NORTHEASTERN STATE UNIVERSITY

Minutes of Faculty Council Meeting

FRIDAY, April 1, 2011

Call to Order –

The meeting was called to order by President Denise Deason-Toyne at 3:03 p.m. in Tahlequah (SCI 129). There was ITV access at Muskogee (SYNR141), Broken Arrow (B225) and Tahlequah (SCI 129).

Council Members in attendance:  Ron Cambiano (COE); Kristopher Copeland (COLA); Jennifer Edwards (COLA);Brandon Oberg (Library); Rick Matzen sub for John Diamantopoulos; Isaac DiIanni (BT); Amy Proctor (COLA); Denise Deason-Toyne (President); Dan Savage (Vice President)

Council Members in attendance in Broken Arrow: Anita Ede (Education); Pamela Louderback (Library), John Newhouse (B & T); Julia Kwok (B & T); Tia Bennett (COE)

Council Members in attendance in Muskogee: Joyce Van Nostrand

Council Officers in attendance:  Denise Deason-Toyne (President), Dan Savage (Vice President), Pamela Louderback (Secretary/Treasurer).

Guests:  Tahlequah: Ernst Bekkering (B & T); Harriett Hobbs (Library);  Rick Manes (Payroll); Martha Albin (HR); Tom Smith (University Relations); Dana Boren-Boer (University Relations): Jason Jessie (HS & College Relations)

Guests:  Broken Arrow: Tom Rink (Library)

Invited Presentations

GUESTS: Tom Smith, Director of Communications – present to address the marketing of programs/assistance for marketing of programs

Dana Boren-Boer, University Relations

Jason Jessie, High School and College Relations

Martha Albin - Human Resources, and Rick Manes - Payroll – present to address the proposed changes to payroll.

Tom Smith, Director of Communications to address marketing of programs/assistance for marketing of programs…

Tom Smith – discussed ways to support faculty through YouTube videos and podcasts and streaming videos live. His office is attempting to come up with an online NSU TV site. The site concept is in the beginning stages with a possible summertime rollout date. The office wants to tap into social media venues. However, there is nobody currently dedicated to maintain/facilitate and respond immediately to such venues. One current avenue of support is through brochures. This approach is effective for face-to-face visits but brochures are cost prohibitive and are considered an outdated mode to younger students.

Dana Boer Boren – focused her discussion from the marketing aspect noting that there exists a great presence in local newspaper and in journals. Their office targets radio stations that appeal to 18-24 age brackets in the Broken Arrow, Tulsa, Muskogee, Tahlequah and Arkansas areas. Google advertisements are posted for the Colleges of Education, Business, Criminal Justice, and for NSU generally speaking. Facebook ads are generated through SmartChoice TCC partnerships. Growth high schools are beginning to be targeted by demographic factors. Any program can be targeted down in any manner we wish based on specific factors. When referring to specific programs being pushed through traditional formats, the program has to have a website to back it up so the office can track back to the website for data.

President Deason-Toyne inquired about what kind of resources their office could provide to faculty to build/maintain/update these web pages.

Tom Smith replied that their office is trying to figure out how to manage this assistance. Currently, staffing constraints exist where the Communications office has one full-time staff member, and one student worker – the iPhone application is coming out soon and implementing the app is currently eating up their resources. He stressed that there is a concerted move forward to re-shift responsibility away from traditional media and toward the new media. When you construct web pages, please consider the accessibility of pages for those who may have any visual impairment issues. You may send any web pages to Smith at smith199@nsuok.edu to review them and to insure ADA compliance.

Van Nostrand questioned how the I-Solutions piece is fitting in to/interfacing with our website design.

Smith responded that the end user will be able to see the entire webpage; some scrolling will be required. The Communications department will take them from I-Solutions to fit better on a mobile app. This process will be done during Phase II.

President Deason-Toyne inquired as to the best manner to market a new /or to beef up existing academic programs. Who would be the appropriate staff to contact regarding this? Smith responded that either he or Jennifer Zehnder would be the appropriate contact. They will assign requests to certain staff who will work on the marketing aspects. Further details and timelines will be coming out soon regarding this service. Most likely, this service will be available this summer. If you want something brand new created, an actual written timeline will be provided. Prior to contacting their office, determine what your goal is, (i.e., to drive new students, retain current, go after parents) so their staff may serve you more effectively. Their staff can attend your department meetings to brainstorm ideas and return to you to provide ways of achieving the goal, as well as to develop plans and strategies.

Kwok noted that one effective tactic is going to high schools to talk about programs. This provides opportunities for a more direct and personal contact with students than can be achieved through social media. In order to engage students, we need to have opportunities for face to face conversations. A question regarding what kind of activities NSU has to create that type of dialogue was discussed.

Jessie responded that their office tries to visit as many high schools as possible at least once per semester, usually in the fall and early spring (September, March). Additionally, their staff attends college fairs, (50-60 per year) and host several events on campus. Their office is set to lead IM Chat possibilities next month. It was mentioned that there are some prospective students who are “stealth” candidates; these students do not desire face to face contact. Jessie requested that if anyone has ideas or if they have something you specifically want marketed, please contact their office. It was further mentioned that their office can purchase ad information from such organizations as ACT, using specific demographic factors (i.e., northeastern Oklahoma area, students who indicated an interest in business academic programs) to locate prospective students.

Smith noted that if brochures are out of date, notify his office. Jessie supplies brochures to prospective students when he visits high schools as it is the ideal time to hand out brochures.

Ede noted that the NSU Masters programs are not targeting 18 to 24 year old age students. Therefore, our most effective tack might be something more personal such as arriving at a school with a big platter of cookies, “NSU” sticky notes and branded goodies. It is those goodwill face to face efforts that work most effectively to create relationships. Jessie was in agreement and is open to doing it. However, his office would require additional help to do something like this due to staffing shortages.

Dana Boer Boren interjected that the most successful model appears to be what Optometry & HCA and Criminal Justice departments carry out. As with Ede’s suggestion, there are elements of personal relationship building that is executed “out in the field”. In all these examples, faculty and staff involvement is crucial. Although faculty are busy in the classroom, we must keep in mind that Jessie only has four recruiters; NSU needs to grow the marketing department.

Kwok suggested that creating an NSU Days, similar to those COE activities currently being presented may be beneficial to create personal relationships with prospective students. This may require scheduling something through the University Planning Council to set an event up for the fall semester.

President Deason-Toyne recommended members send additional questions to her. Deason-Toyne will forward them on to Smith, Boer Boren, and Jessie.

Martha Albin and Rick Manes – Discussion regarding proposed changes to payroll.

Manes reviewed current payroll policies and procedures explaining how their office processes three payrolls and executes a pay schedule. The move to Banner from NFocus allows for changes in the payroll process. The new system calculations work better than traditional manual entry processes. Manes discussed aspects of 10 versus 12 month pay schedules. Instead of getting two checks in June, Manes encouraged a change where employees would get a second check in July. From a benefits standpoint, it is a processing nightmare for those who are currently being paid August through December and January through May (with no pay checks in June or July) as it relates to budgeting for withholding of benefits, etc…

Payroll has been charging differently for 10/10’s than for 10/12’s in relation to process. The Oracle system is not an effective system as it is a business system that was adapted to an academic environment. Banner will integrate all university processes more effectively.

Hobbs was concerned about the proposed changes for those employees who currently are receiving 3 checks in June. With the new proposal, employees will get one check in June, one in July, and two in August for summer contract/first month of fall semester. This may create financial burdens for employees depending on how they have set up withdrawals for benefits. Further questions regarding why NSU takes out for six months for teacher retirement instead of the whole year was raised. Smith noted that where hardships exist, the employee will not be forced to change. Additionally, a transition period will be put in place.

Albin mentioned that NSU is on the state system which does not have a mid-year lump payroll. The state system accommodates us. NSU has to submit information to the state five days before they send out payroll. Once data is submitted to the state, NSU cannot change data/information. Thus, NSU is speculating that everyone will be here all month. Thus, NSU ends up paying employees for time employees are not here and Payroll ends up figuring it out/rectifying the books during the following month. This new system allows for more scheduled, more accurate pay schedules. Banner will allow Payroll to hold information in June and move it to July to allow for a true July pay.

Hobbs queried when Payroll is thinking of beginning this proposed change. Manes replied changes would occur in the beginning of August. Payroll would grandfather the 10/10’s in; benefit deductions will change to a true 1/10^th deduction at this point.

A. Committees and Standing Reports
    1. Review/Approval of Minutes of the 03/04/11 meeting
March minutes was reviewed. There were changes/modifications concerning member attendance including: Diana Mashburn substituting for Joyce Van Nostrand in Muskogee, Dan Savage in Tahlequah, and Glenda Seiter substituting for Julia Kwok in Broken Arrow. A motion was entertained by DiIanni to approve the minutes, it was seconded by Ede. The motion passed; the minutes were approved.

    2.  Financial Report/Budget for 2011-.
No budget items were reported; the budget remained unchanged.

President Deason-Toyne noted that on April 29^th at 3 p.m. the Circle of Excellence award ceremony will take place in Tahlequah. She encouraged everyone to attend to recognize winners as well as nominees

COMMITTEES/STANDING REPORTS

President Deason-Toyne noted several committees had no updates:

§ Nominating Committee – Kristopher Copeland informed the Council that three nominees were put forward. They are as follows: for President, Denise Deason-Toyne; for Vice President, Pamela Louderback; and for Secretary/Treasurer, Linda West. President Deason-Toyne opened up the floor for additional nominations. None were put forward. A motion for nominations to cease was entertained by Cox, and seconded by Kwok). The motion carried. All three nominees were elected by acclimation. Nomination changes will take effect in August.

§ CIRCUS (None)

§ Faculty Welfare –including New Faculty Orientation – The committee is working to put together an all faculty food party; this will take place in the near future.

§ Curriculum/Program Review Committee (None)

B. OLD BUSINESS/PENDING ISSUES:

· Marketing of Programs –see above

· Election –April 13 -- All three nominees were elected by acclimation. Therefore, elections will not take place.

· Shared Governance position paper – Substituting for John Diamontoupolos is Rick Matzen – Matzen reported on an updated draft version. An approval of (motion) to send out to the various other shared governance groups involved was entertained. In this way, Faculty Council will be able to gather their thoughts on the document. It was noted that this position paper was never intended to be binding but the committee would like their opinions and approval on the document. This document serves the following purpose: to serve as a general statement about how we as a council feel about shared governance, and to serve as a framework to send forward to Provost Tadlock and the Cabinet as well as the Staff Council. In this way other stakeholders and shared governance groups will have a chance to provide their input on the Faculty Council document.

President Deason-Toyne entertained a motion to move forward. It was noted that currently, the document does not outline how to implement shared governance if we move it forward. When officially approved, the Council does need to consider and determine this fact. Concern still exists with some council members over the addendum to insure departmental authority on certain topics (i.e. pay scales). Differentiation between governance as a whole and as day-to-day operations of specific departments might be helpful to address. Traditionally, only administrators made such decisions at this level. Moving this body from Council to Senate will allow for more power, but with this change we should also provide checks and balances. It was noted that the content of the document appears to be less about shared governance and more about faculty bylaws.

President Deason-Toyne suggested the Council divide these two and consider adding the document to the bylaws. A motion to pass the position paper on to Provost Tadlock, the Cabinet, and Academic Council without the final portion (“M”) was put forth. DiIanni entertained the motion; it was seconded by Newhouse. The motion carried. President Deason-Toyne recommended that members provide her with any additional editorial comments.

· Faculty Council to Faculty Senate – It was offered that the Council sends the proposal to the Bylaw Committee. The committee will then forward it on to Provost Tadlock. A motion was entertained by DiIanni and seconded by Matzen. The motion carried. Dr. Cox asked how the Faculty Association operates on the NSU campuses. President Deason-Toyne replied that basically, the Faculty Council takes care of everything related to faculty issues as representatives of the Faculty Association.

· Definition of Student Centered

Discussion took place concerning a life-coaching philosophy for faculty to assist students. At the same time, we as faculty must recognize that some students need life-skills assistance. Faculty may wish to consider making it a part of our responsibility and culture at NSU.

C. NEW BUSINESS: (None)

· ANNOUNCEMENTS (None)

· ADJOURNMENT BY 4:53 P.M. NEXT MEETING May 6, 2011

ITEMS BEING MONITORED-

· Location for Faculty Gathering – All campuses – President Deason-Toyne has revised her original email to be sent to Provost Tadlock and President Betz to determine where we may be able to gather.

Location of Circle of Excellence Bricks

Worker’s Comp. advocate/liaison

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Submitted by Pamela Louderback, Secretary-Treasurer
04/04/11
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