Special reports were received regarding: 1) the Midterm Policy, from Ad hoc Committee and Replacement Policy Co-Chairs, Amy Bergerson, Associate Provost and Dean for Undergraduate Education and Mandy Euen, University Registrar; 2) the Miami Mission Statement, from Amy Bergerson, Associate Provost and Dean for Undergraduate Education, and Gwen Fears, Assistant VP for Student Life - Assessment, Planning, and Transition; 3) an ASG Overview, from Nyah Smith, President of Associated Student Government, and Jack Isphording Chief of Staff; and 4) Grad Students, from Nelchi Prashali, and Katie Stahlhut. 

New business included a presentation to allow SEC to continue filling senate committees over the summer.

Abbreviated minutes of this May 6, 2024 University Senate meeting were approved. 

With approval of the University Senate meeting minutes for April 29, 2024, the following Senate Resolutions were approved:

BE IT HEREBY RESOLVED that University Senate approves changes to the Proposed Policy Change: Teaching, Clinical Professors, & Lecturers (TCPLs) as outlined below:

Policy Title: Teaching, Clinical Professors, & Lecturers (TCPLs)

Rationale: The College of Education, Health, and Society (EHS) has many professional and clinical programs. Particularly with the addition of some of our newer professionally-focused graduate programs (e.g., counseling, athletic training), our current 26% TCPL cap does not provide us with enough flexibility to hire needed continuing faculty in some of our programs. This proposal is requesting to increase our cap from 26% to 29%, which would put us at the same level as CCA, CEC, FSB, and CLAAS. 

Proposed New Policy (Marked Up Version):

Limitation on Number of Lecturers and Teaching Faculty 

TCPLs may not exceed the following percentages of continuing faculty (full-time TCPL and Tenure/Tenure Track) within each division:

• CAS:  23.0%
• CCA:  29.0%
• EHS:  296.0%
• CEC:  29.0%
• FSB: 29.0%
• CLAAS: 29.0%

Proposed New Policy (Clean Version):

Limitation on Number of Lecturers and Teaching Faculty 

TCPLs may not exceed the following percentages of continuing faculty (full-time TCPL and Tenure/Tenure Track) within each division:

• CAS:  23.0%
• CCA:  29.0%
• EHS:  29.0%
• CEC:  29.0%
• FSB: 29.0%
• CLAAS: 29.0%

Effective Date: August 26, 2024

BE IT HEREBY RESOLVED that University Senate approves changes to the Standing Rules, Meeting Procedures of University Senate as outlined below

1. When an at-large faculty Any member of University Senate who is unable to attend meetings of Senate for a semester or longer because of a leave-of-absence or other reasons should notify the Secretary of University Senate as soon as possible. When the absence is the result of an authorized leave, Senate Executive Committee will work with the Governance Committee to find someone to temporarily fill the seat during the senator’s leave. If the absence is unauthorized, his or her seat shall be declared vacant. The Governance Committee will be notified to fill faculty vacancies by the appropriate process. The Chief of Staff will be notified to fill Presidential Appointee vacancies and CPAC or UPAC will be notified by the Secretary of Senate and the Staff representative of the Senate Executive Committee to fill the CPAC or UPAC vacancy. The Associated Student Government or Graduate Student Association will be notified to fill student vacancies. A vacancy for an at-large faculty member of University Senate will be filled by the candidate (who had not been previously elected) who receives the largest number of votes when the ballots are re-tabulated after the votes for the person who has resigned have been deleted and those votes are reassigned. At-large senators who expect to be unable to attend meetings of Senate for a full semester or more should notify the Secretary of University Senate as soon as possible. The name of the faculty member who is replaced shall be undeleted when the faculty member becomes available for service and thereby becomes eligible for election, should future vacancies occur prior to the next all-University election for at-large faculty members of Senate. 

(Approved SR88-56C, April 18, 1988)
(Amended, SR99-1, August 31, 1998)

Upon three (3) absences of a member of Senate from regularly scheduled meetings of Senate during a semester, the Executive Committee of University Senate will notify the senator of the absences and extend an invitation to the senator to discuss the absences in a session of Senate Executive Committee. the Secretary of University Senate shall be directed to report said absences to the constituency of the member of Senate. In the case of student members of Senate, said report shall be reported to the executive cabinet of the Associated Student Government or the Graduate Student Association. Upon the fourth absence six (6) absences of a member of Senate during the semester, the Secretary of University Senate shall be directed to report said absences to the constituency of the member of Senate. In the case of at-large faculty members of Senate, Presidential Appointee, or staff senators, said report shall be reported to the Chair of the Executive Committee of University Senate. In the case of student members of Senate, said report shall be reported to the executive cabinet of the Associated Student Government or the Graduate Student Association. Then, Senate shall consider a motion to declare said member’s seat to be vacant and to direct the Governance Committee to fill faculty vacancies by the appropriate process, the Chief of Staff to fill Presidential Appointee vacancies, CPAC or UPAC to fill staff vacancies, and the Associated Student Government or Graduate Student Association to fill student vacancies . At-Large Senator vacancies will be filled as described in Part 1.

BE IT HEREBY RESOLVED that University Senate approves changes to the Administration of Graduate Awards: Time Limits as outlined below:

Rationale:  

Issue #2: Address the need to permit MFA students to be eligible for 3 years of  support from graduate assistantships 

The current policy regarding the Administration of Graduate Awards describes time limits  for graduate assistantships for students in master’s programs and doctoral programs  that roughly correlate to the time required to complete these degrees. The MFA in Art  and Master of Architecture programs, however, are designed as 3-year graduate  programs and would benefit from a policy change to extend eligibility for GA  appointments up to 3 years. Students in these programs have petitioned in the past for  an additional year of eligibility for GA appointments. Adding language to the  Administration of Graduate Awards policy, under the heading Time Limits for Graduate  Awards that specifies this limit would allow MFA and Master of Architecture programs to  be eligible for GA appointments for a 3rd year without the need for a petition.  

One example of the problem that exists is that, when recruiting prospective MFA  students, the Dept of Art wishes to be transparent regarding this policy and articulates  that Master's degree students are limited to two years of support and can petition for a  3rd year. This conveys the message that a 3rd year of eligibility is uncertain which may  influence a prospective student’s decision to confirm admission. A similar issue exists for  students in the Master of Architecture III program. 

Covered Parties: Graduate students. 

Defined Terms: N/A 

Proposed Revised Policy (Marked Up Version): 

Nomination of Graduate Award Candidates  

Graduate Directors submit the graduate award nominations using the electronic  nomination process to the divisional dean for approval. When a graduate award has received all necessary approvals, the Academic Personnel Office will process the  award. When the Dean of the Graduate School approves the award nomination, an  appointment letter will be sent to the student, with copies sent to the appropriate chair or  supervisor and the divisional dean. 

After April 15th, departments should not recommend the appointment of a student  known to have accepted an appointment elsewhere unless the department has written  evidence that the student has been officially released from the previous commitment.  This is in accordance with the resolution of the Council of Graduate Schools in the  United States, to which Miami University is a signatory. 

Time Limits for Graduate Awards  

Graduate assistantships awarded to students admitted to a master’s program at Miami  University may be appointed for one additional year for a maximum of two years of  support. 

Graduate assistantships awarded to students admitted to a Master of Fine Arts or three year Master of Architecture program may be appointed for up to two additional years for  a maximum of three years of support. 

Regardless of source of support, students enrolled in a doctoral program may receive  the following: 

Financial support from graduate assistantships and dissertation scholarships for a total  of four years beyond receipt of a master’s degree, or 

Six (6) years of support beyond the bachelor’s degree if admitted directly into a doctoral  program at Miami University. 

Procedures for Award Recipients  

Upon receipt of their award notice, students must do the following to facilitate their  registration and compensation: 

• Complete the medical history form and have a tuberculin test or chest X-ray if students are first-time appointees. Graduate students are required to complete  the Miami medical history form. Proof of immunity to Measles, Mumps, and  Rubella is required if students were born after January 1, 1957. Students with graduate awards are required to have a tuberculin test within six (6) months of  admission. The Student Health Service offers the tuberculin test at no charge  and a chest X-ray for a nominal fee. A student who has a positive tuberculin test  must have a chest X-ray. International students must have an annual tuberculin  test and/or a chest X-ray. 

• Complete the necessary payroll forms, including the Immigration and  Naturalization Service forms (and provide the necessary documents); this can be done during the Graduate Student Orientation in mid-August or in the Academic  Personnel Office, 1 Roudebush Hall. If students do not complete these forms,  their end-of-August payroll check will not be issued. 

Payroll and Tax Information  

The University requires automatic paycheck deposit for all employees, including  graduate award holders for the academic year and for the summer sessions. Graduate  Assistants will receive paychecks on the last business day of each month they are to be  paid. 

• Academic year appointment: half month pay for August and May; full month pay September through April 
• Fall semester appointment: Half month pay for August, four monthly payments  September through December 
• Spring semester appointment: If student is a new GA, half month for January; full month pay February through April. If student is a current GA, four full months  January through April, half month pay in May. 

Taxable Income 

Depending on individual circumstances, students’ stipend is subject to withholding for  Federal and Ohio income taxes and the Oxford earnings tax. Students must complete  and sign a W-4 form (computer card) during the Graduate Student Orientation or at the  Payroll Office, 2 Roudebush Hall, designating their withholding allowances; this  information is needed by the Payroll Department, which determines the amount to  withhold from stipend checks. If students do not complete this form on time, their payroll  check will not be issued.

Under the current federal tax regulations (The Tax Reform Act of 1986), the IRS may  determine that tuition waivers for graduate award holders are taxable. As of this writing,  tuition waivers provided through graduate awards (assistantships and scholarships)  have been exempted from this tax up to $5,250.00. 

Tax Liabilities  

If students can be claimed as a dependent on another person’s tax return, they may not  be exempt from Federal Income Tax liability. Students cannot claim exempt status if  they have any non-wage income, such as interest on savings, and expect their wages  plus non-wage income to add up to more than $500.00. 

Residents of Indiana, Michigan, Kentucky, Pennsylvania, or West Virginia may elect to  pay state income tax in that state and be exempted from the withholding of Ohio Income  Tax by notifying the Payroll Department. Otherwise, they must pay state income tax in  Ohio. 

Compensation earned at the Oxford Campus is subject to deduction of a one and three fourths percent (1.75%) earnings tax for the City of Oxford. Compensation earned at the  Hamilton Campus is subject to the deduction of two percent (2%) earnings tax.  Compensation earned at the Middletown Campus is subject to the deduction of one and  one-half percent (1.5%) earnings tax. If students currently reside within the city limits of  Cincinnati or Fairfield, or other municipality that has an earning tax, they should contact  the Payroll Office to insure the deduction of the proper city tax. 

Proposed New or Revised Policy (Clean Version):  

Nomination of Graduate Award Candidates  

Graduate Directors submit the graduate award nominations using the electronic  nomination process to the divisional dean for approval. When a graduate award has  received all necessary approvals, the Academic Personnel Office will process the  award. When the Dean of the Graduate School approves the award nomination, an  appointment letter will be sent to the student, with copies sent to the appropriate chair or  supervisor and the divisional dean.

After April 15th, departments should not recommend the appointment of a student  known to have accepted an appointment elsewhere unless the department has written  evidence that the student has been officially released from the previous commitment.  This is in accordance with the resolution of the Council of Graduate Schools in the  United States, to which Miami University is a signatory. 

Time Limits for Graduate Awards  

Graduate assistantships awarded to students admitted to a master’s program at Miami  University may be appointed for one additional year for a maximum of two years of  support. 

Graduate assistantships awarded to students admitted to a Master of Fine Arts or three year Master of Architecture program may be appointed for up to two additional years for  a maximum of three years of support. 

Regardless of source of support, students enrolled in a doctoral program may receive  the following: 

Financial support from graduate assistantships and dissertation scholarships for a total  of four years beyond receipt of a master’s degree, or 

Six (6) years of support beyond the bachelor’s degree if admitted directly into a doctoral  program at Miami University. 

Procedures for Award Recipients  

Upon receipt of their award notice, students must do the following to facilitate their  registration and compensation: 

• Complete the medical history form and have a tuberculin test or chest X-ray if students are first-time appointees. Graduate students are required to complete  the Miami medical history form. Proof of immunity to Measles, Mumps, and  Rubella is required if students were born after January 1, 1957. Students with  graduate awards are required to have a tuberculin test within six (6) months of admission. The Student Health Service offers the tuberculin test at no charge  and a chest X-ray for a nominal fee. A student who has a positive tuberculin test  must have a chest X-ray. International students must have an annual tuberculin  test and/or a chest X-ray.
• Complete the necessary payroll forms, including the Immigration and  Naturalization Service forms (and provide the necessary documents); this can be  done during the Graduate Student Orientation in mid-August or in the Academic Personnel Office, 1 Roudebush Hall. If students do not complete these forms,  their end-of-August payroll check will not be issued. 

Payroll and Tax Information  

The University requires automatic paycheck deposit for all employees, including  graduate award holders for the academic year and for the summer sessions. Graduate  Assistants will receive paychecks on the last business day of each month they are to be  paid. 

• Academic year appointment: half month pay for August and May; full month pay  September through April
• Fall semester appointment: Half month pay for August, four monthly payments  September through December 
• Spring semester appointment: If student is a new GA, half month for January; full  month pay February through April. If student is a current GA, four full months January through April, half month pay in May. 

Taxable Income 

Depending on individual circumstances, students’ stipend is subject to withholding for  Federal and Ohio income taxes and the Oxford earnings tax. Students must complete  and sign a W-4 form (computer card) during the Graduate Student Orientation or at the  Payroll Office, 2 Roudebush Hall, designating their withholding allowances; this  information is needed by the Payroll Department, which determines the amount to  withhold from stipend checks. If students do not complete this form on time, their payroll  check will not be issued. 

Under the current federal tax regulations (The Tax Reform Act of 1986), the IRS may  determine that tuition waivers for graduate award holders are taxable. As of this writing,  tuition waivers provided through graduate awards (assistantships and scholarships)  have been exempted from this tax up to $5,250.00. 

Tax Liabilities 

If students can be claimed as a dependent on another person’s tax return, they may not  be exempt from Federal Income Tax liability. Students cannot claim exempt status if  they have any non-wage income, such as interest on savings, and expect their wages  plus non-wage income to add up to more than $500.00. 

Residents of Indiana, Michigan, Kentucky, Pennsylvania, or West Virginia may elect to  pay state income tax in that state and be exempted from the withholding of Ohio Income  Tax by notifying the Payroll Department. Otherwise, they must pay state income tax in  Ohio. 

Compensation earned at the Oxford Campus is subject to deduction of a one and three fourths percent (1.75%) earnings tax for the City of Oxford. Compensation earned at the  Hamilton Campus is subject to the deduction of two percent (2%) earnings tax.  Compensation earned at the Middletown Campus is subject to the deduction of one and  one-half percent (1.5%) earnings tax. If students currently reside within the city limits of  Cincinnati or Fairfield, or other municipality that has an earning tax, they should contact  the Payroll Office to insure the deduction of the proper city tax. 

Effective Date: August 26, 2024 

Responsible Parties: The Graduate School  

Implementation Procedures and Timeline: The policy library will be updated in August, and  the Graduate School will update any relevant pages on our website accordingly. The Graduate  School will also work with other relevant offices and individuals to ensure timely and effective  implementation.  

Additional Resources and Procedures: 

N/A