SOS Steering Committee Minutes

October 20, 2006

Present: Voting members: William Bosron (DEAN), Ray Chin (PRESIDENT), Ruth Allen (for John Watson) (BIOL), Robert Minto (for Stephanie Sen) (Chem and Chem Biol), Mihran Tuceryan (CSCI), Kathy Licht (EARTH), Michal Misiurewicz (MATH), Durgu Rao (PHYSICS), Silvia Bigatti PSYC). Non-Voting Ex-Officio Members: Andy Barth (PAST PRESIDENT), Steve Randall (SECRETARY), Pam Crowell, Jeff Watt, Andy Gavrin (ASSOCIATE DEANS Guests: None

Chin brought the meeting to order at 9:05.

I. Chin presented the agenda, which was adopted with a correction of the time for the Faculty Assembly (Correct date:time is Tuesday Nov 28, 11-1 in the University Auditorium).

II. Chin presented minutes from September 8, 2006 for approval. They were approved with revisions.

III. Faculty assembly was briefly discussed with the intention of inviting the vice-chancellor, Uday Sukhatme

IV. The nominations of SOS representatives to the IUPUI faculty assembly were discussed. It was suggested that, due to the difficulty of obtaining willing nominees, that the by-laws be amended to stipulate that two of the three representatives be the president and the past-president and the third be elected. After discussion, it was accepted by consensus that it would be better to remain more flexible, leaving all representatives as elected, however, if insufficient nominees were obtained the past-president and president-elect (in that order) could be expected to be nominated (and serve if elected). The secretary was asked to set up an email ballot for confirmation of the three nominees.

VII. It was suggested that the secretary send the URL for the SOS Steering committee web site to all SOS members.

VIII. Associate Dean/Chair evaluations: The following time line was planned.

1) A subcommittee of the SOS Steering Committee (the SAR) will be formed (as done in the past), to be composed of all departmental representatives, the president, past-president, and the secretary. The subcommittee will meet (probably the first part of the next Steering committee meeting) to evaluate the survey instrument for appropriateness for each of the Associate Deans and the Chairs. To facilitate this, the dean was asked to provide current job descriptions for all the associate dean positions.

2) The steering committee will inform Chairs and Dean of upcoming evaluations by Jan 1, 2007, and suggest they may make a written statement to their faculty documenting accomplishments since their last evaluation.

3) Evaluations will be open (on Survey Monkey) on Jan 15 and remain so for about 2 weeks.

4) Goal is to have the final evaluations finished (and submitted to the Dean) by early February.

IX. Proposed by-law changes:

1) Section III. Subsection 4. A. Evaluation of administrators, it was proposed that Assistant Deans, Associate Deans, and Departmental Chairs be evaluated after no sooner than 1 year after assumption of the position (rather than 2). It was agreed that this would be a reasonable change in the Bylaws.

In the discussion it became clear that quantitative and qualitative evaluations need to be defined, and that “brief’ vs. “full” reviews also need be defined. After some discussion it was agreed that Ruth Allen and Rob Minto would put together a written definition. This will be incorporated into changes in the Bylaws to be voted in the faculty assembly in November.

2) Section VI. Subsection 2. It was suggested that the “ Past-president of the Faculty” be added to the list of nonvoting ex-officio members of the steering committee. This is for consistency and to correct an omission made in the bylaws made last year. This will be incorporated into changes in the Bylaws to be voted in the faculty assembly in November.

X. Deans Announcements:

a. P&T document. Dean Bosron reported that the School unit committee was largely against the endorsement of the document created last year by the Steering Committee (at the request of Dean Cowen). An extensive discussion followed as to the merits of the document with the major points being that the system is working OK and this document is not needed versus that there are problems and that this document should be further considered by an ad hoc Deans advisory committee. The question was called to vote on whether the Dean should be requested to form an ad hoc committee to look carefully at these recommendations. The vote was 4 in favor, 4 against, with one abstention. The matter was dropped at this point. Dean Bosron volunteered to mediate issues in one department most impacted by these issues.

b. Jeff Watt and Andy Gavrin will assume roles formerly filled by Kim Nguyen. Kim will continue her interaction with the SOS through her participation in LSAMP program. Ann Marie Chastain will continue to work with us, though she is now employed by IU Foundation.

c. Grant compliance issues: There are concerns, particularly related to monitoring employees paid on grants and in over-spending. A new clerical staff member will be hired to assist Debbie Allard to more closely monitor grant expenditures to ensure no one is over spending (on a month to month basis). PI’s should have greater oversight for their hourly workers.

d. The SOS office is moving from Waterway back into SL (209, Pam, Crystal, Debbie, Angel, JJ; 012, and 075, Mark, Tamekia, Brenda.). Attempts are now being made to sublease Waterway offices.

e. Strategic Planning: Steering committee will play key role. Roger W. Schmenner, Associate Dean Kelly School of Business, Indianapolis programs; will assist with generation of preliminary data and planning. Dean Bosron mentioned that he would like a retreat involving the steering committee, the Chairs and associate deans in December to work on strategic planning.

f. Bosron reported that Uday Sukhatme has said that a search of SOS dean will begin by a forming a search committee in May 2007, search will begin in fall 07, and hopefully be in place by Fall 2008. Bosron suggest the steering committee seek input, possibly by asking Uday to speak with the steering committee (perhaps separately with the Assoc deans and the rest of steering committee) and/or at the SOS faculty assembly in November.

g. Life science initiative, we should seek inquiry with Craig Brater (DEAN, IUSM) to see how SOS can participate.

VI. New business: Pam Crowell reported that Computer & Information Sciences certificate program is approved. Campus day will occur on October 22.

The meeting was adjourned at 11:15

These minutes were approved 11/17/06