University Senate - September 9, 2019 Meeting Minutes

Call to Order and Announcements

The University Senate was called to order at 3:30 p.m., in Room 111 Harrison Hall, Oxford Campus, on Monday, September 9, 2019.  Members absent:  Kenya Ash, Darryn Edwards, Efie Fraley and, William Modrow.

Prior to Announcements, Provost Osborne presented Senator Cox with a ceremonial gavel.

  1. Announcements and Remarks by the Chair of Senate Executive Committee, Dana Cox

    1. Faculty Assembly is scheduled to convene at 4:15 p.m. on Tuesday, September 10, 2019, in 104 Shriver Center (Admissions Auditorium). Senator Cox stressed the importance of attendance, because if quorum is met, there could be a vote to send the Reporting Arrests policy back to Senate.  This policy was approved by Senate on April 22, 2019; however, 25 members of faculty assembly petitioned to challenge the policy and place it on the agenda for the September 10, 2019, meeting.

    2. A reception for New Women Faculty and Staff will be held on October 3, 2019, from 3:45-5:15 p.m. in 1066 Armstrong Student Center.

    3. Senators are invited to attend a reception hosted by President and Dr. Crawford at Lewis Place, following today’s Senate meeting.

    4. The next Board of Trustees Meeting is to be held September 18-20, 2019.

Approval of University Senate Minutes

  1. A motion was received, seconded, and carried to approve the August 26, 2019, minutes of University Senate.

Consent Calendar

  1. The following items were received on the Consent Calendar without debate: 

    1. Curriculum

Special Report

  1. Benefit and Retirement Plan Updates for 2020  – Karen Wilson, Director of Benefits, Human Resources and Bruce Guiot, Chief Investment Treasury Officer

    1. There are several changes to benefit and retirement plans plan effective January 2020 that will be outlined in this presentation, including changing health plan administrator to Anthem BCBS from UMR. Additionally, there will be a change in both the Alternative Retirement Plan (ARP) and the 403B plans, reducing vendors and streamlining options.  Bruce Guiot was introduced to discuss the retirement plan changes.

    2. The changes to the ARP and the 403B options do not affect OPERS and STERS. Miami worked with Cammack Retirement Group to reduce the number of ARP vendors from six to four and to streamline investment options in both the ARP and the 403B.  There will be a call to action where employees will be asked to make new investment selections (Nov 4-Dec 20).  The four vendors are AXA, TIAA, Voya, and AIG. Employees will be able to retain their original account, but all new contributions will go to a new account with the available vendors.

      1. A concern was raised about cutting vendors again since this was just done. It was noted that the cuts were just done for 403 vendors a few years ago, and the changes for vendors this time only affects the ARP.

      2. It was explained that there is a call to action for new money deposited January 1, 2020. The default investment is a target date fund.  New dollars cannot go into the old plan; however, existing money may be able to be converted into a new plan, although there may be an associated cost.

      3. It was asked, “how many faculty and staff are impacted by this change?” – approximately 2,500

      4. It was asked, “Is there a benefit from moving old to new?” Yes, embedded inside an investment option are management fees, and the fees are lower in the new plan, but it may cost to move money from the old plan to the new plan.  It was noted that employees always have the opportunity to move from one vendor to another.

      5. It was asked, “Will there be information sessions?”   There will be sessions held during the Benefits and Wellness Fair on October 2-3, 2019.  Vendors will provide individual sessions October 30 – December 19, 2019.  The enrollment period for new investments and plans is November 4 – December 20, 2019.  More information is at:

      6. It was noted that Miami is making these changes because of the change in the law plus the opportunity to reduce the employee’s

      7. A question was asked whether contribution limits are changing. They are not changing.

    3. Karen Wilson addressed the change in healthcare management plan from UMR to Anthem. When reviewing plans, administrative costs as well as ensuring a balance of providers and facilities were factors.  There is a 99.2% match rate between Anthem and UMR.  There now will be two hospital tiers instead of three.  Tier 3 was not cost effective (80/20 + $500).  Miami will continue to offer PPO and HDHP (still offering incentive). 

    4. Communication Plan:

      1. Benefits and Wellness Fair: October 2 (Oxford), October 3 (regionals)

      2. Open Enrollment: October 7-31.

    5. Senators engaged in a brief discussion:

      1. A senator noted that the last time Miami switched health plans, they received double the amount of mail order prescriptions. This was due to a mail order pharmacy change.  It is changing this time, so the concern was noted and will be researched.

      2. Employees are being encouraged to ensure that their Primary Care Physician carries Anthem and to plan accordingly if they do not.

      3. A question was asked about the percentage of employees who participate in the Healthy Miami program. Approximately 70% receive some kind of discount. 

      4. McCollough Hyde hospital is now a Tier 1 facility.

New Business

  1. SR 20-01 – Council for Undergraduate Curriculum – Composition Change  – Dana Cox, Chair, Senate Executive Committee 
    1. Senator Cox presented the proposed composition change and explained that the inclusion of the graduate student on this committee is a carry-over from when the committee was the University Curriculum Committee and oversaw both undergraduate and graduate curriculum.

    2.  One senator asked why there was inclusion of ‘at least one (1) shall represent the graduate faculty’ if graduate curriculum was no longer vetted by this committee. Another senator, with both BS and MS degrees in their department, indicated that it was sometimes helpful for continuity.  After more discussion, a friendly amendment was made to eliminate the need for graduate faculty

SR 20-01

September 9, 2019

BE IT HEREBY RESOLVED that University Senate endorse proposed revisions to the ByLaws of University Senate, 6.B.12.a, regarding Committee composition and membership of the Council for Undergraduate Curriculum, as set forth below:

6.B.12.a. The Council for Undergraduate Curriculum shall be composed of:

  • Six (6) faculty members one from each academic division.
  • At least one (1) of these faculty members shall be a member of University Senate; and at least one (1) shall represent the graduate faculty.
  • Two (2) undergraduate students.
  • One (1) graduate student.
  • Eight (8) ex officio nonvoting members:
    • One (1) representative from Academic Affairs.
    • One (1) representative of the Office of the University Registrar.
    • Six (6) divisional representatives one from each of the divisional academic deans’ office (typically, an associate dean).

 S.R. 20-01 was passed by voice vote.

  1. Discussion regarding upcoming Senate Business– Dana Cox, Chair, Senate Executive Committee

    1. Senator Cox addressed the role of senators in some key issues such as the strategic plan, the TCPL policy, and the reporting arrests policy. Senate Executive Committee met with Robin Parker (General Counsel) regarding the TCPL policy.  The wording is different between the Policy Library and what was approved by Senate in the Spring, but the intent is the same, and senators were assured that the new policy is in place. We will be discussing more about the policy on October 7, 2019.  Also discussed at the meeting with Robin Parker were the boundaries of Senate in regards to approving policy.  Senator Cox indicated that Senate can raise any issues and is a strong advisory body, but the legislative waters are murky. We do have some advisory role with policy, but we are not always asked to approve policies.  She noted the Faculty Welfare Committee, which is a Committee of Senate, was involved with the TCPL policy revisions.  Senate’s charge by the Board of Trustees is curriculum.

    2. The Reporting Arrests policy was held up due to the right to challenge. Twenty-five members of Faculty Assembly challenged the policy after it was approved at Senate on April 22, 2019.  Faculty Assembly could vote to send it back to Senate, or if that fails, Senate could can choose to address the policy again.  It was noted that this was a good example of shared governance and that input from Senate is extremely valuable.

    3. Senators were asked to discuss ideas in groups. When the group reconvened, there was some discussion:

      1. In regards to the TCPL policy, the documents need to be made available and the policy from the policy library used (include links with agenda).

      2. A comment was made regarding the fact that Faculty Welfare Committee was not aware of the ARP changes.

      3. Senators were asked to think about how Senate can lead a charge for more shared governance in regards to strategic planning.

    4. Senator Cox asked for future Senate discussion items and ideas to be listed on a Google doc by using


  1. Report – Dana Cox, Chair, Senate Executive Committee

    1. While there was no formal report, Senator Cox indicated that Senator Young will be talking about the composition and charge of the International Education Committee. Bob Applebaum and Julia Guichard will back for discussion regarding the Strategic Plan.  Senators are asked to be familiar with the recommendations and be prepared to discuss how they see these recommendations moving forward; e.g. how do recommended committees align with existing Senate committees.  The Strategic Planning Committee identified 13 recommendations that have senate influence.  Senator Cox commented that we don’t want to be a reactionary body, and she also invited the Provost to share thoughts on the Strategic Plan at the next meeting.


  1. A motion was received, seconded, and carried to adjourn the Regular Session of University Senate. The meeting adjourned at 4:58 p.m.

Next scheduled meeting of University Senate:

September 23, 2019, 3:30 p.m.

Room 111 Harrison Hall, Oxford Campus