program Advisory Committees – Aligning with state policy.  A new manual will accompany the revised policy. 
8-0-1010.1 – Academic Freedom
8-0-1020 – Personal Benefit from Projects or Written Materials (Policy) - Galen will validate the excerpt from the law that is in the policy.  Reflects HR and State ethics laws.
8-0-1021 – Intellectual Property Rights (Policy) – Recommend that we delete local policy.  Remove and use the state policy.
8-2-1000 – Secondary State Employment – Reflection of HR law.
8-2-1030.3 – Sponsoring College Activities – Linda is reviewing stipends.  Will honor this year, but will refer to this procedure when making any changes.

The following procedure review was tabled. 
8-4-1010.1 – Student Evaluation of Credit Courses and Faculty

 Galen distributed a proposed master Project Charter document.  He asked the group to let him know of any edits.  He will present this to Executive Staff soon.

 Galen reminded the group about FY’16 FTE requests.  Anne will compile and send a packet early next week. 

 He also noted that the HIPs Phase II Project Charter is being developed.  Pre-work will involve re-designing the Instructional Support Office into a Curriculum Office. The curriculum design and approval process will be under the Curriculum Office.  Three curriculum revisions are underway (Paralegal track in CRJ, MTA, and Supply Chain).  Galen asked the group to hold any other revisions until the transition is complete, hopefully in late summer.  Chris noted that the deans may want to check with their programs that are completing the academic program review. 

With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan
Next Meeting:            Monday, May 18, at 2:30 p.m., in RH 245