MINUTES OF THE
FACULTY SENATE EXECUTIVE COMMITTEE MEETING
TUESDAY, AUGUST 21, 2012
Mason Hall, room D5, 2:00 – 3:30 p.m.
Senators Present:
Star Muir, Earle Reybold, Jim Sanford, Suzanne
Scott, Suzanne Slayden, Peter Stearns, June Tangney.
I. Approval of Minutes of April 16, 2012: The minutes were approved
as distributed.
·
Budget Forum –
Monday, September 10, 1:00-2:00 p.m. Meese Conference Room , Mason Hall with
Provost Stearns and Beth Brock
(Associate Vice President/Controller, Fiscal Services)
·
Sheryl Beach
(COS) to serve on the Search Committee for Senior Vice President
·
Mark Houck (VSE)
to serve as faculty (Senate) representative to the Provost Budget and Planning
Team
·
Susan Trencher
(CHSS) to serve as faculty (Senate) representative to the Provost’s Summer Term
·
Johannes Rojahn (CHSS) to serve as faculty representative to the
University Dining RFP Committee
·
Jane Flinn (CHSS) to serve as faculty representative to the Search
Committee for Vice President for University Life
·
Ed Douthett (SOM) to serve as faculty representative to the BO
V Audit Committee
·
Bob Smith (CHSS)
to serve as faculty representative to the Space Advisory Committee
·
Michael Kelley
(SPP) to serve as the faculty appointed Trustee to the Board of Trustees of the
GMU Foundation. It was noted that
Professor Kelley was elected by the Faculty Senate at its April 25th
meeting. The Foundation accepted his
nomination, but also requested we submit two more nominees in the future, as
the Foundation looks for different types of nominees. They will let us know
what kinds of expertise they would find useful.
Chair
Tangney will attend each meeting and will check to see whether they will be
available remotely.
Proposed Changes to
Catalog Copy: Permission to Study
Elsewhere: We received a lengthy email from Professor
Bill Sutton; issue continues from last year.
Academic Calendar: Because of
changes in degree conferral dates, a proposal to start classes a week earlier
in the fall was made by Susan Jones, who retired last month as University
Registrar. The AP Committee will begin
discussion on this once duly constituted at the first Faculty Senate meeting
(September 5th). Several EXC members
expressed concern about the proposal. We are also working on summer
scheduling.
B. Budget and Resources – June Tangney, Chair
Independent Study Survey: in process of
analyzing data.
Cost of Proposed Family
Leave policy: $160K, to be added to FY 14 budget request.
GMU Foundation/Faculty
Rep:
Faculty do not know much about the GMU
Foundation, one of our major fundraising arms.
Suggestions made included inviting a GMUF member to make a brief
presentation to the Faculty Senate and to ask the Faculty Representative to
submit an annual report.
Family Leave – the issue will be returned to the committee for
discussion in view of the new budget information. If funding not available until 2014, should
we bring this up now or wait until 2014 budget?
Consensus emerged important Faculty Senate have opportunity to vote
whether to endorse this. “Family Leave” designed for new parents to take a
semester off from teaching, or teach half-time over a year.
Faculty Evaluation of
Administrators: Meg is working with Institutional Assessment
on the quantitative summaries. In July
faculty comments were distributed to committee members for summarization, due
by the end of August. We anticipate the
report will be distributed in 3-4 weeks.
Distribution of Paper
Copies of Faculty Evaluation of Administrators Surveys: Paper copies
of the surveys are sent to each Faculty Senator, the Board of Visitors and
others (about 100 copies) and are posted on the Faculty Senate website. Faculty must log-in to view the survey. The Executive Committee agreed to distribute
the surveys electronically to Faculty Senators.
Criminal Background Check (Attachment A)
About six or seven years ago,
criminal background checks were required for employees in Human Resources,
financial, and child care positions. Now
implemented as a policy, the difference is that every new employee or employees
changing position will have to have a criminal background check. Dave Kuebrich and I
talked with Linda Harber (Associate VP/Human
Resources/Payroll) and Jessica Cain (Employee Relations Specialist, Human
Resources/Payroll). While
personally not sure why everybody needs to have one, satisfied that a lot of
care is taken to keep the results private. This action was not done as a result of any
problems. Linda Harber has pushed for this for some
time, not sure how much Penn State may have influenced it. Virginia Tech also adopted a policy; Mason
would have been one of a few institutions without a policy like this. Clarification regarding employee changing
positions who had a background check within the
previous three years would not be required to have another. What is the time frame? Summer is a busy time with all the
camps. To include on
Faculty Senate agenda as an information item. A question was raised whether the results of
the criminal background check appear on a job application sent to a department,
or just kept only in Human Resources?
Could information be released once (application) disseminated?
Nominees to Faculty Senate
Standing Committees and University Standing Committees: the committee
is proceeding apace, almost done.
Nominees
to Computer Privacy Task Force –
pending charge for Task Force.
Computer Privacy Task
Force Charge – not in a position yet
to have charge, to be an ad hoc Task Force.
We have a faculty member dedicated to issue. Expectation of privacy of
emails and conditions where it would take place. There are a group of larger universities in
the Commonwealth where they will abrogate privacy of emails only for police
investigations. Several EXC members
noted that research data and records are also vulnerable. With the advent of “spy” software, suggestion
made to get policy where no one allowed to install spy
software. To make sure look at email and
at data privacy issues and request report at the end of the year. Please send
your suggestions to Star.
Videoconferencing
Faculty Senate Meetings 2013-14: Report
distributed in June; issues not easily resolvable. We cannot provide tables for 75 people in
Research I room 163. Events Management
said they would send a student; we have had good tech support from ITU in
Robinson B113. Another subsidiary issue
for videoconferencing: what to do if you
go into closed session; could be viewed.
If a
paper ballot is called for, will need sgts-at-arms at each location who report
back privately voting results. At least
3-4 major issues we have to deal with.
Not to put a lot of energy into this until we get a place where we can
seat 75 people. Senate meetings are
public. A suggestion was made to
consider the Mason Inn, Star will look into this.
Faculty
Senators 2012-13 pending: one CHSS; elected Senator from
Krasnow Institute
Reminder: If any committee has taken on new issues,
make sure O&O is in the loop on that; please send O&O information.
Instructions/Mandate to
BOV Faculty Reps: Our faculty representatives to the BOV do not
really know what their mandate is. Time for a good survey to find out what faculty concerns are. Not clear that there is a clear line of
reporting back to the Faculty Senate; to offer BOV faculty reps opportunity to
summarize 3-4 minutes at Faculty Senate meetings? Faculty representatives are elected by and
from the general faculty. They have
opportunity to answer BOV questions, important they have good understanding of
faculty concerns; but very broad (range of concerns).
Do the faculty reps to the
BOV represent concerns of the general faculty or is it more that faculty reps attend BOV
meeting and report back? How does my
perspective get back to the BOV? This is
not clear. We need the faculty reps both
to represent faculty concerns, and to report back to us
“Our” mandate: Can we ask Faculty
Reps for an annual report? They don’t
have to report. The Senate chair is ex-officio representative to the BOV,
appropriate to report to Faculty Senate, although she has to leave when BOV
goes into closed session. An Executive
Committee member noted that all Faculty Senators in her area are frustrated to
get information out to their college.
Without the Faculty Senate, there is no venue or mechanism for BOV
faculty reps to report. A mechanism need
to be set forth. Suggestions included
requesting an annual report as well as brief appearances at FS meetings. To continue discussion at
the next Executive Committee meeting.
FS Task Force to Examine
Agreements Between GMU and Private Donors – will ask if they would like to give an update at
the next meeting?
·
Draft FS Minutes April 25th
·
Provost’s Remarks/List of Goals AY 12-13
·
Announcements:
◦
President Cabrera Town Hall Meetings with
Faculty will take place in Fairfax (Wednesday, September 19th, 10:30
am – 12:00 p.m., Harris Theater); Prince William (Wednesday, September
19th, 1:30-3:00 p.m., Verizon
Auditorium); and Arlington: (Thursday, September 20, 10:00 – 11:30 a.m.,
Theater Space)
Budget
Forum – Monday, September 10, 1:00-2:00 p.m. Meese Conference Room , Mason Hall
with Provost Stearns and Beth Brock
(Associate Vice President/Controller, Fiscal Services)
◦
Phi Beta Kappa
Chapter approved!!!
◦
Appointments
·
Sheryl Beach
(COS) to serve on the Search Committee for Senior Vice President
·
Mark Houck (VSE)
to serve as faculty (Senate) representative to the Provost Budget and Planning
Team
·
Susan Trencher
(CHSS) to serve as faculty (Senate) representative to the Provost’s Summer Term
·
Johannes Rojahn (CHSS) to serve as faculty representative to the
University Dining RFP Committee
·
Jane Flinn (CHSS) to serve as faculty representative to the
Search Committee for Vice President for University Life
·
Ed Douthett (SOM) to serve as faculty representative to the BO
V Audit Committee
·
Bob Smith (CHSS)
to serve as faculty representative to the Space Advisory Committee
·
Faculty
Matters: (1) Criminal Background Check
Policy (Attachment A)
(2) Faculty Evaluation of Administrators Update
·
Nominations: Nominees to the Faculty Senate Standing
Committees and University Standing Committees
·
Other New
Business:
◦ Conflict of Interest Policy Draft for FS Review/Comment (Attachments C and D): required by federal funding agencies, had to
be sent forth by a certain date. Provost
was apologetic about the short term frame, asked Faculty Senate to review and
if needed, to suggest amendments.
Faculty had a lot of input to the assorted research policies, made
better by faculty input. Very important
to stress that faculty look at this.
◦ Resolution of Appreciation for Marion Deshmukh (J. Bennett)
(Attachment B)
Proposed Changes to
P&T Appeals Process: (Summary) Provost Stearns distributed a handout.
There was a misunderstanding in which the Faculty Handbook Committee had not
received recent proposed revisions from Brian Walther (Sr. Associate University
Counsel), as Provost Stearns was previously misinformed. He will see Brian Walther tomorrow and ask
him to get in touch with the Handbook Committee as soon as possible. Several changes were discussed in April, but
that was as far as they got. A general
discussion about proposed changes ensued.
Contractual and
Non-Contractual Parts of Faculty Handbook: We are at an impasse. Frank Neville (Chief of Staff) would like to
find a way around this without involving dueling lawyers. Despite Rector Volgenau’s
request, University Counsel will not say what is binding and what is not. To find out what President’s Office has to
say.
Development of New
Strategic Plan: Chair Tangney attended the BOV retreat. Over the next six-seven months, President
Cabrera wants to develop a new one page mission statement and a series of “GMU
will…”statements with goal to develop a new Strategic Plan for 2014. Eight different work areas will be created,
with faculty and student representatives.
What relationship does the
Faculty Senate have with the Strategic Plan?
Suzanne Slayden serves on a “New Strategic
Plan Continuation Committee” which has been meeting for three years to develop
a five year plan which may dovetail into this. There were only two faculty
representatives on this committee, important to find faculty willing to attend
meetings, concerned about administrative ideas/ need for faculty
viewpoint. Consensus
to watch process very closely and think about faculty nominees to committees
such as Fundraising and Global Initiatives (among other committees). Also not to let
administration select faculty membership to the respective committees.
Provost Search Process : To amend the
Faculty Handbook re proportional representation on both President and Provost
search process, just to circulate ideas
via email. Suggested
at least 50% faculty representation on each committee.
Controversial Food Vendor::
Chik-Fil-A on campus; plans to open a second one. Do we want to register our displeasure? In a general discussion, consensus emerged
that there are other issues, such as support for spousal benefits, which may
better represent what faculty want. Perhaps to note at the
next meeting under “For the Good of the General Faculty.”
Report from the Campus
Police -Community Relations Advisory Council: will continue to pursue.
To continue Brief Remarks from
Deans and Directors AY 12-13? After some discussion, the committee agreed
to suspend the practice this year, at least this fall, due to a very busy
schedule. General information is also
available on college websites.
Resolution of Appreciation
for Marion Deshmukh (J.
Bennett) (Attachment B)
Course Release for Faculty
Senate Executive Committee Members: Suzanne Slayden
will receive for this semester. Once
reconstituted, the new EXC can decide.
One course release assigned per semester. Need to address this at next EXC again as
departments need a
heads up soon to find replacement for spring course release.
VII.
Adjournment:
The meeting adjourned at 3:35
p.m.
Respectfully submitted,
Meg Caniano
Faculty Senate clerk
ATTACHMENT A
Criminal Background Check
George Mason University is
modifying University Policy Number 2221 (Criminal Background
Investigations). The new policy will
require all new employees and all current employees who change positions to
undergo criminal background checks. The
old policy specified the employment categories and offices that require such
checks. They included all staff and most
administrative faculty positions. Due to outside certification requirements,
faculty teaching in the College of Health and Human Services and the College of
Science were also subject to background checks.
The new policy will extend the check to all new faculty, staff, and
admin faculty for whom a check has not been completed in the last three years,
including those who leave the university and then are rehired. Employees who are simply promoted in their
present positions will not be required to have a background check
completed. Also, anyone who signed a
contract with the university prior to June 25 is exempt from a check unless it
was already part of their hiring process.
According to Linda Harber, Associate Vice President and CHRO of Human
Resources and Payroll , all major universities in
Virginia except Old Dominion University either presently have a policy like the
new one being implemented or are in the process of implementing one. The change in policy at Mason and some other
institutions is, in part, the result of the recent incidents at Penn State.
The policy change was
developed by Linda Harber and senior administrative
staff. The first major planning meeting
occurred on April 5, 2012. With the
unfolding revelation of child molestation at Penn State, there was some urgency
to complete the process quickly. Faculty
and staff were not invited to participate in the planning process. Any concerns or feedback with the policy can
be shared with Jessica Cain ([email protected]) in Employee Relations.
The background check process
occurs as follows. As part of hiring or
position-changing, the employee must agree to a criminal background check. That action is a condition of employment or
job change. The university then uses the
services of an online company named HireRight. This
company completes (a) a Social Security Trace which reveals the names and
addresses associated with the social security number, (b) a search of the Sex Offenders Registry
and Prohibited Parties (terror watch) List, and (c) a criminal search that
reveals felony and misdemeanor convictions (not arrests or accusations) within the
last seven years. Minor traffic violations
are exempted. Once the check is
complete, results are kept in a locked file in HR, apart from the individual’s
personnel file, and never shared with a third party under any circumstances. Jessica Cain and Christine Harchick in HR Employee Relations are responsible for
initiating the checks.
The cost to the university
varies between about $42 and $70 per check, averaging about $50, and this is
paid centrally, not from the budget of the hiring unit. The total annual cost for completing this
process is difficult to estimate.
According to Jessica Cain, the university had about 500 new hires last
year, meaning the cost for this category of employee is about $25,000. However, this number does not include present
employees who changed positions and staff/volunteers associated with camps.
If the search results in the
finding of a criminal conviction or other issue, the individual will have a
confidential one-on-one meeting with a member of Employee Relations. This meeting allows the employee the opportunity
to verify the results and inform Employee Relations of any ongoing
appeals. Concerns can potentially be
discussed with the position’s supervisor and, if deemed necessary by the
department, with individuals higher on the employment chain and the
university’s General Counsel’s Office. A
negative finding would not normally result in non-hiring or non-promotion. Usually, unless the conviction occurred in an
area that might compromise the ability to complete the individual’s assigned
duties, the person would be hired or the job change would go through.
The change in the policy is
not the result of any significant problems at Mason. No faculty and only a small number of staff
have been released or not hired as a result of criminal background checks. The reason for most of those is that the
individuals did not disclose their convictions.
Disclosure is required by both the old and new policies. In addition, there have been no cases to date
in which a successful candidate has refused to approve a check and therefore
not been hired.
ATTACHMENT B
RESOLUTION OF APPRECIATION
For
MARION DESHMUKH
WHEREAS Phi Beta Kappa, the
preeminent academic honorary society in the liberal arts, has approved the
establishment of a chapter at George Mason University; and
WHEREAS the University, its Faculty, and, especially, Mason’s students benefit from
this action; and
WHEREAS, Prof. Marion Deshmukh of the Department of History was primarily
responsible for shepherding Mason’s application through a lengthy, detailed,
and arduous process that required extensive time and effort;
THEREFORE BE IT RESOLVED that
the Faculty Senate, on behalf of the General Faculty, expresses its gratitude
to Prof. Deshmukh.
ATTACHMENT C
University Policy Number 4010
Subject:
Financial Conflicts of
Interest in Federally Funded Research
Posted on the Faculty Senate
website at http://www3.gmu.edu/resources/facstaff/senate/MINUTES_FS_2012-13/Policy_4010_Draft_061212.pdf
ATTACHMENT D
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Appendix to Financial
Conflicts of Interest in Federally-Funded Research Policy Number 4010 Additional Requirements for Public
Health Service Funded Research Posted
on the Faculty Senate website at http://www3.gmu.edu/resources/facstaff/senate/MINUTES_FS_2012-13/Appendix_to_4010.pdf
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