administrative briefing january 27, 2011 12:30-2:30pm, 327-329 smsu
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Administrative BriefingJanuary 27, 201112:30-2:30pm, 327-329 SMSU
AGENDA Jan. 27, 2011• Welcome (Carol Mack) • Academic Affairs (Kevin Reynolds)
Fiscal coordination and planning, Academic Planning• Research and Strategic Partnerships (Jonathan Fink)
Research Strategy for PSU• Office of Diversity and Inclusion (Jilma Meneses)
Rebranding, Mission, Vision, Diversity Definition, New Hire, Functions, Compliance, Recruitment & Retention (Faculty, Staff, Students), Community
• Office of Information Technology (Sharon Blanton) Desire2Learn, ODIN Account Policy, EBAR, OIT and Purchasing
• Sustainability (Noelle Studer Spivak)• Human Resources (Pam Hutchins, Kerry Gilbreth, Maria
Eldred) New people new roles, Electronic W-2, W-4, Financial Review, Performance Reviews
• General Counsel (Darla Collar) Public Records reminder • Facilities & Planning (Karl Johnson) Construction & Major
Maintenance Projects, Environmental Health & Safety, Service Requests • Student Affairs (JR Tarabocchia) International Admissions, New
Leadership, Transfer Student Website, Student Legal Services, African American Student Services, Student Employee of the Year Nominations, Middle East Student Advisor, Degree Mapping Project
Office of Academic Affairs
Carol MackVice Provost for Academic Personnel and
Leadership Development
Kevin ReynoldsVice Provost for Academic Fiscal Strategies
and Planning
http://www.pdx.edu/oaa/
Office of Academic Affairs 1. Fiscal coordination and planning
a. University Budget Team (UBT)b. Financial Futures
http://www.pdx.edu/budget/financial-futures-committee-resources
2. Academic planninga. Strategic Enrollment Management (SEM)
http://www.pdx.edu/oaa/winter-symposium-january-20-2011
b. ACAIT (Advisory Committee on Academic Information and Technologies)
Office of Research and Strategic Partnerships (RSP)
Jonathan Fink Vice President of Researchand Strategic Partnerships
http://www.rsp.pdx.edu
A Research Strategy for
Portland State University
Jonathan FinkVP for Research and Strategic Partnerships
Research and Strategic Partnerships
Introduction
• Focus on expanding PSU’s research and partnerships portfolio
• Part of a conversation about the future of research at PSU
• Build on three research foci: sustainability, health, education
• Add a single differentiating theme: urban sustainability
• Theme offers important economic development opportunities
• Emphases are illustrative; don’t exclude other PSU strengths
• Link existing programs in all colleges to urban theme
• More detailed plan being developed
Research and Strategic Partnerships
Programs to Promote PSU’s Research Growth
• Coordinate research administration staffing across campus
• “Proposal Machine” encourages and facilitates largest proposals
• “EARS” helps increase faculty productivity and recognition
• “Decision Center” promotes policy applications of PSU research
• IDC return to all investigators from fully-burdened grants
• Consultants to help deliver new funding in non-traditional areas
• Host joint symposia with partners (Intel, OHSU, PGE, City of PDX)
• RSP website to become information portal for PSU’s research
Research and Strategic Partnerships
Sample Measures of PSU’s Research Success
• 5 strategic partnerships with Oregon businesses (2012)
• 3 national news stories/year about PSU research (2012)
• 25% of senior projects link to PSU research priorities (2013)
• $5M/year joint OHSU-PSU grants awarded (2013)
• $3M/year of industrial contracts (2013)
• 2 NAE, 1 NAS, 1 NAPA faculty members at PSU (2014)
• 15 invention disclosures per year (2014)
• Win 2 NSF Centers (>$5M); partner on 2 others (2015)
• Average faculty research expenditures tops $50K (2015)
• $500K per year licensing revenue (2016)
• $100M per year research expenditures (2016)
Research and Strategic Partnerships
RSP Recent and Next Steps• Convened Research Advisory Committee (November)
• Hired new Associate Vice President for Research (December)
• Preparing operational (Part II) strategic plan (January)
• Convene community health workshop with OHSU (February)
• Bring in consultants for strategic research groups (February-June)
• Develop plan for research administration across PSU (March)
• Hire new Associate VP for Strategic Partnerships (April)
• Revamp RSP website (August)
• EARS, Proposal Machine, Research Incentive fund (September)
Research and Strategic Partnerships
Jilma Meneses, JDChief Diversity Officer
Portland State UniversityMarket Center Building, Ste 830
1600 SW 4th AvePortland, OR 97207
January 27, 2011
Rebranding
Office of Diversity & Inclusion
Office of Diversity Advocacy*
Office of Diversity Advocacy*
Office of Equity & Compliance**
*Former Office of Diversity & Equity**Former Office of Affirmative Action & Equal Opportunity
Mission
The Office of Diversity & Inclusion’s mission is to create a university learning
environment that celebrates diversity, builds partnerships, promotes equity, and
provides support to enhance the successes of the campus community.
Vision
The Office of Diversity & Inclusion’s vision is to promote the value of diversity and the
recognition that it enriches our campus community by supporting and enhancing an inclusive and culturally respectful university
environment.
One Diversity DefinitionDiversity at Portland State University (PSU) means creating a community of inclusion. We honor, respect, embrace and
value the unique contributions and perspectives of all students, faculty, employees, volunteers and our local and
global communities. Diversity includes age, culture, disability, gender, national origin, color, race, religion,
sexual orientation, and diversity of thought, ideas and more. Diversity maximizes our true potential for creativity,
innovation, educational excellence and outstanding service to the community.
New Hire in Diversity & Inclusion
Charles “Chas” Lopez Executive Director of Diversity & Inclusion
• Under the leadership of the CDO • Will provide guidance within the Office of Diversity &
Inclusion• Will advise campus administrators and managers regarding:
• diversity initiatives • affirmative action • civil rights compliance• prohibited discrimination or harassment • reasonable accommodation, and implications in the
development and implementation of University policy
OAAOAA
OSAOSA
StudentsStudentsRecruitment & Retention for Faculty and Staff R&R
Recruitment & Retention for Faculty and Staff R&R
ComplianceCompliance 5. Community5. Community
OSAOSA
OAAOAA
HRHR
•Admissions•Financial Aid•Scholarships•University Relations•Foundation•Internationalization •Code of Conduct
•Search Committees•Tenure searches•Searches•HRIS, AAP
•Training•Investigations•Code of Conduct•OR & Fed laws
•Outreach•Partners
DADA DA
ECECECEC
*DA=Diversity Advocacy *EC=Equity & Compliance*EC=Equity & Compliance
Overall Functions
HRHR
General CounselGeneral Counsel Chief of Staff
Chief of Staff
OSAOSA
ECEC
DACDAC
ComplianceIn collaboration with others, including Student Conduct &
Community Standards, Human Resources (HR), Office of Institutional Research and Planning (OIRP), and Information Technology (OIT):
• Advise or investigate student conduct matters dealing with prohibited discrimination
• Capture student demographics• Develop HRIS systems that captures workforce data• Develop mandatory on-line training• Survey the workforce for EEO data• Revise the Permission To Hire protocols• Re-train staff on effective investigation and reasonable
accommodation protocols• Develop AAP protocols
Recruitment & Retention of Faculty & Staff
In collaboration with Academic Affairs (OAA), Council of Academic Deans (CADS), Human Resources (HR), Diversity Action Council (DAC) and others:
• Search AdvisorsAdvise deans and chairs on recruitment practicesAdvise on best recruitment practices
• Diversity Action Council (DAC)-RestructureCouncil members to serve as Search Advisors Leadership Committee to be created (direct reports to
ExCom)• Incorporate diversity goals in performance evaluations• Develop effective systems to track workforce and job
applicants, HR working diligently
• Adding “diversity” as a key competency• Example: Must have experience working with diverse
populations and/or underrepresented communities• Example: Must honor/respect the uniqueness of each
individual
• Advising on interview questions• Example: Please describe what efforts you have made to
foster multicultural competence and understanding in your personal or professional life.
• Example: Please describe any strategies you have used to address diversity challenges. What were the positives and negatives of these strategies?
Recruitment & Retention of Faculty & Staff
StudentsIn collaboration with Student Affairs (OSA) and others
evaluate and advise on the following programs:• Scholarships • Student support• Recruitment• Retention• Graduation requirement to include diversity• Code of Conduct (prohibited discrimination)
Student Recruitment
Student to Student Outreach Program
• Local high schools (in progress)-Roosevelt -Madison -Liberty -Sunset-Beaverton -Aloha -Glenco -Gresham
• Community organizations• Local Churches
Students
Student Retention
• 16 New Advisors for all students across campus• Middle Eastern Student Advisor
Kanaan Kanaan
• Éxito La Casa Latina - opening May 2011
Community• Enhance PSU’s presence in the minority
community• Enhance partnerships locally and globally
Chambers School districts Alumni Local community organizations Foreign universities Nations
Office of Information Technology
Sharon Blanton Chief Information Officer
http://www.oit.pdx.edu
Office of Information Technology Over 260 courses in Winter Term Plenty of training sessions available Must convert before start of Spring Term
(BlackBoard will not be used) Student data not migrated (must preserve
elsewhere if needed) If in Banner, course shell will be created – no
request needed Faculty will activate shell as needed www.pdx.edu/psuonline
OIT ODIN Account Policy
* Students and employees always retain access to OAM and Banweb
OIT - EBARElectronic Banner Account Request Faster than paper request forms routed via campus mail
Can now be routed to multiple users in parallel No time wasted delivering paper between offices No paper forms getting “lost” on desks
Password delivery via Banner Self-Service More secure than sending password via campus mail
Request status viewable in Self-Service at any time Approvers can view both existing and requested access Automatic checking for segregation-of-duty conflicts
Paper forms no longer accepted!
OIT and PurchasingPlease contact OIT – Jackie Vo• Prior to considering purchase• Check existing contracts to save $• Have product reviewed for compatibility
with PSU systems• Have contract and license reviewed for
compliance with PSU, OUS, State of OR, and Federal regulations
PSU Sustainability Responsible Purchasing Survey Results are in!
• Priority areas: Office Supplies, Paper, Food, Printers and Copiers, Computers
• What would make green purchasing easier?– Purchasing standards and guidelines that are
clear and easy to follow – Web-based resources and tools – List of products that meet criteria – Purchasing policies that establish formal
standards for products
Upcoming Resources:• Paper and Printing Environmental Report (PAPER)• Responsible Purchasing Initiative
Solutions Generator mini grants for campus sustainability projects
http://www.ecowiki.pdx.edu/content/greening-our-departments
Theme for winter quarter: Waste Prevention!Save $ and help PSU compete in…
You can help by minimizing printing, using reusable beverage containers.
Office of Human Resources
Pamela HutchinsAssoc. Director for Human Resources – Payroll, Compensation, etc.
Kerry V. GilbrethAssoc. Director for Human Resources –
Benefits, Leaves & HR Reception
Maria EldredAssoc. Director for Human Resources – Employment and Employee Relations
[email protected] http://www.pdx.edu/hr/
New Year - New People - New Roles• Christina Kraus
– Employment Manager• Jennifer McLean
– Payroll Operations Manager• Kerry V. Gilbreth
– Assoc Dir for HR – Benefits, Leaves, & HR Reception
• Maria P. EldredAssoc Dir for HR – Employment & Employee
Relations
New Electronic W-2•W-2 forms are now available via PSU Information System
-20% of our employees have already elected to receive their W-2 only electronically
•Opt-In to the Electronic Only Option for next year
New Year Financial Review
• Great time to review and update - Payroll Tax Withholdings (W-4)
New Year Financial ReviewGreat time to review
• FSA – Flexible Spending Accounts
• Voluntary Retirement Savings Plans (TDIs, OSGP)–They are pre-tax.
• Vendors On Campus (Time and Location TBD)
TIAA-CREF: Fidelity:February 8, 9, 10 February 1, 15March 1, 2, 3 March 1, 29April 5, 6, 7May 3, 4, 5
Performance ReviewsUnUns (Unrepresented Unexcluded) (Terrill x3282)
- April 30, 2011 to HR UnEx (Unrepresented Excluded) (Sharon x8317)
- March 28, 2011 to Deans - April 25, 2011 to OAA Classified (Terrill x3282)
- Individual Anniversary DateClassified: 6-mo trial service (3-mo review)
(Dept/Unit)
Performance Reviews
AAUP/Academic Professionals (APs) (Pat x5242)
- May 3, 2011 to Deans - May 16, 2011 to OAA AAUP/Fixed Term (Sharon x8317)
- Annually during years 1-6 (See Collective Bargaining Agreement with PSU Chapter
AAUP, Article 18, Section 4)
AFT/Adjunct (Sharon x8317) (See Collective Bargaining Agreement between
PSUFA-AFT and PSU, Articles 7 and 8)
Performance Reviews
• Information and forms: - www.pdx.edu/hr/evaluating_employees
• Need help giving constructive feedback?- Contact Maria Eldred 5-8360- Look for Performance Review Training
on the HR website
Office of General CounselPSU Public Records Reminder
The Attorney General now requires public entities to respond to a Public Records Request within 7-10 days!
All public records requests should besent to Darla Collar, Office of General Counsel, as soon as possible.
Construction & Major Maintenance Projects,EH&S and Service Requests
Facilities and Planning
College Station Housing
•A Partnership project with American Campus Communities (ACC) to increase student residential facilities at PSU
•Externally funded project
•Walsh Construction, Contractor
•368,612 GSF, 16 Floors, 978 Beds
•Building to have student housing, three general pool classrooms, a lecture hall, ground floor retail
•Construction started early December 2010 and will continue through Summer of 2012
•Sidewalks and parking adjacent to the property will be closed throughout the project. Max Green Line service continues
•PSU Project rep. Kate Vance
•Located at OHSU Schnitzer Campus
•New building anticipated to collaboratively house OHSU, PSU, OSU, UO and private partners
•9-story – 364,000 GSF Project Budget $160M
•Building program is in refinement and includes; life sciences education & research, ground floor retail & parking
•Contracts for project development are in process
•Estimated construction start Summer 2012
•Estimated completion Fall 2014
•PSU Project representative, Ron Blaj
OUS/OHSU Life Science Collaborative Building at South Waterfront
State Deferred Maintenance $29.2 million
•Main part of project complete. Building re-opened for use for Fall Term 2010 with FPA and General Pool classrooms re-opened
•Project included seismic, mechanical, and electrical upgrades, finishes, and space programming; new roof; enhanced natural lighting; and significantly improved instructional and performance spaces
•Project provided employment for a maximum on-site team of 100 craft personnel
•New Broadway Entry construction to begins late Spring 2011, with completion scheduled for late Summer 2011
•PSU Project Manager, Ron Blaj
● Building infrastructure upgrades and the expansion and modernization of labs and teaching space. State Limitation $45.3 M, various funding sources including General fund, grants, gifts, COPs, and bonds
● Construction on floors B1 & B2 - west side, completed fall 2010
● $2 Million CLEE research labs to begin construction this winter
● $2 Million EDA Grant to replace or add 71 fume hoods started December 2010
● $300K in Student Building Fee funded work being bid to upgrade the student lounge and lobby area
● Completion of the project July 2011
● PSU Project Manager, Mark Fujii
Oregon Economic Stimulus Funded Project $17.5 million
● To improve and expand the network of heating and cooling piping throughout campus that forms our Campus Loop
● Leading to energy savings, more reliable service and increased capacity to heat and cool campus buildings . Estimated energy savings over $300,000 year
● Construction 7:30am - 4:30pm Monday - Friday; Intermittent noise and vibration. 93 jobs created
● New geothermal wells being drilled at Science 2
● Federal Grant of $1M awarded to use more of the heat from the geothermal wells
● Completion of project Summer 2011
● PSU Project Manager, Mark Fujii
● Provide energy upgrades throughout the facility. Upgrades include; HVAC unit maintenance/replacement, Lighting replacement and door and window weatherization
● Funding provided by American Reinvestment and Recovery Act (ARRA- Fed. Stimulus), Energy Trust of Oregon (ETO), Business Energy Tax Credits (BETC) and PSU
● Anticipated construction: March, 2011 – June, 2011
● PSU Project Manager, Kate Vance
● This project was implemented in order to achieve PSU’s metering and energy management goals
● Study provides a inventory of the existing meters on campus and where future meters need to be installed in order to achieve PSU goals
● Goal: All aggregate building utility usage be metered digitally and captured in real time
● Insite group is the project consultant
● Anticipated completion: January 2011
● PSU Project Manager, Quinn Soifer
Construction elements include:
• Additional Naming Wall, Stage with artistic paving and Art Boulder Hardscape elements
• Additional Bench Seating
• $370,000 budget of which portion is funded by PSU Students ($174K) through the Student Building Fee. Remaining costs to be funded from donations
• Completion May 2011
• PSU Construction Manager, Jennifer Sharp
Walk of the Heroines - Phase 2
If you have a potential remodeling project in your plans:Contact Francis McBride at 725-8944 or [email protected] as soon as possible.
FAP will:• schedule a brief meeting to discuss scope• verify if project is feasible, or work with you to make it feasible• determine best delivery system – PSU crews or outside contractor, or consultant• manage design, permitting and estimating• oversee construction and completion of the project
Ernest Tipton:[email protected]
Ron Blaj:[email protected]
Kate [email protected]
Mark Fujii:[email protected]
Facilities & Planning - Reception503-725-3738
Jennifer [email protected]
Quinn [email protected]
Environmental Health & SafetyOur Role:• Help employees to work safely.• Help supervisors provide employees with the
information, skills, & tools they need to work safely
• Help administration to provide a safe workplace• Help maintain compliance with environmental
health & safety regulations (DEQ, OSHA and others)
Environmental Health & Safety
• Requesting Service from EH&S:
• Chemical Spill Emergency: 5-4404 (CPSO)
• Odor Reports: Call Facilities at 5-3738
• Please submit a Work Order for all other service requests, including:
• - Ergonomic Assessments• - Hazardous Waste Pick-Up• http://www.fap.pdx.edu/workorder
Facilities Work Order System
• Instructions available on info page www.fap.pdx.edu/workorder
• Transaction number shown in upper left
• Link to the work order is emailed to you
• Emails sent to you when completed, or if backlogged or canceled
• Questions? Call 5-8362
Student Affairs Updates
J.R. TarabocchiaStudent Affairs Outreach Coordinator
http://www.pdx.edu/studentaffairs
Where do we travel and why?Of the 10 countries that send PSU the most international students, we visit all 10PSU visits countries that have emerging or well-established economiesPSU visits 17 out of the top 25 countries that send students to the United States for studyInternational Admissions is data-drivenHave any connections with any countries we visit? Let us know!
International Admissions Update
International Admissions Update
For further information:Chris Anderson
Assistant Director of International [email protected]
New Leadership: Domanic Thomas
Director of Conduct & Community StandardsStudent Code of Conduct can be found at www.pdx.edu/dos/codeofconductFor further information:
Domanic [email protected]
Concerned about a PSU student?Do you observe difficult, distressed, or disruptive behavior?Contact the Office of the Dean of Student Life at 503.725.4422
New Leadership: Domanic Thomas
Transfer Students – New Website
PSU currently has 9 total co-admission agreements with community collegesApproximately 60% of our students transfer hereExpanding transfer agreements with partnerships in Hawaii, Nevada, & Californiawww.pdx.edu/transferstudent offers comprehensive overview on transfer pathways to PSU
For further information:Joan Jagodnik
Assistant Director, Transfer & College [email protected]
Transfer Students – New Website
Student Legal Services Update
New Immigration Clinic for students and their immediate family membersFree Tax Prep for PSU communityFor further information:
Student Legal [email protected]
African American Student Services
Data suggests that African American students persist at lower rates than other studentsApproximately 700 students identify as African American at PSUPrograms to targeted to help African American students succeed:
Building BrotherhoodCelebrating SisterhoodMen of Color Mentoring Program
African American Student Services
For further information:Melanie Dixon-Carldwell
African American Student Services [email protected]
Student Employee of the Year
Nominate your students!GAs, regular wage, work study, stipend, & service award-funded all are eligibleStudents are judged on reliability, initiative, quality of work, uniqueness of contribution, professionalism, and community and/or campus serviceNominations due Friday, February 11, 2011
Student Employee of the Year
Nomination is on HR website or athttp://tinyurl.com/2011-SEOTY
For further information:J.R. Tarabocchia
Student Affairs Outreach [email protected]
New Position: Middle East Student Advisor
Kanaan KanaanEnsure that Middle Eastern students succeed academicallyHelp foster communityEnsure that Middle Eastern students continue to have positive experiences while at PSU [email protected]
Degree Mapping Project
Will help students to register for classes by telling them what classes to take and when to take those classesWhy? Supports student success and retentionFirst adopters will be Psychology, SBA, and Graphic Arts
Degree Mapping Project
For further information:Cindy Baccar
Director of Registration & [email protected]
Administrative Briefing
Date Change
The next Administrative Briefing is Thursday, April 28
10am-Noon, 327-329 SMSU