University Senate - January 23, 2023 Minutes

Meeting Minutes
January 23, 2023

The University Senate was called to order at 3:30 p.m., in 111 Harrison Hall on Monday, January 23, 2023. Members absent: Jackson Abram, Steve Bailey, Durell Callier, Rodney Coates, Eli Davies, Tyler Eyster, Dawn Fahner, Evan Gallagher, Kehnadi Grubb, Chip Hahn, Kennedy Hughes, Spencer Izor, Young Lin, Kevin Messner, William Moser, Murali Pananandi, Jarrett Pfister, Eric Rapos, Ganiva Reyes, Danielle Stein

  1. Call to Order and Announcements – Tom Poetter, Chair of University Senate Executive Committee
    1. Welcome everyone back to Senate 2023
    2. Thank you to everyone that was able to attend the Senate Retreat. It was a great time with a really good turnout. The more we work together the better Senate we can be.
    3. We want to welcome Liz Mullenix, our new Provost back.
    4. Feb. 6th Dr. Creamer and Provost Mullenix will be presenting in Benton Hall 102. We are going to send out a Google form to submit questions for the Budget Symposium. 
    5. We have a tight agenda today with presentations on some important items
  2. Approval of University Senate Minutes University Senate Full Meeting Minutes.11.21.2022 (36- Yes, 0-No, 0-Abstain)
  3. Consent Calendar The following items were received and accepted on the Consent Calendar:
    1. Curricular Items _11.22.2022 & 01.18.2023
    2. LEC Meeting Minutes_11.15.2022
    3. LEC Meeting Minutes_11.29.2022
    4. Graduate Meeting Minutes_11.29.2022
    5. Graduate Curricular Items Only _12.13.2022
    6. Graduate Curricular Items Only_01.10.2023
    7. Academic Program Review Committee (APRC) Minutes_04.25.2022
    8. Department Planning & Improvement Process Committee (DPIP) Minutes_09.13.2022
    9. Governance Committee Final Report_2021-2022
  4. Special Report: Moonshot Update, Ande Durojaiye, Vice President Regional Campuses
    1. We aren’t serving students from Butler County in the same way that we serve others. How can we partner to make sure that we are better serving local communities? We are working with other partners in Higher Education to develop an educational ecosystem where we share and collaborate.
    2. Moonshot for Equity Best Practice Team Accomplishments: Hold Reform.
      1. 72 holds that prevent registration identified and reviewed, 22 holds removed. 
      2. Pursuing additional reforms for remaining 50 barriers and hold process improvements in the coming semester
    3. Moon Shot for Equity Best Practice Team Accomplishments: Retention & Emergency Grants
      1. Mapped existing retention grant process for regionals and main campus
      2. 7 years of data coded - This historical data can now be used to measure the impact and distribution of grants to inform development of equitable policies and procedures
    4. Moon Shot for Equity Best Practice Team Accomplishments: Transfer Pathways
      1. 100K Duke Energy Grant to enhance transfer processes throughout the Moon Shot Ecosystem
      2. Exploring transfer portal development options
      3. Completed transfer website audit and new “One Miami” website has been finalized and sent to UCM for implementation 
      4. 78 OT36 course proposal submitted with 48 approved thus far; and revised associate degrees to align with OT36 and new Miami Plan
    5. Moon Shot for Equity Best Practice Team Accomplishments: Coordinated Care
      1. Divisional advisor training for Navigate in November and December, will continue in Spring
      2. Focus on advising reports and infrastructure for enhancing student appointments through Navigate
      3. EAB and Miami working with accessibility compliance enhancements for phone based virtual interface
    6. Senate Senator Questions and Comments
      1. Where are we trying to get? (A) Our goal should be to look like our county and state. Which we absolutely need to get to, but we don’t see the numbers or representation of minority groups or first gen yet. So our goal is to get there by increasing representation of minority groups and first gen. 
      2. Senator disagreed. This isn’t our competitive set–what is our mission and strategy and who are we trying to serve? This seems different, but we have to know what we mean to our audience when we recruit. (A) Do we want to look like a public ivy? In comparison, we’re not recruiting diverse students as well as others are.
      3. It is refreshing to see the efforts that we are taking. What are you bringing to those stakeholders about our goals and needs? (A) I think if we focus on low income and first gen groups we will have a better outcome. Butler Tech is a major competitor when you think about high education. We have to think about our value proposition in terms of different outcomes. Communities with a higher college attainment rate are thriving.
      4. In the context of Purdue, they have high school pipeline projects. (a) Early college academics on the regional campuses are going on. We may be late to the game in some areas, but we are all rowing in the same direction. We have a community that is hungry for it.
      5. I think that this is great and I love the examples that you have given. I think we have exceptional teachers and that is our secret sauce. Is the exceptional teaching being tracked for this?  (A) Yes, Amy Bergerson is the person that is tracking this information for us. 
      6. One concern that I have goes back to the app. Will this be yet another platform that some use that others don’t? Are we investing resources there? (A) App overload is real. The app is a portion of it, but it’s not the lions’ share of the work.
      7. In Ohio College there is a debt relief program to pay off college debt to allow students that were previously unable to finish college to come back with no debt. Have we looked into that to see if that could assist us in this area? (A) We haven’t begun that yet.
      8. Does our tuition-driven culture constrain our goals? Do we have budget availability to bring in local students? (A) That’s a large question. Tuition and cost is an issue, so when we recruit low-income students, it’s something to think about. Brent Shock works with us here and a commitment to these students is a good thing to have.
  5. Special Report: IT Services Update, David Seidl, Vice President for Information Technology and CIO
    1. Strategic Priorities:
      1. ERP -  Implement Workday HR, Finance, and Student over the next 4 years. ERP is replacing Banner with Workday, a modern, cloud-based ERP.
      2. IAM - Design, selection, and implementation of modern identity management tools and processes. Miami’s tools and processes to handle MiaimIDs and other elements of identity are home-grown and not as flexible or capable as we need. We’re investing in modern tools, processes, and capabilities. 
      3. Storage - Assessment and planning to handle changes in Google’s pricing models for storage vs. Miami’s needs & habits
      4. CRM - Assessment of Customer Relationship Management: needs, selection, and implementation of an institutional customer relationship management capability. How we manage our contacts is critical to organizations across the institution. Using the same CRM and investing in how and what we do will make us better at how we work with our alumni, students, staff, and faculty.
      5. BI - A focus on data governance, data culture, capability & Skillset building to support our ERP, operational & strategic data needs. Data is key to our success as an institution, and defining, managing, securing, and agreeing on definitions and meanings for our data, as well as making it accessible and understandable is critical to our path forward. 
      6. Security - Deploy new security tools and enhance existing capabilities to counter growing threats and compliance requirements. Improving our security posture with Crowdstrike Falcon, an endpoint detection and response tool designed to detect and stop ransomware infections.
    2. ERP - Why Now?
      1. We’d have to make a change no matter what
        1. We’re entering our 24th year as a Banner school. That’s a very long lifecycle for a software package, even an ERP!
        2. Ellucian (our Banner vendor) is making major changes to Banner which would require a significant migration - if and when they’re ready, but doesn’t have a clear timeline or path.
        3. And we’ve seen support and quality issues increasing as they switch their focus
      2. There are major advantages to a cloud hosted ERP and enough capability and support in the marketplace to make the move
        1. Schools that are our size and complexity are now making the move
        2. Workday’s Student tool is now mature enough to support our needs
        3. But timing matters...Please see slide in presentation for the Modern SaaS Adoption Curve for going live in 2024
    3. ERP - Why Workday?
      1. More access to data to support decision making and insights
        1. Self-Service and User Interface; Stakeholders report that systems are not intuitive along with a desire to focus on “streamlined processes” and systems that are “easy to navigate and understand” 
      2. Using our tools shouldn't’t be hard -  it should be intuitive! 
        1.  Finance and SCM respondents report a cumbersome Chart of Accounts and high pain-points in the areas of A/P, Asset Management, and Financial Reporting.
      3. Modern experience, better interactions, designed with a mobile first experience in mind.
        1. 60% of students reported a systems-related pain point. Many noted a desire for more support in class registration and selection. First generation students may face increased difficulty requiring scheduling and registration flexibility 
        2. Mobile Functionality: Over 50% of students reported they cannot access a collective view of their student activities and over 55% are using mobile platforms to access their data and value this functionality.
      4. Slides provided in presentation for ERP timelines for HR and Finance.  There is also a slide with a Sample timeline for Students. It is roughly a 4 year timeline process for HR, Finance, and Students.
    4. ERP - What’s Next?
      1. We’re in a 90-120 day “build the ramp” phase - teams are being identified, staffing is being sorted out, and initial preparation work is being done.
      2. Once we start, we’ll have a Miami/Workday website with details and ongoing communications
      3. As we move forward, we’ll have information and training opportunities, with a focus on HR and Finance first as we work toward a 2024 go-live.
    5. Senate Senator Questions and Comments
      1. Senator: My lab have you verified that this system will work with these outside vendors? (A) Anything that banner can do we should be able to link to this. We have not tried all of them yet, but we are going to go through to make sure that everything does work.
      2. Senator: How about apps we use like course lists and navigate? (A) Navigate will be, many that work with Banner will be migrated in. The ones that won’t are because Workday already does what they do.
      3. Senator: Will New Course and New program software be a part of this? (A) It should be resolved and it is constantly updating so it should be able to handle these software.
      4. Senator: What is ERP? Enterprise Resource Planning, but what it is a core business solution.
      5. Senator: I’m in support of workday. It is going to be a mountain to climb for sure, but I am so excited about this. It is scary but we have to do this. It is worrisome that our current system data has issues and this will help correct those issues.
      6. Senator: Where does Canvas fit into this process? (A) It’s separate and parallel. We need systems to move data back and forth between.
      7. Senator: How, given our labor and staffing problems, how are you checking to see if we are moving bad data into the new system? (A) We are working hard on this and looking at data governance. We will probably always have some level of data issues, but we will be able to remediate more. We have enough people and consultants
      8. Senator: I went through 2 prior and I think that it is great that we have someone that has been through this migration before.
      9. Senator: Is it SAP? (A) No, Workday.
      10.  Senator: Crowdstrike - The center isn’t reading/recording, but it is going to flag malicious content. I download a lot of different materials, but if that’s stored on the cloud, does that leak over to other files saved on the drive? (A) That really seems like a boundary case and I would need to talk about that more specifically, please reach out. It’s really looking for malicious behaviors and works as a stop, quarantines so we can take action, similar to virus detection. This is easiest to understand because it’s automated and only targets malicious behavior.
    6. Crowdstrike EDR and Ransomware
      1. This software was recommended and keeps Miami Safe
      2. You should think of it as a much more capable modern version of antivirus focused on ransomware and other advanced malicious software
      3. Other organizations we’ve talked to that have a ransomware event immediately deploy an EDR and tell us they wish they’d had it beforehand.
    7. Partnership and investing in Miami’s Future
      1. Bought out Miami’s portion of the Butler County Fiber Ring, decreasing maintenance costs and ensuring we have support for the next 15 years.
      2. Partnered with Cisco to assess our preparedness for federal IT requirements for research compliance in partnership with the VPRI, putting us ahead of our R2 and R1 peers. 
      3. Partnered with ASPIRE to submit a grant proposal that would extend fiber across Oxford to OXD, the Oxford/Miami airport as part of our advanced air mobility work and in support of College@Elm.
      4. We work with the Myaamia Center as part of their language and culture reclamation efforts, supporting their ability to expand the effort to other tribes and indigenous peoples - including entering the running for a CIO 100 award this year together for the effort.
  6. Special Report:  SB 135 Response Process, Amy Shoemaker, Vice President and General Counsel & Dana Cox, Associate Provost for Faculty Affairs 
    1. Background and Rationale 
      1. We are bound by SB 135 to make these changes.
      2. This is not a final draft. There are still changes that can be made to this policy. 
      3. We are having a working group next week and we encourage everyone to attend and provide us with all the feedback you can so that we try to find the right pathway for Miami while meeting all requirements that are under this statute.
    2. Policy: Campus Free Speech
      1. This policy covers Students and Faculty
      2. We will be presenting the policy for full Senate review in the future, once changes have been incorporated.
      3. Goals for Today:
        1. Introduce a draft complaint process under which a student, student group, or faculty member may submit a complaint about an alleged violation by an employee of the University for violation of the above policy.
        2. Begin a conversation that will be continued next week at the Senate working group via zoom. 
        3. The Ohio statutory authority for this complaint process, EthicsPoint Complaint via the links, is specific to students, student groups, and faculty members only. O.R.C. 3345.0215(C)
    3. Complaint Process Overview
      1. Miami needs this process to comply with standards adopted by the Ohio Chancellor of Higher Education.
        1. EthicsPoint Complaint - Any student, student group or faculty member may submit complaints alleging that their speech rights have been violated by an employee of the University under the Campus Free Speech policy by submitting an EthicsPoint Complaint via the link within 30 days of the alleged violation.
          1. Office of General Counsel -Reviews the complaint and determines if an investigation is warranted. Communicates with the complainant, the respondent, and Hearing Committee Administrator
          2. Hearing Committee Administrator - Acts as a liaison between the Parties and Hearing Committee. Administers the investigation and prehearing process.
        2. Investigation and Impartial Hearing
          1. Investigator - Gather the relevant facts from all parties; Inquire with the complaining party as to remedy. Prepare a summary/briefing for both parties and the Hearing Committee Administrator
          2. Hearing Committee Administrator - Acts as a liaison between the Parties and Hearing Committee. A certain interest in alternative dispute resolution such as mediated dialogue; schedule the hearing.
          3. Hearing Committee - Six total members: 3 unclassified staff, 3 faculty; Appointed by the Provost and EVP of the University. Work with the guidance of an appointed Hearing Officer to conduct a hearing that is within the law
          4. Hearing Guidelines: The hearing will be conducted according to the following guidelines: Hearing conducted in private, Right to an Advisor, All can present testimony and witnesses subject to cross examination, and all must be given opportunity to view evidence ahead of time.
        3. University Resolution and Prevention
          1. Decision - After the hearing, the Hearing Panel shall deliberate and, with the assistance of the Hearing Officer, timely issue its findings of fact and decision on the merits as to whether or not a violation occurred, along with suggested remediation, if appropriate, to the Parties and Provost. 
          2. Appeal - Either Party may appeal the decision. Else, the Provost will accept the decision of the Hearing Panel and issue a directive on remediation, if applicable, in consultation with the Respondent's Vice President or Designee, or supervisor,. The Provost’s decision will be final and reported to the President and Board of Trustees.
      2. A student, student group, or faculty member may submit a complaint about an alleged violation by an employee of the University for violations of the above policy, including any violation which results in a penalty imposed on a student’s grade for an assignment or coursework that is unrelated to ordinary academic standards of substance and relevance, including any legitimate pedagogical concerns, and is instead based on the contents of student’s free speech.
    4. Senator questions and comments
      1. Basically this is an addition to SB 135 that is currently in process? (A) Yes, this  has been edited since the last time you saw it.
      2. Monday, January 30th we are having a working session and we will have the revised policy for you to review. 
      3. We will have something to present to you formally, perhaps on Feb. 20th, 2023, with a more final Revised Policy.
  7. Special Report: LEC Assessment Plan, Leighton Peterson, Director of the Office of Liberal Education
    1. Plan for Assessment of MP SLOs - Approved by LEC on 10/11/2022
      1. Required by HLC for accreditation
      2. Built into existing processes
      3. Rolling deadlines
      4. Refine as needed
      5. Five primary methods
    2. Method #1: Proposal Review. Each time a faculty member proposes a course for inclusion in the Miami Plan, they must provide the following information to the Liberal Education Council:
      1. The language used in the syllabus to describe how the course meets the Pillars - and other learning outcomes - for a student audience; and
      2. The assignments and other assessments in the course that advance the Pillars and other learning outcomes that are specific to the component of the MP for which the course is being proposed.
    3. Method #2: Standardized Survey
      1. The National Survey of Student Engagement is a standardized survey tool used to assess the extent to which students engage in educational practices associated with high levels of learning and development. 
      2. At Miami, NSSE is administered every other spring to first-year and senior students. 
      3. The Office of Institutional Research can provide a summary of the responses to three questions that relate directly or indirectly to liberal education outcomes
    4. Method #3: Random & Periodic Evaluation of Existing Course Syllabi
      1. Each semester during the academic year, the institutional assessment personnel will compile a report that includes random samples of syllabi and assessments from one component of the plan.
      2. The LEC will review and comment on the report, making suggestions for courses of action. This is to ensure that existing courses are continuing to:
        1. Explain the liberal education pillars and appropriate learning outcomes on the course syllabus
        2. Appropriate learning outcomes in a quality manner via assignments and other forms of assessment. 
      3. Dr. Peterson presented a timeline by which each Miami Component will be reviewed, beginning in Fall 2024.
    5. Method #4: Review of Capstone Student Artifacts. Direct assessment of the liberal education outcomes associated with two of the Pillars of Learning (critical & integrative thinking as well as written communication & expression) in the culminating MP component is conducted by collecting student artifacts produced in Capstone courses and evaluating them via rubrics.
    6. Method #5: Periodic Focus Groups
      1. At least once every four years, the Office of Liberal Education, with the input of the Liberal Education Council, will conduct focus groups with students and/or faculty to further understand perceptions of liberal education curriculum and its impact on student learning and development. 
      2. The faculty focus groups may also identify strategies on how to best support faculty who teach liberal education courses. 
    7. Communication of MP Assessment Activity
      1. By the end of each calendar year, a comprehensive assessment report for the Miami Plan 2023 that summarizes the assessment activity of the prior academic year (the previous summer, fall, winter and spring semesters/terms).  This report should summarize: (1) components and outcomes assessed, (2) assessment methods utilized, (3) data collected; (4) data analysis and findings; and (5) strategies for improvement based upon assessment findings.
      2. A draft of the assessment report that includes parts 1-4 should be shared with Liberal Education Council members so that they can participate in a discussion of the assessment findings and identify strategies for improvement.  Their insights should be included in the final version of the report.  
      3. The final version of the report should be posted on the Liberal Education website and shared with key stakeholders (deans, department chairs, faculty) and included in the LEC meeting minutes (and thus shared with University Senate via the Consent Calendar).
    8. Senate Senator Questions and Comments
      1. Senator: I think this is a really good plan. What about labor? Who would be doing this? (A) Not LEC. There will be a committee formed that includes faculty. We will be working with our partners and learning from other offices on campus.
      2. Senator: With this rolling out in fall 2023 how are we communicating this to everyone? (A) the memos that we are sending out is including this information
      3. Senator: Artifacts have been submitted via Canvas, will those remain accessible? (A) My understanding is that they will
      4. Senator: Is this assessment for accreditation? (A) Yes, and our goal is to have this going on. This is rolling in slow but steady. We should continue to see improvements and show good faith that we are doing the process.
      5. Senator: If student artifacts are being collected are the students aware of this and are we only selecting the best? (A) We should be using a range, not just the best. It is not random and they are anonymous. We are doing the best we can one step at a time.
    1. I am deeply honored to be your Provost. I love Miami very much and I am excited to work with all of you hopefully for years to come. My recent abroad experience gave me perspective on challenges that we face and a deep appreciation for all that you do.
    2. Our hearts go out to our Asian community regarding the tragedy that occurred this weekend.President Crawford has made a note of this in his welcome back to campus letter. ODI has reached out to certain affinity and student groups; posted a brief message on social media. Global Initiatives has reached out to International students.
    3. Two Miami students have died, one in communication design and another in accounting. As a reminder, we start with the family. Based on what they want shared, we work our way out based around the family's wishes.
    4. New York Times Chat GPT and it is free to use. There was a meeting on how to address this and how to use Chat GPT. HCWE is offering sessions, CTE will have some resources in their weekly newsletter, there will be an FLC this spring to think about teaching and AI, and turnitin is working to identify ways to combat, but they haven’t found a solution yet.
    5. Senator:  I can’t find the website? (A) I am still working on getting that out.
    6. Are we looking at updating the Academic policy to include AI? (A) We suggest that you have a conversation with your students to let them know that it generates fake citations. It doesn’t include 2022 data. So I would encourage everyone to think about some interesting ways to frame this conversation to make it work for us to show the students how much they are more creative in their responses versus an AI response. 
    7. Ellen Yezierski has agreed to continue to serve as the Director of the Center for Teaching Excellence.
    8. Please do come to the Budget Symposium. If you don’t have time to ask all of your questions, we will have other opportunities. The goal is to help you understand it all.
    9. CFR grant deadline March 13, 2023
    10. Provost Student Academic Achievement Award nominations are due on February 3, 2023.
    11. Senator: Is it possible to get the presentation for the Budget prior so we have good questions? (A) I am not sure, but I will find out the answer.
  8. Adjournment