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FACULTY SENATE MEETING
September 20, 2011

Present:  Chair Kellner, Immediate Past Chair Overton, Secretary Sawyers, Provost Arden; Senators Argyropoulos, Aspnes, Auerbach, Borden, Bourham, Carver, Edmisten, Freeman, Fuentes, Funkhouser, Hammerberg, Headen, Jasper, Lubischer, Lunardi, Mitchell, Robinson, Rucker, Sztajn, Townsend, L. Williams, M. Williams, Zonderman

Excused:  Senators Hatcher, Holden, Kotek, Moore, Tonelli

Absent:  Senator Campbell, Khosla, Nfah-Abbenyi, Snyder, Tu

Guests:  Charles Leffler, VC Finance and Business; Don Patty, Chair, Interim Director Business Operations; PJ Teal, Chancellor’s Office; Marc Hoit, Director, VC Office of Information Technology; Human Relations; John Fountain, Professor, MEAS, Emerson Barker, Student Government, Richard Bernhard, Professor, Industrial and Systems Engineering

1.  Call to Order
Chair Kellner called the 3rd meeting of the 58th session of the NC State Faculty Senate to order at 3 p.m.

2.  Announcements and Remarks
Chair Kellner welcomed guests.

Chair Kellner  announced that a Howling Counsel newsletter has been created. Faculty can subscribe to it and receive updates from the University General Counsel’s office.

Chair Kellner announced that the eternal subject of the General Faculty meeting is “Change at NC State” having to do with the Change Committee.  A list of the committees and their website has been posted to the Faculty Senate homepage. Of special interest are two of these special committees because they are still in progress, one is the Academic Science Program  and the other is the Review of Academic Programs.  David Zonderman will do a presentation on Academic Programs and Aaron Clark, a former Senator will present from the Academic Science Program taskforce.

Chair Kellner announced  that the Faculty Senate needs to appoint a member to the Honorary Degree Committee.  Anyone interested in serving should contact the Chair of the Faculty.

Chair Kellner announced that two new committees have been organized, one is on university surveys and the other is the leadership team, reminding us that in a year or two the university will have its SACS accreditation.

Faculty Assembly
Chair Kellner brought up several points regarding the Faculty Assembly.  He stated that they discussed the question of academic progress standards.  The basic problem is that there are at least three different kinds of satisfactory academic progress standards.  The NCAA has one where you can’t play if you don’t  match theirs, the Pell grant has one where you can’t receive your money if you don’t match theirs, and the campuses have their own which in many cases differ from one or both of these.  

Chair Keller reported that the Board of Governors’ faculty workload study was discussed and the general consensus was that we as faculty need to learn how to talk more effectively about what we do.  He stated that it is possible they will come up with something by September 2012.

Chair Kellner provided an update on the “Unnecessary Program Duplication” Project. 

Chair Kellner stated that Chancellor Emeritus Woodward reported that unnecessary program duplication is not a major problem in the UNC System, that we have functioning review programs that weed out these things on a regular basis and that these are more or less effective.   Woodward stressed above all that a much greater problem has to do with approval of new programs.  He defined what a program was and they talked about what is meant by unnecessary.  He believes that the productivity review process is working well although it could be strengthened, that internal productivity review processes are effective and are just part of the fact that we do a number of things differently. With respect to programs such as online education which differ across the system, we need to be clear about what our goals are and what kind of cross- system policy structures we need to support those things. 

Chair Kellner reported that there was a very controversial proposal to the Faculty Assembly that came out of the summer meeting of the Executive Committee, that would have changed quite radically the representation at the Faculty Assembly.   The proposal was to have two members from every campus.  He said it was a very interesting discussion and that he doesn’t anticipate it will be coming up again.

Chair Kellner announced that there is an exhibition of Dean Malecha’s drawing sketch book on display in the east wing of the library

Chair Kellner announced that a speaker series on aging is about to begin.

3.  Approval of the Minutes, Meeting No. 2, September 6, 2011
Secretary Sawyers asked for approval of the minutes.  There was one correction.

A motion passed to approve the minutes as corrected. 

4. Remarks from Provost Arden
Provost Arden presented a PowerPoint on Faculty Resources—where we are currently, where we have been historically, and what are some of the challenges. 

He gave a brief overview of trends in the university over the last ten years.  There has been a significant growth in student numbers over that period of time and the total research expenditures increased more than sixty percent.Faculty Census – Fall 2010

Provost Arden reported that in the fall of 2010 there were 2,073 faculty by headcount including 1,047 tenured faculty  with 304 tenure-track, and 722 non tenure track faculty.  When they were viewed by FTE the number decreased a little to 1,904 faculty.

Faculty Tenure Status by Full/Part-Time
Provost Arden stated that part time faculty have changed significantly over the past fourteen years.  There was a very significant increase in full time non tenure track  faculty and there has only been about a 2% increase in full time tenure track faculty since 1996.

Total Faculty FTEs
Provost Arden pointed out that they are really looking at percentage changes over time and what it shows is that it varies from college to college.

Tenured/Tenure Track Faculty by Gender
Provost Arden stated that tenure track faculty at this institution are and have been predominantly male.  Progress has been made in closing the gap, but we still have a very heavily male dominated faculty.  Over the last fourteen years we have lost 9% of male tenure track faculty and we have gained 58% on our female faculty, so we are making progress.

Minority Tenured/Tenure-Track Faculty by Race/Ethnicity
Since 1996, three different minority groups have increased significantly. Asian, Hispanic, and nonresident alien faculty have increased significantly. The number of African American faculty has bounced around but there has not been much change over that time period.  Provost Arden stated that we have lost about ten of our African American faculty in the last couple of years, which is a significant change.  That is of concern since many of the other minority groups have increased over that period of time.

Tenured/Tenure-Track Faculty Age Profile
Provost Arden stated that it is interesting if you look at how the age distribution of the faculty has changed over time.  Faculty in their twenties and thirties kind of dipped down and then came back up. Faculty in their fifties went up and then came back down.  The two things that are really obvious are that the number of faculty in their forties have been decreasing significantly.   He stated that a lot of these faculty who were in their forties are now in their sixties.  Hopefully that means that faculty who were here in their forties, twenty or twenty five years ago, have stayed here and have made very significant contributions for a long period of time. In fact, faculty in their sixties and seventies now out number faculty in their twenties and thirties.  

Tenured/Tenure Track Faculty by Funding Source
Provost Arden reported that we have a very small proportion of faculty funded by external funds.  He speculated that at a lot of major public universities a portion of faculty salaries that is generated from external funding is significantly higher. 

Faculty Tenure Status, with Student Enrollment
Provost Arden reported that fall undergraduate enrollment has increased significantly over the last ten years.  Graduate enrollment has also increased significantly.  He stated that we have grown our non tenure track faculty by about 40% over that period of time but almost no growth in our tenure track faculty.

Student Enrollment FTEs/Faculty FTEs
Provost Arden stated that the ratio to focus on is student FTE per tenure track faculty.  This number has gone from about 18 in 2001  up to about 23 students per tenure track faculty FTE.

Total Student Credit Hours per Faculty FTE ( in the varying colleges).
Provost Arden stated that different colleges have different mixes of faculty.  We are not trying to compare college to college, but we are trying to look at trends across colleges.

National Academy Members
Provost Arden stated that NC State does reasonably well on national academy members for the size of our institution.  We would like to have more members but we are doing reasonably well on that front.

Average Faculty Salary
Provost Arden stated that when compared with our peers we are at the bottom and when you look across the ranks we are at the bottom.  We can and could and should be doing better.  Multiple studies show that faculty satisfaction is not exclusively linked to salary, but it is a factor and we particularly know it is a factor during these environments when faculty and staff have not had pay raises for three or more years and other universities are beginning to poach some of our best faculty. 

External Research per Faculty FTE
Provost Arden reported that within a period of ten years there has been a 59% increase in external research funding per  faculty FTE and that some colleges show a significantly greater increase. 

Faculty Retention
Provost Arden stated that during the period from 2002 – 2011 there were 158 counteroffers made.  The good news is if you look at all retentions, meaning those individuals that had offers from outside and were given a counter offer and the smaller group of individuals in which we did preemptive retentions, we had a 76% success rate. 

What did folks ask for?  45% asked for salary, another 41% asked for salary and other things, and about 14% just wanted equipment, more space. 

Where did faculty go that turned down retentions offers?  Three quarters went to other public universities, 11% US private universities, 11% to foreign universities.  

Provost Arden said the interesting thing is that in the 2011-12 year the actual proportion of successful retentions really has not changed that much.  

Faculty Startup Commitments
Provost Arden stated that the other thing that worries the administration at the moment is faculty startup commitment, meaning that the way startups are done for new faculty hires.  Startups are becoming very important and they are becoming very expensive, particularly in Engineering and the Life Sciences.   The commitments that we know about in the current year and the previous year, we are looking at 11 or 12 million dollars.  He pointed out that this is only commitments from the colleges.  The really concerning thing is that if you go back and look at our tenure/tenure-track faculty trend,  it has been  pretty flat for fourteen or fifteen years.  This is just faculty turnover, this is not to actively grow our tenure/tenure-track faculty.  If we are totally going to embark on a process in the coming several years as we pointed out in our strategic plan, then we can expect our commitment for faculty startup to ramp up significantly.  We need to be planning for that in terms of growth on allocations in the coming years.

Faculty Well Being Survey
Provost Arden stated that the last faculty well-being survey was in 2006 and NC State had a pretty good response rate.  Rather than using an internally generated survey, in the future we are going to use the COACHE survey, which is a survey that involves multiple institutions and allows us to compare ourselves to other institutions.

COACHE Survey
Provost Arden stated that the COACHE Survey was developed by Collaborative on Academic Careers in Higher Education and it has 120 participating universities and 10,000 respondents.

The original COACE Survey that was conducted  in 2008 only looked at Assistant Professors (Tenure Track Untenured Professors).  The new COACHE Survey that is being administered this year will look at both tenured and pre-tenure Assistant Professors as well as non tenure track faculty. 

Strategic Plan (Where do we go from here)
Provost Arden credited Past Chair Overton who is leading efforts to put in place the implementation plan looking at each goal and picking out key action items recommended by task forces and then looking at a matrix of how groups of actions or single actions have an impact on one or multiple goals.  The Provost stated that it is clear that growing a robust and predominantly tenured or tenure track faculty at this institution is probably one of the most important things that we can do to impact on almost every single goal of our strategic plan.

Senator Argyropoulos:  How are you looking into implementing this?
Provost Arden responded that even in the relatively good times over the last fourteen years we didn’t invest significantly in tenured and tenure-track faculty and that it is going to be difficult to find the resources to do that today. However, it is very important to the Chancellor, and we do have some resources available to begin investing although not nearly as much as we would like.  I think we can get the ball rolling in the next couple years with some strategic faculty hires and begin to grow our numbers and then as resources return over the coming years, I think there has to be a very strong institutional will to make sure that we continue to invest. 

Aspnes--Do we know how this is impacting the quality of education that we are giving to our students?
Provost Arden responded, I don’t know.   I have a gut feeling, you know you can’t grow your graduate programs by 40% and your non tenure track faculty by 2% and not have some impact and I give a lot of credit to our faculty who I think are working incredibly hard, however I don’t have data to back that up.

The PowerPoint is available on the Faculty Senate website at http://ncsu.edu/faculty_senate/items-interest/documents/9.20.11-FacultySenate-FacultyResources.pdf

5.  BORST Presentation
Vice Chancellor Leffler presented a PowerPoint on the Business Operations Centers. He highlighted some of the realignment recommendations that he and Provost Arden made to the Chancellor last spring.

VC Leffler reported that in terms of Administrative Consolidation, the units of the Office of Extension Engagement and Economic Development are being distributed to the Office of Research, Innovation and Economic Development (reporting to Terry Lomax), that Continuing Education is moving under the Provost (reporting to Alice Warren) and that Engagement and Outreach Activities are moving under the Provost Office and  reporting to Jose Picart. 

VC Leffler reported that Student Affairs and DUAP organization are combing and by July 1 should be housed in a new organization (Division of Undergraduate Student Programs) under new leadership.  Also the consolidation of all the diversity activities on campus are now under Joanne Woodard’s leadership and it is now called the Office of Institutional Equity and Diversity.

The Provost has also charged groups to be working on the Academic Science Program Review and Restructuring and that is being led by Margery Overton and there is a study group working toward the end of this calendar year to target recommendations out of that. 

The Low Enrollment Local Activity Program Review is working under Duane Larick and John Ambrose, also with an end of the calendar year target.

VC Leffler reported that in the Academic Programs the restructure is something he’s working through with the deans in terms of having it in place by the end of this academic year.  The restructure  will be about how we set up priorities on new programs on the academic side. 

VC Leffler stated that we have also had two study groups this year on distance education and summer programs and they both posted reports over the summer for comments and input  and are now moving toward implementation of some of those recommendation.  They will be effective for either the summer or the fall of 2012, and one of the  particular recommendations on the distance education is to restructure the tuition. We are moving toward being able to count those credit hours in the same way that you would on campus.

Leffler stated that on organizational bureaucracy there is a couple  of things that we are moving toward and one is to review all the policies and procedures.  Eileen Goldgeier, General Counsel has been leading the charge for us to review all the policies and procedures that we have across campus and we are targeting to have that completed by the end of this calendar year.

The other thing that we did was to reconstitute the Administrative Process Review Committee.  This group has had different forms over the years and it really started when President Bowles created the PACE Program where we were looking at efficiency and effectiveness across the system, and we continued that with a local effort in following years and then with all the recent transition and the budget distraction we lost some momentum, so we have recreated that group.

Leffler reported that one recommendation that came out of the strategic planning task force on financial resources was that in order for us to keep moving along, we need an efficiency Czar and I have asked this group to really think about that.  I have asked them to make me a recommendation on that, that I can then discuss with the Chancellor. 

BORST is a group of twelve people from across the campus.  I have spoken with every person I invited to participate and they come from all areas of campus.  We have people who are really interested in this subject and they are willing to give up some time to bring both the research prospective to it, the department prospective to it, the department academic and non academic, so I have very high expectations for what this group is going to do.

Business Services
VC Leffler stated that there are two  parts and one is connecting better with what’s happening on the campus.  We made a recommendation back in March that there needed to be a connection between the business representative in the colleges and in the divisions around the campus and so there are twenty people that we needed to make that hard line connection to so that we can engage them differently than just simply as a customer out there in the field. We did that effective July 1 and those individuals report currently to Don Patty in terms of a line that comes to us and they have a second line that goes to their dean and often the Vice Chancellor.  Don is serving in the Interim role of the Executive Director of Business Operations. 

Leffler noted that the list of College/Division Business Representatives was very much a transitional list.   As we move to the creation of the business operation centers this arrangement will change considerably because some of these people may go into the Business Operation Center, some may go back to do different things in their college and some of the positions will disappear completely.

Do I think those lines will stay the same going forward?  Likely they will change because I think as we go through the implementation of all these things we are going to find a different structure really works, but over the next year and a half  we need to kind of make sure that we have them engaged in part of the discussion.  This is a way to keep them inside the loop.

Business Operation Center Component:  This was a recommendation that came out of research on my part and encouragement by the Chancellor to look at this concept.  A year ago I didn’t think this was a good idea, but the more I researched this I came away believing that it was a way that we could accomplish several things and among those things that I have tried to accomplish is how to improve customer service and how do we deepen the expertise that people have to do that and the continuity of service.  We have a very uneven level of expertise scattered around this campus.  The cost effectiveness of the effort and the number of people involved and the reduction of potential FTEs is in my opinion a long term goal.  In fact, the short term budget reduction opportunities is something that a number of the colleges took advantage of in order to offset some of the budget cuts that we have had to take during this fiscal year. 

Leffler noted that the Business Operations Realignment Steering Team is made up of  a variety of people from across campus and that they have been assigned a number of tasks.

Comments from Don Patty
Patty reviewed information on the BORST website with the Senate.  What we have tried to do is to create one source where people can get up to date, live, information about the business operations realignment.  We know there is a lot of concern, anxiety, and rumors, so one of  the things we tried to do is put together a website that will be changing constantly and we want people to know that if you have questions this is where you go to get the information. We have guiding principles that we have developed that serve as a reminder of what we are trying to do.  We want this to be as much of a transparent process as it can possibly  be.  We also have a list of frequently asked questions.  We have a Communications Committee.  There are twelve members of BORST and we have divided up into three subgroups and one is Communications headed by Dean Braden.  They have developed a master communication plan and they have also improved the website for frequently asked questions. In a lot of cases we don’t know what the answer is because we are still in the beginning stage.  Our steering  team was formed in May and we started meeting in June.  We meet every Wednesday for two hours as a full steering team and the subgroups meet several additional hours each week.  We are still in the process of trying to understand what the Business Service Model is and what it means and there is a lot of models that we are looking at.

Patty stated that one of the things that we really have to do is to document the current state of business processes.  How long does it take people to get reimbursed for travel?  How long does it take something to be purchased and paid for?  How long does it take for someone to be hired or for a salary to be changed?  We have got to know what the current state is before we can ever begin to design the future state.  One of the huge parts of this is a staffing inventory.  We are looking for a consultant that have conducted what is called an FTE inventory or a work activity analysis.  We are trying to look at how many people touch business processes around the campus and what part of their time is spent touching those processes.

We also have a subgroup searching for the permanent Deputy Director.  There were 114 applications submitted.  They have been narrowed down to 10 and from that group five will be coming in over the next few weeks for interviews.  They are very qualified candidates that have held this position at their other places of employment and I think we can benefit from their expertise and leadership. 

Patty stated that they post the minutes so people can see what is discussed at meetings.  A campus forum will be held when they are ready to share information and get feedback from the university.

Patty also noted that they have created a feedback tool for those who might have questions.

The PowerPoint is available on the Faculty Senate website at http://ncsu.edu/faculty_senate/items-interest/documents/Leffler-Patty-FacultySenate9-20-11_2.pdf

QUESTIONS

Chair Kellner – It is my impression that you seemed to have a clearer picture of what was going to happen and what it would look like and now after a number of things it seems that you have moved back with a broader picture of gathering information. 

Right now there are ten colleges and eight major divisions and one of the parameters was to come up with a dollar threshold in terms of annual expenditures that created as much efficiency as possible and that suggestion was $75M.  That figure is still out there but it’s only a suggestion.

Chair Kellner :  Is it true that your principle model is that used by Oregon State?

The response was that Oregon State was a model.

Senator Argyropoulos:  What type of timeline do you have?

Patty responded that the first Business Operation Center is to roll out on July1, 2012 with the remaining centers scheduled to come online on July 1, 2013.  He stated that they are going to do customer surveys.  We are going to have faculty evaluations and appraisals.  We have to make sure that we have metrics in place for simply asking the faculty that we serve, are we giving you the service that you need to do your job? We also have to instill in the folks in the Business Operation Centers with a mind set on continuous quality improvement.  How can we take these processes and make them even better?

Senator Zonderman--Do any of the candidates have any experience in the academy? 

Patty responded yes.

What is your hope to hire?

Patty stated that they are far enough along to have five candidates come in starting next Wednesday and then bring a smaller number back for total campus-wide interviews.  They will then give the final list to VC Leffler to make his selection hopefully by the end of October if not sooner.

Senator Robinson:  If the economy improves there is concern in this area of losing our best staff—where in the equation is the satisfaction of the people doing the work?

Patty stated that they recognize that people who really do the work to support all of us are absolutely essential.  One of the questions is how are we going to staff these centers and at a certain level the best way to do this is to create roles and simply allow people to apply for those positions and I think when that has been done, those folks feel a sense of renewal, a sense of invigoration, and there is also something to be said in working in an environment with other professional colleagues who is doing the very same thing, where you will be pushing each other to do the best.

6.  Committee Remarks
Academic Policy
Senator Argyropoulos, reported that the Academic Policy Committee has been working on the issue of maternity leave for graduate students. They plan to review it in the very near future.

The committee reviewed the grievance procedure for students and have come up with a number of recommendations.

Governance Committee
Senator Bourham reported that the Governance Committee is reviewing two issues;  1) how we are working and how we should work our recommendation to the faculty assembly 2) how to increase the power of the Faculty Senate as the with respect to approving or disapproving certain policies that go into effect.

Personnel Policy
Senator Aspnes reported that the Personnel Policy Committee is working on the regulation on faculty and joint appointments—regulation on non- tenure track faculty—regulation regarding the tenure block.

Resources and Environment Committee
Senator Robinson reported that the Resources and Environment Committee is working on the issue of athletic facility access and they have expanded it to  the issue of health and wellness of aging faculty.  The committee members are planning to meet with the campus architect a week from today to find out the extent it takes into account the need.

7.  Issues of Concern
Chair Kellner received an issue of concern from a faculty member who would like the information on  TEARS explained more clearly.

The issue of concern was assigned to the Resource and Environment Committee

8.  Adjournment
A motion passed to adjourn the meeting at 4:55 p.m.

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