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UVI Senate Meeting Minutes ACC 142A (STT) and EVC 807 (STX) Friday, October 11, 2013 MEMBERS PRESENT David Hall Nicole Gibbs Nancy Morgan Haldane Davies Camille McKayle Tina Koopmans Maria Fleming Dionne Jackson Dayle Barry Raquel Santiago-Silver Kevin Dixon Bernard Castillo E. Aracelis Francis Frank Mills Joshua Edwards MEMBERS ABSENT/EXCUSED Shirley Lake-King Patricia Harkins-Pierre Cherie Wheatley Leslyn Tonge Cherise Burton Kimberlee Smith OTHERS PRESENT Dannica Thomas CALL TO ORDER Senator Morgan called the meeting of the Senate to order at 1:10 pm on Friday, October 11, 2013. ROLL CALL A quorum was established. APPROVAL OF MINUTES All Senators present voted in favor of the approval of January 18th meeting minutes. Senator Barry entertained a motion to approve the minutes as amended for March 22, 2013. It was seconded by Senator Fleming. The motion carried unanimously and was approved. Senator Hall entertained a motion to approve the minutes for May 17, 2013. It was seconded by Senator Gibbs. Senator Fleming abstained. SWEARING IN OF NEW SENATORS Senators Joshua Edwards, E. Aracelis Francis and Kevin Dixon were sworn into the Senate by President Hall. Senator Cherie Wheatley will be sworn in at the next meeting scheduled in November. CHAIR REMARKS Chair Morgan informed the Senators that Ms. Dannica Thomas will continue her role as the Recording Secretary for the UVI Senate. Also, Chair Morgan thanked all Senators for attending the meeting and emphasized the importance of providing brief reports as the agenda was lengthy. REPORTS Summer Activities – Senator McKayle Junior University was hosted on both campuses, serving approximately 50 boys from the St. Thomas/St. John district and 50 from the St. Croix district. The St. Thomas program focused on 7th grade boys who were to be retained in 7th grade, while the St. Croix program focused on enrichment for rising seventh grade and rising eighth grade students. In both programs, students saw positive changes between pre- and post- test for mathematics, language arts, as well as professional development focused on self- efficacy. University Bound served a total of 96 high school students and graduating 12th graders, 44 on the Albert A. Sheen campus and 52 on the St. Thomas campus. UVI’s Summer Bridge program, now in its third year, served 64 students: 42 on the St. Thomas campus and 22 on the Albert A. Sheen campus. The program had a positive impact on the number of students testing out of UVI’s developmental/foundations courses. UVI’s Math Behind the Science was a residential program for 17 students interested in science, technology, engineering or mathematics. The UVI Summer Sophomore Research Institute and Summer Undergraduate Research Experience afforded 24 undergraduate UVI students the opportunity to participate in research with 10 UVI faculty mentors. There were programs for high school students in entrepreneurship supported by International Capital Management Corporation. The summer institute for Global Leadership and Management attracted students from the Virgin Islands, Puerto Rico, the U.S. mainland and Haiti. Government Relations – Senator Hall The University was notified that an additional budget cut is pending; however, President Hall has been consistently communicating with the Governor and Legislature to ensure that this doesn’t occur because of the negative impact that it will have on the University. Administrative Services Transformation – Senator Davies The Office of the President will send out communication to seek members of the University community to work with consultants in the UVINext: Academic Programs and Administrative Services Transformation process. The University Community will be urged to nominate members that are trustworthy, respected by their peers, objective, capable of making sound judgments, and committed to helping the University accomplish its mission. A request for proposals (RFP) from qualified individuals and firms to conduct an academic programs and administrative services review of the University was solicited accordingly. Suggestions from the University community were also incorporated into the official RFP. All firms responding to the RFP possessed the qualifications, capacity and experience to perform the work at varying costs. After a thorough review and analysis of the proposals we have contracted with the firm of G-SEE Consulting to conduct the UVINext: Academic Programs and Administrative Services Transformation study for the University. Senator Joshua needed clarity about the RFP process. Senator Davies agreed to send the RFP solicitation advertisement and request for proposals process to all senators via email. The consultants will work with the University community to prepare an analysis and prioritization of the current academic programs and administrative services. The University needs to determine which academic programs and administrative services should be discontinued in light of UVI’s current economic challenges, if any. Also, the University needs to develop a more competitive salary level for its employees. The President’s office will appoint two taskforces to work along with the consultants to help prioritize the academic programs and administrative services of the University. In addition to the work being done with the taskforces, the consultants will also conduct interviews with all program leaders as part of the process. Newly Filled Positions – President Hall Dr. Nicole Gibbs is now the Vice Provost of Access and Enrollment; Mr. Timothy Faley, Special Assistant to the President and Director of Entrepreneurship; Mr. Curtis Gilpin, Interim Director of Athletics; Ms. Veda Richards, Interim Director of HR; Ms. Nanyamka Farrelly; Interim Director of PR; and Mr. Alan L. Bray, Internal Auditor MOU Signings – Senator Davies The University of the Virgin Islands entered into a memorandum of understanding (MOU) with the Clarence Fitzroy Bryant College (CFBC) and the Government of St. Kitts and Nevis for ten (10) years on July 24. The MOU is intended to provide CFBC students an opportunity to obtain a bachelor’s degree at a four-year institution. CFBC is a two-year college. A midterm review will be conducted after five years. Through the agreement, students in St. Kitts/Nevis will be able to attend UVI at 1.75 times the rate paid by U.S. Virgin Islands residents and the St. Kitts/Nevis government will provide 25 scholarships or financial assistance of not less than $7,500 annually. Additionally, six study-leave scholarships will be awarded to government employees, who will receive 80 percent of their salary while taking classes. As part of the agreement, the St. Kitts/Nevis government will provide space for UVI to operate, to include consulting work. The agreement will also allow UVI and CFBC to conduct faculty exchange and research collaborations. UVI will advise CFBC students on the courses and programs that would allow for a smooth transition between the institutions. Plans for this year (I.e. certificates, etc.) – Senator McKayle Academic initiatives In the Fall 2013 semester, an ad hoc group will work on creating a framework for certificates, which can be at the undergraduate or graduate level. These will be open to matriculated students, as well as non- matriculated students, and could target those who might be looking for additional skills for the workforce, or for an entrée into higher education. An initiative of the Office of the Provost in Spring, 2013 led to an increase in the number of online courses being offered during Summer, 2013. Fourteen faculty members had completed training in Spring, 2013, and had as a final product an online course ready to be offered during Summer, 2013. Town Hall Meetings – Senator Hall President Hall thanked the University community for participating in the Town Hall meeting held on Thursday, October 10, 2013. Overall, there were 270 recommendations; however, only 20 recommendations made the cut. The town hall was opened to students, faculty, staff and administrators. The event was well-attended by many members of the University community. The discussion was very productive and fruitful. The University community was equally concerned and eager to assist the University achieved its mission to increase enrollment. Follow-up communication will be sent from the Provost’s office to solicit further recommendations. Each person will be charged to choose his/her top ten recommendations. The results will be shared with the University community after the votes are collected, reviewed and calculated. Linking the Key Performance Indicators to the Strategic Plan – Senator Davies Senator Davies informed all Senators that the University has contracted with Strategic Planning Online (SPOL) to connect and align UVI’s Strategic plan with UVI’s institutional and departmental goals, strategic actions and key performance indicators using one tool, SPOL. SPOL is currently in the implementation phase. SPOL will be rolled out to the University community in spring 2014 and will be fully embraced by August 30, 2014. Tracking all Strategic Plan Goals and Objectives – Senator Koopmans Senator Koopmans indicated that SPOL is a useful tool that is comprised of four modules, which are the planning module, budgeting module, assessment module and accreditation module. Committee members were selected for SPOL, in which, they will assist with the organization, implementation and support for SPOL. SPOL will allow component and department heads to enter annual objectives, to include strategic, institutional and departmental measurable goals. SPOL also allows component and department heads to assign task to the appropriate staff, in addition to the departments affected. More information, to include training, will be shared with the University community in the upcoming months. UVI Economic Impact Analysis – Senator Davies Appleseed Inc based in New York was contracted to conduct an economic impact analysis for the University. The purpose of the analysis is to determine, in quantifying terms, the value of the impact, tangible and non-tangible, that the University has in the territory and its surrounding areas. Key individuals across the University will be engaged with the consultants during the contracting period. This activity is expected to be completed by January 31, 2014. Plans for Albert Sheen Campus Moves (progress on Science bldg.) – Senator Hall The College of Science & Mathematics on the Albert A. Sheen Campus has a new home in the UVI Research and Technology Park. The grand opening is scheduled for Saturday, October 26, 2013, 9am- 9:45am. The grand opening of the new home for the College of Science and Mathematics will commence before the Board of Trustees meeting on the same day. Parking Policy – Senator Hall The implementation of the parking plan was approved by the University’s Board of Trustees on June 15, 2013. The development and implementation of a comprehensive parking plan was a Presidential goal for 2012-2013. The University Parking Advisory Committee (UPAC) was charged to review and update existing draft parking policies and guidelines, draft a parking plan for review and feedback by the University community, submit the recommended parking plan to Cabinet and the Board of Trustees for approval, develop an educational campaign by the Fall 2013 semester. The purpose of the new parking policy is to improve the parking lighting, surveillance and overall safety, expand the number of parking spaces, designate parking areas on both campuses, and expand the shuttle program on the St. Thomas Campus. Students, faculty and staff will be required to complete online vehicle registration forms via Banweb. An email, with the instructions, will be sent by Ms. LilyMae Durante, Director of Campus Operations. The University will also launch an educational awareness program. The parking program may change as needed. President Hall thanked the members of UPAC for their commitment to the Parking Policy initiative. Consultancy Policy – Senator Davies The University is in the process of putting a formal plan together for employees that provide consultant services to the University. Currently, an employee that provides additional services outside his/her scope of work is placed on a temporary appointment for compensation purposes. Energy Update – President Hall The University of the Virgin Islands signed the 20-year power purchase agreement with New Generation Power (NGP) USVI. NGP will build a three megawatt photovoltaic system that is expected to produce 4.5 million kilowatt-hours annually, which will allow the University to become more environmentally friendly. The system will use approximately 4.2 acres on the St. Thomas Campus and 3.9 acres of the Albert A. Sheen Campus on St. Croix. This renewable energy initiative is expected to reduce UVI’s reliance on fossil fuels by approximately 50 percent. As part of the agreement, the University will have the ability to provide cutting-edge research in the area of renewable energy for students and faculty. NGP will also provide charging stations for electric vehicles and develop a Solar Energy curriculum that faculty and students can take advantage of with the Illinois Institute of Technology’s Galvin Center for Electricity Innovation. Senator Hall thanked all stakeholders for their vision. He said the UVI is on its way to meet its renewable energy goal. NEW BUSINESS UVI to Host International Colloquium on Black Males The University of the Virgin Islands will host the second annual International Colloquium on Black Males in Education at 8 a.m. on Oct. 24-25, in the Administration and Conference Center first floor conference room on the St. Thomas Campus. The local registration fee is $95. The theme of the colloquium is “The Status of Black Males in Education and Society: Beyond the Continental Divide.” Educators and students from universities throughout the United States will exchange ideas and perspectives in regard to the global dynamics of black males in the educational pipeline. The colloquium will provide programs that serve to stimulate discussion and ideas that can be implemented to improve the experiences of black males throughout the world. The colloquium is co-sponsored by universities with initiatives that work to improve the condition of black males, to include UVI’s Male Initiative. Senator Davies indicated that UVI was chosen to host the colloquium because of its commitment to recruit male students and encourage them to graduate from high school and become productive members of society. UVI is honored to be its host for its second annual event. The first event took place last year at the University of Nottingham in the United Kingdom. Delegate to Congress Donna M. Christiansen along with UVI’s President Dr. David Hall, Interim Provost Dr. Camille McKayle and Dr. Davies will be among the presenters at the colloquium. UVI students will have the opportunity to showcase their research and network with other conference. Interested faculty should contact the Office of the Provost for more information on how to attend and benefit from the conference. Other interested persons should contact Dr. Haldane Davies in the Office of the President. OTHER Chair Morgan tabled Senator Barry’s recommendation about posting Senate agendas, minutes and other relevant information on UVI website. NEXT MEETING The next Senate meeting is scheduled for Friday, November 15, 2013 at 1pm. ADJOURNMENT Senator Barry entertained a motion to adjourn the meeting. Senator Jobsis seconded the motion. The motion carried unanimously and was approved. Chair Morgan adjourned the meeting at 3:20pm.