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JPBC Minutes: September 13, 2018

Time & Location: 8:30 – 10:30 a.m., 220 Seymour 

Attendees

Voting Members

  • Mike Andriatch
  • Teven Breslawski
  • Scott Haines
  • Debbie Jacob
  • Sara Kelly
  • Kadathur Lakshmanan
  • Brooke Leddon
  • Teresa Major
  • Jose Maliekal
  • Josh Mathews
  • Dave Mihalyov
  • Cherise Oakley
  • Kathy Peterson
  • Summer Reiner
  • Susan Stites-Doe
  • Katy Wilson

Non-Voting Members

  • Denise Copelton: Co-Chair
  • Crystal Hallenbeck
  • President Macpherson
  • Karen Riotto
  • Jim Wall: Co-Chair
  • Melissa Wight
  • Jim Zollweg

Guests

  • Eileen Daniel - attended on behalf of Katy Heyning

Regrets

Voting Members

  • Davida Bloom
  • Frances Dearing
  • Tom Hernandez
  • Katy Heyning
  • Brad Menear

The meeting was called to order at 8:30am

Approval of May 31, 2018 Minutes

Dr. Copelton asked the committee to review the minutes from the May 31, 2018 meeting. With no corrections, Dr. Peterson motioned the minutes to be approved, Mr. Haines seconded the motion, and all were in favor so the minutes were approved.

Announcements/Introductions

New committee members were introduced to the committee.

Dr. Copelton reviewed the committee roster and indicated that the term listed next to each
committee member is what was discussed via email last year. Dr. Copelton stated that we would start searching in spring for the positions that have terms that end this academic year.

Revisit Charge

The following items were discussed while committee members reviewed the Charge of the committee: 

  • Creating a Faculty Co-Chair Elect position for the committee. The Faculty Co-Chair Elect
    would be the incoming Co-Chair and will serve during the current Co-Chair’s third year.
    This will allow for overlap of co-chairs to provide a year of orientation for the new co-chair. Ideally, the Faculty Co-Chair elect would be chosen from the faculty that serves on the committee and would continue to be voting member in their role as a faculty representative. If the chosen Faculty Co-Chair Elect is not currently serving as a faculty member on the committee, they will become a non-voting member. Since this additional member was just approved by Cabinet on September 12, 2018, it is not listed on the proposal for members to vote on today. It will be brought forward for a vote at our next meeting on September 27, 2018.
  • In reference to the committee being a recommending body to Cabinet, President
    Macpherson stated that a letter from Cabinet would be forthcoming in response to the
    committee’s year-end report. Once Dr. Copelton receives the letter, she will share it with
    the committee.
  • Dr. Reiner stated that the aspect of assessment is unclear in the Charge. What we assess and how we assess is not clearly defined.
    • Dr. Copelton agreed that this is an area of improvement for the committee and indicated that Ms. Dearing was added to the committee so that we will have better guidance in the area of assessment and strengthen this goal.
    • President Macpherson stated that there currently is a discussion in Cabinet regarding adding an assessment subcommittee to JPB. This has not been finalized yet, so there is no formal action plan yet.
  • Ms. Riotto reviewed the Roster and Charge of the Campus Based Fee Review Subcommittee.
    • Dr. Peterson requested a follow-up on what the increased funding for the technology
      fee is supporting. The increase was approved last year as a way to obtain more support for the online services.
      • Ms. Riotto stated that this request would be brought to the subcommittee as an action item for this year.
  •  Mr. Wall provided information on the Enterprise Risk Management Subcommittee. This group has set up a risk register and areas of concern have identified. Actions have been developed and assigned to various members to implement solutions.
  • The following updates were made regarding the Investment Fund Subcommittee:
    • Dr. Copelton stated that this year Jim Wall has been added to the subcommittee. This is an advisory role to be a Cabinet representative. This role will provide guidance to the subcommittee on proposals that do not qualify due to past Cabinet decisions.
    • Last year, it was determined that Frances Dearing would be added to this
      subcommittee to help ensure that applicants are creating useful assessment measures
      of their proposals.
    • President Macpherson stated that Cabinet has recommended that the Director of Grants be added to this subcommittee. The reason behind this recommendation is communication based. It is important for this position to be knowledgeable of what campus-based grants are going on. In addition, this individual as the external knowledge of grants, so she can recommend if a proposal can be linked to another grant.
    • The committee discussed whether or not Frances Dearing and the Director of Grants should be voting members or ex-officio on the subcommittee. Dr. Copelton will discuss this with Ms. Dearing and the Director of Grants to see what each feels is appropriate.
    • An individual from Procurement and Payment Services will be invited to attend proposal review meetings to provide guidance on whether the items listed in a proposal can be purchased through the state. 
      • In addition, the contract timeframe was discussed and it was determined that proposal notifications would be issued in February. Ms. Riotto will work with Procurement and Payment on preparing for contracts prior to the funding start date of July 1. If any proposal is delayed due to a delay in the contract process, the applicant can request an extension past the June 30 end date.

Revise/Reaffirm JPBC Operating Principles

Due to the distribution of an old version of the Operating Principles, this item was not reviewed. This agenda item will be moved to next meeting and the updated version will be reviewed. 

2019-20 Investment Fund Process & Call Letter

Note: the 2019-20 Investment Fund Guidelines, Memo and Stipend Authorization are available on Blackboard for review.

Dr. Copelton reviewed the proposed process for this year’s Investment Fund process and Call Letter. The following discussion occurred: 

  • This year’s application process will be a two-step process: 
    • The first step is a submission of a letter of intent, which is an abbreviated version of the full application. The intention of adding this step is to cut down on the number of proposals for the subcommittee to review and to improve the quality of the proposals. During the first step of the application process, the applications will be sorted through to determine if they are eligible to apply for funding before being sent to the Vice Presidents and Deans for review. When the applications are sent to the Vice Presidents and Deans, they will be sent in a PDF format so there will be no need to log into the forms area. Each Vice President and Dean will have a designated number of applications to approve to the next stage.
    • The second step is the Project Lead will be invited to submit a full application. The subcommittee will then review this application. Individuals that are invited to submit full applications in stage two would be required to attend an information session that would be presented by Dr. Copelton, Dr. Sia and Ms. Dearing. This is to ensure that Project Leads will receive the information on what an assessment plan should look like and what should be included in the assessment plan. This will make certain that the Project Leads obtain the information before their applications are due. Ms. Dearing’s role has been created to educate individuals on how to develop an assessment and then she can advise the subcommittee on if the assessment plan looks useful and measurable. 
  • This year all funding will come out of one fund, as opposed to in the past where each fund has a designated amount. 
  • The subcommittee will be having a meeting to discuss the scoring rubric on October 25, 2018. Members will be provided scoring guidance at this meeting and this is where the favorability of matching funds can be discussed. 
  • The request was made to update the last line in the first paragraph on the Investment Fund Guidelines to read, “Investment Funds may not be used to fund faculty or permanent staff lines of any sort”. In addition, a request was made to add language explaining that the funding could not be used to hire a graduate assistant or a student worker. 

Members agreed to proceed with a vote to approve the 2019-20 Investment Fund process and Call Letter with the discussed changes. The following is the voting results of the present voting members:

Approve - 16

Oppose - 0

Abstain - 0

Other Items from the Committee

  • A request was made to receive the 2017-18 Investment Fund completion reports that have
    been submitted. Dr. Copelton will compile the reports and distribute them to committee
    members. The assessment data in these reports will vary, as the assessment guidelines were
    not specific in this funding year.
  • Members inquired what the consequences are for the projects that did not submit reports.
    The consequence is that the Project Lead listed the proposal that did not submit a report
    would be ineligible to receive Investment Funds for five years. The department of the project lead does not receive the consequences only the project lead.
  • An inquiry was made about the projects that did not use the funding by the June 30 end date. Dr. Copelton stated that funding was lost for the projects that did not use the funding by June 30 unless the Project Lead submitted a request for an extension and it was approved.

Action Items

  • Members will vote on the addition of the Faculty Co-Chair Elect position to the Committee Roster
  • The updated Committee Operating Guidelines will be distributed for review and discussed at our next meeting.
  • A completion report for the 2017-18 Investment Funds will be distributed to committee members at a later date.

The meeting was adjourned at 10:10am

Next Meeting: September 27, 2018, 8:”30 - 10:30am

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