Present: Ray Rodrigues (presiding), Victor Fuhro, Sylvia Peña, Mimosa Stephenson, Cindy Lerma, Betsy Boze, Jim Holt, Marilyn Dyer, José Martín, Doug Ferrier, Carolyn Green

1. Internal Communication: Members discussed the need for coordination of internal communication, especially in ensuring that information is disseminated appropriately to Academic Affairs secretaries and support staff.  Communication with the secretaries and support staff will be coordinated through the office of the VPAA.  Ray Rodrigues asked the deans to develop simplified workload documentation guidelines and a streamlined process for use next year.

2. Deadlines for Administrative Paperwork: Members discussed the importance of meeting deadlines for submission of administrative paperwork.  Discussion focused on timely submission of grades at the end of the semester and submission of paperwork supporting the assignment of incompletes (“I”).  Carolyn Green will prepare a memo to be sent to faculty members reminding them of the grade submission deadlines, the procedure for assigning an “I”, and a sample copy of the student/instructor contract to be completed when assigning an “I”.  The memo will also inform faculty members of the consequences of failing to submit grades on time.

3. Distance Education: Ray reported on UT System’s request for new degree proposals.  The proposals are due next month.  We will propose the development of an online AA degree.  Proposals for other new online degrees should be submitted to the VPAA.  Ray noted that it is essential that departments review course designs for online courses, since there will be only one online version of each course.

4. Y2K: Wayne Lewis reported that Academic Computing is producing a list of faculty members whose computers haven’t been checked for Y2K compliance and of those whose computers have been checked and found not be compliant.  Deans will communicate the information to those faculty members whose computers need to be checked.

5. Grant Procedures: Mimosa Stephenson noted that our auditors have requested that grant expenditures be reviewed and approved by an administrator in Academic Affairs.  Mimosa proposed that deans approve grant expenditures.  The proposal will be referred to Executive Council.

6. Status of Degree Program Changes Resulting from the New Core Curriculum: Carolyn noted that adoption of the new core curriculum necessitates changes to all baccalaureate and AA degree programs.  These changes need to be submitted to the Undergraduate Curriculum Committee for 1st reading in April in order to make catalog production deadlines.  Academic advisors are available to help departments with these changes.