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SIX COMMITTEES

TRANSITION FROM “NO DEANS” TO “DEANS” College of Arts, Sciences and Business College of Engineering and Computing Campus Open Forum II Warren Kent Wray April 9, 2014. SIX COMMITTEES. Administrative Planning Committee – Larry Gragg

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SIX COMMITTEES

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  1. TRANSITION FROM “NO DEANS” TO “DEANS”College of Arts, Sciences and Business College of Engineering and ComputingCampus Open Forum IIWarren Kent WrayApril 9, 2014

  2. SIX COMMITTEES • Administrative Planning Committee – Larry Gragg • Academic Planning Subcommittee – Dave Enke/Larry Gragg, Co-Chairs • Non-Academic Planning Subcommittee – Greg Smith • Resource Planning Committee – Kelvin Erickson • Personnel and Financial Resources Subcommittee - Kelvin Erickson, Chair • Physical Resources Subcommittee (Campus Space Committee) – Walt Branson, Chair • External Functions and Activities Planning Committee – Lea-Ann Morton, Chair • Strategic Planning Responsibility Committee – Rose Horton/Jim Drallmeier, Co-Chairs • Faculty Bylaws Committee – Mark Fitch, Chair • Steering Committee – Kent Wray, Chair

  3. TIMELINE Committees submit initial recommendations: March 21 Chancellor and Provost consider recommendations: April 2 Campus-wide Open Forum II to hear recommendations by steering committee: April 9 3-4:30 PM

  4. TIMELINE Opportunity for comments from faculty, staff, students, and alumni ends: April 14 Chancellor and Provost make tentative decisions: April 21 Final decisions made by Chancellor in consultation with incoming leaders: TBD

  5. CONSULTANTS, UM SYSTEM • Deborah Noble-Triplett Assistant Vice President Academic Affairs VP Human Resources/Academic Affairs • Eric Rosenhauer Director Performance Improvement UM Health System

  6. Strategic structural changes

  7. Motivation and ties to strategic plan • Raise visibility and awareness • Need successful structure for academic affairs • Grow global and online learning and international affairs • Create corporate relations office • It’s all about strategic partnerships

  8. Provost & Executive Vice Chancellor Strategic Positions

  9. Global & Strategic Partnerships Strategic Positions

  10. ORDER OF SPEAKERS Larry Gragg, Academic and Non-Academic Planning Subcommittee Kelvin Erickson, Personnel & Financial Resources Subcommittee Walt Branson, Physical Resources Subcommittee Lea-Ann Morton, External Functions and Activities Planning Com. Rose Horton, Strategic Planning Responsibility Committee Mark Fitch, Faculty Bylaws Revision Committee Deborah Noble-Triplett and Eric Rosenhauer, UM System

  11. Campus Open Forum II Dr. Larry Gragg April 9, 2014 Administrative Planning Committee

  12. Committee Members • Academic Committee • Larry Gragg, Co-Chair • Dave Enke, Co-Chair • Phil Whitefield • Dedie Wilson • Krista Chambers • Jerry Cohen • Mariesa Crow • Everett McDaniel • Jeff Schramm • Kris Swenson • Vicki Hudgins • Deborah Noble-Triplett • Mark Fitch • Krishna Krishnamurthy - resource person for comt only

  13. Committee Members • Non-Academic Committee • Greg Smith, Chair • Dan Waddill • Dave Van Aken • Diana Ahmad • Dick DuBroff • Keith Strassner • Barb Palmer • Venkat Allada • Robert Aronstam • Tom Schuman • Sharon Matson

  14. Key Functions from VPAA to Vice Provost & Deans • Interview and provide input on tenure-track faculty candidates (in collaboration with Department Chairs) • Curriculum issues • Work with various academic and non-academic units to build collaborative relations to respond to opportunities related to graduate studies (in collaboration with VPGS)

  15. Key Functions from VPAA to Vice Provost & Deans • National and regional presence and representation at the Council of Graduate Students and Midwest Association for Graduate Schools (in collaboration with VPGS) • Salary adjustments and increases for academic units • Review and approve required faculty hiring forms and/or eRecruit approval

  16. Key Functions from VPAA to Vice Provost & Deans • Provide assistance with grievances • Budget monitoring of 19 academic units • Conflict of interest disclosures • Faculty sabbatical/development leave approvals and retirement request

  17. Key Functions from VPAA to VP&D of Engineering and Computing • Freshman Engineering (formerly VPUS) • MSU program management • ABET oversight and coordination

  18. Key Functions from VPAA to Provost • New Faculty Forum participation and support (move under the new Teaching and Learning Center if option 3 listed below is implemented) • UM Faculty Scholars (move under the new Teaching and Learning Center if option 3 listed below is implemented) • With regard to PAFs, undergraduate student policy interpretation and student enrollment compliance (in cooperation with Department Chairs) • New undergraduate degree proposal coordination

  19. Key Functions from VPAA to Provost • Monitoring and recommending changes as necessary for academic internal policies and procedures • Coordination with UM System Academic Affairs • Faculty Senate • Create and approve chartfield strings • Coordinate all academic awards • For Curator’s Professors and other special titles, prepare, monitor policy and process

  20. Key Functions from VPAA to Provost • With regard to PAFs, graduate student SEVIS compliance • Special projects and reports • Allocation of miscellaneous instruction funds • Allocation of summer session teaching funds • Extra faculty compensation • Faculty policy interpretation

  21. Key Functions from VPAA to VPGS • Disposition of referrals for breeches of academic integrity among graduate students (function to also remain with VPUS for undergraduate students) • Approve graduate student fee waivers • Approve graduate student fellowship payments • Stipend X chart maintenance and update

  22. Key Functions from VPAA to VCFA • OSE3 program management • Financial advice and training

  23. Key Functions from VPAA to VCGSP • Corporate relations

  24. Key Functions from VPAA to Department Chairs • Recruitment of adjunct faculty to support distance learning (to also remain with VPGL) • Interview and provide input on TT candidates (in collaboration with the appropriate Vice Provost & Dean) • Undergraduate student policy interpretation and student enrollment compliance (in cooperation with the Provost)

  25. Key Functions from VPAA to Department Chairs • Approve bi-weekly payroll • Approve purchasing card reconciliations • Approve travel vouchers (the Vice Provost & Deans or another individual outside of the academic departments will still need to approve Department Chair travel reimbursement)

  26. Key Functions from VPAA to Strategic Planning Coordinator • Strategic planning coordination, as originally performed by the VPAA

  27. Key Functions from VPAA to Human Resources • Process student PAFs and hiring documents, including employment verification (I-9 and e-verify) • With regard to PAFs, dissemination of information to assure graduate student policy compliance • Process staff PAFs for funding changes • Approve staff position reclassifications • Approve and process staff leaves of absence and retirement requests

  28. Options for Consideration • 1. Keep the current structure of having a Vice Provost of Undergraduate Studies and a Vice Provost of Graduate Studies so they can continue to function as currently operating. This recommendation would not require new administrators or changes in office, other than to determine their proper interaction with the new colleges and Vice Provost & Deans.

  29. Options for Consideration • 1. (cont.) Both Vice Provost positions be renamed as Vice Provost & Dean. Furthermore, it is recommended that the VPGS be transformed to the position of “Vice Provost & Dean of the Graduate School.” These changes would not increase the number of administrators, but would create two new Vice Provost & Dean positions (replacing the VPGS and VPUS).

  30. Options for Consideration • 2. Locate the staff (five) and all functions that remain listed under the VPAA and not currently reassigned to another entity other than the Provost within an “Administrative Support Center” that would report to either the Provost, the Budget Office, Human Resources or some other entity. At this point the APC does not feel that it has enough information to make a suggestion regarding the exact function of the Administrative Support Center, or to whom the staff of the new center should report.

  31. Options for Consideration 3. Create a “Teaching and Learning Center” that would incorporate CERTI, EdTech, the New Faculty Forum, the New Faculty Orientation, and the UM Faculty Scholars. Such a combination would create one location for many teaching and faculty development activities on campus.

  32. Options for Consideration • 4. Utilizing existing resources and staff, consider the option of creating new centers or groups, such as the Administrative Support Center (see item 2), that would serve both academic and non-academic departments that are unable to hire or support staff that can help full-time with budget, communication and other relevant department functions that are necessary to serve students, faculty and staff. Examples include a Financial Support Center and a Communication Support Center, among others.

  33. Resources Planning Committee Campus Open Forum II Kelvin Erickson April 9, 2014

  34. Resources Planning Committee The Resources Planning Committee will coordinate extensively with the other major restructuring planning committees by helping to identify the number of personnel positions required to accomplish those financial, administrative, academic, and outreach responsibilities and activities that the other committees have identified as being essential and continuing in need. There will be a committee chair that oversees the two subcommittees.

  35. Personnel and Financial Resources Subcommittee Personnel and Financial Resources Subcommittee will be responsible for identifying the type and number of positions that will be required for each Vice Provost/Dean's office. Once these positions have been approved, the availability of these positions will be announced through HRSAADI as open for internal candidates and those individuals being displaced by the reorganization will be given the opportunity to apply for the new position recommendations. In addition, this committee will research the financial structure of similar deans’ offices and estimate the funds needed to support the various deans’ offices non-personnel needs, functions and activities (e.g., office operations, travel, unplanned support for reporting units, proposal matches, etc.). (This committee will not establish the VPDs budgets.)

  36. Personnel and Financial Resources Subcommittee Members Kelvin Erickson, Chair Lance Haynes Daryl Beetner Shenethia Manuel Steve Clark Deborah Noble-Triplett Mitsy Daniels Keng Siau Lokesh Dharani Lisa Strauser Lucretia Eaton Jay Switzer Barbara Hale Kerry Magner (Graduate Richard Hall Student Council Rep)

  37. VP&D Office Staffing Principles • Minimum estimate • Bureaucracies tend to grow • VP&D should justify additional positions. Survey of other Dean Offices: • 2 – 50 staff • 0 – 8 faculty (asst/assoc deans or directors)

  38. VP&D Office Staffing CASB and CEC VP&D's Office Staff Recommendations • Manager, Business and Fiscal Operations – dept. budget monitor, allocate misc. instr., dept. salary adjustments • Admin Assoc II – clerical support to the VP&D. Assist manager and backup • Senior Secretary – front desk, clerical support to Associate Dean • Associate Dean – curriculum and grievances Additional staff for Freshman Engineering (CEC)

  39. VP&D Office Staffing CASB VP&D Office • Vice Provost and Dean • Associate Dean • Manager • Admin Assoc II • Senior Secretary CEC VP&D Office • Vice Provost and Dean • Associate Dean • Manager • Admin Assoc II • Senior Secretary • Dir, Fr Engr • AssocDir, Fr Engr • Admin Asst, Fr Engr

  40. VP&D Office Funding Principles • Equipment & Expense estimated from historical data • Miscellaneous Instruction estimated from current data • Restore other non-GRA funding

  41. VP&D Office Funding Equipment & Expense Recommend • CASB - $80K former CAS + MIS + 8 years of 2% increase • CEC - $120K former MEER + SOE + 8 years of 2% increase (E&E includes categories, such as Campus Cultural Events) Miscellaneous Instruction Recommend • CASB - $475K 43% of FY2014 + 2% increase • CEC - $625K 57% of FY2014 + 2% increase For FY2014, the initial distribution of $877K was divided: • CASB depts. – $376K, 43% • CEC depts. – $501K, 57% This category has grown from $280K in FY2007 to $1.1M in FY2014

  42. VP&D Office Funding Other Funds that formerly went to dean's offices • Return of indirect. Recommend that the 5% of the indirect from grants and contracts that formerly went to the dean’s offices be restored. • Distance education revenue. Recommend that the 5% of the distance education revenue that formerly went to the dean’s offices be restored.

  43. Space Committee Report Campus Open Forum II Walt Branson April 9, 2014

  44. Location Considerations • Campus Master Plan • Strategic organization of units • Engineering and Computing generally north • Arts, Sciences, and Business generally south • “Right” location vs. Available space • Could displace existing occupants

  45. Proposed Locations • Vice Provost & Dean of Arts, Sciences, and Business • Schrenk Hall • Chemical Engineering department head suite • Vice Provost & Dean of Engineering and Computing • McNutt Hall • Former Dean’s suite on third floor

  46. External FunctionsandActivities Planning Committee Campus Open Forum II Dr. Lea-Ann MortonApril 9, 2014

  47. Committee Charge Identify those activities and functions involving fundraising, outreach, and relations with individuals, organizations, and companies external to the university that are currently beneficial to the university and may continue to provide benefit to the university in the future. After identifying all external activities of benefit to the university, make recommendations regarding which activities should continue where they are currently assigned or be reassigned to the new vice provost and deans’ offices, and make further recommendations regarding which university unit, if not the VPD’s, should assume the responsibility for ensuring that these activities are successfully continued.

  48. Committee Members • Dr. Lea-Ann Morton, chair • Dr. Henry Wiebe • Ms. Laura Stoll • Dr. Wayne Huebner • Dr. Greg Gelles • Dr. Muthanna Al-Dahhan • Dr. Kamal Khayat • Dr. Sajal Das • Mr. Steve Tupper

  49. Process • Five committee meetings were held. • Committee reviewed the following documents: • All vice-provosts lists of key duties • 2006 report regarding deans to no-deans transition • S&T strategic plan and six identified customer groups • Committee selected and reviewed duties assigned to all vice provosts office that are considered external functions. • Committee selected and reviewed duties, regardless of responsible unit, that are external & of benefit to the university. • Committee completed spreadsheet with recommendations on where the external functions could/should reside. Those highlighted in red signal a change in responsible unit. • It is understood that both Vice Provosts & Dean’s will participate/support all external functions of the university, even though they might not have primary responsibility for the function.

  50. Recommendations

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