Alabama Council of Graduate Deans

Dr. Nancy Abney (UAB), Dr. Annette Allen (ASU), Dr. Dianne Barron (TSU), Dr. Richard Bell (US Sports Academy), Dr. Kimberly Combs (TSUM), Dr. Gordon Emslie (UAH), Dr. Mary Howard (UM), Dr. Judd Katz (AUM), Dr. Steve McFarland (AU), Dr. John Pritchett (AU), Dr. Chandra Reddy (AAMU), Dr. Terry G. Roberson (University of Montevallo), Dr. Ron Rogers (UA), Dr. Kerry Sattun (UNA), Dr. David M. Taylor (UWA), Dr. Joe Wilkins (UWA), Dr. Jim Wolfe (USA)

ACHE REPRESENTATIVES

Dr. Bill Blow, Ms. Brenda Carter

THURSDAY, APRIL 18, 2002 - MORNING

9:00-10:30 a.m. FERPA MATTERS

The meeting was called to order at 9:00 a.m. Dr. Scott Verzyl, Associate Vice President for Enrollment Services and Registrar from The University of Alabama in Huntsville discussed

the Family Education Rights and Privacy Act (FERPA). He began by discussing the Buckley Amendment of the Family Educational Rights and Privacy Act of 1974. This Act ensures that each student may, at any time, exercise his or her rights to inspect and review any and all official records, files and data directly related to him or her by initiating a request in writing with the custodian of the records desired. FERPA was created as an extension of Civil Rights legislation to assert and protect the rights of students and parents. It is primarily intended to protect the rights of elementary and secondary school students and parents. These rights extend to any student, regardless of age and type of educational institution. Under FERPA, the rights granted include: the right to inspect and review educational records; the right to challenge the accuracy of educational records; the right to protect the privacy of personally identifiable information; the right to be informed of these rights through an annual notice and the right to file a complaint with the Department of Education.

Dr.Verzyl additionally discussed what composes educational records. He covered what personally identifiable information as well as what directory information is. Directory information can be released freely and is not considered to be a violation of student privacy. He further discussed exceptions to FERPA rights, who has access to student records, who is and isn't covered by FERPA and who is responsible for maintaining FERPA. Dr. Verzyl was very thorough in his presentation of FERPA. He further stated that every institution should have a campus privacy policy that is made available to all students.

Concerning letters of recommendation, Dr. Verzyl stated that faculty members should obtain a FERPA waiver from students requesting recommendation letters. This waiver should give the faculty member permission to release information on the student on his/her academic records. He also suggested that we never write letters To Whom It May Concern and to avoid blanket FERPA waivers. Additionally, if the student does not sign a FERPA waiver, he cannot see his recommendation letter until he gets a letter from the recommendation writer. Papers, theses and dissertations should not be placed in the library or other public places without permission. A statement could be placed in the graduation application stating the provision of a thesis for the library as a condition of graduation. Students can request that their dissertation not be placed in the library. The US Patriot Act amended FERPA and relaxed access to files. For identified officials with badges (FBI, CIA, etc.) who appear demanding and do not desire to wait for contact with the university attorney, records may be turned over without violating FERPA. If ever there is doubt concerning release of records, always check with the university attorney.

11:00-12:00 p.m. LEGISLATIVE UPDATE

Mr. Gordon Stone from the Higher Education Partnership provided a legislative update. The Higher Education Partnership is five years old and has grown tremendously over the years. It has provided the universities with an united voice. Mr. Stone briefly discussed the history of the Partnership. It was created to ensure that higher education also has a voice in the community to compete against the AEA, which is unquestionably stronger and larger in numbers. In 2000, House Bill 204 was passed. It was dangerous legislation for higher education because it requires that 62.5% of the increase in the trust fund to be used for K-12 salaries. The 37.5% that is left has to be divided among everything else. Higher Education was requesting 33% of the remaining 37.5% but only 30% was attained.

The Partnership currently has over 13,000 members. One of its first acts was to support the lottery in 1999. In representing higher education, the Partnership actually has an advantage because faculty, students, administrators and staff can all be involved. The goal is to get as many of the 150,000 people in our community involved as possible. The more people involved, the more strength we will have. The membership fee is only $12.00 per year and the Partnership is currently putting together a benefits package that will help to attract additional members.

Mr. Stone discussed items needing to be addressed by the Partnership; Salaries in Alabama rank 44^th in the nation and Alabama has the smallest amount of growth. Per student appropriations are also so low they are disheartening. $900 less is received today per student than in 1995. Higher education is not receiving equitable treatment. At this time Mr. Stone is requesting assistance from all universities to help solicit campus student groups, such as fraternities, student government associations, social clubs, etc. so more students can be actively engaged. For a cost of $2/person, students will receive email notifications, but no benefits

THURSDAY, APRIL 18, 2002 - AFTERNOON

1:30-3:00 p.m. INTERNATIONAL STUDENT ISSUES PANEL DISCUSSION

Bob Reider joined us from the UA System Office of Counsel to discuss legal issues related to international students. The Patriot Act is very complex. It controls transportation requirements and a list of biological toxins that cannot be possessed without reasonable justification. There is also an extensive list of people who cannot possess these substances; including felons, fugitives, drug users, illegal aliens, etc. The Act also stated that if students were from a particular group of countries, they would not be allowed to work with biological agents. Bills are currently being passed that will send names of students who have access to identified biological agents to the attorney general.

Brenda Hinson, Manager of International Student Services, University of South Alabama, works closely with international students. She stated that since Fall, 2001, students and university personnel alike are adapting to a new environment. She stated that the most important issue at this time to alleviate stress and misunderstandings is to keep communication open. She currently receives a daily report from the Registrar concerning drops and adds. This allows her to keep up with on-line registration and keeps her informed of any drops and adds that might create problems for international students.

She discussed concerns about spouses of international students working, problems in attaining social security numbers and the crack-down on attending school with a visitor visa. New rules have been passed limiting the time period for a visitor visa. Visitor visas used to be available for six months with a possible six month extension. Now they are valid for thirty days with a maximum of six months. This may impact students who frequently take condensed or short-term classes. Another question was asked inquiring as to whether students who get their visas to attend one university can change their mind and attend another university. It was stated that if this situation should occur, the students would have to attend the original university for at least one semester prior to transferring to another university.

It was discussed that all universities would have to use the new system for international students called SEVIS. Universities with a small number of international students may find themselves unable to comply with new regulations.

The meeting was adjourned for the day. It would resume on Friday at 9:00 a.m.

FRIDAY, APRIL 19, 2002 - MORNING

9:00-10:00 a.m. ECONOMIC IMPACT STUDY-IMPLEMENTATION PLANS

Dr. John Pritchett distributed copies of Auburn's Economic Impact Study. He introduced Mr. Roy Roberson and explained his role in developing the brochure and study report. Dr. Steve McFarland emphasized that there is a sense of urgency in approving the brochure for completion. It was again discussed that the appropriate web address on the brochure would be that of ACHE with links to all of the university websites. Dr. Pritchett stated that he would work with ACHE to get that set up. A discussion ensued concerning the cover. Some suggestions were discussed and a decision was made that anyone who had ideas for different covers would consult with graphic artists and send draft versions to Mr. Roberson by April 26, 2002. It was further discussed that Mr. Roberson would put together the larger version and make available a rough draft. It was next discussed that the study should be presented during a press conference or during an ACHE meeting with press present. It was not decided as to what the best timing of the presentation would be. Gordon Stone from the Partnership would be consulted for suggestions. Dr. Pritchett next inquired the group as to the number of copies of the brochure would be required. It was decided that Auburn would pay for the brochures and then each university would reimburse them for their desired number of copies.

10:00-11:00 a.m. ACHE REPORT

Dr. Bill Blow updated the Council on the executive director search. The candidates had been narrowed down to the final three. It is hoped that a decision will be made shortly. Dr. Blow stated that higher education, despite its best try, was unable to get 1/3 of the new money. The deeper problem he indicated was not the 2/3-1/3 split but the inadequate revenue to be distributed. He talked about how the AEA controls the legislator. Higher Education continues to explore how to work the legislative process but keeps getting dead-ended by the AEA. Dr. Blow indicated that ACHE is limited in what it can provide for higher education. Someone is needed at the central level that can concentrate specifically on higher education. Dr. Blow indicated that on a personal note this would probably be his last meeting with the Council as a group. He stated that the Graduate Council is the most active advisory group that works with ACHE. He thanked us for doing a fine job. Dr. Emslie thanked Dr. Blow for his support and hard work. After Dr. Blow left, a motion was made to show appreciation to Dr. Blow during the May meeting. The motion was seconded and passed.

Ms. Brenda Carter stated that Kitty Collier was still working on program waivers. There was a great variety of them both in quality and quantity. She is using 2000-2001 data whenever it proves to be useful. She stated that Ms. Nancy Lacy had come on board in March and has been working on post-implementation conditions. Ms. Lacy is also involved in the planning process but no decisions will be made until the new executive director begins work.

It was stated that the Executive Council of the Alabama Council of Graduate Deans would write a letter to Dr. Blow concerning the separation of clinical doctorates from research doctorates. It could also be categorized as Dissertation vs Non-dissertation. It was suggested that the moratorium towards doctoral degrees should not count toward non-dissertation doctorates. This needs to be determined. Additionally, will adding a clinical doctorate impact upon the funding equation and change the matrix?

It was suggested that the Executive Committee meet with ACHE's new executive director or the Commissioners to remind them of our role and offer our assistance and possibly provide a brief presentation. Ms. Carter stated she would try to set up a meeting but it could be a logistical nightmare. Many of the board members are on very tight schedules.

11:20-12:00 BUSINESS MEETING

APPROVAL OF MINUTES

The March 6, 2002 minutes were approved as written.

TREASURER'S REPORT

The balance due Auburn for the Economic Impact Study has been paid. The beginning balance on hand March 6, 2002 was $5,887.36. After two deposits; one on 3/29/02 for $750.00 and the second on 4/17/02 for $1,585.00 the total is $8, 222.36.

LOCATION AND DATE OF SPRING 2003 RETREAT

A discussion ensued concerning a location and tentative date for the 2003 retreat. It was suggested that the best dates would be April 23-25, 2003. It was discussed whether we would continue alternating between Joe Wheeler and Gulf Shores each year or whether we preferred to remain at the beach. Dr. Dianne Barron made a motion that we come to the beach next year instead of Joe Wheeler Park and it was seconded by Ron Rogers. After some suggestions from council members, Joe stated that he would check on Perdido Beach, Holiday Inn Sunspree resort and the state park to determine costs, amenities, etc.

ELECTION OF OFFICERS FOR 2002-2003

The slate of officers for 2002-2003 are as follows: Past President; Gordon Emslie, President; Dianne Barron, Vice President; Steve McFarland, Secretary; Annette Allen, Member at Large; Ron Rogers. It was moved that the slate of officers should be approved. It was seconded and the motion passed.

PROPOSED CONSTITUTIONAL AMENDMENT TO CREATE "COMMUNICATIONS OFFICER" FOR COUNCIL

The proposed amendment was circulated 30 days prior to today's meeting as required. It is believed that this non-voting position to maintain the web-site will give us the continuity that we need. A 2/3 vote is required. It carried unanimously.

It was announced that the next Executive Committee meeting would be held in June and the next ACHE meeting on May 17, 2002. Dr. Dianne Barron will soon be developing the calendar for next year. The meeting was adjourned at 11:50 a.m.

Developed by Dr. Stephen L. McFarland and Junmo Yang