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October 3, 2000

Senators present: Chair Corbin, Chair-Elect Carter, Secretary Brown, Parliamentarian Gilbert, Provost Hall, Senators Ash, Banks, Bottcher, Braunbeck, Cassidy, Elmaghraby, Funderlic, Havner, Headen, Hodge, Hooper, Kimler, Kirby, Levine, Lytle, Malinowski, Marshall, Misra, Robinson, Sawyers, Smoak, Suh, Tucker, Tyler, Wilkerson, Wilson

Senators absent: Senators Brothers, Grainger, Grimes, McAllister

Excused: Senators Hughes-Oliver, Toplikar

Visitors: Marye Anne Fox, Chancellor; Clare Kristofco, Executive Assistant to the Chancellor; James R. Wilson, Professor & Head, Industrial Engineering; Esther Wilcox, UGSA President; Robert Sowell, Dean, Graduate School; Doug Wellman, Director, Faculty Center for Teaching & Learning; John Wall, Interim Director, University Honors Program; Bruce Mallette, Vice Provost; Conen Morgan, Student Senate President; James Gorman, Staff Writer, Technician; Jeff Hunter, Student Senate President Pro Tempore; Daniel Bunce, Assistant Editor, The Bulletin

1.    Call to Order
The third meeting of the forty-seventh session of the North Carolina State University Faculty Senate was called to order at 3:00 p.m. by Chair Frederick Corbin.

2.    Welcome and Announcements
Chair Corbin welcomed Senators and Guests.

3.    Approval of the Minutes, Meeting No. 2, September 19, 2000
The minutes were approved as amended.

4.    Remarks from the Chancellor
"Last June we became aware of some allocations about misuse of state funds at the Department of Public Safety. At that time I initiated a number of actions to respond to that. I requested a state audit of the Department. That audit is complete and the university has responded to it. Last summer I notified the State Bureau of Investigation about the possibility of misuse of state funds. I accepted the resignation of the Department of Public Safety. I approved a reassignment of the Associate Vice Chancellor in charge of oversight of that department. I ordered an evaluation of all purchases that were deemed nonessential in department operations and we have transferred all the equipment that was considered superfluous in that department to other places in the university, where it is being appropriately used. After the audit which was completed today, we have responded. We have looked carefully at the State Auditor’s recommendations and have accepted them. We will implement a response in accord with his suggestions. I directed my Chief Financial Officer to work through Internal Audit with the State Auditor to review the procedures that involve the use of procurement cards in which a number of the purchases in question were made. We are going to also review the small purchase process and we are going to strengthen purchase oversight responsibilities and employee training about what are appropriate rules for using our purchase cards and small purchase procedures. I have accepted the resignation of the Associate Vice Chancellor who has oversight of the Department of Public Safety and in addition a number of administrative staff in that department have either resigned or have been terminated. We are in the process of the final stages in identifying leadership for the department and we are going to ask for some external advice to come in and look at the operation as soon as we have a new director in place. We are in the final stages of due diligence and anticipate having a very talented person with an exemplary record both in Public Safety and in terms of personal integrity on board soon. In August, the Board of Governors promulgated a new set of rules about the fiscal plan for the use of lapsed salary. Indeed we have initiated complete compliance with those rules. In fact, we have gone further on the NC State campus because now I require that there be a quarterly written report that indicates progress in achieving the goals set by each of those plans i.e., each Vice Chancellor, every quarter must assure me that funds are being used appropriately and that assurance will be in writing. That means, of course, that the faculty, department heads and deans are going to have to cooperate to help prepare those reports in a timely manner. I requested that the State Bureau of Investigation review the auditor’s report to determine if there were any violations of federal or state statures. I will reemphasize not only to the faculty but to the staff as well the availability of the state auditor’s hot line (1-800-730-TIPS) to allow for easy reporting of any potential misuse that any of you may be aware of.

I hope that this series of actions make it very clear that NC State will not tolerate the misuse of state funds. I believe that we have identified the sources of the problem and the set of actions that were undertaken both in the summer and today have been quite responsive and will take care of the problem."

Parliamentarian Gilbert noted that Chancellor Fox serves on a special review board for post-doctoral scientists at the National Academy of Sciences and asked the Chancellor’s opinion concerning the post-doctoral program at NC State compared to National Academy of Sciences review.

Chancellor Fox stated that Dr. Gilbert is referring to a publication that came out two weeks ago from the Committee on Science Engineering and Public Policy International Academies i.e., the National Academy of Science, Engineering and the Institute of Medicine. Particularly in the biological sciences, it was thought that the treatment of post-doctoral fellows was an issue of some concern. In particular, because some universities did not know whether to treat post-docs as students or as employees. In many places they lacked medical coverage, they did not have normal staff benefits, they did not have retirement, which would be characteristic of an employee. Nor did they have the advantage of students in terms of mentoring and career services, etc. The academies together in COSEPUP undertook a study. The report is up and available with all reports from the national academy. Chancellor Fox encouraged anyone having concern about the issue to review it at . Click on the book store and it will be found under COSEPUP .

Chancellor Fox stated that she turned that report over to Vice Chancellor Moreland, asking that he in his role as Vice Chancellor for Research and Graduate Studies determine whether NC State’s procedures are appropriate. She believes that at NC State, employees are treated fairly as employees, and as post-docs. They have access to benefits, medical care, and salaries which are determined by the funding source. She noted that there is a maximum stay for post- docs before they can become permanent employees.

Senator Wilson inquired about the budget in the College of Education.

Chancellor Fox responded that each person who has budgetary responsibility should have a budget and noted that the academic budgets are negotiated through the Provost’s Office.

Provost Hall commented that the academic budget is entirely open and is provided to the Deans for them to share with others. The relationship of the academic budget to the rest of the university’s budget is an issue that would require further attention and discussion.

Senator Elmaghraby wants to know if the accountants will be reviewing everything in academics.

Chancellor Fox responded that quarterly reports that discuss uses of lapsed salaries are now going to be required at the Vice Chancellor level. She said we are going to have to learn to cooperate with accountants; otherwise we will lose total flexibility, which means that if you had a lapsed salary it would be returned to the state. This was imposed by the Board of Governors’ regulations which were adopted in August. Chancellor Fox stated that we have been put under notice in addition at NC State because of the public safety situation. We have ninety days to prove that we can handle these lapsed salaries. Until we regain the confidence of the entire state, we will have to stick with these procedures.

Provost Hall noted that a scheme has been worked up with the Deans that provides for quarterly reports that end up being a budget tracking device as opposed to being a budget restricting device. The administration is trying to preserve the discretionary ability of the Deans and the Department Heads, yet put them in a position where they have to explain what they are doing. It is an effort to give them the opportunity to demonstrate how critical these lapsed salary funds are to the operation of the university and especially to the operation of the academic program. This will be a clear sense of where those funds are going, which will help to build a case that NC State needs some additional funding in the area of graduate education. He stated that they are not separately budgeted, when they should be to meet the aspirations that we have.

5.    Remarks from Terry Wood, Vice Chancellor for University Advancement
Vice Chancellor Wood stated that advancement is about talking about things that are good about NC State and doing whatever possible to help make them better. University Advancement is organized within four divisions, one which is Alumni Relations. There are one hundred thirty thousand NC State alums. University Advancement includes Public Affairs, Creative Services, Division of News Services, and Advancement Services. Finally, there is the development group, which is very decentralized. There are development officers in the colleges, libraries, arts program, and the athletics program. He stated that a lot of his job is coordinating the activities that those people undertake on behalf of both the academic and other interests of the university. They are good at what they do. With the help of donors, faculty, and their activities, they generated a total of $72.0M in cash donations during the 1999-2000 fiscal year. In addition, they are busy booking pledges that will be paid out over a period of time. Vice Chancellor Wood said that they are very active in talking with individuals about planned gifts, trust, annuities, etc. When you add that to the $72.0M that was generated in cash, you get to approximately the $90.0M level this past year in terms of fund raising. That is significant because it is now helping to project forward about a capital campaign that NC State is currently designing with the help of the Chancellor, Provost and a committee of the Board of Trustees. The projections have to do with capacity first, those needs that are bubbling up through things like the compact planning process, and those things that are not included in the bond referendum but are capital projects that NC State needs. Some are academic, some are athletics, some are having to do with the arts programs and even the new Alumni Center. Some point in maybe one or two years, we may be about ready to engage in a comprehensive capital campaign that may be in the range of $800M or more. It was not that long ago that many of you would remember that NC State completed, in 1993, a comprehensive campaign that raised $230M. Since that time we ran the campaign for NC State students, which was a targeted focused campaign that started out with a $40M goal and ended up raising $128M for endowed scholarships and some fellowships. This next campaign that is being designed will have a very healthy piece for endowment not just at the student level, but also at the faculty level. We are very excited about that. Again, advancement is about creating a favorable climate for NC State. The faculty and students will give us the motivation and ammunition we need to create that climate of support.

Chair-Elect Carter stated that the Faculty Senate is concerned about what was published last spring in the N&O about how NC State was not handling the money it received very well. He wanted to know if Vice Chancellor Wood could shed some light on how that is done at this university. He noted that according to an article in the Wall Street Journal, NC State is considerably below the group that was highlighted as being exceptional.

Vice Chancellor Wood responded that their end of the business is to grow the endowment with new gifts. In terms of the endowment, it finally totals approximately $280M. A lot of our foundations have their own investment committees, their own spending policies, their own tolerance for risk that will determine how they invest these funds that are placed in endowment. Happily we are now at the stage where a lot of this is being co-mingled into one larger endowment fund which gives us some economies when we are dealing with investment managers that may be from the very conservative bank sector or the more aggressive type of money manager that we are now starting to engage. We are a little late engaging the money managers in helping us invest these funds for a maximum total return. We for many years limited our portfolio to what some of the major banks in North Carolina could generate for us in terms of total returns. We had to negotiate our way out of that in order to give some of this business to some of the more aggressive money managers. We are headed in the right direction. Bringing together these monies into one fund gives us more leverage as we work with these money managers and investment advisers.

6.    Remarks from Doug Wellman, Director of the Faculty Center for Teaching & Learning
Doug Wellman, Director, Faculty Center for Teaching and Learning stated that while the university has an endowment of $280M, a small part of that is the endowment in the Faculty Center for Teaching and Learning. They would like to build that, and to that end they have constituted a subcommittee of the Faculty Center for Teaching and Learning Advisory Committee. The subcommittee has put together a list of things that they felt would be good to do if resources were available. One thing they came up with was a major celebration of teaching and learning. This celebration for teaching and learning on October 24, 2000 from 7:00 - 9:00 p.m. will be held in the Ballroom of the Talley Student Center.

It is basically a two-hour program. The first hour is a series of talks and presentations. The second hour there will be a poster session or an information fair about some of the wonderful things that are happening on campus. The evening will begin with a welcome from the Chancellor and one of the trustees and music will be provided by The Ladies in Red. The keynote address will be given by the most recent winner of the Governor’s Award. Dr. Wellman stated that they would like to recognize the service that many faculty, staff and students provide on all the committees that pertain to teaching, such as the Council on Undergraduate Education, the Academic Policy Committee of the Faculty Senate, the Administrative Board of the Graduate School, and the Advisory Committee for the Center.

Dr. Wellman stated that the next item is to have the Provost talk in greater detail about the departmental awards. He thinks much of the campus would like to hear more about what went into the selection of those departments and to help other departments see how they might eventually be winners.

There will also be two new awards given in recognition of those people who have gone the extra mile in providing extraordinary service to the teaching and learning enterprise. One will be given to a faculty member and one to a staff member. Each award will be for $1,000.

7.    Remarks from Conen Morgan, Chair of the Student Senate
Chair Morgan stated that the students are involved in a number of issues. They are currently working on the voter registration drive. He noted that there will be a free concert provided to all students this weekend. They are asking that students register to vote before entering the concert.

Chair Morgan has issued a challenge to the University of North Carolina at Chapel Hill to see which campus can register the most student voters. The winner will be named at the State-Chapel Hill game.

Chair Morgan is very excited about the bond referendum and feels that everyone needs to support it. He feels that it affects the students and their families.

8.    Reports
Academic Policy Committee
Resolution on Honors Convocation
Senator Will Kimler introduced the resolution for its first reading.

As a point of information, Dr. John Wall, Interim Director of the Honors Program stated that the timing of the convocation has been an issue that has been talked about from the beginning. The Honors Council was set up a number of years ago. Part of its charge was to have an all campus celebration of academic excellence. The first convocation was held in early October in Reynolds Coliseum. The timing had to do with the anniversary of the first opening of the university, so the convocation was originally scheduled to coincide with that at a centennial occasion. The decision was soon made to move it from that particular date to late October. Since there were never more than four or five thousand people in attendance, the convocation was moved to Stewart Theatre in the evening. Even though there was only enough room for a small audience, there was never a problem with having to turn anyone away. In the last couple of years, the two arguments for moving the convocation to the spring and perhaps bringing it in conjunction with commencement took on more power. Dr. Wall stated that one argument is that the very people that we would like to recognize at the convocation are the ones who received high distinction in their senior year; if we wait until October, they are gone. He noted that this would be the perfect year to recognize the first student from NC State to receive a Mitchell Scholarship. For example, this year would be the perfect year to recognize Tommy Vitolo who received a Mitchell Scholarship. He is the very first student from NC State to receive a Mitchell Scholarship.

Dr. Wall stated that the other argument had to do with the timeliness of faculty awards. Practically every faculty award that was being recognized had actually been decided upon in the spring. If the convocation is held in the spring, it gives us an opportunity to recognize faculty in a timely manner. The argument against moving it to February, March or April has always been that everyone is so busy. The very people who would be involved in the convocation would be involved in other things. The idea of having it in association with graduation appeared in part with the recognition that at commencement last spring, approximately 800-1000 students graduated from NC State cum laude or summa cum laude. They received a citation in the commencement program, they were asked to stand, and that was it. So the logic was that if it is held in proximity with commencement as part of a large commencement occasion, it would focus on the honor graduates of the university. Many of our graduates live close to Raleigh and even if they have cleaned their apartments and gone home they will be able to return for this occasion.

Dr. Wall stated that they are committed to make it a grand occasion focusing on the students, a thank you to their parents, and a celebration for all that these young people have achieved.

Dr. Wall stated that the logic develops and the process of making the decisions begins with the Honors Council in the spring. The decision involves representatives to the Council from the faculty. It moves forward, and the final decision is made in the latter part of the summer. Any time there is a change, there is a transition. We had to either have two convocations one year or we had to continue to have one convocation and accept that there would be some overlap. The question then became, how would the folks being recognized feel about their awards being made in the spring of 2000.

Dr. Wall thinks that the key people here are the Holladay Medal recipients, because they were the folks that had received an award which very few people knew. He consulted with the members of those who received the Holladay Medals and all of them very graciously agreed . He gave them a choice of there being an occasion in the fall which their awards could be bestowed upon them or waiting and being part of the university convocation in the spring. They all graciously agreed to wait until Spring 2001. Dr. Wall stated that he appreciates the concern that is expressed here. He noted that he has done four convocations and that he is getting pretty good at the pacing of the timing and is committed to every person who will be recognized in May. Dr. Wall said he would like to take the spirit of the resolution back to the Honors Council, because it seems to be an argument to be made that an evening to celebrate excellence could and should be made part of every commencement. He stated that the fall commencement is growing in size and stature in relationship to the spring commencement; it certainly is a worthy idea and one that needs to be looked into. It takes a good solid month of work spread over a very long period of time to make sure that there is a speaker of the appropriate stature, that all the awards are lined up, and that the invitations are sent. Dr. Wall stated that he does not think that he will be prepared to have a convocation on December 18.

Provost Hall stated that one problem with the convocation is that it is too long. He noted that principle audience for the convocation has been students who have been required to attend as part of the University Scholars Program. Provost Hall stated that they are proposing to streamline this process by putting together a video presentation of the various winners. This would allow for a couple of other things to be done. One is that they would have material that could be used as part of the development effort for the university, i.e., some of our success would be captured on video. Ultimately there will be a chance to use this when we get to the capital campaign phase or when we start doing what we are going to do in Academic Affair’s fund raising.

Senator Elmaghraby wanted to know if there will be input from the faculty and students on this issue. He wonders if the process is correct and where do we go from here.

Senator Kimler responded that it is a misrepresentation to say that there was not a faculty input because it came through the faculty Honors Council. He noted that all the colleges are represented, and that the honors programs across campus are represented. In particular, a number of Senators have served on that council.

Senator Banks feels that it is the responsibility of the Honors Council to carry it out and he feels that they have done it in a responsible fashion.

Dr. Wall believes that the Council operated appropriately and according to due process and according to the directions that were given to them. He stated that at any point, if they had been advised that this needed to be brought to the Senate body, they would have done so.

Chair-Elect Carter asked for an additional point of information concerning the existence of the Honors Council.

Dr. Wall responded that the Honors Council is still in place and described the process by which the council is appointed.

The resolution will be debated at the next meeting.

Personnel Policy Committee
Senator Bottcher, Chair of the Personnel Policy Committee, reported that the Faculty Senate Executive Committee requested that the Personnel Policy Committee initiate a discussion in the Personnel Policy Committee regarding the issue or concept of this university having a system with Department Chairs as opposed to Department Heads. He stated that the committee needs more information along those lines.

The committee was asked by Senator Elmaghraby to look at the merits of the new mediation policy and the possibility of having the option for faculty members wishing to avail themselves with the new mediation policy to initiate their mediation through either the Faculty Chair or the Office of Equal Opportunity. Essentially the decision was made by the committee to maximize faculty flexibility in the event that there is any reason why a faculty member would prefer to go to the Office of Equal Opportunity instead of the Chair of the Faculty.

Senator Bottcher reported that at the last meeting the Administrative Board of the Graduate School accepted a set of draft rules for awarding masters degrees for graduate students in doctoral status when the masters degree is in a different field from the doctoral degree. He stated that graduate programs have the option of making their masters degrees available to students pursuing doctoral degrees in other programs without the student having to transfer to the masters program.

Resources and Environment Committee
Secretary Brown, Co-Chair of the Resources and Environment Committee, reported that the committee had an organizational meeting last week. They will be addressing the issue of concern about PeopleSoft at the next meeting.

Governance Committee
Senator Elmaghraby, Chair of the Governance Committee, reported that they hope to complete the documentation of the mediation procedures at their next meeting. They will then report to the Senate.

9.    Issues of Concern
Senator Bottcher raised an issue of concern from a colleague which states that there is a need for better information to explain to graduate students why they cannot have their stipend checks direct deposited.

Chair Corbin assigned the issue of concern to the Personnel Policy Committee.

10.    Adjournment
Chair Corbin adjourned the meeting at 4:55.

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