UNIVERSITY SENATE EXECUTIVE COMMITTEE

March 24, 2009

Provost’s Conference Room – 3:30 p.m.

Aprpoved 04/21/09

PRESENT: Nancy Kinnersley, Lisa Wolf-Wendel, Ben Eggleston, John Staniunas, John Stratton,  Liz Kowalchuk, Lisa Friis, Mary Berry, Mary Ann Baker, Jeannette Johnson, Adam McGonigle, Dennis Constance,

EXCUSED: Paul Farran, May Davis, Eric Foss, Bill Walberg 

ALSO PRESENT: Molly Mulloy, Governance; Cindy Derritt, University Registrar; Kim McNeley, Asst. Dean, College; Prof. George Crawford, chair, Retirees Committee

            SenEx chair Mary Berry called the meeting to order at 3:30 p.m.

MINUTES for 03/03/09 were approved.

STANDING  REPORTS

Faculty Senate President.

Nancy Kinnersley reported that the Research Committee’s proposal on Open Access will be discussed at Thursday’s Faculty Senate meeting.   Board of Regents’ CEO Reggie Robinson and Drue Jennings, chair of the KU Chancellor Search Committee, will speak to the Faculty Senate on 04/09.

University Senate President.

            Mary Berry reported that today is the last day for amendments to the University Senate Code and Rules to be considered by SenEx if they are to complete the Governance approval process by the end of the semester.  Members applauded Mary’s announcement that Senate president-elect Liz Kowalchuk has been appointed as a new Associate Dean in the College for the new School of the Arts. A new president for University Senate for FY10 will be elected on April 30.

Student Body President.

            Adam McGonigle reported that elections for Student Senate are coming up soon. Student Senate is allocating $600,000 in block grants from student activity fee funds to university departments and $300,000 in line item allocations to student groups. All campus fees are being reviewed but will not be increased.  McGonigle stated that the $13 in fee increases needed for next year, including $1 for the Student Recreation Center’s utilities and $12 for a new sewer system at Watkins Hospital, will have to come from a reduction of funds given to Student Senate boards.

Unclassified Senate

            Reporting in Paul Farran’s absence, Jeannette Johnson said that elections of new senators and officers for the Unclassified Senate are underway.  The mini-Wheat State Tour for this spring was totally booked the first day it was announced.

University Support Staff.

            Nothing new to report.

PROPOSED AMENDMENTS TO THE CODE OR RULES

USRR 1.4.1. (take home exams).  Mary Berry reported that additional information has not yet been received from the Calendar Committee.

CODE 12.2 (Retirees Committee).  Mary welcomed George Crawford, chair of the Committee on Retirees Rights and Benefits. He explained the background for the proposed amendment, noting that the presence of unofficial representatives from the Endacott Society and from the Provost’s Office this year has been very beneficial. SenEx members agreed to add the word “non-voting” to the ex-officio member. Lisa Wolf-Wendel/Nancy Kinnersley moved to approve the amendments. Passed.  The text is as follows:

      ARTICLE     XII.   STANDING COMMITTEES OF THE UNIVERSITY SENATE

      Section 1.   Committees Identified

(9)  Retirees Rights and Benefits (“CRRB”)

      Section 2.  Membership

      The Committee on Retirees Rights and Benefits shall be composed of two active faculty members, one of whom shall serve as chair; one retired faculty member; one active and one retired unclassified professional staff member; one active and one retired university support staff member, all serving three-year overlapping terms, the President of the Endacott Society or designate, and an Ex Officio, non-voting  member from the Office of the Provost.

      George Crawford distributed a handout regarding CRRB’s charge to “Coordinate with the Provost’s Office and the Office of Institutional Research and Planning to develop and conduct exit interviews for retirees, informed by exit interviews that were conducted in 2007-2008 with those individuals leaving the university voluntarily.”  He described CRRB’s two-part proposal to: 1) request that the Endacott Society add questions to their Oral History Project regarding a retiree’s transition from work to retirement, and 2) request that KU’s Human Resources Department (“HREO”) add specific questions to its Exit Survey regarding preparation for retirement. In the discussion that followed, Jeannette Johnson noted HREO Director  Ola Faucher would welcome input from the CRRB in developing an Exit Survey more focused on retirees. Lisa Wolf-Wendel suggested a charge be given to the CRRB next year to work with HREO on the survey and to be more proactive in getting input.

SenEx chair Mary Berry said the first step would be to get the two new members approved for the Retirees Committee, and then she will visit with the HREO Director about how to proceed with the Exit Survey.  Berry thanked Prof. Crawford for chairing the committee this year and for his report to SenEx today.

RECOMMENDATIONS FROM THE ACADEMIC PROCEDURES & POLICIES COMMITTEE

            Mary Berry welcomed AP&P member Kim McNeley and University Registrar Cindy Derritt, who were present to answer questions about the amendments.

USRR 2.2.5 ( withdraw deadlines in CE Courses).

            McNeley explained that CE courses may take anywhere from two to six months. 4.5% is 75% of six months. Members debated whether to change the change 1.5 to six weeks and 4.5 months to 18 weeks, but ultimately decided to keep the text as proposed. Jeannette Johnson/John Staniunas moved to approve the amendments. Passed. Changes are shown in bold font:

Section 2. The Grading System:

2.2.5 The University fall and spring semesters each consist of seventy-five instructional days. The withdrawal period is divided into three instructional-day time segments: …

NOTE: The three time periods of instructional days for any course that has fewer or more instructional days than a normal semester shall be calculated on the basis of a percentage that the instructional days of the course in question represent relative to a normal semester of 75 instructional days.  For example, For example, a course of five weeks duration with a total of 25 instructional days represents one-third the length of a normal semester. Thus, Period 1 would include the first five (5) instructional days of the course, Period 2 would begin with the 6th and continue through the 20th instructional day and Period 3 would begin with the 21st instructional day and continue through the last day of the class.  KUCE (KU Continuing Education) courses allow 6 months for completion. Thus, Period 1 would include the first 1.5 months from the date of enrollment.  Period 2 would end 4.5 months from the date of enrollment.  Period 3 would continue from the day after the last day of Period 2 until the course completion deadline.  No student may withdraw from a KUCE course after an extension has been granted or after the student has completed 75 % of the required course work.

USRR 2.2.3 (incompletes)

            Kim McNeley answered several questions about the proposal, clarifying that: 1) a reminder will be sent to students, 2) if a graduate student receives an Incomplete in an undergraduate course, he/she will have to make it up, 3) Graduate Dean Sara Rosen reviewed and approved the recommendation, 4) the policy will not be retroactive.  McNeley acknowledged that it is a huge change to allow Incomplete grades for graduate students to lapse. A faculty member stated that in dissertation hours a student is often given an Incomplete and asked how this would be handled before the student takes the qualifying exam. Cindy Derritt responded that the faculty member could go back and give a “P”  (for progress) for that class. Consensus of SenEx was to change the first sentence of 2.2.3.2 to : “A student who has an I posted for a course must make up the work….”   Members also agreed that the new sentence beginning “Extensions to the time limit….” should begin a new section 2.2.3.3 with the subsequent sections renumbered, and that the phrase “if the student does not complete the work within the time allowed” should be deleted. Following further discussion, Nancy Kinnersley/John Stratton moved to approve, as amended by SenEx today. Passed with one abstention.  The final proposal is shown with strikeout and bold fonts below:

Section 2. The Grading System. . .

2.2.3 The letters W and I may be given. The letter I shall indicate incomplete work, such as may be completed without re-enrollment in the course. The letter W shall indicate withdrawal for which no credit or grade point is assigned (See section 2.2.5 for assigning the letter W).

2.2.3.1 The letter I should not be used when a definite grade can be assigned for the work done. It shall not be given for the work of a student in any course except to indicate that some part of the work has, for good reason reasons beyond the student’s control, not been done, while the rest has been satisfactorily completed. At the time an I is reported on the electronic roster, the character and amount of work needed, as well as the date required for completion and lapse grade if further work is not completed by this date, should be indicated on the "Explanation of Incomplete" card for the student's dean.

2.2.3.2 A student who has an I posted for a course must make up the work An I posted for courses must be made up in the next semester of enrollment, except when the removal of the I involves the repetition of a portion of the classroom work, in which case it shall be removed in the first semester of residence in which the course is offered. An I not removed according to this rule shall be regarded as a grade of F, U, or NC on request of the student's dean, with the consent of the instructor, if possible, or the department chairperson if the instructor is not available, and so indicated on the permanent record.  Extensions to the time limit may be granted by the dean’s representative.  by the date determined by the instructor, which may not exceed one calendar year, or the last day of the term of graduation, whichever comes first.   An I not removed according to this rule shall automatically convert to a grade of F or U, or the lapse grade assigned by the course instructor if the student does not complete the work within the time allowed, and shall be indicated on the student's record.

2.2.3.3 Extensions to the time limit may be granted by the dean's representative upon submission of a petition from the student containing the endorsement of the course instructor who assigned the I grade, or the department chairperson if the instructor is unavailable.  After the I grade is converted to a grade of F or U, the grade may only be changed in accordance with USRR Article II, Section 3.

2.2.3.4  2.2.3.3 An I posted for graduate courses remains unchanged on the student’s record except that, should the student subsequently complete the course work, the instructor would then change the I to a letter grade: A, B, C, D, or F.  No graduate student will be allowed to take oral comprehensive or qualifying exams if an I grade is currently listed on the student's transcript.

. . .

2.2.7 Except for 2.2.5 and 2.2.6, a  post‑baccalaureate degree granting unit shall not be required to conform to the grading system prescribed in this section, except when it assigns a grade to a student enrolled in any other degree granting unit of the University.

USRR 3.1 (graduation requirements)

            University Registrar Cindy Derritt explained that a minimum GPA for the University is not specified in either the University Senate Code or the Board of Regents policy.  The minimum is up to each school, but the practice is a 2.0 minimum used system-wide. AP&P recommends that a 2.0 GPA in courses taken at KU be codified in the Rules with a deadline for work to be completed. Members agreed to change “of” to “for” and to delete the word “semester.”  Jeannette Johnson/John Staniunas moved to approve. Passed.  The final language is:

Section 1. Requirements for Graduation with the Bachelor's Degree

3.1.1 The minimum quantitative requirement for graduation with a bachelor's degree shall be l24 credit hours of which at least 45 hours shall be in junior-senior courses, at least 30 semester hours of residence courses at the University of Kansas (as defined in Article IV of the Rules and Regulations of the Faculty Senate), and a 2.0 minimum cumulative grade point average of  for the coursework taken in residence at the University of Kansas.

3.1.2    No baccalaureate degree shall be granted to a student who has not completed at least 30 semester hours of residence courses at the University of Kansas (as defined in Article IV of the Rules and Regulations of the Faculty Senate) except as provided in Section 3.1.3.

            3.1.3     The faculty of the College or an undergraduate school may adopt regulations which permit a student to complete his or her undergraduate study at another institution of higher learning, provided he or she (a) has completed at least three‑fourths of the course work required for the degree, and (b) has earned a grade point average of at least 2.5.

3.1.2  All University of Kansas coursework counted towards the degree must be completed no later than the degree certification deadline.  All transcripted coursework from other institutions must be completed and received by the degree certification deadline to count towards graduation in that semester.  Exceptions may be granted by the School/College for courses completed by the deadline and whose transcripts are received no later than 30 (thirty) days after the completion of the coursework.  The degree certification deadline will be determined by the Office of the University Registrar in conjunction with the Schools/College.

3.1.4     3.1.3 It shall be the responsibility of the Senior Vice Provost for Academic Affairs to enforce the University requirements for graduation listed in Sections 3.1.1 and 3.1.2. by removing the names of those students who do not meet these requirements from graduation lists submitted by the College and the several schools of the University.  In extraordinary circumstances, the Faculty Executive Committee may grant exceptions to these requirements.

PROPOSED SUBSTANTIVE AMENDMENTS FROM THE UNIVERSITY REGISTRAR APPROVED BY THE AP&P COMMITTEE

            University Registrar Cindy Derritt provided the rationale for the changes shown below in bold/strikeout fonts. Nancy Kinnersley/John Staniunas moved to approve all five changes. Passed without dissent. The changes and rationale are:

Change 1 Rationale:  Now that WP/WF and the W/F are not utilized when students withdraw (only W is currently valid), this language is no longer pertinent.

2.2.2 The letters F, U (unsatisfactory), and NC (no credit) shall indicate that the quality of work was such that, to obtain credit, the student must repeat the regular work of the course, or that the student's work was not of passing quality at the time of disenrollment from the course.

Change 2 Rationale:  With on-line grades we have added a reason code of academic misconduct to reflect these changes both when made by staff and for faculty to use if changing the grade themselves.  These reasons are provided on the reports that are sent to the Departments/Schools/College so they can follow-up if the appropriate procedures have not been initiated.  If we do not add this reason, we would have no way to accurately reflect why the grades are being changed when academic misconduct sanctions are applied.

Section 3. Change of Grade

2.3.1     Unless the provisions of 2.3.2 obtain, no change in a grade shall be made after it is filed with the University Registrar except upon the written request of the faculty member in charge of the course. The Registrar shall notify the chairperson of the department in which the course is given, with a copy to the originating faculty member.   Such a change may be made only if (1) the original grade resulted from an error, or (2) the original letter was I or P., or (3) due to sanctions imposed in the case of academic misconduct. In either any of these cases, the this change of letter shall not include the change to a W. For purposes of this provision, a written request includes an electronic request through online processes developed by the Registrar.

Change 3 Rationale:  Students periodically ask what the recourse is for other types of appeals after reading this section.  Adding this reference may assist them in their research.

2.3.5     A student may initiate a grade appeal of a final course grade if he or she believes that there has been an improper application of the grading procedure announced for the course by the instructor.  Students who have other grievances should see Article V.

Change 4 Rationale:  Students no longer elect the repeat policy (it is automatic) therefore the language is now outdated.

2.4.2 A grade point average is the quotient obtained by dividing the number of grade points earned by the number of hours attempted (i.e., those for which grades of A, B, C, D, or F are recorded).

2.4.2.1 In computing grade point averages all hours attempted (i.e., grade A, B, C, D, or F) shall be included, except for cases in which a student chooses to repeats a class that resulted in a D or F and followed the procedure as outlined in 2.2.9.1. In this instance, the second grade earned shall be included, replacing the original grade earned, for up to five (5) courses.

2.4.2.2 A grade point average may be computed for the entire record of a student or for any segment thereof.

2.4.2.3 The grade point average of a group of students is the quotient obtained by dividing the sum of the grade points earned by the group by the sum of the hours attempted by the group (i.e., those for which grades of A, B, C, D, or F are recorded).

2.4.2.4 In the computation of grade point averages, the number of grade points earned in a course shall be defined in terms of the grade point system (See 2.4.1) in use in the College or school in which the course is given.

Change 5 Rationale: 

· Updates the language to reflect the changes made to include KU Continuing Education coursework as resident coursework. 

· Adds language to clarify issues that students have argued should allow them to receive forgiveness (one had a cumulative GPA of less than 2.0 for several semesters but immediately prior to leaving KU raised it to a 2.0 and felt forgiveness should still apply; one argued that the term GPA should be used because it didn’t specify cumulative which is how we commonly refer to the overall GPA; several students have thought that terms from other institutions should be forgiven at KU because it did not specify KU terms in 2.8.3.

· Removes required confirmation to schools.  Schools forward the forms to the University Registrar and the processed information displays on the system.  Other similar processes do not require confirmation.  We are unsure why this one does.

Section 8. Academic Forgiveness

2.8.1 An undergraduate student may request the Office of the University Registrar, with the approval of the Dean, to invoke academic forgiveness in cases where the following conditions are met. (The term "academic forgiveness" shall mean the suspension of University Senate Rules and Regulations, Article 2.4.2.1, in order to discount the coursework of past academic semester(s).)

2.8.2 Academic forgiveness shall be available once to those students who meet these requirements.

1.       Have had a break of at least four (4) years in their attendance at the University of Kansas. A student will be considered in "attendance" during a semester or term if the student is enrolled in a least one KU course in residence, earning a grade of A-F, S, U, CR, or NC. Enrollment in correspondence courses does not constitute "attendance" at the University of Kansas.

2.       Had earned an overall a cumulative University of Kansas G.P.A. of less than 2.0 immediately prior to leaving K.U.

3.       At the time of petition, have earned a G.P.A. of at least 2.5 in at least 12 credit hours earned after returning to K.U. All grades earned at K.U. since returning will be used to make this G.P.A. calculation.

2.8.3 When invoking academic forgiveness, a student may designate not more than three (3) academic terms to be discounted in his/her academic record. Only University of Kansas terms completed prior to returning to the University of Kansas may be designated.

2.8.4 Academic terms discounted for a student using the academic forgiveness policy shall not be computed into the student's current G.P.A., nor shall any hour completed or degree requirements satisfied in these discounted terms be counted toward a degree granted from the University of Kansas.

2.8.5 When invoking academic forgiveness, a student must obtain the approval of the Dean in his/her academic unit. The student then submits the request for academic forgiveness to the University Registrar, who will return a confirmation to the Dean's Office.

TECHNICAL AMENDMENTS PROPOSED BY THE UNIVERSITY REGISTRAR AND APPROVED BY THE AP&P COMMITTEE

            Cindy Derritt explained the proposed edits. Members agreed to delete the word “by publication” in the first sentence of USRR 2.2.11.  John Staniunas/Jeannette Johnson moved to approve the final text as shown below. Passed.  The final text is:

ARTICLE II.      ACADEMIC WORK AND ITS EVALUATION

2.2.3 The letters W and I may be given. The letter I shall indicate incomplete work, such as may be completed without re-enrollment in the course. The letter W shall indicate withdrawal for which no credit or grade point is assigned.

2.2.3.1 The letter I should not be used when a definite grade can be assigned for the work done. It shall not be given for the work of a student in any course except to indicate that some part of the work has, for good reason, not been done, while the rest has been satisfactorily completed. When an I is reported, the character and amount of work needed to remove it should be indicated on the "Explanation of Incomplete" card for the student's dean.

2.2.3.2 An I must be made up in the next semester of enrollment, except when the removal of the I involves the repetition of a portion of the classroom work, in which case it shall be removed in the first semester of residence in which the course is offered. An I not removed according to this rule shall be regarded as a grade of F, U, or NC on request of the student's dean, with the consent of the instructor, if possible, or the department chairperson if the instructor is not available, and so indicted indicated on the permanent record.

2.2.11     When it would not be appropriate to grade a course according to the grading system established above, the College or school may authorize the use of grades S and U in designated courses.  A course to be graded S or U shall be identified prior to the beginning of the course by publication in the Official Timetable Schedule of Classes.  Approval to offer a course with the S and U grading system precludes the use of grades A, B, C, D, or F.  The grade of S shall indicate the student did satisfactory work and these hours will count toward graduation.  The U grade shall indicate the student's work was unsatisfactory and these hours will not count toward graduation.  Grades of S and U will not count in computing the grade point average.

Section 3. Change of Grade

2.3.1     Unless the provisions of 2.3.2 obtain, no change in a grade shall be made after it is filed with the University Registrar except upon the written request of the faculty member in charge of the course. The Registrar shall notify the chairperson of the department in which the course is given, with a copy to the originating faculty member.   Such a change may be made only if (1) the original grade resulted from an error, or (2) the original letter was I or P. In either case this change of letter shall not include the change to a W. For purposes of this provision, a written request includes an electronic request through online processes developed by the University Registrar.

            Mary Berry thanked Cindy Derritt and Kim McNeley for meeting with SenEx today. She announced that updated recommendations had not been received from the International Affairs Committee, so that item was removed from today’s agenda.

 No further business.

Respectfully submitted,

Molly Mulloy