Present: Roberta Aram, Donna Breault, Denise Cunningham, Kim Dubree, Leslie Anderson, Becky Swearingen, Cathy Pearman, Jill Martin, Janice Duncan, Teresa Steele, David Hough, Cathy Weir, Steve Jones, Jon Turner
SAHE Request for funding – A table outlining the funding request from the SAHE was shared with the members present and discussion followed. The dean informed the committee this policy and the other policies discussed at today’s meeting have been approved by Faculty Advisory Committee and Leadership Council. A motion was made by Becky Swearingen to approve and Cathy Weir seconded. The motion carried.
Proposed policy to support staff travel and professional development – The draft policy was shared with the group by Dean Hough and amendments were suggested. It was suggested that the policy start with “When such funds are available,” instead of at the end of the policy. The dean clarified that there would be no additional travel funds added to departmental budgets. When questioned, the dean stated that typically when a policy is approved it starts immediately. After further discussion, Leslie Anderson made a motion to accept policy as amended and Cathy Weir seconded. The motion carried. The following is the amended policy:
“When such funds are available, COE staff may request support for travel by making a written request to their immediate supervisor and the Dean. Both the supervisor and Dean must approve the request. The total amount of travel support for any staff may not exceed $500.00 within an academic year. Requests must include a detailed, itemized list of each item for which funding is requested. Examples include but are not limited to mileage, hotel, registration, air fare, meals, and supplies. Travel must be directly related to activities associated with the staff member’s job duties and responsibilities and/or professional development or scholarly contribution pertaining to same. Funding for staff travel must come from the unit’s travel budget or other appropriate operating funds.”
Proposed policy for Start Up funding – Those present read the draft policy provided and discussion followed. After discussion it was decided that it is to start effective with FY17, funds could be received annually but that there should be an ending time frame, and after initial request any additional requests for funds must include an itemized break-down of how previous funding was used and outcomes. It was decided that the COE Budget Committee would develop the application. The comment was made that perhaps the policy should also include program development expenses as well. It was suggested to retitle the policy to “Support of New Program Development and Start-up Funding”. After further discussion the dean offered to develop another draft incorporating all the suggestions. He requested that all committee members send him suggestions to incorporate into the policy via email by Friday, October 9, and he will share the revised draft at the October meeting.
Proposed policy for support of new faculty participation in service activities – the committee read and discussed the proposed draft policy. An amendment was suggested to change the first sentence to clarify that funds would be available only if the organization was not reimbursing or paying their expenses, and only if there were central COE or Departmental funds available. It was suggested that a similar policy should be draft for senior faculty as well. It was also suggested a form be developed for requesting funds. A motion was made by Becky Swearingen to approve policy as amended and seconded by Cathy Weir. Motion carried. The following is the amended policy:
“When funds are not available from the professional organization or academic departments the Dean’s Office may provide support for faculty working toward tenure to participate in state, regional, national and international professional organizations. To be eligible, faculty must be or become members of the organization and serve on the board or as an office holder for the organization. Funding may be used to support membership, travel, and operational costs associated with voluntary work contributed to the organization. Faculty may request support at any time by submitting a written request to the Dean, COE. Requests must include all details associated with the type of service to be performed. Examples: duties and responsibilities associated with the voluntary service role, travel to board or executive meetings, printing costs for reports developed by the faculty member, and association/organization membership dues. Financial support for service as described herein is in addition to travel and/or program support funding and may not exceed $2,500.00 in any given academic year. New faculty service support funding requests may be made each year during the first five (5) years of employment with no more than three (3) years’ funding over that period of time.”
Follow-up on line item expenditures – The committee had been given a breakdown of the COE FY16 budget and had requested it be broken down a little further, showing which positions were coming out of salaries, etc. Teresa provided a document that shows further how each salary budget is disaggregated by position.
Meeting was adjourned at 9:02 a.m.
Respectfully submitted,
Teresa Steele, Budget Officer
Next COE Budget Committee Meeting: October 23, 2015, Hill Hall 314 8:00 a.m.