SenEx Minutes April 19, 2022


University Senate Executive Committee – SenEx April 19, 2022, 3:00 P.M.

Approved: May 3rd, 2022
 

Present: Hossein Saiedian, Rémy Lequesne, Kyle Velte, Patricia Gaston, Nate Brunsell, Jessica Chilcoat, Hollie Hall, Alessia Roark,

 

Also present: Kathy Reed, Tessa Maclean, Jeff Chasen

 

 

Approval of Minutes from April 5, 2022
Motion to approve made by Gaston seconded by Brunsell, no discussion, approved unanimously.

 

Standing Reports

  • Student Senate Vice President - Alessia Roark

    • Aren’t in the normal legislative cycle, no report
    • Elections: there was a pause on the elections process, an appeal to the constitutional court, which made a decision to have the elections from today (Tuesday 4/19)-Friday (4/22) at 4 pm
      • 2 coalitions, Sadie and Alessia & New page KU, Faith Lopez & Abdullah Al-Awhad
      • Hoping to have votes certified by 4/29
      • Joint senate May 4
  • Staff Senate President – Jessica Chilcoat
    • No report
    • Docking survey for staff went out, closes of 4/29
    • Had our organizational meeting for Staff Senate
      • Chris Wallace is Pres-elect
  • Faculty Senate President – Rémy Lequesne
    • Two good things:

      • Pay disbursement was extended
      • A little movement in governance’s role in policy development
  • Election for Faculty Senate will be on Thursday
  • University Senate President – Hossein Saiedian

    • Faculty compensation committee report draft

      • With the exception of Assistant Prof, the rest have had a decline
      • Lower than peer institution
  • We received the Libraries Committee Final Report

 

Libraries Committee - Resolution on Open Access of Research (see below)

Lequesne:

  • This started as a charge, from the committee’s perspective it reminds faculty support for open access publishing and it also demonstrates faculty and staff support for a series of principles that the library can use to advocate when negotiating with publishers
  • The line “Open Access benefits our scholars by increasing visibility and the potential impact of their research in academia and beyond” almost directly paraphrases Research Rising’s goal of Increasing Visibility and Impacts of Research.

 

  • KU ScholarWorks: online depository, employer-sponsored, articles can be found and downloaded for free.

 

Brunsell comment:

Some journals let you put on the last reviewed version

 

Motion to approve to move to University Senate Brunsell seconded Chilcoat, no discussion, approved unanimously.

 

 

RRBC Final Report (see below)

  • Some items are mutually beneficial (both KU and retired individuals)

 

Comment Reed: I’d recommend pulling out the action items and sending them to Provost and Chancellor with a copy of the report stating these are the recommendations from this final report. The leftover items can be used to create charges. They are going to continue on with a better survey that has more meaningful questions. That’s where their charges will be.

 

 

Motion to agree to pull the recommendations out and send to the Provost made by Gaston seconded Brunsell, no objections, passed unanimously. A memo will be drafted for sending to the Provost.

 

Old Business

  • Inclement weather policy – Jessica Chilcoat

    • No update yet
    • We don’t own the policy, it is just a recommendation
    • Put on agenda for summer SenEx and a draft will be sent out with agenda - Chilcoat
  • Date set for Shared Governance meeting: May 9th
  • We received comments about Sexual Assault Language that was passed

 

General Counsel had at least two opportunities and the language was changed to address the comments, then we received lots of updates after it passed University Senate. Ani is trying to address making non-substantive changes, then that slightly modified version will go to the Provost.

 

 

New Business

    • Nominees for HRM,

      1. one maybe two meetings
      2. Giving your opinion about HRM to a consultant
      3. Got them from the students already

Staff:

  • Jessica C
  • TBD
  • TBD
     

Faculty:

  • John Poggio
  • Ani Kokobobo
  • Rémy Lequesne

 

 

Meeting adjourned

 

 

 

 

Faculty Senate President’s Report to SenEx and the Faculty Senate

Mid-April 2022

The following is a partial list of ongoing issues, with brief status updates on each:

  1. University Senate Resolution to Restore Shared Governance at KU:

    1. The Chancellor’s Office has requested a meeting with governance leaders and the Provost to discuss the resolution. As of April 18, we are working to schedule this.
    2. A meeting is a good first step, but one meeting is not enough to resolve the substantial issues raised in the resolution. The task group requested in the resolution is the most appropriate way to sustain the discussion and involve a larger group of campus representatives.
  2. Optional summer pay disbursement for faculty
    1. VP Rounds has agreed to extend the one-year pilot for an additional two years (until the end of summer 2024). There will be an effort to evaluate the value of the pilot program at that time to inform whether to continue offering it.
  3. The role of governance in policy development
    1. On April 14, Chief Audit Executive Curran and VP Brown reported to K. Velte and me that the Policy Office has begun publishing and regularly updating a “digest” of policies that are under development or revision. They will distribute that digest to campus administrators, and VP Brown will review the list with the Faculty Senate President on a regular schedule (likely during our bi-monthly meetings).
    2. This is a significant and positive change that will give the FS president increased visibility into what changes are underway and provide an opportunity for the FS president to ask for information/involvement on specific policies.
    3. VP Brown and Chief Audit Executive Curran both expressed a willingness to revisit this new process and consider further changes if needed. Their stated aim is increase openness and trust in the policy process.
  4. Use of data in campus decision making
    1. VP Brown, AVP Ng, and leaders of AIRE met with S. Alexander, N. Brunsell, A. Munroe-Gulick, and me on April 8 to discuss the use of data in decision making on campus.
    2. The faculty representatives advocated for more openness about how data are validated and used, and more faculty input into selection of metrics. In particular, we advocated adoption of campus policies addressing research metrics and data use.
    3. Conversations about next steps are ongoing.
  5. COACHE Survey
    1. The COACHE survey closed on April 11. Preliminary estimates of response rates were better than the average of other institutions (54% at KU compared with 50% elsewhere).
    2. COACHE will submit a report on the results along with comparisons with peer institutions and deidentified survey results to KU soon (estimated arrival in July).

 

  1. Policies and Procedures

    1. Policies/Procedures Previously Approved by Faculty/University Senate

      1. Academic workload policy:

        1. Approved by Chancellor.
      2. Retirees Rights and Benefits Committee membership:
        1. Amendment has been sent to the Provost/Chancellor for approval.
      3. USRR 2.3.3 – Medical or compassionate retroactive withdrawals:
        1. Amendment has been sent to the Provost/Chancellor for approval.
      4. USRR XX – Accommodations for students impacted by sexual assault
        1. The amendments have been sent out for 21-day review.
    2. Faculty Senate Policies/Procedures
      1. FSRR 2.5 – KBOR redefinition of a baccalaureate degree (so-called “credit cap”)

        1. On the 2022.04.21 Faculty Senate agenda.
  2. KBOR
    1. KBOR Program review

      1. rpk Group is continuing their review of academic programs and faculty workloads at Kansas institutions. It is not clear to me what, if any, impact this will have on KU.
      2. The Board Academic Affairs Standing Committee (BAASC) received a report on April 5 summarizing the AY22 program review cycle. In total, 107 academic programs (undergraduate and graduate) were identified at state universities as under enrolled, including 12 at the KU Medical Center and 0 at KU Lawrence/Edwards. Of the 107 identified programs, one will be discontinued and several more will be merged or “enhanced”.
    2. AP Cut-scores review
      1. No update. A final decision will be made by the Council of Chief Academic Officers at an upcoming meeting.
    3. KBOR General education policy
      1. No update.
  3. Email communications from governance leaders
    1. No update.
  4. DEIB VP Search a. No update.

 

 

 

 

 

Resolution adopting principles of Open Access of research

By the University of Kansas University Senate

 

The University of Kansas has long been among the leaders in Open Access.  The Faculty Senate took action in 2005 to establish KU ScholarWorks, the digital repository of KU, and, in 2009, by passing an Open Access Policy (https://openaccess.ku.edu/) that grants KU a non-exclusive license to articles published by KU faculty. Since then, further actions have been taken to expand the variety of ways that make KU's scholarly work visible to other scholars, students, and the community.

Today, more than ever, we recognize the importance and value of publishing scholarship freely and immediately, without restrictions or barriers, in a manner that increases equitable access. We believe that Open Access will allow the communities we serve, close and far, to benefit the most by easily accessing, reading, and using the scholarship we produce. Additionally, Open Access benefits our scholars by increasing visibility and the potential impact of their research in academia and beyond. The broadest possible access to KU research is fundamental to maximizing the potential of our discoveries to change the world.

 

Therefore, the University Senate adopts the following resolution to increase Open Access.

 

First, the University Senate strongly encourages KU scholars when they publish:

 

  1. to seek high quality and rigorous peer-reviewed journals that are broadly recognized by scholarly communities as suitable to meet the standards of promotion and tenure, that are already published open access or that, when possible, allow open access archiving in the KU ScholarWorks; and
  2. to submit their published research or final draft to the KU ScholarWorks as soon as possible after acceptance for publication, and preferably no later than the following year's annual review; and
  3. to acknowledge and reaffirm the KU Faculty Open Access Policy, which grants a non-exclusive license to KU in order to openly archive published journal articles in the KU ScholarWorks repository.

 

Second, the University Senate endorses the following principles to guide journal negotiations. We expect negotiations with journals to prioritize the following:

 

  1. prioritize openness by crafting agreements that advance open access and other methods of open dissemination for research outputs; and
  2. seek transparency by rejecting non-disclosure language in agreements and sharing them publicly; and
  3. be financially sustainable by prioritizing agreements that provide long-term financial sustainability for our libraries and support a diverse scholarly publishing landscape; and
  4. secure the rights of authors to publish Open Access and not require them to relinquish copyright, but instead will be provided with options that enable publication while also providing authors with generous reuse rights; and
  5. require publishers to directly deposit scholarly articles in KU's institutional digital repository immediately upon publication or provide tools/mechanisms that facilitate immediate deposit; and
  6. require publishers to provide digital access to subscribed content as a standard part of all contracts, with no restrictions on non-consumptive, computational analysis of the corpus of subscribed content; and
  7. require publishers to ensure their content's long-term digital preservation and accessibility through participation in trusted digital archives; and
  8. not pay more than a fair and sustainable price to publishers for value-added services based on transparent and cost-based pricing models.

 

 

 

 

 

RRBC Work Group Final Report*

 

2008 and 2019 Retiree Survey Response Themes and Recommendations

The responses of retired faculty and staff to the 2008 and 2019 retirees’ surveys included many recurring themes (Appendix A: A Synthesis of Open-Ended Responses across Two Survey Points). Collectively and in the main, the open-ended survey responses reflected the perspective that the University places little value on the career contributions of retirees. For many individual respondents, several of the benefits that existed in prior years are no longer available to retirees, or cost/charges have increased markedly. Consensus is reflected in the response themes across both surveys. These concerns are systemic and repeated between the 2008 (Appendix B) and 2019 (Appendix C) surveys with little to no evidence of an institutional response to them over time. Rather, they reflect evidence that some benefits have even been reduced. The tenor of retiree responses across both surveys reflects a harmony on the need for the University to address how the institution responds to the desires of faculty and staff in their preparation for retirement and during retirement, and how KU is inadequately organized to achieve retiring colleague needs. The KU Benefits Office provides individualized retirement information to employees upon notification of retirement, or upon request, and there is retirement information on the KU web pages, but these sources for information may not be widely known. The institutional response of the University to the retirees’ concerns reflects on the culture of the institution, therefore it is important the efforts going forward reflect a culture that values their retirees: out of sight is not out of mind. Below we have identified twelve (12) themes that emerge from the evidence expressed across the hundreds of retiree surveys each followed by recommendations that derive from the themes. The twelve themes have been grouped into two major “timing” areas meriting the reader’s attention.

 

I. Preparation for Retirement

 

1. Theme: KU Practical Matters. The need for information on retirement varies in that faculty and staff begin planning at different times and for different reasons. It may occur before or after the time that retirement information sessions are held (now typically once annually). Or the retiree may prefer that their exploration of retirement not be made public.

 

Recommendation: The information included in the University Retirees and Phased/Prospective Retirees Handbook (2020) and an itemized list (especially with deadlines) should include a timeline for the decisions and tasks needing to be completed by faculty and staff in preparation for retirement. The Handbook should be reviewed carefully and edited annually by the University Senate Retirees Rights and Benefits Committee and HRM Benefits, as needed due to changes in the KU, KBOR, or federal provisions. The need and goal are to improve retirement planning. HRM Benefits has offered annual pre-retirement sessions since 2005. To improve this effort, each semester (Fall, Spring), offer two voluntary sessions for (1) Thinking/About to Retire, and (2) Additional Information for retirees’ attention. It should be made clear that HRM Benefits provides individualized retirement planning upon request.

 

2. Theme: External Practical Matters. Decisions about health insurance, the Social Security process, Medicare, BCBS, etc. represent areas of concern on the part of many faculty and staff before retirement and add to their decision on readiness for retirement.

 

Recommendation: As currently done, but to reinforce as retirees miss announcements, a series of seminars on topics such as health insurance, Medicare, TIAA/CREF mandatory and voluntary investments, 457 plans, and Social Security benefits should be scheduled biannually for those preparing for retirement as a service to all faculty and staff in general. These should/might be attractive to all faculty and staff in addition to those who have decided to retire and those already retired. The KU pre-separation letter should be examined to ensure completeness and accuracy.

 

3. Theme: Town Hall Meetings. Issues associated with retirement that are not anticipated yet come as serious concerns or consequences to some retirees.

 

Recommendation: A “town hall” meeting (simultaneously offered face-to-face and online) on retirement and relying on a panel of retirees for discussion as well; with a focus on experiences that may not be anticipated needs; and, to be scheduled and held each semester.

 

4. Theme: Supportive Financial Planning. Financial planning was mentioned frequently, i.e., the “…had I known, ...expected, ...been aware…” moment. This is a tough one as financial planning is available to everyone but ordinarily, on a fee basis. But at KU, some retirees indicated they had no “early” thought of or planning for these inevitable eventualities.

 

Recommendation: If there is an association of financial planners or possibly the Lawrence Chamber of Commerce, a relationship needs to be negotiated with such groups to offer an open session on financial planning for retirees. Prior recommendations point to the very real need for such services to alert all faculty and staff to the realities of retirement.

 

 

II. During Retirement

 

5. Theme: Need for IT Support. The very real need for and availability of Information Technology (IT) support for retirees is not specified and varies across academic departments and units. Nor is access to software detailed for retirees. Department and research units vary in accommodating the IT needs of retirees, including knowledge about access to and continued use of a KU email account. The times they are a changin(!); books and libraries are no longer the one or primary source for knowledge and work for many faculty and staff; access to IT personnel and support, computer hardware, and software are today always necessary and essential for many.

 

Recommendation: Continue to support and provide access to software and updates routinely for retirees, and provide IT personnel support as needed for faculty and staff after retirement. IT support should be made available to retirees as a courtesy; and, ensure continuing access by retirees to KU email accounts if desired. Provide retirees free/at-cost access to all KU available software (e.g., MS Office, TEAMS, SPSS, OneDrive storage and access, etc.).

 

6. Theme: KU Retiree ID Card. There was concern expressed in several responses that retirees were not aware of how to obtain a KU Retiree card. There may be a lack of public information on the process for obtaining one. This was mentioned many times. Yet many others reported having received a KU ID card during the retirement process.

 

Recommendation: Procedures for obtaining a KU Retiree ID Card need to be highlighted and incorporated in the information distributed to all retirees during the time of retirement. An administrative office (i.e., as Faculty Development and Services) should have a named and designated Vice Provost to serve, act, respond and monitor retiree needs and questions so retirees can know or learn whom to contact to seek information, and how to obtain benefits and privileges.

 

7. Theme: Campus Parking. Parking on campus is central to retirees maintaining collaborative relationships with colleagues and when accessing campus activities such as events, libraries, engaging in research, participating in activities, and accessing the many different locations where these and other events occur. The number of retirees on campus at any one time would not contribute to excessive demand for parking in any particular lot.

 

Recommendation: Free or greatly discounted parking permits at rates below the current charges should be available to retirees. The fee should remain fixed (or lowered or at the lowest) at the price/charge at the individual’s retirement point.

 

 

8. Theme: Work Space. Access to office space varies considerably as a local decision across departments, centers, and research units. Office and continuing research space are not available to retirees as a matter of policy. Consequently, some faculty and staff have access to space meeting their research needs whereas others do not. When interest and need by the retiree exists, it provides an opportunity and a multifold benefit that will enhance the university in the eyes of retirees. Not having space is a problem when faculty or staff are continuing their research and, in some cases, collaborating on research.

 

Recommendation: Office and research space should be determined during the pre-retirement planning process and accommodated and adjusted over time to the extent feasible. This can be a shared space and need not always be adjacent to the retiree’s academic discipline or pre-retirement research area.

 

9. Theme: Campus Privileges. Continue/retain privileges, i.e., providing free or discounted tickets to campus activities and venues such as theatres, athletic events, concerts, talks, etc. following retirement. Library access, both physical and electronic access, is a very real benefit that is valuable to retirees and their continuing interests. All benefits must be detailed, readily available, and known to retirees. Several times it was mentioned that benefits previously available to retirees are discontinued after retirement. Another frequent area of concern related to retirees is the ability to attend courses free and continuing free access to computer/OneDrive accounts.

 

Recommendation: A determination as to what, when, and why some of these benefits are discontinued needs to be reviewed, researched, and if possible, reestablish benefits that were once available.

 

10. Theme: Retired Mentors. Many faculty and staff became informed about the processes for retirement via relationships with colleagues. Retirement for them became an enjoyable experience. Retirees represent an important resource to current faculty and staff early in their consideration of retirement.

 

Recommendation: Establish a retiree mentoring program allowing prospective retirees to be mentored by experienced retirees who are themselves well informed and know to direct individuals to the official resource sites and contacts. Ensure known and understood opportunities to acquire KU Affiliate status.

 

11. Theme: Continuing Ties. We are social beings. Administrators at the department, College, School, and unit levels need to be fully cognizant of this ongoing custom and condition as related to and impacting retirees.

 

Recommendation: Provide for and support interaction among retirees, as well as retirees relationships with continuing (i.e., still employed) faculty and staff. Offer through KU a retiree website location or category on the KU website that retirees can access and interact with others (e.g., create a KU Retiree Facebook page).

 

 

12. Theme: KUEA and Endacott Groups. Membership in the Endacott Society, affiliation with KU Alumni Association, the role of KUEA, etc. needs to be made known and clarified if necessary. Many retirees are not KU alumni and fail to understand why affiliation with the Alumni Association may be required, useful, necessary, or available. In the same way, these agencies and others, such as the KU Endowment Association (KUEA), need to be kept aware of all retirees, their needs, desires, and preferences.

 

Recommendation: A document describing how the Endacott Society was initially established in the Alumni Association through a contribution by an alumnus needs to be added to information that describes the Endacott Society. The focus should be on clarifying membership in the Alumni Association as a condition of membership in the Endacott Society and recognition of the donor. KUEA must be given access to and allowed formal contact with retirees to present the services they can and are willing to provide.

 

*RRBC Work Group Members: Chris Brown, Annette Delaney, David Ekerdt, Allard Jongman, Edward Martinko, Edward Meyen, John Poggio (chair), David Smith, and Madi Vannaman