President's Advisory Council - March 4, 2009

8:30-10:30 a.m.
Barge 412

Present: Jim Gaudino, Wayne Quirk, Bill Vertrees, Charlotte Tullos, Ellen Hall, Libby Street, Jan Bowers, Emily Washines, Roy Savoian, Becky Watson, Shelly Johnson, Matt Manweller, Elaine Ames, Pedro Navarrete

Guests: Tanya Gearheart, Kathy Gaer-Carlton, Scott Carlton, John Swiney, Tracy Terrell, Lola Gallagher, Carmen Rahm, Sherer Holter, Staci Sleigh-Layman, Dave Rawlinson, Bob Trumpy, Tamara Morrill, Diane Fishel-Hall, Uriel Hernandez, Jesse Nelson

  1. At 8:30 a.m. (for 15 Minutes): John Swiney regarding Hobson's Software

    1. Dr. Swiney introduced the both the Connect Steering Team and the Retain Steering Team. He then explained that Enrollment Management has purchased a Customer Relations Management (CRM) system to improve recruitment and student retention by providing state-of-the-art electronic communication capabilities. The system will allow staff to create triggers and alerts about student situations. They will have the ability to turn a generic spam email into a personal contact with a student about a specific topic or target special interest groups. The system will also open the doors of communication. Staff will immediately be able to notify students, for example, when a class that they need to graduate comes open. It will be a huge benefit to the students. We are currently the only university who has installed both the recruitment and retention pieces. Dr. Swiney thanked ITS for their tremendous support getting the system up and running.
  2. Action Items

    1. Approval of PAC Minutes from February 18, 2009
      Motion to approve the PAC Minutes from February 18, 2009 as presented by Dr. Street. Seconded Dr. Hall. No further discussion. Motion carried.
    2. Approval of proposed changes to University Information Technology Advisory Committee (UITAC) purpose and roster
      Dr. Quirk gave some background on the proposed changes to the University Information Technology Advisory Committee. He added that Faculty Senate, ADCO, and Academic Affairs Council have all approved the proposed changes. Dave Rawlinson, chair of the committee, explained that three ex-officio members have been added to the committee due to their positions. He stated that a student member will be added to the committee as well, once the committee has developed criteria for selecting the student member. This proposed change will come back for final approval on March 18, 2009.
    3. Approval of Personal Communication Device Policy (New Policy)
      Mr. Vertrees explained that the Personal Communication Device Policy was reviewed for the first time at the last meeting. He added that both the Internal Auditor and the Assistant Attorney General have reviewed the document as well. Motion to approve the Personal Communication Device Policy as presented by Dr. Savoian. Seconded by Dr. Quirk. No further discussion. Motion carried.
    4. Approval of Waiver of Tuition and Fees Policy (Part 2-2.41)
      Dr. Tullos explained that additional changes were made to the policy to align it with current laws. Both Academic Affairs Council and the Waiver Committee have reviewed the document. Motion to approve the Waiver of Tuition and Fees Policy as presented by Dr. Tullos. Seconded by Dr. Bowers. No further discussion. Motion carried.
    5. Approval of Communication and Identity Plan Policy (Part 2-2.45)
      Dr. Hall explained that a small group led by Becky Watson reviewed the Communication and Identity Plan Policy and made some changes to it. She added that the policy is comprehensive enough to help us develop a brand. It also allows everyone the opportunity to work through the procedures, but at the same time, it's flexible enough to move the university forward. Dr. Watson stated that she accidentally left out the representative from MTIS so that will be added to the committee membership list. She also stated that once the process moves along, more folks will be involved, but for function purposes, this is how the committee was developed. Dr. Street asked if this committee was intended to be a university standing committee. Dr. Watson reported that this committee will be a university standing committee. Dr. Gaudino suggested that a representative from each college be added to the committee since the colleges produce a great deal of publications. Dr. Swiney added that he would like the SAEM representative to be from the enrollment management side. The group agreed that this was a good idea. Dr. Manweller explained that many faculty have their own web sites, so he hopes that this committee will not be overseeing those. It was agreed that this policy would go down to the department level only. Motion to approve the Communication and Identity Plan Policy and the committee as two separate pieces by Dr. Street. Seconded by Dr. Savoian. No further discussion. Motion carried.
  3. For the Good of the Order

    Jan Bowers, Chair, ADCO:
    Dr. Bowers reported that College Civics Week is April 13-17. She asked what was being organized for the week. Dr. Street suggested that she work with Dr. Tullos and the Civic Engagement Center on the week's events. Dr. Bowers thanked the president for including ADCO in the budget discussions. The open communications are very helpful.

    Emily Washines, Chair, Diversity Council:
    Ms. Washines reported that a task force meeting regarding Latino students was held on campus recently. Keith Champagne organized it. The Yakama Nation Program Director will speak on sustainability in SURC Pit tomorrow at 4:00 PM. Ms. Washines will be speaking at the Museum of Culture and Environment tomorrow as part of the Imagine Our Museum: What will it be? Series. The Diversity Summit is Wednesday, April 8 from 2:00-4:00 PM in the SURC Ballroom.

    Pedro Navarrete, ASCWU BOD President:
    Mr. Navarrete reported that the Center of the Dream’s African American Student "Off to College Program" was held at Davis High School in Yakima this past weekend and it was very successful. "Go to college day" focused on African American students. The College of Business was there and Bob Trumpy, from Student Health and Counseling was there as well. Keith James is setting up a new program called "Cop Talk." The goal is to build relationships between Public Safety and Polices Services and students. A meeting to address parking issues will be held on Thursday. At the BOD public meeting next week, there will be an open forum to discuss Greek systems. The board wants to educate students on the topic before a decision is made. They are compiling information, so the students have all the pros and cons. The Winter Quarter Fireside Chat is March 12 at 7:00 PM in the SURC Pit.

    Roy Savoian, Dean, College of Business:
    Dr. Savoian reported that the deans are working on a draft strategic plan for e-learning. The colleges are currently sharing the draft with departments and faculty for feedback. The proposed plan will come back to Deans Council soon. Applications for senior lecturers and performance evaluations for non-tenure track faculty are currently being reviewed. Dr. Savoian thanked Dr. Tullos for her support of the recent Business-to-Business event featuring Jim Webber, President and CEO, Brooks Sports, Inc. The event was very successful. Students were able to visit with many business owners and also attended a tour of Microsoft.

    Becky Watson, Director, Public Relations and Marketing:
    Dr. Watson reported that Public Relations and Marketing and the Admissions team won a national Admissions Marketing Award for the 2008 CWU recruitment package from the Admissions Marketing Report. The manager of Goodwill contacted Dr. Watson recently to ask if it would be possible to have a manned donation drop off located on campus between spring and fall quarter. They are very eager to partner with CWU. Bill Vertrees stated that the next step in this process is to take the proposal to the Site and Development Committee. Dr. Street suggested that an MOU with the local store be developed as well. Representatives from FEMA were on campus yesterday to assist students, faculty, and staff with any issues they had during the floods. Dr. Watson thanked everyone for pulling together to assist the Hip Hop group that shot a video on campus this last weekend. It went really well.

    Elaine Ames, Chair, Employee Council:
    Ms. Ames reported that the "2008 Team of Distinction Award" has been designated and will be announced at the Employee Appreciation Awards on April 7. Sunny Bloxham, Custodial Services Manager at Conference Programs, received the Employee of the Month Award for January 2009. The Employee Council is working on some spring events that will be announced soon.

    Judy Miller, Board Secretary:
    Ms. Miller reminded the group that the Board of Trustees meeting is this Friday, March 6, at CWU-Pierce County. The 1:30 meeting will be connected to Barge 412, so folks don't have to travel.

    Matt Manweller, Chair, Faculty Senate:
    Dr. Manweller reported that the Faculty Senate is currently dealing with one major issue: the time to degree issue. The Senate Executive Committee will meet with the general education and curriculum committees today.

    Shelly Johnson, Director, Budget Planning:
    Ms. Johnson reported that the position control system will move into testing at the end of the month. She is currently working with the administrative assistants in each of the divisions to develop projected budgets for this year. She is also working on a request for Tim Yowell. She thanked folks for dropping everything to assist her with fiscal note requests.

    Carmen Rahm, AVP for Information Technology:
    Mr. Rahm reported that the ITS monthly review is coming out later this week. Please take time to review it. He added that the Win Win project is going on hiatus for a couple of years in order to help with budget constraints.

    Sherer Holter, AVP for Human Resources:
    Ms. Holter reported that HR continues to work with departments on all the issues surrounding ESSB 5460.

    Staci Sleigh-Layman, Chair, EEA Governing Board:
    Ms. Sleigh-Layman reported that EEA met Monday. Proposed changes to policies and procedures will be coming forward soon. The group is also working with Human Resources on mentoring and professional development programs.

  4. Executive Reports

    Provost/Senior Vice President for Academic Affairs:
    Dr. Quirk reported that he is participating on the State Committee for Systems Design. The group met on Monday in Olympia. A plan describing what this system should look like for the next 10 years is due by December 2009. Program review is just beginning for many departments. Dr. Quirk continues to work with the deans on how to implement the conditions of ESSB 5460.

    Vice President for Business and Financial Affairs:
    Mr. Vertrees reported that BFA also continues to work on issues surrounding ESSB 5460. He thanked Dr. Bowers for the treats in honor of his birthday today.

    Vice President for Student Affairs and Enrollment Management:
    Dr. Tullos reported that student holds are being reviewed and worked through by folks in SAEM and in BFA. Orientations for the University Centers are going on this week. Orientation for spring quarter at the Ellensburg Campus is March 12. The annual Admissions Open House is April 18. Standard 3 is going well.

    Vice President for University Relations:
    Dr. Hall reported that the Foundation endowment is down 18 percent. A reception to introduce Jim and Katie Gaudino to the public was held on Monday at CWU-Lynnwood. A similar event is planned tomorrow at CWU-Piece County. The events at CWU-Des Moines and CWU-Moses Lake are coming up in April.

    Chief Planning Officer:
    Dr. Street reported that the Chanticleer event was wonderful and very well received. The next PAPSS event is Dr. Bob Arnot on April 9, followed by Earl Klugh on May 7. NWCCU accreditation exhibits are due soon. Please respond to requests as soon as possible.

    Dr. Gaudino reported that he and Sam Kinzer met with Governor Gregoire yesterday. She had just returned from a governor's meeting in Washington, DC. President Obama addressed the group on his stimulus package. Governor Gregorian indicated that in terms of budget, we must plan for several years out, not just the upcoming biennium. She expressed the need to continue to get to the place bound students, so our University Centers and on line courses will be key.

  5. Information Items

    1. Items for the University Bulletin, President's Report, Central Connections, and other communications
      No information items.
  6. Old Business

    No old business.

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