ACADEMIC BOARD MINUTES
AUGUST 24, 1998

MGEN J. S. GRINALDS, LTC A. W. LeCLERCQ, BGEN R. C. POOLE, LTC J. S. LEONARD, COL H. W. ASKINS, JR., COL W. J. MACPHERSON, COL R. E. BALDWIN, COL R. A. MALONEY, COL M. A. BEBENSEE, COL I. S. METTSS, JR., COL J. R. BLANTON, COL W. B. MOORE, JR., CAPT M. L. BOYKIN, COL S. OZMENT, COL C. E. CLEAVER, COL D. H. REILLY, COL M. H. EZELL, JR., LTC P. J. REMBIESA, COL D. J. FALLON, COL G. B. STALEY, COL A. J. FINCH, COL J. W. TREZ, SR., COL J. A. FOLLEY, COL G. L. WILSON

MGEN Grinalds welcomed department heads to the start of a new academic year and expressed his confidence in the academic leadership they provide.

Prior to the regularly scheduled meeting, BGEN Poole chaired the first department-head training program. COL Metts discussed plans for future sessions to be conducted on assessment, planning, and budgeting; course scheduling; and faculty evaluation. COL Metts then distributed an administrative calendar outlining department head duties (copy attached) and led a discussion of the calendar entries.

June: Importance of annual reports.

July: Budget is finalized.

LTC LeClercq voiced concern about not having more opportunity to participate in the budgeting process. COL Metts acknowledged that the College still has not gone through the prescribed strategic budgeting process. The process was not followed this past year in part because the new VP of Finance joined the staff in mid-year. COL Metts reminded the department heads that budget requests must be tied to results of assessment. COL Bebensee asked whether budget approval was based on the need for a department to address deficiencies identified by assessment or on a department’s plan to build on strengths identified by assessment. COL Metts said both are taken into consideration.

COL Metts reviewed the expectations for content of annual assessment reports.

COL Bebensee requested that any subsequent session on assessment focus on assessment tools. COL Metts reminded department heads that information is available from SCHEA on line or in hard copy. He also volunteered to meet with entire departments to discuss assessment.

COL Wilson asked that departments’ assessment efforts be evaluated. COL Metts said this should be done for departments on an individual basis.

COL Metts reminded department heads that annual plans should be submitted in September.

LTC LeClercq asked about CDF budget approval. BGEN Poole reported that CDF approved a total of $2.7 million with $1,300,000 for scholarships, funds for 42 graduate assistants and $75,000 for faculty development.

Following this session, the regular meeting of the Academic Board was called to order.

AGENDA ITEM # 1: APPROVAL OF MINUTES OF 27 MAY 1998 MEETING.

COL Askins moved and COL Bebensee seconded approval of the minutes as written. The motion carried unanimously.

AGENDA ITEM # 2: BUDGET PROCESS OF 1997-1998

BGEN Poole recognized COL Finch who had a question about the budget process. COL Finch said he had planned to ask why the budget process had not worked as it should this past year but had heard the answer in COL Metts’s earlier comments. BGEN Poole volunteered to send copies of the budget to all department heads.

AGENDA ITEM # 3: KRAUSE BUSINESS PLAN COMPETITION

COL Bebensee explained to members of the Academic Board a competition being sponsored by Citadel alumnus Bill Krause. Students from any major working in four-person teams will be competing for a substantial cash prize.

AGENDA ITEM # 4: PROFESSIONAL STANDARDS

COL Metts distributed the final version of the Professional Standards document and asked that department heads have secretaries come by his office to pick up a sufficient number of copies for each faculty member. He called attention to the incorrect date on the cover page of the document.

AGENDA ITEM # 5: PERFORMANCE FUNDING

COL Metts announced that there will be a meeting in Columbia on August 25th to review the last of the standards. He reminded department heads of areas on which they must report: qualifications of adjunct faculty, community service for which no compensation is received, teacher education programs. We have had to report on availability of faculty and on effectiveness of advising. COL Metts stated that students reported a very high rate of satisfaction (over 90%) on faculty availability. There was a low rate of return (only about 50%) on the advising question; those who did respond (especially freshmen) did not indicate much satisfaction with faculty advising. BGEN Poole suggested that the advising question be asked again and be tied to the registration process for spring semester. He also recommended a change in nomenclature since students have more than one faculty advisor (departmental and company). CPT Boykin raised the issue of the scope of advising responsibilities for faculty in departments with large numbers of majors. This should be taken into account in any efforts to improve the advising system.

AGENDA ITEM # 6: POST TENURE REVIEW

BGEN Poole recognized COL Ed Davis who chaired the Faculty Council subcommittee on post-tenure review. COL Davis relayed the Faculty Council recommendation that a joint committee (with membership drawn from Faculty Council and the Academic Board) be appointed to expedite the process of creating a final draft proposal.

BGEN Poole agreed to appoint such a committee but reminded department heads that they are still responsible for developing a schedule for evaluating their faculty.

COL Wilson asked how post-tenure review compares to annual review. BGEN Poole explained that post-tenure review, unlike annual review, involves more than just evaluation by the department head. Peer review will also be part of the process.

BGEN Poole urged department heads to start discussions of the standards and process for their departments with faculty. The criteria of the State is summarized in the Faculty Council subcommittee’s report.

LTC Leonard suggested that Academic Board members have a chance to make comments before the joint committee is formed. BGEN Poole said that one Academic Board meeting will be devoted to the topic of post-tenure review.

The joint committee will be made up of three faculty named by Academic Board and four named by Faculty Council. The committee will be expected to have a proposal completed by the end of the academic year.

AGENDA ITEM # 7: CORE CURRICULUM COMMITTEE REPORT

BGEN Poole stated that he also wants to complete the core curriculum review this year. The report is being forwarded to the Faculty Council. It is likely that there will be a special meeting of the Academic Board on this topic also.

AGENDA ITEM # 8: CLASS ABSENCE SYSTEM

COL Trez explained the new automated class absence system to the Academic Board. CDRs (class disciplinary reports) will no longer be generated. The system will keep track of those students with excused absences based on special orders and infirmary excuses. Department secretaries will enter orders for field trips into the system. The next step will be to automate special leaves. Faculty members will still be responsible for maintaining their own records.

Punishments for class absences are more strict this year. A student will receive 5 demerits and 10 confinements for the first absence; 10 demerits and 20 confinements for the second absence; and 10 tours for the third and any subsequent absence.

AGENDA ITEM # 9: CLASS ABSENCE RULE (20% LIMIT)

COL Ozment informed the Board that she would experiment this fall with awarding an administrative "F" to those students identified by the class absence system as having accumulated over 20% class absences. She will ask the professor whether there is any reason not to assign an "F" before officially doing so.

AGENDA ITEM # 10: INTERNSHIP APPLICATION DEADLINE

COL Ozment asked department heads to remind their faculty who serve as internship advisors that applications should be received by the end of the drop/add period. Advisors should also be reminded that students are permitted to take a maximum of two internships in their academic career.

AGENDA ITEMS # 11 AND 12: GRADE CHANGES AND INCOMPLETES

BGEN Poole asked department heads to discuss with their faculty early in the semester the importance of submitting accurate grades and of awarding incompletes only under approved circumstances. The ONLY justification for a grade change is an error in calculation. Students cannot complete additional work or retake tests after the semester has ended. The ONLY justification for an "I" is extenuating circumstances which made it impossible for the student to complete the course. Moreover, the student must be doing passing work at the time the "I" is awarded. Incompletes must be removed within 30 class days after the start of the next full semester. BGEN Poole stressed the importance of detailing grading standards on syllabi.

AGENDA ITEM # 13: HONOR SYSTEM AND CLASS ASSIGNMENTS

BGEN Poole stated that faculty must give clear and specific written guidelines for collaborative work on their syllabi. Exams should be proctored to eliminate temptations to cheating. If cheating or plagiarism do occur, it is essential that faculty submit all cases to the Honor Court.

AGENDA ITEM # 14: CONSOLIDATED FACULTY TRAVEL REPORTS

BGEN Poole reminded department heads that consolidated faculty travel reports must be turned in before any travel requests will be approved.

AGENDA ITEM # 15: MISCELLANEOUS

BGEN Poole announced new pay rates for adjunct faculty ($2000 for a three-hour course).

COL Ozment will be working this year on improving the faculty advising system.

The History Department is exploring the possibility of offering a Masters degree in Military History through online distance education.

COL Ozment announced that a Director of International Studies, CPT Janice Bedenbaugh, has been appointed. She will be responsible for teaching English as a second language to international students and will also serve as the advisor for study abroad.

BGEN Poole informed the Board that COL Reilly is looking into the possibility of creating a leadership program for high school prinicipals and school superintendents.

BGEN Poole indicated that the College was once again investigating the possibility of establishing a conference center and also the possibility of increasing the size of the Corps of Cadets.

There are approximately 583 cadets in the entering class. Of those, 36 are women and 55 are African American (almost twice as many as last year). The average SAT is 1072, and the average GPR is 2.69.

BGEN Poole explained that since COL Reilly will be serving as interim head of the Education Department, his duties have been divided among the other deans. BGEN Poole will send out to department heads by e-mail a description of the proposed new reporting lines. They should send back to him any comments they wish to make.

There will be 6 inspections on Friday afternoons before parade this year. BGEN Poole expressed concern that students will use ESP on Thursday nights to prepare for the inspection and asked for help in monitoring the impact on Friday classes. Morning PT will continue this year on Mondays and Thursdays.

CAPT Boykin reported 62 new freshman criminal justice majors and 40 upperclassmen who have changed their majors to criminal justice.

The meeting adjourned at 1530 hours.

Submitted by

Suzanne Ozment
Dean of Undergraduate Studies and Dean of Women