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UVI Senate Meeting Minutes T101 (STT) and EVC 807 (STX) Friday, May 18, 2012 MEMBERS PRESENT Dayle Barry David Hall Nancy Morgan Haldane Davies Paul Jobsis Dionne Jackson Raquel Santiago-Silver Henry Smith Patricia Harkins-Pierre Judith Edwin Maria Fleming MEMBERS ABSENT/EXCUSED Noreen Michael Karl Wright Ardrina Scott-Elliott Leslyn Tonge Daniella Henry Bernard Castillo Cherise Burton Tina Koopmans Shirley Lake-King I. CALL TO ORDER Senator Morgan called the meeting of the Senate to order at 1:24pm on Friday, May 18, 2012. II. ROLL CALL A quorum was not established; meeting time was used for discussion and no voting. III. APPROVAL OF MINUTES There will be an electronic IV. REPORTS a. Strategic Plan Senator Hall stated that feedback was received from constituent group-Faculty Executive Committee and inserted into the draft document. The draft was reviewed at Cabinet meeting on May 14, 2012. The document was revised and will be presented to the Planning committee on May 29, 2012 with submit prior 5 days ahead on May 24, 2012. Final review of the document is required over the weekend. Senator Jobsis inquired if the goals and outcomes issue were address because they were not matching up. Senator Hall stated that those issues were addressed. b. Periodic Review Report Senator Davies PRR is now at the closing report since the April 20th Senate minutes had a meeting with ARSA and went through it in intensive detail and recommended adjustments and the meeting occurred on the April 30, 2012 revised and presented to Executive Committee of BOT and approved one week later. The appendices were revised regarding CEA position to reflect what was desired and there was concurrence on that on page 29. Final wording and amendments by Senator Wright will be completed over the weekend. Starting Monday morning begin copying document required by hard copy. Two names of reviewers have been disclosed and other documents will be prepared and be sent out in the coming week prior to the June 1, 2012 deadline. Going forward the process is feedback from reviewers -get their findings back to UVI late July or early August. A copy of the finding will be shared with University giving two or three weeks to respond to comments to state position or response then that goes to the Commission. The Commission will review all responses and send their recommendation to the accreditation and UVI will receive word back by December 2012. c. Student Conduct Code Senator Hall reported that Academic Research and Student Affairs approved the document and some changes regarding clarity will be sent to the full board for the June 9, 2012 meeting. d. Human Resources Handbook Senator Hall reported legal counsel had some serious concerns of the format and other issues and thus required Ms. Miller and Lawrence to meet with counsel for an extensive time. Changes have been made that legal counsel has requested. We are close to sending the document out for shared governance. The decision has been made to wait until faculty return and review it in the Fall 2012. Staff Council will review the document over the summer. We request placement on the Senate agenda early in the 2012-2013 academic year. e. Budget Process 2012-2013 Senator Hall updated the committee regarding the budget process. The UBC deliberated for three months to develop a balance budget 2012-2013, a 3.8 million recommendation was made and shared in an open forum on both campuses. President Hall discussed recommendations with cabinet and if any changes to recommendation the President accepted the recommendation and forwarded to the BOT for the June 9th meeting. f. 50th Jubilee Past and Future Activities Dr. Smith reported about the Kick Off activities, VI agriculture fair and Land grant status, UVI reunion choir was well received earlier this year. Reichhold Center for the Arts had a president’s choice during the season. Research day occurred on both campuses with increased community participation. Friday forum headed by Judith Rogers has resulted in two thus far and after the summer more student participation is expected. We are UVI each week has someone having a strong connection is featured on the UVI webpage. Three o’clock today a meeting will be held regarding historical publication prepared by Dr. Erica Waters. Ms. Santiago Silver heads time capsule committee. The Alumni charter events happen through the year the BVI chapter and a reunion choir activity in Tortola with the President. Anniversary stamp and a cancelation stamp commemorates the 50th anniversary Golden Jubilee Gala celebrating 50th year and ending the celebration in grand style g. Student Enrollment Activities Senator Edwin updated the committee regarding summer enrolment St. Croix campus has 457 students and St. Thomas campus has 1016 students. No purging has occurred to date. We anticipate more students registering for the second summer session. Fall enrolment as of May 15, 2012 application pool has decreased to 985 new freshman compared to 1212 last year fall, 287 transfer compared to 211 last year. There are also 426 accepted new freshman and 94 new transfers. Graduate students decreased to 29 compared to 68 students last year. Senate Edwin stated that Campbell Douglas and Dr. Allen are on St. Croix today at Education Complex High School to increase the numbers of incoming freshmen at UVI for this upcoming school year. They assist student who have applied and assist with completing the application process. h. Summer Bridge Program Dr. Davies stated that there will be sixty (60) students on both campuses for the summer. Non traditional students started a few weeks ago with about 19 students and starting with Reading and English in the summer. The Math section will commence at a later time this Fall 2012. These numbers have not been included in the summer enrollment. The categories are different we are aware that the residence hall facilities may not be able to accommodate all students. i. Junior University This year the program is running concurrently with summer bridge and will be included on the St. Croix campus a total of 100 young men and 50 on each campus. Two nights of residency and mentoring has been included in the contractual agreement for the program with the Department of Education. V. OLD BUSINESS Acceptable Use Policy Ms. Rogers reported that changes were reported from the Faculty and not from the Staff and Students. Action Ms. Santiago-Silver will resend the staff comments in the draft to Ms. Rogers for confirmation/clarification. It was suggested that the vote on the policy be held in the August meeting. Co-chair Elections - Nominations and vote Failed to have a quorum for meeting. VI. NEW BUSINESS Academic Calendar Senator Jobsis reported that the faculty has issues with two versions of the calendar 2013- 2014. Exams before and after carnival. The Faculty was unanimous that the exams before carnival break. Exams went up to Monday April 26 grades were due Tuesday April 27. Senator Jobsis stated there is difficulty to adhere to Tuesday deadline. Suggestion made that the extra study day after thanksgiving break suggested to remove that day and the exams start on Monday and grades due on Monday or Tuesday. Has not been sent to the Provost as of this morning it was a unanimous decision of the Faculty Executive Committee. Senate 50th Jubilee event ideas- Fall, 2012 Senator Morgan stated an idea for the 50th Jubilee sending an email inviting BOT and Virgin Islands Senate to a forum or tea or a meeting for an introduction and talk. There is a small budget but something inexpensive should be planned for both campuses. Planning of event will take place in at the next Senate meeting and held in October. VII. ADJOURNMENT Motion for adjournment made by Senator Santiago-Silver and seconded by Senator Harkins- Pierre at 2:44pm