Approval of Previous Minutes —

Meeting minutes from Dec. 4, 2023. Motion to approve by Gary Minden. Seconded by David Ekerdt. Motion passed unanimously.

Unfinished Business —

Beth Benfield followed up with HR after the last committee meeting. HR clarified that if someone goes through the official retirement process, both faculty and staff, they get to keep their email address. Only those with emeritus status maintain access to Microsoft Office. It is a little less clear for people who retire through KU and then get jobs at different institutions. Beth will also follow up with Madi Vannaman regarding how to apply for emeritus/affiliate status, since the current form has issues.

David Ekerdt and Gary Minden both shared that they do not think emeriti get to keep Microsoft Office after 210 days. Beth is working on figuring out who in IT to talk to about this so that the committee can ask about the barriers to expanding the license. The survey results indicate that keeping this access is important to retirees. If KU cannot extend the license, there should be some guidance to retirees in the 210 days regarding what to do with cloud data, especially when it comes to potentially confidential data.

New Business —

1. The committee discussed the survey of retirees, including observations of the FY2023 results, the history of the survey, and future plans for additional surveys.
   1. Several questions arose: would the committee need to apply for another grant to do the survey again? Who owns the survey data?
   2. David also observed a retiree concern with knowledge transfer from outgoing researchers to the department. This seems to be happening on a case-by-case basis, individual to the department, with no broad policy for preserving knowledge and research data. Beth will ask about the above questions and report back. Gary shared that KU does not have a central system for collecting and storing research data.
   3. The committee discussed whether they should recommend regular iteration of the survey. Should the same questions be asked? Has senior administration read the FY2023 survey report?
2. There followed discussion of how the standing and specific charges work, what the final report should include, and how the committee can shape charges for the future.
   1. Recommend further clarification of language about the “handbook” and where this information is stored.
   2. Value statement of retirees to KU, of KU to retirees, and of retirement to KU. Value of maintaining clear information and surveying retirees again in 3-5 years to evaluate changing understanding and experiences.
3. Next meeting
   1. Late February
   2. Agenda: discuss final report and charges