Academic Board

21 January 2003


The meeting was called to order by BG Carter at 15:15.


The minutes were unanimously approved as written.

AGENDA ITEM 2. Performance Funding:

COL Metts asked the assistance of the Board in addressing two Performance Funding issues.

Advisory Boards: COL Metts explained that there is no pressure to create an advisory board for any program, but if a board is established, it should follow the "best practices" as presented in Performance Funding indicators. He handed out a "check list" indicating these practices and indicated that an electronic version would be sent to deans/department heads/academic secretaries to facilitate reporting.

Internships: COL Metts provided a listing of all internships scheduled as such in SIS for fall 2001, Spring 2002, Maymester 2002, SS I 202, and SS II 2002. He asked the Board to identify any course that was actually an internship but may have been listed under another category, such as Independent Study or Seminar. He also asked the Board to identify any "not-for-credit" internship experiences that may have been organized for one of their majors.

AGENDA ITEM 3. Southern Association of Colleges and Schools:

COL Metts reminded the Board that its assistance has been and will be sought in addressing and documenting a number of SACS standards as The Citadel develops its Compliance Audit Report to be submitted in August. COL Metts asked the assistance of the Board in three specific areas.

Assessment: COL Metts reminded the Board that Drafts of the first three steps (Mission, Expected Results, and Assessment Tools) had now been provided to each dean/department head. These drafts were extracted from the latest Assessment Report submitted by the school/department. As soon as these three steps are in place for every Core area and degree program, they will be uploaded to The Citadelís SACS webpage. Then in June when the Annual Assessment Reports are submitted, the final two steps in the assessment process (Assessment Results and Actions Taken/Resources Needed) will be added. COL Metts reminded the Board that the mission statement should be brief and should show how the mission of the school/department supports the mission of the College; that the Expected Results should be means of determining if the mission is being met, should be few in number, should be measurable, and should be useful to the school/department in improving the quality of its programs; and that Assessment Tools should be part of the normal operation of the school/department.

Qualifications of Faculty: COL Metts provided for each school/department a matrix of all instructors who had taught a course from fall 2001 through spring 2003. Provided on this matrix are the SACS criteria for documenting the qualifications of the faculty to teach at a particular level and in a particular area. This matrix provides the name of the instructor, the courses taught, the highest degree earned, and the area of specialization for that degree. Deans/department heads were asked to review this data, correct any errors, and provide any missing information. When the degree alone does not document the qualifications of an instructor to teach a course, the dean/department head is asked to provide in the matrix the experience, scholarship, etc. on which the qualifications of the instructor were based. COL Metts indicated that an electronic version of this matrix would be provided to each dean/department head/academic secretary for ease of submission of this data. COL Metts reminded the Board that official transcripts for members of the permanent faculty are kept in the Office of the Provost, but official transcripts for adjunct and full-time temporary faculty are to be on file in the office of the dean or department head.

BG Carter indicated that he, COL Metts, and Bob White would be visiting each department in March prior to Spring Break to confirm that credentials, Faculty Evaluations, and syllabi were on file. COL Metts indicated that this visit would be stated to SACS as the institutionís verification of compliance for the standards addressing these areas.

Through discussion, it was decided that credentials need be on file only for adjuncts and full-time temporary instructors for fall 2002 through spring 2003; that having course syllabi on-line was acceptable; and that only the latest version of a course syllabus is needed.

AGENDA ITEM 4. NCAA Certification:

BG Carter reported that The Citadel is preparing for a 5-year interim self-study and report to the NCAA. In this report, The Citadel has been required to report on four issues that were not settled after the 1998 visit: Plan for Gender Equity in Athletics; Plan for Minority Equity in Athletics; process for certifying eligibility of student athletes; institutional control of the Brigadier Foundation. The Citadel is also required to report on the current status of plans for improvement and recommendations that the College presented in its 1998 self-study. The interim report also calls for specific items of data over the past three years. BG Carter indicated that four committees had been established to consider issues in the four reporting areas: Governance and Commitment to Rules Compliance; Academic Integrity; Fiscal Integrity; and Equity, Welfare, and Sportsmanship. The self-study period will begin officially on 15 February 2003, and the interim report must be submitted by 15 August 2003.

AGENDA ITEM 5. Attrition:

BG Carter reported that the percentage of attrition to date in the current freshman class is the largest in 10 years. Unlike last year, overcrowding in the barracks cannot be considered a primary factor in this excessive attrition.

AGENDA ITEM 6. Grades:

BG Carter reported that compared to past falls, the fall 2002 grades for freshmen were slightly higher, grades for sophomores and juniors were slightly lower, and grades for seniors were about the same. He cited leadership of the senior class as a factor in support of the performance of the freshman class.

AGENDA ITEM 7. Budget:

BG Carter reported that The Citadel had already received another 5% reduction in State appropriations and had been instructed to put another 2% in reserve in case of another reduction. Without some turn around in the economy, further reductions are to be expected.

AGENDA ITEM 8. Other Matters:

BG Cater reported that the BOV would be meeting 31 January-1 February. He would be presenting for actions the Mission Statement as revised by the Strategic Planning Steering Committee. If approved, this statement would then be sent to the CHE for approval. The Vision Statement, Core Values, and Mission Statement would then become part of The Citadel's catalogs, Faculty Manual, and College Regulations. BG Carter reported that the BOV would also be addressing budget preparation and issues related to the Corps of Cadets.

LTC George Williams, Chair of Faculty Council, reported that subcommittees were hard at work on the new ethics/leadership initiative, revising of charters of the Standing Committees, and various publications to include the Faculty Manual.

COL Metts reminded the Board that materials for tenure and promotion were due to the deans and that these materials needed to be passed on to the Faculty Tenure and Promotion Committee by the end of January.

BG Carter praised the work of the Sabbatical Committee and its chair, Dr. Jeff Pilcher. He announced that full-year sabbaticals had been awarded to Julie Lipovsky, and Kyle Sinisi. One-semester sabbaticals had been awarded to George Williams, Sheila Foster, Dot Moore, Mark DelMastro, and Les Cohn. For one semester sabbaticals, deans/department heads are asked to let BG Carter know which semester will be taken and how courses and other responsibilities will be covered.

LTC Pat Ezell indicated that the Maymester and Summer School schedules are on the College of Graduate and Professional Studies webpage. She also indicated that the Maymester/Summer School pay memorandum is on the web. She urged that each dean/department head take a look at the policy in anticipation of potential summer school arguments over having pay relate to section size. The memorandum is located on The Citadel webpage under Faculty and Staff/Policies and Procedures/Maymester, Summer School, and Overload Teaching.

COL Metts reminded the Board that evaluation materials for annual evaluations and post-tenure review would be sent out to each faculty member by e-mail attachment. It was decided that the period for post-tenure review is to be since the last formal review (tenure, promotion, or post-tenure) or six years which ever is shortest.

MAJ Sylvia Nesmith reminded the Board that on-line submission of grades is optional for the spring 2003 semester, but after that all grades will be submitted on-line.

There being no other business, the meeting was adjourned at 4:01pm.

                                                                                                   Respectfully submitted,

                                                                                                   Isaac S. Metts, Jr.
                                                                                                   Associate Vice President for Academic Affairs