Barge Hall - 412
9:30 AM

Present: Jim Gaudino, Marilyn Levine, George Clark, Sherer Holter, Marji Morgan, Connie Lambert, Kirk Johnson, James Huckabay, Patricia Cutright, Ian Loverro, Steven Ross, Sandy Colson, Holly Pinkart,  Kandee Cleary, Dennis Defa, Tracy Pellett, Shelly Johnson, Ed Day, Staci Sleigh-Layman, Jack Bishop, Tracy Terrell, Linda Schactler, Bill Vertrees, Ethan Bergman

1. Information Items
   1. CWU Event Summary - November 2011
      The November Event Summary was summarized. Sandy Colson added that the Annual Toy Drive organized through the President's Office kicks off in about 10 days. Please watch for announcements on Central Day. Patricia Cutright reminded folks that today is the last day of the book sale at the Library. Marji Morgan reported that this Friday's Art Walk features art from the university collection.
2. Action Items
   1. Approval of UPAC Minutes from October 5, 2011
      Motion to approve the UPAC Minutes from October 5, 2011 as presented by Sherer Holter. Seconded by Connie Lambert. No further discussion. Motion carried.
3. University Policies to Recommend for Approval
   1. CWUP 2-35-050 Sexual Harassment - Sherer Holter
      The changes to this policy ensure that a policy statement and procedures are separated. It also specifically adds the mention of Title IX in the introduction to the policy as recommended by the U.S. Department of Education, Office for Civil Rights. UPAC members endorsed the changes to the Sexual Harassment Policy.
   2. CWUP 2-40-050 Ethics in Public Service - Sherer Holter
      The current CWU ethic code reiterates verbatim much of the Washington State ethics law. The proposed policy change ensures that university policy and expectations for employees supports Ethics in Public Service (RCW 42.52) but does not seek to duplicate or expand state law and/or regulation. UPAC members endorsed the changes to the Ethics in Public Service Policy.
   3. CWUP 2-40-070 Conflict of Interest - Sherer Holter
      The changes to this policy ensure that the policy title reflects conflicts of interest in relationships only; ensures that the policy is applicable to all employees, not just faculty-student relationships; includes an introduction which ties integrity and university mission to conflicts of interests as well as power differential; gives definitions and examples to help identify conflicts of interests; make it explicit that the employee with inherent policy is responsible to resolve the conflict of interest; and makes a clear connection with policy 2-40-070 - Conflict of Interest in Relationships. Kirk Johnson suggested a minor revision, which was incorporated into the policy. UPAC members endorsed the changes to the Conflict of Interest Policy with one revision.
   4. CWUP 2-60(6) Ethics Advisory Committee - Sherer Holter
      The changes to the Ethics Advisory Committee are to state specifically the ex-officio members and the appointed members. UPAC members endorsed the changes to the Ethics Advisory Committee.
   5. CWUP 6-60-060 Leaves of Absence Without Pay - Sherer Holter
      The only change to this policy is adding a sentence that states, "Leaves of absence for other than personal reasons shall only be approved if such leave time would be of benefit to the university once the employee returns." Jim Huckabay suggested adding "appointing authority" as the approval for this policy. UPAC members endorsed the changes to the Leaves of Absence Without Policy with one addition.
   6. CWUP 2-30-055 Education Benefits for CWU Staff Dependents & Retired Staff - Sherer Holter
      This is a new policy that proposes to waive a portion of the tuition fee for eligible CWU staff dependents and eligible retired staff to take courses at CWU. UPAC members endorsed the new Education Benefits for CWU Staff Dependents & Retired Staff Policy.
4. University Procedures Reviewed
   1. CWUR 1-30-060 Sexual Harassment - Sherer Holter
      This is a new procedure that accompanies the Sexual Harassment Policy. It ensures the separation of policy and procedure regarding sexual harassment. It makes changes to the titles of offices within the dean of students' area. It adds particular names of the director of the office for equal opportunity, Title IX coordinator, and associate dean of students for housing and student living/senior conduct officer and how to reach them. Staci Sleigh-Layman suggested deleting the word "annual" from section 3e because they are working on changing the requirement of annual training. UPAC members endorsed the new Sexual Harassment Procedure with one change.
   2. CWUR 1-30-070 Ethics in Public Service - Sherer Holter
      This is a new procedure to support the Ethics in Public Service Policy. It seeks to delineate between whistleblower complaints and internal complaints. It also seeks to give guidance to the university community regarding consultation, documentation, investigation, and training. UPAC members endorsed the new Ethics in Public Service Procedure.
   3. CWUR 1-30-080 Conflict of Interest in Relationships - Sherer Holter
      The changes to this procedure support appropriate sections of the policy and make a clear connection with policy 2-40-070 - Conflict of Interest in Relationships. UPAC members endorsed the changes to the Conflict of Interest in Relationships Procedure.
   4. CWUR 3-70-035 Education Benefits for CWU Staff Dependents & Retired Staff - Sherer Holter
      This is a new procedure to support the new Education Benefits for CWU Staff Dependents & Retired Staff Policy. The procedure specifies eligibility, registration, and tuition costs. Suggested changes to this procedure include: adding a trailing partner, deleting the one year requirement, and clarifying that this is for the academic year and non-self support. This procedure will be revised and sent to UPAC members via email so that it can be endorsed and brought before the Board of Trustees on December 3.
5. Departmental Policies/Procedures Reviewed
   No departmental policies/procedures to review at this time.

Other Announcements:

Jim Gaudino:
Jim reported that Governor Gregoire released her working budget document last week. He added that the next economic revenue forecast comes out November 17 and the special legislative session begins November 28. The campus community will be updated as information is made available.

The NWCCU, our regional accreditation agency, sent us a very positive peer review of our year one self-evaluation report. Jim complimented Tracy Pellett and everyone at the university on a job well done.

Marilyn Levine:
Marilyn reported that her recent visit to China was a very productive sojourn that involved lots of complicated planning and action. The opportunities for CWU would not only expand our international student recruitment and international reputation, but would also develop new teaching experimentation in our own pedagogical niche styles and philosophy. More to follow on this.

Next meeting: January 4, 2012