Attendance: Joseph Bernt, Leona Cibrowski, John Day, Andrea McClanahan, CharlesMcWeeny, Bavin Mehta, Jerrel Mitchell, Averell Overby,  MarilynPoeppelmeyer, Edwin Rowland, Arvind Singhal, Scott Sparks, MaureenWeissenrieder, Michael Willits, Ed Yost, Kent Mulliner for JuliaZimmerman

Staff:  Raymie McKerrow, Katherine Tadlock, Anne Walker, Terrie Bruscino

Excused: Harvey Ballard, Scott Carson, Eddith Dashiell, Glenn Doston, Katherine Jellison, David Kidder, Paula Popovich, and Josep Rota

Absent:   Judith Edinger

Guests:  Terrie Bruscino/ETD/Staff

Convened:  2:13 p.m.

Chair Report:  A motion was made and approved unanimously to approve the February 14, 2003 minutes as written.

1)      Associate Provost for Graduate Studies Report (SEE HANDOUTS)  

a.  BUDGET:  A memo was sent to the Deans and Associate Deans regardingstipend budgets for next year.  Key points:  (Raymie was interested ininput from council)

ü      Basemoney for stipends, a reserve in stipend allocations, holding 10% ofOGS commitments.  Raymie was interested in councils’ input regarding:

ü      Should the minimum stipend level be increased?

ü      Should we move toward eliminating partial stipends?

Raymiereminded council that once again, we will experience a significantdeficit in the tuition scholarship account. It is costing less at bothends, due to student dollars, if the department can show and maintainthe numbers at the $2100 level of support. At some point, we can’tcontinue to have a deficit in the tuition scholarship account. Therewas much discussion about whether the current approach to fundingtuition in relation to the question: “Is there a run away train here?”Raymie suggested we need a better picture as to where the money isgoing. “Are there any non-academic scholarships out there, as theseunits do not pay for the tuition scholarships.” “ How many grants arewe paying?”  Joe Bernt wondered if we “gain or lose revenue by givingthe tuition scholarships away?” He felt we needed an answer to thesequestions before we can continue with this.  Maureen wondered, “Are wethinking of cutting the very things that are in fact making us money?”Again, there was much discussion.  Joe Bernt suggested that since wehave a new provost now, that perhaps we invite him to come to a gradcouncil meeting before the budget cuts are done. It was mentioned thatgrad council never has done this in the past. This idea was veryfavorable and it was decided Joe will invite him.

2)      International Conflict:  (SEEHANDOUT)   Raymie handed out suggested guidelines we might use inresponding to specific issues. It is hard to know what impactinternational issues will have on students here.  It was notedthis is definitely not a good time for recruitment due to theconflict.   In addition, Raymie is asking faculty to assist in makingsure students can be reached via their OAK accounts. Keeping in mind,the following points:

ü      If student leaves, will need to address the issues case by case

ü      We have policies but they do not address everything

ü      Ask the panel review to have some lead way

3)      MINI-STIPENDS:  Updated guidelines will be distributed soon. 

4)      Program reviews: Raymie’s concern is that we have not addressed some of the issuesraised last spring with respect to the “evaluative outcome.”  Assoc.Provost Kaul has been working on some initiatives, and Raymie hassubmitted some suggestions for his consideration.  Raymie feels heshould be more involved in the review process and needs to stay on topof things more, in this regard. 

5)      New Programs: 

ü      MS in Nursing review at RACGS at the end of this month on 3/28/03

ü      Civil Engineering proposal has been forwarded

ü      MA in American Studies is forthcoming

ü      RACGS is reviewing guidelines for program review at the state level

JoeBernt asked if the “RACGS review elimination was only for successiveiterations of unchanged programs.”  Raymie said “if Ed runs the 14th program in Zanesville, we have to let RACGS know.” “We are looking at not needing RACGS approval, and the possibility of just needing to notify them instead.”  IIP is also  becoming a relevant issue in RACGS reviews.

6)      ETD:  TerrieBruscino/ETD coordinator was present.  Terrie is our newly appointedstaff member handling ETD. She was introduced to council and sharedinformation regarding the process of filing electronic thesis anddissertations.  There was discussion regarding what the “originalmission” of ETD was:  Terrie believed it was addressing a goal to makefiling electronically mandatory at Ohio University. Joe Bernt thoughtthat the “original mission” was simply to offer individuals a choice.Joe did not think this was ever approved and that some departments willbe opposed, due to copywriting and publication issues.  Terrie spoke ofthe information sessions set up and encouraged those to attend to learnmore about ETD.  Raymie mentioned that OSU has moved to compulsory ETDsubmissions.  He suggested perhaps OU may wish to take baby stepstoward this position or just leave things as they are.  Raymie statedhe “has made a commitment to have in place an ETD trainer for the nextyear, and though he has to fund it 100% right now, he is committed tomoving forward.” 

7)       Katie Tadlock:  Director of Graduate Student Services:  Remarks

ü     SEVIS Update: The system continues to be very slow due to everyone using the samenational system. Having pretty much the same problems.  On a good daythey can get maybe four done.  On a bad day maybe one.  As of thismeeting, the system has been down a week.

ü     There is a one to two day turn around on admission letters.

ü     Thereis a six week backlog in regards to international applications,particularly chemical engineering.  Again, if there are any questionsfeel free to come in and have a look or send someone up with a list(please call first) and GSS will try to help you. There are somedepartments who have taken advantage of this.

ü     Fall application process:  1,132 were entered by February 1st and as of this meeting, 2,891.

ü     Twothings offered for discussion:  Consider using ILETS:  InternationalLanguage English Testing Service to replace TOEFL. This is what theBritish use. Some U.S. universities already accept this, i.e. ClevelandState being one.  A meeting will be scheduled with Katie, Raymie, andCharles Mickelson/OPIE, regarding the proper language we would want touse to envelope the use of ILETS. Joe Bernt suggested it would makesense to accept it if it’s pretty much what the world is using, andasked what kind of English is used.  Katie said the Kings English. Scott Sparks asked if there were any statistics comparing ILETS andTOEFL.  Katie said they will also be working on this as well. 

ü     GraduateCatalog comments:  Had discussions last fall regarding printing out anew one. The last time this was done, 5-10,000 old ones were destroyed.It is time to look at this again, particularly with the budget cuts. Katie offered, “This provides a good opportunity for all of us to lookaround and see where we can save not only money but time as well.” Katie stated that the catalogs have never been sent out internationallybecause of postage costs.  As of now, it has been decided GSS will notprint new ones and will refer to their website.  Katie will be meetingwith Mary Dillon and Raymie regarding mailing documents with viewingpages, to focus on program strength.  It is certainly more costeffective to update a web site as well. Scott Sparks offered that whenthe program changes requirements, we may need to look at archiving thecatalogs.  It was suggested we perhaps separate the catalog andrecruitment ideas and was suggested as far as the web site goes, toupdate quarterly rather than real time.  Joe Bernt stated he has donerecruitment before.  He suggested 1) might think of inserting a pieceof paper into a catalog with an update and 2) it has been hisexperience that centralized view books have not been realproductive-more pitch but not really informative.  Might be moreeffective to develop a series of materials to showcase individualprograms.

8)      Maureen Weissenrieder:  Proposed Policy on Curricular Oversight of International Programs (SEEHANDOUT) The first reading was done at the 2/14/03 meeting and was tobe reviewed by council for a vote at the 3/14/03 meeting.  It was readand voted on. There was no discussion.  It was approved by council.

9)      260 Rule: Policy Clarification:  Itwas suggested we look long term for other limits. Katie said “It is 5years to complete a masters and 7 years to complete a doctorate.”  Thestudent is taking a fair amount of time to reach a degree.  Maureenstated “There are many profiles, and there should be limits.”  The 260hour rule seems more monetary and not academic.  Raymie said “Regardingthe language of stipend support, it could read “the limit of quarters”to be supported.  Maureen stated “Programs are very different, i.e. thesciences and engineering.”  Raymie suggested perhaps not to change itnow but just to review it. He wasn’t suggesting it be changed.  Othercampuses don’t bother with this rule. Maureen said she has no problemwith the current 260 rule.  Joe Bernt said, “We need to get numbersfrom Raymie before we do anything further.”

10)  Scott Sparks – Curriculum Committee report  (none for this meeting)

11)  Ed Rowland:  Admission Requirements Committee (SEE HANDOUT)

a)      Thecommittee of Ballard, Dashiell, and Rowland reviewed the case of oneemployee who desires to enroll in graduate courses.  The committeeagreed with the “no conflict” recommendation of GSS for Jerry Reed (seehandout) Approved by council.

12)  New Business:

ü      Katieis giving the staff two in-service days during Spring Break in order tohandle the large volume of work they have at this time processingapplications. Phone lines will be open but the doors will be closed.

ü      MichaelWillits stated the two year Constitutional and By Laws revision processwas ratified on 3/13/03, and will be sent out. It was also noted thatthe graduate research survey is delayed, but announcements will becoming very soon. 

There being no further business, the meeting was adjourned at 3:54 pm

Next Meeting:              April 11, 2003, Baker Center, 334