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Minutes & Agendas

2000-2001


University of Hawaiii at Manoa Faculty Senate, October 18, 2000

Contents

SENATORS PRESENT:
Iqbal Ahmed, Barry Baker, Hazel Beh, Kent Bridges, Craig Chaudron, Meda Chesney-Lind, Jerome Comcowich, Robert Cooney, Joanne Cooper, John Cox, Thomas Craven, Jim Dator, Sandy Davis, Marilyn Dunlap, Ernestine Enomoto, Carl Evensen, David Flynn, Richard Frankel, Pamela Fujita-Starck, Donna Fukuda, Carolyn Gotay, Emily Hawkins, Manfred Henningsen, Karen Jolly, Nanette Judd, Merle Kataoka-Yahiro, Irvin King, Ed Laws, Bruce Liebert, Joy Marsella, Susan Miyasaka, Ralph Moberly, Wendy Pearson, Teresita Ramos, Philip Rehbock, Gerard Russo, Francis Sansone, Gwen Sinclair, Brent Sipes, John Stimson, Frank Walton, Joel Weiner,

SENATORS EXCUSED:
Martha Crosby, Robert Joseph, James Marsh, Robert Paull, Martha Staff, Sylvia Yuen

SENATORS ABSENT:
Michael Antal, Belinda Aquino, Elaine Bailey, Horst Brandes, Andrea Feeser, Michael Forman, Michael Garcia, William Haning, John Hardman, Peter Kim, Laurence Kolonel, Glenn Man, John Melish, Jane Moulin, Charles Mueller, John Rieder, David Sanders, Charles Weems, Kelley Withy, Ming-Bao Yue

ADMINISTRATORS PRESENT:
Thomas Bopp, Eugene Imai, Judith Inazu, Dean Smith

NO OTHERS SIGNED IN

Chair Barry Baker opened the meeting at 3:06 PM.

The Minutes for the Faculty Senate meeting of September 20, 2000 as they appear on the Faculty Senate Webpage (and not as distributed) were accepted unanimously, without modification.

Chair's Report

Chair Baker gave the following Report:

During my introductions at the last senate meeting the Senate Chair noted that he failed to acknowledge David Flynn who designed the great new Faculty Senate web site and who has taken the important responsibility of maintaining this site and the Manoa Faculty Senate email communication list. [The Senate gave a spontaneous round of applause of appreciation to David Flynn]

Community Colleges Senate Chair on UHM Chancellor

In September the SEC received a copy of a letter from the Chancellor of the Community Colleges to President Mortimer citing the "official position of the University of Hawaii Community Colleges Senate Chair's Council regarding the issue of separating the positions of the UH President and the UH Chancellor." The council notes that they have "watched with avid and concerned interest the current UH system-wide debate" on this issue and offered "cautious endorsement" of a separate chancellor for Manoa.

BOR approved proposal to reorganization Engineering

At the September meeting of the Board of Regents a proposal to reorganize the College of Engineering and to establish the Hawaii Center for Advanced Communications was approved. The senate chair had previously expressed the SEC's extreme displeasure at the senate standing committee, CAPP being unable to review this proposal before the board took action.

A proposal from the Colleges of Arts and Sciences Student Academic Services and the Manoa Assistant Vice President for Academic Affairs to change academic policy on transfer credit from other accredited institutions to allow credit for C- grades has been sent to CAPP for review.

New International Education Committee Formed

A large 29-member committee on International Education was formed by Executive Vice Chancellor Smith in September and met yesterday for the first time. The Senate chair was asked to serve on this committee and agreed to do so.

Administation wants policy on ethics in research changed

Also in late September the SEC received a memorandum from Senior Vice President Alan Teramura proposing changes in Executive Policy E5.211, Ethical Standards in Research and Scholarly Activities. The changes relate to the manner in which allegations of improper conduct by faculty are handled. This matter has been referred to the appropriate senate standing committee for review.

On 27 September President Mortimer informed the SEC of a fund to offer enhancement grants to improve instruction and teaching effectiveness. Of the total amount of $195,000, $83,850 was allocated to Manoa and the same amount to the community colleges.

At our regular monthly meeting in September with President Mortimer, the SEC urged him to issue a statement on the expired unit 07 contract and he did so on 26 September reminding his senior executives that the "University of Hawaii administration is committed to maintaining the status quo for its unit 7 employees" however, with the notable exception of the payroll lag issue.

Foundation won't support campaign for donations to faculty

On 19 September the Senate Chair met with two representatives from the UH Foundation at their request regarding a proposed campaign to solicit financial support from Manoa faculty. In brief, he recommended against such a campaign at this time, citing the inappropriateness of the proposal when there was lack of support from the state administration for a new contract with the faculty.

BOR issued specification of UH President

In late September the position specification for a UH system president was published by the Board of Regents. The board also asked the SEC for three names of faculty to serve on the Presidential Search Advisory Committee. Because of a short response time the SEC with due consideration to diversity, gender, institutional memory, experience, scholarship, academic reputation and commitment to the institution among a variety of criteria, developed a short list of potential candidates who were contacted and asked whether they would agree to serve. The SEC voted on this list and submitted the senate chair's name, together with the name of a women faculty member and one other male faculty member to the board for its consideration. The board selected the Senate Chair to serve on this committee.

Presidential Search Committee

[Chair Baker added at this point that the Presidential Search Committee has now met once, and that he and all members of the Committee have been instructed by counsel not to comment on discussions or activities of the Committee, and to refer all questions to the Committee's official spokesperson, the chair of the Presidential Search Advisory Committee. Baker also commented that there had been a letter-to-the-editor by a faculty member in a local newspaper recently that implied that no one had protested the proposed composition of the Presidential Search Advisory Committee until some students did so recently. Baker did point out that the Chair of the Council of Deans and Directors of UHM and the Chair of the Manoa Faculty Senate Executive Committee, on behalf of their respective organizations, had in fact sent a strong letter of protest on this matter to the Board of Regents in early September, but received no reply whatsoever].

Also in late September an ASUH senator approached the SEC with a request to endorse and distribute a student survey addressing issues related to the presidential search. The SEC decided that as this was a student initiative we should decline to endorse the survey and recommended instead that it be distributed through the student senate.

ACCFS concerned about Manoa GenEd Requirements

On 28 September the Senate Chair attended a meeting of the All Campus Council of Faculty Senate Chairs. At that meeting concerns were raised about implementation of the new Manoa general education requirements with most of the criticism and concerns centered around the impact of the new requirements on articulation. A resolution from CAPP may well assuage these concerns. On Friday next following the Board of Regents meeting in Hilo the Senate Chair will be meeting again with this group.

Following his announcement at the last senate meeting, on 3 October Executive Vice Chancellor Smith informed the SEC that $100,000 was being made available in support of assessment activities.

On 28 September on behalf of the Manoa Faculty Senate, the SEC organized and held a testimonial for the life and memory of the late distinguished Professor David Yount. Several colleagues offered sincere commentary on David's life and a framed copy of the senate resolution honoring his memory was presented to David's widow Christal who spoke movingly about David's life and work.

The WASC Accreditation Advisory Committee has been meeting regularly twice a month since late August, and on 4 October the committee met with WASC Executive Director Ralph Wolff who was very helpful in addressing what he believed should be the thrust of the committee's activities. In addition, on the following day, SEC member Sandy Davis and the senate chair attended a WASC orientation session at Hawaii Pacific University, that addressed new WASC accreditation criteria and procedures.

Every two weeks, representing the senate and the SEC, the Senate Chair attends a 7:00 am meeting with the University Community Partnership group. This is a group of university supporters from the business and larger community and the university. This group holds dinner meetings from time to time and in September the Senate Chair attended a forum and served on a panel where the autonomy issue was discussed. At that meeting the chair spoke of the senate's action on autonomy at our September meeting.

Special/Revolving Funds to be changed

Finally as lead in to the next item on the agenda, on 6 October the Manoa Budget Advisory Committee met and not surprisingly a major topic for discussion, and controversy, were revolving and special funds and the recently proposed Budget Execution Policies for Fiscal Year 2001, developed by Senior President Eugene Imai and promulgated by President Mortimer. Prior to that meeting The Senate Chair communicated by email to Vice President Imai and President Mortimer faculty concerns and displeasure over the proposed initial policy and on 10 October the chair met with the president to discuss this matter. At last Monday's SEC meeting Vice Presidents Imai and Teramura briefed the SEC on the development of these policies and Vice President Imai is here today to address this issue.

The Senate Chair concluded that he believed that this covers all the important matters considered by the SEC since the last 20 September meeting of the Senate.

VP for Administration - Eugene Imai

Budget Execution Policy for FY 2001

Chair Baker introduced Senior Vice President for Administration, Eugene Imai who explained the draft memorandum of October 16, 2000, on "Budget Execution Policies for FY 2001." The Draft was appended to the Senate Agenda that Senators received upon signing in, and also accompanies these minutes.

VP Imai said that the initial draft of the policy had "taken off and had a life of its own" and that he had received a flood of emails about it. He now has met with many different groups and feels the present draft is now satisfactory to all parties. But it is still only a draft and not an official policy.

BOR concerned by growth of unencumbered funds

VP Imai presented several charts that illustrated why there appeared to the Board of Regents be a problem. The first chart showed a growth of the unencumbered balance in the University's revolving funds account, moving from a balance of $36 million in 1998 to $38 million, to $35 million, then jumping to $62 million, and finally to $80 million in 2000.

The Legislative Auditor is presently auditing all State revolving funds, including those of the UH. Even if UH obtains autonomy, the Governor and the Legislature can still review our revolving funds, Imai pointed out. He also said that while these funds are not the surpluses they appear to be, they nonetheless show a problem in the UH budget accounting system which the draft memo seeks to address.

$13 million unaccounted for

He next displayed a chart that showed that even after the remaining money in the revolving funds had been accounted for by one survey, there still remained $13 million unaccounted for (some members of the Board of Regents contend that figure is actually $30 million, VP Imai said).

There are two major kinds of revolving fund accounts. One is for the tuition and fees the University collects. The other is the Research and Training Revolving Fund (RTRF) that many University programs maintain. There are others but these two make up the bulk of the accounts.

Imai asked all programs to explain how the balance in their accounts was to be expended. Their reports still left $10 million not fully explained. While he is certain there are good reasons for this amount, and that it is not truly a surplus, it still makes clear the fact that we do not have necessary procedures for managing our revolving funds. Thus, the RTRF is the subject of the draft memo.

Paragraph by paragraph discussion

VP Imai then proceeded to discuss the draft paragraph by paragraph, focusing especially on those things (underlined or in brackets) which had been added or deleted, respectively.

In III. B., the underlined phrase makes it clear that we need an electronic system which can be accessed instantly, at any time, to replace the very slow and cumbersome manual method presently used.

III. D--probably the single most alarming part of the initial draft--is to be entirely deleted, if the Board approves.

There are two significant changes in section IV on Reserve Policies. First of all, the basis upon which reserves can be carried over is changed from "actual and accrued expenditures and revenues for the previous year" to "total operating budget for that unit, excluding research and training revolving funds." Thus the base is considerably enlarged.

Secondly the percent drops from 10% to 4%, but against the larger base. A survey of the policies of other research universities found the percentage generally to be in the 4% to 5% range, Imai pointed out.

The new section IV. D. permits each program to explain and justify its unexpended balances according to its own needs and policies, and not according to a single centralized standard--but they do have to be explained fully.

VP Imai then spent some time discussing the rationale behind section IV, Administrative Overhead, which is basically a way for the University to have funds available for necessary unanticipated and unbudgeted funds. The major examples Imai gave concerned some of the aspects of autonomy which the University has already received--its own general counsel independent of the State office of the Attorney General; control of its own Worker's Compensation funds; and management of its Unemployment funds. Each of these were at one time provided by the State to the University. When they were transferred to the University from the State, instead of the Legislature giving the University funds equal to the amount the Legislature had given the State administration to pay for the services, the Legislature gave the University only one-fourth, one-half, and one-half the previous amount, respectively.

Administration needs funds for unexpected emergencies -- RTRF

The University obviously needs funds available to pay for such unexpected needs, and Administrative Overhead funds from special and revolving accounts is one way. What still remains to be worked out is how these funds are to be obtained from the RTRF. There seem to be three alternatives:

1. For the Administration to assess a percentage of all RTRF funds (all persons consulted have rejected this).

2. For the Administration to assess a certain amount before the funds go to the units.

3. For the Administration to assess a percentage of the interest earned on all invested funds (which would amount to about $23-26 million annually).

VP Imai then asked if there were any questions, and, surprisingly enough, there were none.

Chair Baker then thanked VP Imai for his clear and helpful presentation and turned the floor over to Craig Chaudron who introduced a resolution from the Committee on Academic Policy and Planning. That resolution was also attached to the Senate Agenda, and to these minutes.

Committee Reports

CAPP

Resolution on Interim Approved Courses for Manoa General Education Requirements

Chaudron explained that he was selected by CAPP to be the convenor of the "Ad Hoc Committee on GEC Governance." Some of the members of the committee came from CAPP while others were just interested faculty members. The Committee was tasked with devising a governance structure for the General Education Requirements that the Senate recently adopted. Members of the Ad Hoc Committee are, in addition to Chaudron: Ron Cambra, Sandy Davis, Pamela Fujita-Starck, Mike Garcia, Wayne Iwaoka, Hunter McEwan, Duane Preble, Fritz Rehbock, Dave Robb, Mary Tiles, and Sylvia Yuen.

Chaudron invited any interested member of the faculty to join the ad hoc committee and/or to review its minutes.

The Committee hopes to have a working document on governance ready by the November meeting of the Senate, or the December meeting at the latest.

The resolution before the Senate is simply an interim action which is needed so that high school and community college advisors and applicants to UH can have something to guide them in making their course decisions. As soon as the various boards have been set up which the new General Education Requirements mandate, then new courses will replace those in this interim resolution (or the ones in it will be reconfirmed).

The need for the Resolution is well expressed in the introductory "Whereas" clauses, and so Chaudron read out the entire Resolution for the benefit of the Senators, since most had not seen it beforehand.

After discussion, the Resolution passed as submitted: 36 in favor, none opposed and one abstention.

Athletics

Athlete Tutoring Moved from Athletic Dept to A&S

Irwin King from the Committee on Athletics raised three matters for consideration by the Senate, and all faculty members. He reminded the Senate that the task of tutoring student-athletes had been removed from the Athletic Department and lodged in the Ron Cambra's office in Arts and Sciences. Thus:

Need Faculty Tutors for Athletes

1. Faculty members are needed to serve as tutors for the student-athletes. Anyone interested should contact Jennifer Matsuda at X64526. We especially need people who can help at advanced levels. Many of our student-athletes take highly specialized courses and may need help with them since they are required to travel so much.

Faculty Turn in Grade Checks for Athletes

2. All faculty members should please cooperate with the "grade check" memos that they may receive about student-athletes in their classes. These used to come from the coaches themselves, but now they come from Cambra's office. Many faculty members do not respond, no doubt for good reasons, but it is important that we all try to provide as much of the information requested as possible and as quickly as possible.

3. Also, very importantly, all faculty are urged to assist all students (not only student-athletes) who must miss classes because of University duties to make up the work they missed. Many students (band members, debate teams, some ASUH members, and many more, as well as student-athletes) are required to miss classes in order to fulfill other University requirements. Faculty members are urged to assist these students in making up missed material without penalty. At the same time, the students have the obligation to consult with faculty members well before their absences to work out ways for making up their work. Faculty members should consider putting such make-up policies and procedures in their syllabi in order to avoid later confusion.

King added that it is often the women student-athletes who are most inconvenienced by road trips since they often are required to stay on the road longer than the men because of inadequate travel budgets.

John Cox, SEC liaison to the Committee on Athletics, requested that each Senator contact his constituency with a request that they assist in tutoring and in enabling students to make up work missed while on University- related business.

Chair Baker announced that the next Senate meeting would be on Wednesday, November 8, while the regular Faculty Congress for Fall 2000 will be held on Wednesday, November 15, in Architecture 205 from 3 PM. The topic will be "The State of the University". There will be a town and gown panel to initiate the discussion.

President and Presidential Search Committee

John Cox added that the university is facing many urgent crises--re-accreditation being only one of the most urgent--but the President seems to have retired earlier than promised. Since there seems to be no leadership coming from Bachman Hall, it is necessary for the Faculty to exercise leadership itself. That is the reason for this topic for this Congress, he explained.

Someone asked if a representative from the Presidential Search Committee was going to attend the Congress. Chair Baker said there was one on the panel, in addition to himself.

Another person asked if this Presidential Search Committee was going to use a more open process than the one that brought us our current president. Baker replied it was apparently going to follow the same procedures as before, and reminded the Senate that individual members of the Committee, such as himself, are not allowed to say much about the process. That is only supposed to come from the official spokesperson.

When someone observed that the Chronicle of Higher Education had discussed several models of successfully- open presidential search committees, and that it was hoped that the UH campus community would have an opportunity to meet and discuss with the finalists before they were chosen, Baker paused pregnantly and replied that he would pass that information on.

The Senate adjourned at 4:14 PM

Submitted in haste but respect by your beleaguered secretary,

Jim Dator