February 09, 2005

Members Present:
Stephen Tomasovic, Ph.D., Committee Chair
Michael Ahearn, Ph.D.
Marilyn Greer, Ph.D.
Dr. Toya Candelari
Paul Darlington, Ph.D.
Weldon Gage
Donna Hemphill
Kathy Hoffman
Robert Jenkins
Shreya Kant
George Stancel, Ph.D.
Jon Wiener, Ph.D.

Members Absent:
Victoria Knutson, Ph.D.

Dr. Tomasovic welcomed Dr. Meinstrich of the faculty as a new member to the SACS Committee. Dr. Meisnstrich will be assisting with the preparation of the SACS documentation.

The committee was asked to review the minutes of the January 25, 2005 meeting. The minutes were approved as recorded.

Dr. Jack Allen provided a group of dates for a possible site visit. Of the dates provided August 8 -11 is currently the most accommodating for the majority of the staff. Dr. Tomasovic suggested a summary of those who will be available on August 8 - 11 and proceed to work with Dr. Allen to solidify the date. He also plans to talk with Adrian Lang to verify Dr. Mendolsohn's schedule.

Site Visit Format:

Dr. Greer discussed the minutes transcribed from a recent conversation with Dr. Jack Allen. The committee was provided a copy of the minutes and asked to review the extensive and very time-structured agenda. Dr. Greer verbally reviewed the agenda. The Chair of the Accreditation Committee and Dr. Jack Allen arrive on a Tuesday. Usually the accreditation committee holds a meeting from 1 pm to 2 pm and also meets with the Institutional Research person to discuss logistics. Immediately following this meeting the accreditation committee would meet with the President for approximately thirty minutes. Thereafter the committee would host individual meetings with the Board of Regents representatives, business officer, chief academic officer; library student, student support personnel and dean. From 5:30 to 6:30 the accreditation committee will have a reception for the SACS Committee, the Leadership Team, and any other individuals that worked on the SACS Compliance report. The reception will be held at the hotel that provides the accommodations for the accreditation committee (Hilton or Marriott). Wednesday, the accreditation committee will begin working from approximately 8:00 to 3:30 in the conference room designated for the accreditation committee. During that time the accreditation committee may request to meet with various individuals to clarify any questionable items. From 4:30 pm to 6:00 pm the accreditation committee will return to their hotel. Arrangements and accommodations are required for the accreditation committee to dine alone from 6:30 pm to 9:00 pm. On Thursday from 7:pp am to 10:00 am the accreditation committee will complete their report. From 10 am to noon the accreditation committee will want to discuss the Exit Report with the Leadership Team. The only variation to this schedule would be an off-site visit in which Dr. Allen would schedule one person to come on Monday to visit any off-site areas (Bastrop and/or Smithville). Dr. Greer indicated that she would need assistance if a visitation is alsoscheduled for Presbytarian or Science Park.

Kathy Hoffman was asked to follow-up with Bill Satterfield, Administrative Manager at Bastrop regarding electronic access capabilities.

Once the date is confirmed for site visit, Dr. Tomasovic requests that the Board of Regents be contacted to confirm two representatives. Dr. Greer stated that there is usually a pre-visit by the Chair of the on-site team, but there will not be a pre-visit for the upcoming accreditation. Additionally, there is usually an off-site review of all the documentation, but due to the SACS schedule and timeline for reviews, there will not be a review for MDACC. The on-site team usually consists of the following; the CEO-Chair, the assessment person and three evaluators. The evaluators may include a Librarian, an off-site reviewer, a general reviewer, a student development and planning officer and a second CEO of a similar institution. The semesters that will be reviewed include Summer 04, Fall 04 and Spring 05.

Dr. Stancel inquired about the discussion regarding recommendations for peer review. Dr. Tomasovic indicated that there had not been any discussions, but any suggestions were welcomed. Dr. Greer would forward the recommendations on to Dr. Jack Allen. The institutions that were recommended included: Moffett Cancer Center in Florida, Duke, St. Jude at University of Tennessee and LSU. Dr. Greer was asked to look up the states and SACS Regions and circulate documentation to the two deans. Dr. Greer read a listing of SACS States, Alabama, Florida, Georgia, Kentucky, Louisiana, Mississippi, North and South Carolina, Tennessee, Texas, and Virginia.

Dr. Greer discussed a list of items that would need to be forwarded to the On-Site Review Team. These items include a signed Compliance Certification Document (President); SACS Exception Letter; past fiscal year audit (FY04), YTD financial statements, the prior two years audits, institutional catalogs, SACS Institutional Summary form, and the SACS Information Outline for a Commission Visit. Two copies of the items listed above would also need to be forwarded to Dr. Jack Allen. The online version of the documents are not required at this time. Dr. Allen suggested using American Association of Collegiate Registrars and Admissions Officers (AACRO) to review foreign degrees. Dr. Greer will review faculty files to ensure all required documents are included.

Item #9 requests institutional catalogs. Dr. Wiener indicated that the GSBS catalog containing the new verbiage is not complete and no definite date of completion can be confirmed. He indicated that the old catalog was available online and suggested providing a disclaimer. Dr. Tomasovic suggested inquiry be directed to Dr. Jack Allen.

Item #10 defines the Leadership Committee: President, CAO, CFO, Librarian, Faculty Representative, and Institutional Research Representative.

Item #12 Dr. Greer urged the committee to review the SACS website. She has purchased books on the Reaffirmation of Accreditation. She indicated that Dr. Jack Allen stated it is very important for everyone to be familiar with this documentation. The documentation covers areas that the site team will be reviewing. The handbooks will be distributed immediately upon receipt. Dr. Greer is currently working on the information summary form and will forward to Dr. Tomasovic for review. The summary form provides the SACS reviewers with the most up-to-date information on several areas of the institution.

Dr. Greer reviewed the Core Requirement updates. The following information was confirmed. The SHS catalog and handbook is anticipated to be completed by Friday, February 11. The Factbook is awaiting documentation from the registrar and finance. Dr. Greer needs to obtain a final list of faculty to verify the credentials of all faculty that taught in Summer 04, Fall 04 and Spring 05 and ensure that complete files are on hand. Dr. Greer verified follow-up information from Dr. Sullivan that the forms of the GSBS need to be approved, and it was not necessary to use the same evaluation. Shaun Caldwell discussed some issues that were pointed out by Dr. Sullivan regarding non-transferable hours. He and Dr. Ahearn have been in discussions and have developed a resolution. Dr. Allen is scheduled to have a conference call with Shaun Caldwell and Dr. Ahearn regarding the AAS issue on Monday at 8:00 a.m. with Dr. Allen. Dr. Jack Allen requested that Dr. Greer provide a list of any issues or areas of concern from the institution and he would present at the SACS staff meeting on Friday, February 11, 2005.

Dr. Candelari requested clarification on a suggestion made by Dr. Sullivan to analyze demographics. How do you analyze those needs and where should they go? Dr. Tomasovic suggested placing a portion of the documentation in Institutional Effectiveness Assessment and the majority of the documentation in Student Development. Dr. Ahearn suggested using matrixes.

Dr. Tomasovic indicated that Dr. Sullivan stated that the institution must demonstrate that it is capable of operating independently of the Health Science Center. Financially, the institution must show that it is feasible and how it could be accomplished. Dr. Tomasovic indicated that he would work with Dr. Stancel and Dr. Ahearn regarding the language.

Review of Core Requirement Assignments:

• CR 2.1 The consultant provided no specific suggestions. Dr. Tomasovic will be revising some of the verbiage. Dr. Tomasovic also noted that the numbering system on the Regents Rules has changed. All references pointing to the Regents Rules are no longer correct.

• CR 2.2 Dr. Tomasovic is to revise the section on Compliance. The draft is completed and he is currently trying to obtain documentation that governs ethics and conflicts of interest.

• CR 2.3 A description of Dr. Mendolsohn's experience has been obtained from Adrian Lang. Language was added regarding the reporting structure. Dr. Tomasovic has cited in the rules that the president has to annually send for approval a budget. The complexity of the organizational chart is currently being reviewed for revision. Dr. Tomasovic suggested that Dr. Greer review the chart and mark any suggested changes for review at an upcoming deans meeting.

• CR 2.4 Dr. Greer will have to revise all the Regents citations.

• CR 2.5 Dr. Greer indicated that she had been in discussions with Weldon Gage and he would have requirements completed by February 22, 2005.

• CR 2.6 Dr. Greer is in the process of obtaining required documentation.

• CR 2.7 Documentation due February 22, 2005.

• CR 2.8 Documentation due in March.

• CR 2.9 Documentation due February 22, 2005.

• CR 2.10 Dr. Candelari currently working on overall assessment of needs.

• CR 2.11 Stated the documentation would be ready by the March 9 deadline.