New Mexico State University

Administrative Council

Minutes of June 14, 2005

Minutes of May 10, 2005

1.         The minutes of May 10, 2005 were postponed until the July meeting because many of the regular members were attending the Academic Deans Retreat.

Old Business

2.         Word vs. WordPerfect [Michael Hites]

Michael Hites said they prepared a draft policy which does not mandate that all NMSU employees use a particular software, but instead specifies the official file format for electronic documents that are shared between employees.  The draft policy was first distributed to the NMSU Association of Computing and Networking Staff (ACANS) group. Their comments indicate that guidelines are also needed for email standards.  Michael will draft guidelines for sending email, especially to large groups like ABCD. 

The draft policy was then distributed to Administrative Council members.  Michael said he had not received any comments from the Council. Rebecca Dukes asked if this needs to be a policy. Dr. Martin suggested and Michael agreed that “a guideline” would be acceptable.

The approved guideline reads as follows:  “NMSU will use Word (.doc), Excel (.xls), and PowerPoint (.ppt) as the standard file formats.  All documents that are distributed for editing, collaboration, or communication between employees will use these file formats.” 

New Business

3.         Name Change for the College of Business Administration & Economics [Kathy Brook]

Kathy Brook said the proposal is to change the name of the College of Business Administration and Economics to the College of Business.  The proposal has been approved by the Faculty Senate. The purpose of the requested name change is twofold: 1) They have been working with a donor to name the college and including the name of the donor with the current name is too lengthy, and 2) Common practice both inside and outside the college is to refer to it as the “College of Business.”

Dr. Martin said it wasn’t clear if the name change needed the approval of Administrative Council. Rather than creating another level of approval, since no objections were expressed, Dr. Martin said the proposed name change has the concurrence of this body.  The proposal will now go to the Board of Regents. 

4.         Association of Graduate Students Request for Formal Recognition  [Gary Bond]

Gary Bond discussed a policy that was distributed which proposes to create a graduate student government called the Association of Graduate Students (AGS).  This new body would be formed by separating from the existing ASNMSU student government body and would be financed by graduate student fees currently allocated to ASNMSU.  Their goal is to better serve the needs of graduate students by ensuring that graduate students, who are integral to furthering the education, teaching, and service mission of the university, are allowed greater access to programs and initiatives that help develop and refine their professional skills in areas that benefit both the mission of the university and themselves. The proposal would streamline current graduate representation by merging the Graduate Student Council in its present form into the Executive Branch of AGS and ASNMSU graduate senators will form part of the legislative branch of AGS, thus eliminating any functional redundancy. The Graduate Council has appointed a faculty committee chaired by Dr. Edward Pines to help facilitate the AGS organization.

The proposal also states that both the president of ASNMSU and AGS would sit on all applicable university councils and committees and alternate every year as Chair of the Student Fee Review Board. One significant change would be to allow an ex-officio graduate representative to attend Board of Regent meetings. 

Dr. Martin said he had met with the Graduate Student Council and that we are trying to increase graduate student enrollment by making some investments in it.  We are committed to having a strong program and an ongoing working relationship.  Jennifer Burn said she has a lot of questions about the proposal. Dr. Martin said since the proposal has some serious implications for ASNMSU, they should be provided an opportunity to review and discuss the proposal with the Graduate Student Council.

In response to a question from Jim McDonough about whether some of the student fees that now go to ASNMSU would go to the Association for Graduate Students, Gary said yes. Regarding office space, Gary said they would probably be able to work out of their current offices and could schedule their meetings at a different time from ASNMSU in order to utilize the same meeting space. 

Bruce Kite recommended that graduate student representatives meet with ASNMSU leadership since this is a spinoff of ASNMSU which is an official university body as recognized by the board and in our polices.  Gary and Jennifer and a small group will get together to explore the implications of this model and perhaps some variations thereof. 

Enedina Vazquez, Associate Dean of the Graduate School, said it’s time for the graduate students to form their own separate group, and she certainly supports their efforts.  She has seen them become a lot more active and more connected to the university community.  Some of their concerns and issues may not necessarily be the same for undergraduate students. Many institutions have separate graduate student organizations, including UNM.

Pending Decisions

No items.

Announcement of Decisions

No items.

University-wide Information/Announcements

5. NM Higher Education Department Updates [Miriam Meyer]

Miriam Meyer distributed a newsletter from the New Mexico Higher Education Department (formerly the Commission on Higher Education) entitled “Updates from the Interim Secretary” and encouraged members to periodically access their website to get current updates. Their new URL address is http://hed.state.nm.us.

Dr. Martin mentioned that there is a search underway for a Cabinet Secretary of Higher Education. The search committee, chaired by President Danny Lopez of NM Tech, will recommend candidates to the Governor.  Janet Green, Department Head of our Hotel/Restaurant/Tourism Management Department, is on the committee, as well as John Papen, a local Las Cruces citizen and Aggie supporter.  Dr. Martin said the position has enormous implications for the way higher ed will be governed in this state, and he encouraged members to recommend nominations to President Lopez. 

6. Demonstration of Student Interactive Response System [Brian Ormand]

Brian Ormand distributed a handout and several “clickers” to demonstrate the use of the proposed student response system.  The goals are to have a universitywide standard student response system so students only have to purchase one brand of transmitter, to provide a standard classroom infrastructure, and to provide for better peer support among faculty. Several vendors were evaluated. Einstruction was found to be the most widely used on campus, the only vendor to offer radio-frequency transmitters and receivers, and also supports the PC/Mac platforms. 

Brian said the radio-frequency transmitters are newer devices that do not need line of sight and have a higher level of reception and functionality. The “clickers” are especially effective in large classes because they maximize student participation, comprehension, peer collaboration, learning retention, and provide greater student satisfaction.  They allow interactive discussion with students in real time. 

Michael Hites said they will visit with the faculty to make sure they still agree with this system, negotiate pricing with the Bookstore, prepare a training program for the instructors, and provide information to the students.  The cost of the “clicker” from the Bookstore is $15-$18 per semester or a lifetime fee of approximately $40.  Re-registration is only necessary if you change ownership.

Other:

 

Dr. Martin stated that for many years, NMSU has been represented in DC by Meyers and Associates. Prior to Dr. Martin’s arrival at NMSU, a decision was made to consider other possible sources of representation in DC. Dr. Martin asked that any change be postponed until he could get a better understanding of the situation.  NMSU needs to be more competitive in the traditional sense of external funding.  We need to get a better sense of what the Federal agencies are funding, we need to put our faculty in a position where their productivity becomes a springboard for additional external funding, and we may need a new approach to do that. Dr. Flores will lead a task force that will look at options for representation in DC. An RFP has been issued to get other possible sources of interest.

 

Dr. Martin said the process is open and he encouraged the council members to have further conversations with their leading research faculty and to share their comments with the task force. In addition to Bill Flores, other members include Don Birx, Jim McDonough, Everett Egginton, and Ricardo Rel. The contract with Meyers and Associates has been extended to the end of September, so we need to make a decision by October 1. 

 

Dr. Martin said we have a short Legislative session coming up and for a variety of reasons, we will not receive any enrollment growth money this next year. He plans to recommend that the current method of distributing enrollment growth money should be measured across our whole NMSU system and not campus-by-campus because it forces us to compete with our own community colleges for students. 

He recommended that we prepare four overarching initiatives for specific appropriations and limit the number of fragmented funding requests.  One of those initiatives might be “Support  and Enhancement of K-12 Education” and we could include ENLACE, the STEM projects, CAMP, etc. under that umbrella for $1.4 million.  Another initiative might be “Enhancing Economic Development” which could include the range improvement task force, Arrowhead, and the new program in aerospace aeronautical engineering. We would request $1+ million to cover this initiative.  This would mean that all of the individuals representing these projects would need to get on board and not lobby individually for their project.  We would request somewhere between $5 - $6.5 million dollars to cover some of the expenses we are now taking out of enrollment growth money, since we won’t receive any enrollment growth money next year.  Dr. Martin urged the Council to think about establishing the four initiatives.  Dr. Martin plans to propose to our local Legislators that we assign two of them to each of the initiatives to have a more comprehensive approach. 

Dr. Martin said he is concerned that the quality of this institution is not reflected in our reputation. We need to equate what we do so well with the way we are perceived.  Part of the problem is our marketing, part is our image, and part is our strategy.  We need to broaden the way we are known nationally. Dr. Martin said there is a science in the way you market yourself, and we need to make some changes.  There will not be massive changes, but we will have some new symbols because they translate better. 

Next Meeting: Tuesday, July 12, 2005, 8:30 a.m., NM Department of Ag Conference Room.

Minutes recorded by Barbara Dickenshied.

THE ADVISORY COUNCIL ON ADMINISTRATIVE POLICY
MINUTES OF THE REGULAR MEETING
June 16, 2005

 

MEMBERS PRESENT:  Roger Hartley (F),  Mary Hoke (alternate for Bobbi Raub) (F), Kurt Anderson (F), Tammy Anthony (P), Maureen Camunez (P), William Glenn (P), Norma Ledesma (P), Tim Nesbitt (P), Jane Boykin (alternate for Bea Pacheco) (C), Christie Padilla (C), Nellie Rosales (C), Sandra Moreno (C), Paula Ross (C), Russell Hardy (Branch), Ida Chavez (Branch) and Phillip Wright (Non-Branch). 

 

ALTERNATES PRESENT:  Mary Hoke, Steve Hussman, Roseanne Bensley, Jane Boykin and Genevieve Bauer.  

 

VISITORS: Greeley Meyers, Pioneer Club, Janet May, Employee Benefits, J. R. Anthony, Fringe Benefits Committee and La Dawn Morgan (Entomology, Plant Pathology and Weed Sciences).   

 

Tim Nesbitt called the special summer meeting of the Advisory Council on Administrative Policy (ACAP) to order at 3:00 p.m. in the Conference Room in Wooten Hall.  Copies of the Agenda and June minutes were handed out.   

 

Tim called for additions or corrections to the minutes of May 12, 2005.  A correction was noted to add Genevieve Bauer as attending the meeting for Sandra Moreno.  A motion was made and seconded to accept the minutes with the correction.  Tim reminded members, alternates and visitors to be sure and sign the attendance sheet.    

 

Tim then called for any Standing Committee reports. 

 

FRINGE BENEFITS COMMITTEE: Jim Anthony reported that the Fringe Benefits Committee met on May 18th and completed another requested review of the NMSU Sick Leave Bank Policy.  Information requested from Human Resources and Employee Benefits was presented and discussed by the Committee, with the following findings and decisions:

 

At the May 18th meeting, the following items were discussed;

1.      The existing two year employment period

2.      Donation of “excess or lost” annual or sick leave

3.      Creation of an emergency pool or fund for staff

4.      The purpose of the Sick Leave Bank (SLB). 

 

Based on the discussion of the above items, the Committee determined the following:

1.                            The two year employment period was put in place by a previous administration as a reasonable time frame before employees could join the SLB, also allowing employees ample time to build up leave to cover the first thirty days of a personal emergency. 

2.                            “Excess or lost” leave does not belong to employees, it simply no longer exists, therefore, it cannot be donated in any way.

3.                            The Committee will look into making a recommendation to ACAP about the possibility of forming a “staff emergency” fund similar to the fund recently started by the Faculty Senate. 

4.                            The original purpose of the SLB was to assist employees in meeting the 135-calendar day elimination period for long-term disability.  The Committee voted unanimously to leave the current SLB policy unchanged at this point in time.  The supervisor who requested this review was notified of the Committee’s decision by memo. 

 

The Committee was also asked to investigate whether or not NMSU retirees are currently eligible to purchase software from ICT and the bookstore at reduced rates the way current employees can and whether or not retirees can currently purchase computers at reduced rates like current NMSU employees.  The answer to both questions at this time is no.  The current software licenses that NMSU has only include current employees, not retirees.  The same is true for the computer vendors that Central Purchasing has worked with to set up the NMSU employee computer purchase program with. 

 

The Fringe Benefits Committee will not be meeting over the summer unless an action item is forwarded from ACAP for review. 

 

A motion was made and seconded to accept the Fringe Benefits Committee report presented by J. R. Anthony.  Motion passed. 

 

COMPENSATION COMMITTEE.  Kelly Brooks reported that the Compensation Committee has not met. 

 

CAMPUS PLANNING COMMITTEE.  Robert Medina reported that the Campus Planning Committee has not met. 

 

Tim then asked LaDawn Morgan from Entomology, Plant Pathology and Weed Sciences to ask her question about WebCT fees.  LaDawn would like to see WebCT fees waived for NMSU employees. 

            Discussion followed.  NMSU would need to find out what the impact of waiving the fees would have on NMSU.  WebCT courses cost $15.00 per credit hour.  An employee could take a WebCT class without having to leave their desk or take it at home on the weekend or after work hours.  This could also apply to Distance Education classes. 

The request was referred to the Fringe Benefits Committee for their review and recommendation. 

 

Tim then referred to an e-mail that was forwarded to him by Nellie Rosales regarding sick leave.  The e-mail asks if ACAP has ever looked into compensating employees on an annual basis (end of each fiscal year) for any sick leave they have in excess of their 800-hour base.  It continues by saying that the policy of the University is to pay at a 50% rate if an employee separates from the University but wonders if ACAP has ever looked at a reimbursement on an annual basis for hours accumulated over the 800 base at a reduced salary rate? 

            Tim requested that this also be turned over to the Fringe Benefits Committee for their review. 

 

ADMINISTRATIVE COUNCIL.  Tim reported that the Administrative Council had met on June 14th. 

State Lobbying.  He reported that President Martin has begun looking at a better way to seek funding from Federal agencies.  We will be looking at things differently so we can get a broader view of what money is out there and available to us.  The Colleges that can pay for lobbyists have done very well.  Those that can’t haven’t done very well.  President Martin wants to develop ways to work with all Colleges and go forward as one campus and not just those that have the money. 

            Logo.  President Martin, Administrative Council and the Board of Regents want to broaden the image of the University.  Our image is not getting conveyed to the people who could help us.  We need something that shows who we are and what we do.  Maybe we aren’t projecting well.  Nothing will be changed without input.  Tim requested that Council e-mail him any comments they may have about Pistol Pete, the NMSU emblem, etc. 

            University Airplane.  A proposal is on the table for NMSU to buy an airplane from the Governor’s office.  President Martin has made a statement that he is interested in making a partnership with NM Tech in buying the plane.  This is only a proposal and if it’s not a good business move, its not going to happen.  The pros and cons of buying the plane are being investigated.  Discussion followed. 

 

OLD BUSINESS:  Retirees.  Retirees want to be included in decisions and changes in benefits.  Tim stated that retirees are not just represented by the Pioneers and anyone can come to our meetings.  President Martin has said that retirees are welcome “at the table” and that NMSU will not just remove the retirees from our insurance plans with no alternatives for them.  NMSU will do everything it can to keep the retirees on our policy and still keep our premiums as low as possible. 

 

NEW BUSINESS:  Impact of Hourly Pay on Regular Non-Exempt Employees.  Tim handed out copies of a memo from Jennifer Taylor addressing the concern by some university employees regarding the dollar impact on the take home pay of our regular non-exempt employees following the conversion to the Banner system in January.  Tim asked the Council to review the handout and we will talk about it and have Jennifer Taylor come to talk to us about the impact and the information she presents in the handout.  We will also have Jennifer talk to us about the flex-time issue. 

            Election.  An election was held to replace Cathy Thomas.  Cathy has resigned from the Council due to a promotion and a change in her classification.  Jane Boykin was elected to complete Cathy’s term on Council. 

 

OTHER.  Branch Campuses.  Russell Hardy expressed concern about comments that were recently made by former Governor Tony Anaya regarding NMSU’s Branch Campuses.  Russell suggested that ACAP needs to make a recommendation to President Martin that the Branch Campuses need his support.  Discussion followed.  It was decided that we need to prepare more information before we send a recommendation to President Martin and this issue will be further discussed at our July meeting. 

            Ethic Points.  Bill Glenn brought up the issue and requested that it be added to our next agenda.  We need to have Brenda Shannon come and answer questions that Council members may have. 

            Broadbanding.  The proposed Broadbanding change was brought up.  Is it going to go into affect and if so, when.  Tim said that he would try to get Diana Quintana to come to our next meeting or maybe representatives from the Pilot Group to discuss Broadbanding with us. 

            Christie Padilla.  Tim announced that this would be Christie Padilla’s last meeting with ACAP.  Christie is retiring from NMSU.  Tim thanked Christie for her service to NMSU and for her service and dedication to ACAP. 

 

With no further business to discuss, the meeting was adjourned. 

 

 

 

 

___________________________                              ________________________

Paula Ross, Secretary                                                   Tim Nesbitt, Chairperson

 

 

The Council has not approved these minutes. 

+++++++++++++++++

NOTICE OF NEXT MEETING

July 14, 2005

297 Gerald Thomas Hall

3:00 P.M.

+++++++++++++++++

 

JUNE 2005 REPORT

 

Kelly Brooks -- The Compensation Committee has not met.

 

Robert Median -- The Campus Planning Committee has not met.

 

Jim Anthony -- Fringe Benefits Committee report for May 18th.

            The Fringe Benefits Committee met on May 18th and completed another requested review of the NMSU Sick Leave Bank Policy.  Information requested from Human Resources and Employee Benefits was presented and discussed by the committee, with the following findings and decisions:

            The existing two year employment period

            Donation of "excess or lost" annual or sock leave

            Creation of an emergency pool or fund for staff

            The purpose of the SLB

 

Based on the discussion of the above items, the committee determined the

following:

            The two year employment period was put in place by a previous administration as a reasonable time frame before employees could join the SLB, also allowing employees ample time to build up leave to cover the first thirty days of a personal emergency.

            "Excess or lost" leave does not belong to employees, it simply no longer exists, therefore it cannot be donated in any way.

 

            The committee will look into making a recommendation to ACAP about the possibility of forming a "staff emergency" fund similar to the fund recently started by the Faculty Senate.

            The original purpose of the SLB was to assist employees in meeting the 135 calendar day elimination period for long term disability.

            The committee voted unanimously to leave the current SLB policy unchanged at this point in time.  The supervisor who requested this review was notified of the committee's decision by memo.

            The committee was also asked to investigate whether or not NMSU retirees are currently eligible to purchase software from ICT and the bookstore at reduced rates, the way current employees can and whether or not retirees can currently purchase computers at reduced rates like current NMSU employees.  The answer to both questions at this time is no.  The current software licenses that NMSU has only include current employees, not retirees.  The same is true for the computer vendors that Central Purchasing has worked with to set up the NMSU employee computer purchase program with.

 

The Fringe Benefits Committee will not be meeting over the summer unless an action item is forwarded from ACAP for review.