January 22, 2004

Members Present:
Michael Ahearn, Ph.D.
Shaun Caldwell
Marilyn Greer, Ph.D.
Donna Hemphill
Kathy Hoffman
Robert Jenkins
Shreya Kent
George Stancel, Ph.D.
Stephen Tomasovic, Ph.D., Committee Chair
Jon Wiener, Ph.D.

Members Absent:
Weldon Gage
Victoria Knutson, Ph.D.
Janet Price, Ph.D.
George Stancel, Ph.D.

Dr. Tomasovic asked the committee to review the December 19 minutes for any necessary corrections. Verbal corrections were noted and will be posted to the SACS website.

Two documents were distributed by Dr. Greer concerning the SACS Electronic Submission.

1. Guidelines for Communication Information Electronically
2. Commission on Colleges - Electronic Submission Template

The first document contains instruction on how to submit information electronically and the second document provides an example of what the completed document would look like.

Dr. Tomasovic requested verification of the MDACC SACS website setup, SACS definition of electronic submission, and additional requirements. Dr. Greer confirmed that the current MDACC SACS website set up is very similar to the Electronic Submission Template with slightly different text and the addition of an index which SACS's has requested to be alphabetized. Dr. Greer explained that the SACS definition of electronic submission pertains to the posting of documentation on the website and access to links. Dr. Greer responded to Dr. Tomasovic's inquiry about previously submitted documentation from the committee to be run in the background of the website. Dr. Greer confirmed that no additional documentation was required from the committee and the documents distributed only serve as a means to communicate our current status within the application process.

Dr. Tomasovic inquired about how the linked material would be downloaded to a CD ROM. While on the subject Dr. Ahearn discussed formatting complications that prevented Florida State University from downloading their documentation to a CD ROM. Dr. Tomasovic requested that Dr. Greer verify that Robert Armand, System Analyst has taken into consideration the format of the MDACC website and ensure that it is easily downloadable to a CD ROM.

Dr. Tomasovic requested that Dr. Greer initiate communication with Dr. Ann Chard regarding the status of the application review. Dr. Greer indicated that she had previously sent an email, but did not receive a response and the office was closed until January 6. Dr. Greer stated that she would send an email to Dr. Chard inquiring about the status of the application and also include

Dr. Greer asked the committee for any new information that should be added to the site. None of the members had any new information to submit. Dr. Greer indicated that George Stancel could not attend the meeting, but did have some documentation that he intends to review.

Two questions were proposed by Donna Hemphill regarding Core Requirement #13 that states "The institution's chief executive officer has ultimate control of the institution's fund-raising activities.

1. Would a one line statement indicating that, 'all fundraising activities are the ultimate responsibility of Dr. Mendolsohn, the Chief Executive Officer' be sufficient for the SACS application?
2. Is it necessary to provide any policies or procedures that would support how the office is run and how it is reflected back to Dr. Mendolsohn?

Dr. Tomasovic responded that it was his understanding from the organization chart that the Vice President for development reports to the presidents office. The course of operations is for the requests for development issues to flows up through the management committee to the President and the President may ask advise or recommendations from Dr. Kripke regarding fundraising initiatives in the area of research, but ultimately the president would make the decision. Dr. Tomasovic indicated that he would prefer that the statement was not that detailed. Dr. Ahearn suggested attaching a blow up of that particular area of the organizational chart maybe sufficient. Dr. Tomasovic and Dr. Ahearn agreed that Ms. Hemphill should just provide a reference to the organizational chart. Dr. Tomasovic indicated that he would just state that the Vice President for Development reports directly to the President's Office and that all fundraising efforts are only managed by that office. Any recommendations for fundraising initiatives are presented to the President and he makes the final determination as to which direction the program will take. Dr. Greer discussed another point of reference which could be cited and is found on page 146 of the Compliance Certification Report.

Dr. Tomasovic inquired if all financial documentation has been obtained. Dr. Greer indicated that there are still a few remaining items within the Federal Mandates. Dr. Ahearn indicated that he is currently working on federal mandates. He indicated that the faculty is in the process of writing procedures to but in the catalog to substantiate the federal mandates.

Dr. Greer opened the floor for suggestions on how the committee should proceed in documenting the credentials of faculty and student support staff. Dr. Greer indicated that in the last committee meeting it was discussed that all student support staff have some form of information of their credentials. If the student support staff has not been in a position for any extended period of time SACS requires a report from the past employer that verifies past employment, duration and performance.

Mr. Jenkins inquired about a listing of student support staff and to define student support staff. He indicated that he had an office of 17 individuals who were all mostly clerical. Dr. Greer indicated that most of the student support is located at the School of Health Sciences Center and the SACS requirement would only apply to those in supervisory positions. Mr. Jenkins inquired if transcripts would be required to be on file. Dr. Ahearn confirmed that transcripts would be necessary for support staff. Mr. Jenkins received input from several committee members confirming the areas of SHS that would need transcripts to include the Registrar's Office, Busar, Financial Aide, Student Health, Student Council, Health Services and Auxiliary Services. Mr. Jenkins indicated that he would make contact with Charlie Fugary. Mr. Jenkins asked of the committee if a statement was needed for the documentation about each individual or if he just needed to say we have a file that contains transcripts verification and job descriptions. The committee responded that he just needed to state that we have a file.

Dr. Ahearn indicated that the transcripts would probably be an object of the first site visit and the documentation would need to be available prior to the visit as opposed to waiting and addressing in the compliance report.

Dr. Tomasovic inquired if all the individuals discussed report the Administrative Officer, Kevin Dillion. Mr. Jenkins responded that Charlie Fugary would report to Mr. Dillion, but everyone else would report to Max, the Academic Officer. Dr. Tomasovic summarized that the file for the list of people reporting to Mr. Dillion would consist of credentials, certifications and/or academic degrees, professional certifications, length of service at the institution, transcripts and evaluations. Dr. Tomasovic indicated that those reporting through Max would have a general statement from him that the evaluations were positive.

Dr. Ahearn and Dr. Greer confirmed that a copy of the documentation on each of the individuals would need to be packaged in a box onsite for the SACS team to review. Dr. Tomasovic expressed concerns in regard to releasing a personnel file to another entity. Dr. Tomasovic indicated that the guidance Dr. Ahearn was discussing was under the assumption that everything is under the control of one institution, but MDACC is set up differently from the SACS routine. Dr. Tomasovic suggests asking a couple of question of Dr. Chard in this general area because personnel files and evaluations are highly sensitive documents which would require formal requests and the undertaking of several administrative hoops. Mr. Jenkins suggested inquiring of Dr. Chard if it was feasible that the files contain a statement that indicates as a matter of operational procedures that the files are located in the Human Resources at the Health Science Center. Dr. Tomasovic indicated that it would be a good idea to have a part of the file that would include the credentials. Mr. Jenkins will try to determine who he would need to talk to regarding the release of the documentation needed to meet the SACS requirements. Dr. Ahearn verified that the documentation would be required for review purposes only on a one time basis. Dr. Tomasovic suggested that upon notification of the SACS visit, arrangements could be made to have a copy of the file brought over and returned.

Dr. Tomasovic inquired of Dr. Wiener if there was anything about the discussion that needed to be clarified. Dr. Wiener indicated that attorney's would tell you that certain people share this type of information inside of an institution and it has to be defined what that information is. Dr. Wiener indicated that he could share certain information with Dr. Tomasovic up to a limit, but cannot share beyond that and certainly not with people outside of UT.

Dr. Ahearn indicated that he learned of the documentation needed for support staff at a session he attended at the SACS workshop. He confirmed that files are required for all support staff and an original transcript must be enclosed in the file. Dr. Ahearn indicated that SACS stated they wanted to feel the seal.

Dr. Tomasovic suggested sending a list to Dr. Chard indicating what we propose to have at our location at the time of the site visit and ask if anything is missing. Dr. Tomosovic indicated that her response would establish what items will be needed and which of the items need to be originals. Her response will also help Mr. Jenkins in determining if there will be an issue in getting the documentation over to the Houston Main Building.

Mr. Jenkins expressed that transcripts currently received from the University of Houston are received electronically. He indicated that he could probably request a hard copy of the transcript. Dr. Ahearn informed Mr. Jenkins that his office handles transcript requests, and once he completes the form his office would mail it out along with the appropriate request fee.

Dr. Greer requested verification on the question to be sent to Dr. Chard. Dr. Tomasovic requested that Dr. Greer inquire of Dr. Chard if a statement from the direct supervisor summarizing performance would be accepted verses the actual evaluation. Dr. Tomasovic also wanted Dr. Greer to express in the memo that the requested documentation would have to be obtained from another component which is a different institution and a different Human Resource office.

Dr. Tomasovic requested the committee discuss the list of people that had been derived thus far. The committee indicated that the list included; Registrar, Associate Registrar, Financial Aide, Student Health, Student Council, Student Services, Library, Auxiliary Enterprises and Employee Health for GSBS.

Mr. Jenkins asked for clarity on the degree to request. Dr.'s Ahearn and Greer stated that he would need to request the highest degree obtained.

Kathy Hoffman reiterated for verification purposes the documents she needed to obtain which include transcript, position description, last performance review, length of service, and CV.

Dr. Greer indicated she would verify what is required with Dr. Ann Chard prior to the committee requesting documentation from the support staff.

Dr. Ahearn distributed to the committee a Faculty Evaluation Performance Evaluation Policy and Form which he indicated was needed due to the number of adjunct faculty. He indicated that the form would be placed in each of the adjunct faculty files and will be performed annually by the program director. Dr. Tomasovic indicated that Dr. Ahearn would need to go through the institution's approval process and have it placed in the handbook of operating procedures. Dr. Ahearn agreed and stated that was the reason for creating the policy. Dr. Ahearn confirmed that he would be working with Roseanne to complete the process.

Dr. Greer requested the committee to provide suggestions on what should be done regarding the GSBS performance evaluations. Dr. Greer stated she hopes to receive a response from Dr. Chard by February 1 at which time the committee can begin requesting the required documentation. Dr. Tomasovic agreed that the committee could start on February 1 and set a target date of March 1 to obtain all documentation from the Health Science Center. Dr. Tomasovic hopes to have all documentation from the Health Science Center no later than March 15.

Dr. Greer wanted to confirm what would be done in regard to the faculty evaluations. Dr. Wiener stated that as discussed in the last meeting that they do not do faculty evaluations only course evaluations, and the faculty are evaluated only on the tutorials. Dr. Tomasovic indicated that they had annual faculty evaluations done for all faculty on their educational and research activities and copies are available. Dr. Greer inquired if the evaluations available included all GSBS faculty. Dr. Tomasovic informed Dr. Greer that the copies did not include all GSBS faculty because not all of them were affiliated with MDACC.

Dr. Wiener indicated that he could forward evaluations for the course coordinators along with copies of the tutorial evaluations. Dr. Wiener inquired about the number of years to go back. Dr. Ahearn and Dr. Greer indicated five years.

Dr. Tomasovic indicated the committee will meet only once a month until more definitive information is received. Dr. Greer indicated that there are two more meetings scheduled for the SACS committee.

Ms. Hemphill asked if any lead time would be given by SACS. Dr. Ahearn indicated that other schools that had been evaluated received three dates and were asked to select one. Ms. Hemphill also inquired if the SACS team would want to meet with Mr. Leach or if Mr. Nelson would suffice. Dr. Tomasovic stated that Mr. Nelson should suffice.

Dr. Tomasovic inquired about the plan to brief the Management Committee. Dr. Ahearn indicated that they had discussed awaiting confirmation of SACS visit.

Mr. Jenkins asked if they would want to meet with anyone in the Health Science Center. Dr. Ahearn responded he did not know. Dr. Tomasovic indicated that the final date would be forwarded and at that time we could obtain more clarity.

Dr. Tomasovic indicated that additional meetings would be scheduled for January, February and March to access progress. Dr. Tomasovic reiterated that the goal for having the compliance report ready is June. Dr. Greer indicated that if the institution is notified in January of a visit in March; the meetings would need to be more frequent to ensure preparation.

Dr. Greer reiterated that she would send a memo to Dr. Chard today and copy the committee in on the email. Once a response is received she will inform the committee. Dr. Greer indicated that her department had transcript request forms and return envelopes and it was just a matter of the committee encouraging their staff to complete and return.

Dr. Greer confirmed that the SACS website is already up and is accessible via password.

The meeting adjourned at 9:55 a.m The next meeting is scheduled for:
February 18, 2004,10:00 a.m. to 11:00 a.m., HMB10.103
Submitted for review by Maxine Stredic, Education Research and Assessment

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