January 11, 2007

In Open Session

The Academic and Student Affairs Committee of the University of Louisville Board of Trustees met on Thursday, January 11, 2007, in the Jefferson Room of Grawemeyer Hall, Belknap Campus, with members present and absent as follows:

Present:            Dr. Robert Curtis Hughes, Chair
                        Mr. Darrell Messer, Vice Chair
                        Ms. Bev Daly
                        Dr. Salem George
                        Ms. Sandy Metts Snowden

Absent: Mr. Jonathan Blue
                        Mr. Steve Poe

Other Trustees
Present:            Ms. Marie Abrams
                        Prof. Beth Boehm
Ms. Donna Tinsley Denny
Mr. Nathaniel Green
Mr. Grant Helman
                        Ms. Rebecca Jackson
                        Ms. Jessica Loving
                        Mr. Bill Stone

From the                                                             
University:        Dr. James R. Ramsey, President
                        Dr. Shirley Willihnganz, Executive Vice President and Provost
                        Dr. Larry Cook, Executive Vice President for Health Affairs
                        Dr. Manuel Martinez-Maldonado, Executive Vice President for Research
                        Ms. Angela D. Koshewa, University Counsel
                        Mr. Mike Curtin, Vice President for Finance
                        Mr. Larry Owlsey, Vice President for Business Affairs
                        Mr. Keith Inman, Vice President for Advancement                   
                        Mr. Dan Hall, Vice President for External Affairs
                        Mr. Tom Sawyer, Acting Vice President for Information Technology
                        Dr. Dale Billingsley, Associate Provost
                        Dr. Dan Mahony, Associate Provost
                        Ms. Susan Howarth, Director of Budget
                        Mr. John Drees, Assoc. VP for Communications & Marketing
                        Ms. Terri Rutledge, Associate VP for Business Affairs
                        Dr. Connie Shumake, SACS Coordinator
                        Ms. Carolyn Cochran, Provost’s Office
                        Mrs. Kathleen M. Smith, Assistant Secretary
                        Mrs. Debbie Dougherty, Board Liaison            

I.          Call to Order                                                                           

Having determined a quorum present, Chair Hughes called the meeting to order at 2:20 p.m.

      Approval of Minutes, October 12, 2006

A motion was made and seconded to approve the minutes of October 12, 2006.  The motion passed unanimously.

II.         Information Items:

            Undergraduate Activities

Provost Willihnganz recognized the University’s strategic commitment and devoted increased resources to enhancing the undergraduate education experience.  She introduced Dr. Dale Billingsley, who reported that in addition to commitments of scholarship dollars, over the last four years the University has committed more than six million dollars in new money for programs and services to promote student success, engagement and satisfaction with the undergraduate experience.  Highlights of the services include:

• The consolidation of enrollment services with undergraduate affairs has enabled close collaboration to move entering students seamlessly from recruiting through orientation to academic coursework. 
• Undergraduate Affairs, Student Enrollment Services and Student Affairs/Campus Life work together to align academic preparation with career development and lifeskills training.  The Provost’s Office of Institutional Research and the Undergraduate Affairs Office of Retention Research (established two years ago) coordinate the collection and interpretation of data about the University’s student population.  The Retention Office also conducts an aggressive program of outreach to students who withdraw from all courses during a term or those who do not register for an upcoming term, as well as all undergraduate students who appear to have “dropped out” or “stopped out” while pursuing a baccalaureate.
• Academic Advising is now coordinated through the Office of  Advising Practice, which also sponsors a professional development program for advisors that promotes national best practices in advising for all academic units, including intensive, high-touch services for students at risk of dropping out or academic failure. 
• The new Career Development Center works closely with academic orientation courses and the academic units to serve the students from their first semester forward as they seek to align their life expectations, academic programs and career goals during undergraduate study. 
• Academic Support Services, through REACH, available free to all students, include individual, drop-in and group tutoring for all general education, 100- and 200-level courses as well as in-class tutorial support and specialized academic success seminar programs.  REACH serves more than 5000 students per semester in courses that range up to high-end calculus, computer science, accounting, and pre-med/pre-health professional studies.
• All of the services already mentioned collaborate in new life skills programs for student success that include seminars and workshops on academic subjects – study skills, test anxiety, time management – as well as new programs with KHEAA about personal finance (including credit-card and debt management).
• Programs for special populations – honors students, Porter and Grawemeyer scholars, international students – are provided through REACH in collaboration with academic units, the Office of the Vice Provost for Diversity, and the University Honors Program.
• The Delphi Center for Teaching and Learning uses the Blackboard course management system for more than 6000 registrations in 11 distance-education degree programs and 250 individual Distance-Education courses as well as  a course shell for course information, content delivery, assessment and grades reporting, and communications for each academic course offered by the University, as well as extensive program to promote nationally-recognized best practices in face-to-face and online pedagogy. 
• In cooperation with the Division of Student Affairs and Campus Life, the Office of the Provost works with programs in peer mentoring, student leadership development, service learning, Housing, Counseling Services, and other Campus Life offices to strengthen student community life for resident and commuter students. 

            Chair Hughes thanked Provost Willihnganz and Dr. Billingsley for an excellent report.

            SACS Quality Enhancement Plan

Provost Willihnganz reported the SACS-mandated Quality Enhancement Plan (QEP), which will guide campus-wide action on the application of critical-thinking and skills developed in undergraduate study toward the identification and resolution of community needs and problems.  The QEP Committee, which began meeting in January 2005, includes faculty, staff and students.  Dr. Willihnganz noted this ten-year plan will require the investment of significant additional resources and will promote the engagement of undergraduate students.  Dr. Willihnganz recognized Dr. Dan Mahony and Ms. Connie Shumake for their work in coordinating this effort.  Ms. Shumake distributed the QEP flyer, which encourages faculty, students and staff to submit ideas to improve student learning that: 1) enhance critical thinking; 2) address real problems; 3) focus on community/social problems; and 4) integrates learning.  Dr. Mahony said to accomplish the goals of the QEP the following was needed:  1) faculty development activities; 2) personnel to oversee these activities; and 3) assessment of the success of QEP.  Chair Hughes thanked Provost Willihnganz, Dr. Mahony and Ms. Shumake for the update and materials. 

III.       Action Item:  Approval of Modifications to Residency Guidelines

Provost Willihnganz reported the residency regulations serve as a policy guide for the institutional implementation of the residency regulation for tuition and admission purposes. The proposed wording clarifies deadlines for further appeals and corrects the title for the agency head.  Ms. Snowden made a motion, which Ms. Daly seconded, to approve the

President’s recommendation that the Board of Trustees approve the revised University Policy on Determination of Residency Status, as listed below, to be effective immediately.

UNIVERSITY POLICY
DETERMINATION OF RESIDENCY STATUS
(Ref:  Sections 13 and 14 of 13 KAR 2:045)

Application for change in residency classification for purpose of tuition and fee assessment by a student enrolled in or an applicant to a program at the University of Louisville (“University”) shall be made in writing to the Residency Appeals Officer for initial consideration along with such information forms as the Residency Appeals Officer may specify.  The application for a change in residency classification must be filed no later than thirty calendar (30) days after the first day of classes of the academic term for which the change is requested . Appeals of residency determinations shall be based on Administrative regulations promulgated by the Council on Postsecondary Education.  A written appeal of the decision of the Residency Appeals Officer must be postmarked no later than fourteen calendar days from the date of receipt of notification of the Residency Appeals Officer’s written decision and shall be sent to the Residency Review Committee .

The Residency Review Committee is appointed by the Executive Vice President and Provost (or designee) and shall be composed of four faculty and/or staff members and one student.  The chairperson shall be elected by the Committee.  The faculty and/or staff members normally shall have staggered two-year appointments; the student member shall have a one-year appointment.  The Committee shall have authority to establish procedural rules and schedule meetings.  A quorum shall consist of three members, and a quorum shall be necessary for Committee action.

The Residency Review Committee shall consider appeals from applicants whose initial request for change in residency status has been denied by the Residency Appeals Officer based upon the applicant’s written appeal and the file in that matter to the extent provided by the Family Educational Rights and Privacy Act, 1974.  The applicant shall be notified in writing as to the Committee’s decision.

If the decision of the Committee is adverse to the applicant, the applicant may request a formal hearing by submitting a written request to the Executive Vice President and Provost (or designee).  This request must be postmarked no later than fourteen calendar days from the date of receipt of notification of the Committee’s written decision.

The Executive Vice President and Provost (or designee) shall appoint a hearing officer from outside the University to preside over formal residency hearings.  Formal hearings shall be arranged based on a timely request from the applicant.  The formal hearing shall provide for due process, including notice of hearing, examination of the information on which the University decision is based, and the right of an applicant to be represented by legal counsel and to present information and testimony in support of a claim of Kentucky residency.  Hearing procedures will be consistent with 13 KAR 2:045 .

The hearing officer shall make a report with findings of fact and a recommendation to the Executive Vice President and Provost (or designee) with a copy to the applicant.  The Executive Vice President and Provost (or designee) will decide the appeal on the record on behalf of the University and the Board of Trustees and will notify the applicant in writing within thirty days of receipt of the hearing officer’s report.  In the event the decision of the Executive Vice President and Provost (or designee) is not in accord with the recommendation and findings of the hearing officer’s report, a written explanation will be provided to the applicant.  (effective immediately)

The motion passed unanimously.

IV.       Report from SGA President

Vice Chair Messer expressed his appreciation for the opportunity to share his observations during his presidency about issues important to students.  The student body was divided over whether it preferred the “Walmart” college, which advertised a good product at a low price, or achieving a stature as a great metropolitan research university.  The University has clearly chosen the latter course of action and Mr. Messer believed UofL should communicate that message more directly and frequently to the student body. 

Mr. Messer recognized the student health fee was a good initiative; however, he stated the students who need the benefits the most were the disadvantaged students who were unable to afford the fees. 

Mr. Messer indicated that as the University carries out its academic and research goals, it cannot forget campus life/experience.  Student facilities need renovation, the movable walls of the Student Activities Center (SAC) multipurpose room need repair.  Provost Willihnganz confirmed this repair was occurring. 

Mr. Messer praised the current work to revive the campus radio station.  It has been off line for three years.  TV monitors located in the SAC display slideshows of current information and activities.  The Humanities Building has a TV monitor system, as well.  Mr. Messer has talked with Vice President Owsley about installing TV systems across campus.  Communication to students about current and upcoming activities is a critical need. 

In response to Chair Hughes’ inquiry about student access to emails, Mr. Messer confirmed that all of students have University emails.  Provost Willihnganz expressed frustrations that one  issue in using University-provided emails is that many students don’t access their University account and depend on free proprietary emails, e.g., Hotmail, MSN, etc.  Encouraging students to utilize the official University email is an ongoing challenge. 

V.        Adjournment

            Mr. Messer made a motion, which Dr. George seconded, to adjourn the meeting at
            2:52 p.m.  The motion passed unanimously.