UFC Meeting

February 17, 2014

Monroe 240

3:30-5:30

Present: Smita Jain-Oxford, Tamie Pratt-Fartro, Angela Pitts, JodieHayob, MarcelRotter, Debra Schleef, Debra Steckler, SteveGreenlaw, Courtney Clayton

Ex-Officcio: Provost Levin, Lynne Richardson, MaryGendernalik-Cooper, John Morello, Richard Finkelstein

Absent: President Hurley

I. Call to Order

II. Admissions (Carol Descak, Melissa Y. and Cris Hairston)

-Admissions and Financial Aid presentation

-Heidi Hunter Goldsworthy: new head of financial aid; came from state university in Pennsylvania.

-Presentation about what they are doing differently this year:

  1. implemented a territory management plan
  2. established funnel goals
  3. set the foundation for data-based enrollment management
  4. trained staff and raised expectations
  5. cross-trained admissions staff to enable discussions. Re: financing out of pocket cost and overcoming financial aid objections. Admissions and financial aid staff had been separate before
  6. up front awarding of endowed scholarships (fall 2013)
  7. academic program surveys: move to provide features/benefits/proofs/outcomes for each academic program
  8. additional showcasing of academic quality
  9. developed an international recruitment plan: traveling in designated areas, have visited boarding schools, have partnered with ELS, have purchased names of prospective international students, and have a recruiter designated as an international recruiter
  10. enhanced student search (purchased high school and junior and sophomore names, targeted purchase through predictive modeling). Next step is VIP luncheons with high academic students.
  11. telecounseling at all stages of admissions funnel
  12. purchased and in process of implementing customer relationship management tool. VIP pages: academic interests, co-curricular interests, sports, personal admission counselor, admissions checklist, events module, automated communication.
  13. enrollment and revenue management for financial aid: use some of the money getting from tuition revenue to finance financial aid; many schools are using it. It enables us to award students a scholarship at the time they are admitted. Has a true price calculator that will enable prospects to determine total financial aid award and out of pocket cost at UMW. This is a great tool for athletics too.
  14. eagle vision: admissions office content will be managed remotely. Personalized local content will reflect daily visitor names, applicable department messages, etc.
  15. hired 15 paid Washington Guides. They give the tours and have partnered them with recruiters. Allows recruiters to focus on high-level work and guides write personal notes, summarize events, etc.
  16. alumni-admissions partnerships: presidential receptions, “refer-an-eagle” program, participation in domestic and international fairs/events, calls to admitted students in Montgomery County, judges for Washington/Alvey scholarships, hosting yield events, CRM Communication.
  17. Faculty-admissions partnerships: open houses, V.I.P. luncheons, faculty advisory council to admissions. Future efforts: videos, monthly admission reports by disciplines.

To increase perception of academic quality:

  1. events: student affairs panel, honors presentation
  2. parent communication: mentioned national recognition and accolades.

-sitting at 19% increase in applications. Sitting at 5200 applications right now. Out-of-State, 35% ahead in applications right now. Almost to point of number of offers this year in out of state that we saw in total applications last year. Quality of pool is good – holding. 3.73 average compared to 3.6 last year. 1080 low end to 1250 on SAT. Still admitting, up in Honors offers. Suggested filing date is February 1st. Early action was up about 35% as well. 400 more early action offers than in the past. Admitted students Destination Day is this Saturday. Then March 15th is next one for admitted students.

-Athletic open house on Sunday in April 13th – something haven’t done before. There will be an academic panel also. There will be people for them to attend as well in the afternoon.

-Question was asked about what competitors do to retain students who might not be as prepared.

-Question was asked about liaison with departments who bring students to campus, i.e. for something like World Language Day. Carole said there hasn’t been an official policy, but that she would very much like to do that.

-Admissions for Masters students: question was asked about that. Carole said that they haven’t made a lot of progress on that. For MBAs, they are going to corporations, have purchased some names of people who have taken GMATs, etc. Also having students come in and sit in classes. They are part of CRM as well. Still doing some fairs. Don’t have a big inquiry pool for the Masters programs. COE is holding with numbers, up slightly by a few students. Focusing on literacy program this year and doing some direct reaching out to schools and trying to get students in that manner. Education Masters programs are down across the county.

-Debra Schleef asked about how Carole feels about the implementation of the brand. Carole said it is more about how the students feel about it. Has had mixed feedback. Current students have been vocal about not liking it. She likes it to a certain extent, but some things, subtitles, etc, need to take a second look at. Have to be specific about what we do here that helps students to be successful after they leave. Need more outcomes information and that is what we need to be promoting. Admissions meet with marketing every week.

-Carole suggested maybe doing alumni surveys in another way. Provost said had a meeting about a plan – three phase plan that had immediate survey upon graduation, with contact information, then one-year survey and then three-year survey.

-Provost has talked about looking at the web pages and who should be in charge of keeping them updated; there is an issue out there. Want to look at that, and it will be an area they will come back to about.

III. Approval of Minutes from November 18, 2013 and electronic notes of January 2014.

-All approved.

IV.Reports

A. President’s Report

- not in attendance

B. Provost’s Report

- word they are having about snow days. Best thing to do is for faculty to address it in ways that make the most sense. Communicate clearly with students, online, schedule extra time, whatever you think will work for you. Has had a conversation with academic affairs now, and he said that this approach is still best approach for the most part. Faculty will make the decisions and communicate clearly with students.

- most concerned about classes that meet once a week.

- talked with people in the sciences about labs, especially.

- suggested putting together a small group to look at what faculty could do in the future given snow days; that this might be something that goes on syllabi

-he said to feed him information on what to do when snow days happen

C. Deans’ Reports

- COE: no report

- CAS: lots of hiring; now have director for BSN program; Masters in geospatial sciences is all set

- COB: no report except to say Associate Provost for Enrollment Management candidates will be here this week and next week. General meetings in Lee Hall 411.

D. UFC Chair’s Report

- Announcements:

1. Rettinger said there is supposed to be an honor council report, which will come to us and then go to BOV. Honor Council report to BOV from Alice O’Brien

2. EMS system has been chosen and will take a year to implement for scheduling. Scheduling would still be done pretty much the way it is done now, but still conversations about this.

3. January 13th, BOV Executive Board meeting. Discussion about brand management and governance.

4. Inquiry from Deborah Zies about extending UFC terms past 2 years. If structure of faculty is going to change, may want to think about that. Lollar will be setting up meeting with each of the College bodies. Angela will follow up with Lollar to see about when he will meet with COB and COE.

V.Old Business

- none

VI. New Business

A. Action Items

1. UAAC committee – 2 motions – at bottom of agenda

  1. Commencement Participation:
  2. Provost clarified that he emailed Jane Huffman to do the one three or four-credit course; and the discussion was a required “thing”, which became one “course” versus “credits”.
  3. Richard pointed out that many to most of these students are not ones who have failed, but had other issues
  4. Smita suggested that is there room for students to be allowed to petition rather than doing the one “course” since COB is currently split on this issue
  5. Provost said he was not in favor of case-by-case basis because someone would have to figure out why in a particular case, and here is the threshold
  6. John Morello brought up the point of how you trigger the process. That would have to be figured out.
  7. Gail said some people may be missing a course, but it isn’t offered until following spring. Will they walk twice? Do we care?
  8. Steckler said they feel better if they were required to take course in summer school.
  9. Point was brought up that course may not be offered in summer
  10. Angela moved that we put it to an all-faculty vote; Smita seconded it
  11. Has to go out to all instructional faculty and all adjuncts.
  12. Voted to send it to all faculty for a vote
  13. 2.1.8. designates the quorum that was suggested. 100 members of general faculty, at least 5 members from each of the colleges, representation from at least 10 different departments
  14. All passed the motion
  1. Instructor Initiated Drops – Blended/online courses
  2. approved

2. Curriculum Committee – action items

a.

  • Chairs were contacted about courses to see what needed to be eliminated; approved

b.

- approved

3. Honors committee–

a.

- approved

b. Additional Honors course approvals

- approved

4. CAS voted to dissolve CAS FAAC:

- necessitates changes to handbook language; consulted all University Committees about this

-UFOC needs to put forward the motion to approve so that can get in front of BOV for April meeting

- Going back to UFOC

B. Minutes only

1. Budget Advisory – forwarded from Al-Tikriti email

  • Steckler on minutes of November, proposed schedule for budgets to be presented. Wanted to know when budgets will be presented.
  • We will get reports about budget presentations

2. SI report - UFC website

C. BOV meeting Feb. 20-21

- Debra asked if there were anything else she should add. No one had further suggestions

VII. Announcements

- none

VIII.Adjournment

Adjourned at 5:38pm

Addendum:

Voted on General Education Committee minutes electronically. Minutes were approved.


Commencement Participation:

All students who are on the pending list of degree candidates for the Baccalaureate degree as determined by the Office of the Registrar and who have completed all graduation requirements by the end of the spring semester other than one remaining course may participate in undergraduate Commencement exercises.

Instructor Initiated Drops – Blended/online courses:

If a student has not logged into a majority online course during the first three days after the start of the semester or term, the instructor can drop this student from the course. No student should assume that he or she has been dropped from a course for non-attendance.