President's Advisory Council - May 21, 2008

Present: Jerilyn McIntyre, Rich Corona, Charlotte Tullos, Ellen Hall, Libby Street, Marji Morgan, Shelly Johnson, Teri Olin, Katie Underwood, David Heath, Penny Anderson, Jeff Snedeker, Matt Manweller

Guests: Jack Baker, John Drinkwater, Sherer Holter, Cherie Wilson

  1. At 8:30 a.m.: Sherer Holter - Overview of the Exit/Entrance Survey & Background Check Information

    Ms. Holter reported that in partnership with OEO, human resources coordinated an analysis of CWU's exit survey and the development of an entrance survey. A focus group reviewed the current exit survey and evaluated the use of an entrance survey. The purpose of an entrance survey is to provide new employees the opportunity to communicate their reasons for choosing employment with CWU and to solicit information regarding their initial days with the university. The purpose of an exit survey is to gather information regarding the employment experience to assist in developing strategies to reduce employee turnover and to improve recruitment and retention efforts as well as the efficiency and effectiveness of university programs and procedures. The plan for implementation of this process is HR will provide employees with a link to SurveyMonkey, the on-line survey tool, for completing the entrance or exit survey. The entrance survey will be sent to new employees within ninety days of employment. The exit survey will be sent to former employees within a month after leaving CWU. The data will be compiled quarterly by HR. The results will be provided to OEO and cabinet.

    Ms. Holter then distributed a proposal and policy regarding background checks. She explained that background checks are only conducted on new civil service employees. Currently, we do not do checks on any other staff unless a department asks. Human Resources is recommending that we start doing background checks on all new hires. The cost of the nationwide background check would be $37 per person and would only be conducted on final candidates. For temporary/hourly employees, we would only redo a background check if the employees were gone from the university over a year. Ms. Holter stated that this does not guarantee we will find everything, but it shows due diligence. She added that several colleges have adopted this procedure and it seems to be working well for them. Ms. Sleigh-Layman asked if we have had problems in this area in the past? Ms. Holter reported that HR is looking at this process as more of a preventative measure.

  2. Action Items

    1. Approval of PAC Minutes from May 7, 2008
      Motion to approve the PAC minutes from May 7, 2008 as presented by Ms. Underwood. Seconded by Dr. Street. No further discussion. Motion carried.
    2. Student Conduct Code - Jack Baker
      The Student Conduct Code was discussed at length. PAC members suggested several revisions to the draft. Mr. Baker will make the changes, and the document will come back for final approval on June 4, 2008.
  3. Discussion Items

    1. University Events/Civility Code & Guidelines - John Drinkwater
      Mr. Drinkwater explained that this policy is coming forward as a result of the Minutemen event that was held on campus a couple of months ago. Since that event, a group representing all divisions of the university has been working to develop an event civility acknowledgement and event guidelines. The group reviewed and discussed the civility acknowledgement and guidelines and offered some feedback. Cherie Wilson added that the plan is to include both documents in the Facilities Use Agreement. This document is used every time someone rents space on campus. It requires individuals and/or groups to sign and agree to all charges and policies. The documents will be tweaked and will come back to PAC in June for final approval.
    2. Several changes to CWU policies - Sherer Holter
      The following policies were distributed for review and discussion:
      1. Family and Medical Leave Act - changes were made to comply with new federal regulations.
      2. Promotional Policy - changes were made to clean up and avoid redundancy with other policies/procedures.
      3. Training and Development Policy - changes were made to update the format and to include new language from WAC 357-34-055 and 065.
      4. Leave Policy - changes were made to comply with SB 2602 and SB 6447.
      5. Military Leave Policy - changes were made to comply with SB 6447.
      6. Probationary/Trial Service Period Policy - changes were made to update format and WAC language.
      7. Background Check Policy - this is a new policy proposed for all new CWU hires.

      Dr. McIntyre asked PAC members to review the policies carefully and send concerns or feedback to Ms. Holter. These policies will come back on June 4 for final approval.

  4. For the Good of the Order

    Shelly Johnson, Director, Budget Planning:

    Ms. Johnson reported that the budget office is working with accounting folks on the FMS chartfield change project. There are several things to get in place before the change.

    Jeff Snedeker, Chair, Faculty Senate:

    Dr. Snedeker reported that there are many things going on in the senate, but things are winding down. The last senate meeting is May 28.

    Kathleen Barlow, Chair, ADCO:

    Penny Anderson reported for Dr. Barlow. ADCO is working closely with Pam Zupan on the fall chairs training. They plan to include a session on emergency management.

    Becky Watson, Director, Public Relations & Marketing:

    Teri Olin reported for Dr. Watson. Public Relations & Marketing continues to respond to e-mails that are coming in about the softball story. Everything is on schedule for commencement. The booklets should arrive the first week of June. Media is all set for commencement day, and the announcement regarding commencement speakers has gone out as well.

    Katie Underwood, ASCWU BOD President:

    Ms. Underwood reported that the BOD members are down to the wire. Only 17 days until graduation. Pedro Navarrete will take over as ASCWU BOD President on June 8th. Student Appreciation Day is this Thursday. There are a number of activities planned for the day and evening.

    Dave Heath, Chair, Employee Council:

    Mr. Heath thanked Dr. McIntyre for her support of Employee Council.

    Marji Morgan, Dean, College of Arts & Humanities:

    Dr. Morgan reported that the deans recently heard a proposal for a revision of the Honors Program. The hope is that the revision will help increase enrollment in the Honors Program. All of the deans are working on their budget requests. Requests will ask for money for enhancing enrollment. They are also looking into hybrid courses and developing more online courses. Dr. Morgan congratulated Dr. Snedeker on his selection as the Phi Kappa Phi Scholar of the Year.

  5. Executive Reports

    Provost/Senior Vice President for Academic Affairs:

    Dr. Morgan reported for Dr. Quirk. The PESB will be making their final decision today. Dr. Quirk is in Wenatchee for the meeting today.

    Vice President for Business & Financial Affairs & University Relations:

    Mr. Corona reported that we opened bids for the new residence hall, and they all came in under the estimate. He added that this is great news because now we will not have to borrow as much money for the building.

    Vice President for Student Affairs & Enrollment Management:

    Dr. Tullos reported that we are currently up 169 in freshmen applications from this time last year. Transfer applications at Ellensburg are down 28 from this time last year, but then last year was not a good year to compare with. The university centers are down as well. However, the centers remain open up until the start of fall quarter, so we usually get more applications over the summer. The Higher Education Coordinating Board is giving additional money to the Universities, so we are in the process of sending out additional scholarships for fall quarter.

    Vice President for University Relations:

    Dr. Hall reported that the Foundation Board met last week in Tacoma. The meeting went well. The Transforming Lives Campaign is nearing the end. Becky Watson is in Wenatchee this morning handling media coverage for the PESB decision. Dr. Hall distributed a calendar of University Relations events for June through November 2008. There are many activities and events going on the next few months.

    Chief Planning Officer:

    Dr. Street reported that she continues to work on NWCCU Standard 1. The committee handling performance agreements has been formed and has been meeting regularly. Doc Hastings read about the CWU softball players and drafted a Congressional Record to honor Mallory Holtman, Liz Wallace, Coach Frederick, and the rest of the CWU softball team for their selfless actions and generosity.


    Dr. McIntyre reported that she recently attended a meeting of the Great Northwest Athletic Conference. Following that conference in Seattle, Dr. McIntyre visited and had lunch with faculty and staff at CWU-Des Moines. It was a wonderful visit with great conversations. Please send suggested topics for the next President's Corner of the University Bulletin to Dr. McIntyre as soon as possible. Dr. McIntyre added that the CWU Symphony Orchestra and Choir performance this past weekend was wonderful.

  6. Information Items

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

    No old business.

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