College of Sciences (COS) Meeting of Dean’s Executive Council

21 February 2011

Present: Dean – George Perry Department Chairs – Alan Dutton, Waldek Gorski, Miguel Jose-Yacaman Associate Deans – Raymond Baird, Garry Castellanos, Craig Jordan, Judy Teale Center/Institute/Program Directors – Aaron Cassill, Weldon Hammond, Joe Lazor Director of Undergraduate Advising – Patti Gonzalez Retention and Graduation Analyst – Shannon Rios Representative for Bernard Arulanandam – Cheryl Negrete Representative for Edwin Barea-Rodriguez – Hans Heidner Representative for Sandy Norman – Carol Dyas Representative for Ravi Sandhu – Jeff Reich Representative for Charles Wilson – Greg Granados Guest Speakers – Naomi Craven, Scott Dawe, Kim Rolf, Arjun Sanga UT South Texas Technology Management (STTM) Dr. Perry introduced Dr. Arjun Sanga, Executive Director, STTM, and Assistant Vice President for Technology Transfer, UTSA. Dr. Sanga gave a PowerPoint presentation. STTM stimulates innovation, fosters the practical application of research discoveries and assists in commercializing technologies. Since STTM was formed Dr. Sanga stated that there have been increases in disclosures and licenses, three licenses have been executed and four to five are in process. The Chlamydia vaccine was the first revenue producing technology and was the first collaboration among UTSA, UT Health Science Center San Antonio and STTM. Dr. Sanga informed the group that he has a joint appointment with UTSA and he is trying to inform faculty that STTM is not part of the Health Science Center and not an outside agency. STTM is working with UTSA researchers on a daily basis. Dr. Gracy is trying to identify space in the AET building so STTM will have a regular presence. STTM is also a regional office serving UT Brownsville and UT Pan American and other regional offices that need our services. STTM has a highly professional staff with a tremendous amount of experience. John Fritz has worked in industry for 30 years. Dr. Sanga is a patent attorney. This expertise is needed for technology transfer and STTM provides for a pool of talent to be used by all institutions. Technology transfer is a long process involving laboratory work, patent process, and commercial production. Dr. Sanga stated that an initial meeting with an inventor is scheduled and STTM will do an assessment. A decision whether to file a patent will be made. A patent provides for intellectual property protection. The license staff will do a patent search, talk with inventors and talk with patent attorneys. STTM can also assist by identifying individuals who can evaluate technology. Faculty should contact STTM when they have an idea. Researchers need to get discovery out of their laboratory, otherwise it will stay there. Discoveries can be beneficial for the promotion-

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tenure process, news stories, and financial reward. Funding for $35K was awarded to Sciences through the Short Proposal to Accelerate Research Commercialization (SPARC) program. Funds were awarded through the San Antonio Life Sciences Institute (SALSI). STTM can identify companies that match up with our strengths and identify the key needs important to these companies. STTM can also help researchers find links, collaboration and funding opportunities from among these companies that will move ideas/inventions from laboratories to marketplace. Cory Hallam, Center for Innovation and Technology Entrepreneurship, is working with InCube. We have a non disclosure agreement with InCube and a working master research agreement. Cory handles all research commercialization for UTSA and faculty can contact him for assistance. If InCube is using the ideas of faculty, we want to be a part of that. The STTM office should receive notice of interactions with faculty. We need to make sure we document those interactions. Dr. Yacaman inquired what is special about InCube. Dr. Sanga responded they have a track record of success. They have resources to develop technologies and they have a venture fund. Dr. Sanga indicated that he is available to meet with departments and he welcomes phone calls. Rescheduling of Dean’s Executive Council Meeting After a discussion it was agreed the meeting on Monday, 4 April would be rescheduled to 12:00 noon to 2:00 p.m. Health Benefits, Graduate Students Dr. Judy Teale reported that UTSA will no longer supplement the 50% cost of medical insurance premiums for graduate students. UTSA can provide an increase in salary but cannot allude that the money is to be used for insurance premiums. Terry Wilson, Office of the Provost, is looking into how much funding each college will receive which will be based on full-time enrollments. Each college is expected to develop a policy on how funding will be distributed. The policy will need to address if funds will be provided to Ph.D. students, master’s students or both, and how an amount will be determined. Colleges have to meet with students and provide notice to them in writing. It was suggested that the graduate advisors of record (GARs) develop the policy. [It was later decided that the department chairs would develop the policy and that the GARs would ensure that face-to-face meetings with the students would occur in a timely manner.] Dr. Teale referenced the draft copy of a memo to “Benefits Eligible Graduate Students” from Human Resources, dated 9 February 2011. We need a headcount of benefits eligible graduate students and need to insure that the distribution is consistent. Departments need to estimate students in their pipe lines. We expect to have funding by 22 February. The college is expected to develop a policy by 2 March. [Each COS department developed their own policies which

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were approved by the Provost’s office. Letters to students were sent to graduate students by Human Resources followed by letters from the departments.] Dr. Yacaman commented the Department of Physics and Astronomy supports students in their first year and in their second year they are supported by grants. They are appointed for 19 hours from grants and additional funds are provided to them to buy insurance. Dr. Barea-Rodriguez commented that Ph.D. students in Biology were also appointed for 19 hours. Dr. Teale will chair a college committee with the GARs. She requested that Garry Castellanos attend meetings. Carol Dyas conveyed that students should be informed about the affordable student insurance rates with Blue Cross Blue Shield. [Committee with the GARs took place and meetings with the students were arranged]. Graduate Recruitment Dr. Teale reported that the College of Sciences was given $10,000 for recruitment of graduate students. Because of budget constraints, there were fewer staff to upload files on RowdySpace, and the applications sent to the departments were delayed. Dr. Teale suggested that the funding could be split evenly among the five Ph.D. programs, and this was acceptable with department chairs. It was stressed, however, that Dr. Teale will need an itemized account of how the recruitment monies are spent. Funds need to be spent by 15 April and a report needs to be sent to Dr. Teale by 1 July. Texas Undergraduate Research Expo Dr. Jordan reported that the Texas Undergraduate Research Expo takes place at the state Capital every two years (coinciding with when the legislature is in session). The objective is to highlight the quality of research done by undergraduates in all disciplines so as to impress on lawmakers the importance of adequate support for undergraduate research. Each school is invited to send two student representatives and their poster presentations. Nominations are made to a university committee that then chooses the two students. We had two excellent students (both from biology). UTSA might be able to capitalize on this event by sending graduate faculty who can talk with the students about their posters and their academic goals in an effort to attract high-quality graduate students. In addition, the mentors of these students are frequently in attendance and our faculty can similarly speak with those individuals and advertise our programs to them so that in the future as they advise their better students they may suggest that UTSA has good programs that they should seriously consider as they choose a graduate program. Summer Schedule Dr. Jordan noted that last year, in an effort to increase our summer course offerings, the Provost offered us approximately $212K. We used approximately $176K of that. We have been offered $176K this year and Dr. Jordan suggested we try to use it otherwise we may, next year,

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only be offered what we actually spend this year. A question was raised about graduate courses being included and Dr. Jordan will check. [The Provost’s supplemental summer funding can be used for graduate courses as well as undergraduate courses.] COS Research Conference 2011 Cheryl Negrete reported that this will be the third year of the conference. The first one was successful and the second one was also successful even though it was held on Memorial Day. This year’s conference is scheduled for Friday, 30 September 2011. The theme is “From Basic to Translational Research: Promoting Interdisciplinary Collaboration in the Sciences.” Dr. Doug Frantz (Chemistry) will present the keynote address “Drug Discovery in Academia: Should We Jump In?” Cheryl stated that we were waiting on some titles from some of the department chairs. She mentioned that letters would be sent to department chairs and others outside the university during the week of 21 April. Publicizing the events will be done in increments with first announcements and then adding titles to announcements. Kim Fischer will work with outside donors. The Research Centers in Minorities Institutions (RCMI) program office will host an open house and tours. Amanda Beck and Kai Kamaka will work on publicizing the event and registration. Course Instructor Surveys Dr. Perry informed the group that some faculty had requested more questions be added to surveys. Currently this is being left to the discretion of the departments. Dr. Perry asked if this should be handled at the college level and if we want more questions. He asked if departments should choose from potential questions. Dr. Dyas commented that if you have open ended questions where responses have been typed in, then those responses can go out to others to read. If they are handwritten, only the instructor can read them. This might be a consideration in what questions you ask. After a discussion, it was agreed that the departments would determine questions. Edith & Peter O’Donnell Award Program of the Academy of Medicine, Engineering & Science of Texas A copy of an e-mail related to nominations for the 2012 Edith and Peter O’Donnell Awards was provided. The award is given by the Academy of Medicine, Engineering and Science of Texas and is intended for young investigators in the area of physical sciences. The deadline for nominations is 30 April 2011. Teaching Effectiveness Committee Per discussion at the College Faculty Forum meeting on 17 February 2011, a college committee will be formed to discuss teaching effectiveness as the major focus. Principles of teaching assessment may be considered. Department chairs should send suggestions of faculty

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members to serve on the committee to the Office of the Dean. Dr. Perry will chair the committee. UTSA Spring Career Fairs A copy of an informational e-mail was provided about the upcoming career fairs: Federal Student Career Summit, 2 March 2011 Spring 2011 Career Fair, 3 March 2011 Strategies for Academic Success (SAS) Program Kim Rolf and Naomi Craven (COS Undergraduate Advising Center) distributed the SAS report for fall 2010. The program is for COS students on probation. They reviewed reasons for probation, self assessment, action plan and goals. While the report had not been broken down by departments, the results were the same for all departments. Information provided in the reports did not differ from previous information obtained about the program. Dr. Yacaman requested that names of students in Physics and Astronomy be sent to him.

Plus/Minus Grading Policy Patti Gonzalez asked if the policy could be advertised. Dr. Perry responded that the college had not adopted a policy and it would be deferred to the departments. The Departments of Biology and Chemistry voted to retain the old system and not adopt the plus/minus grading policy. Retention and Graduation Data Shannon Rios distributed a handout showing the most recent retention and graduation data. It provided information about UTSA, COS, pre-biology, Biology, Chemistry, and undeclared Science majors. The College of Sciences is doing a good job of keeping students in the college, maybe not at the university. In comparison to other colleges, for the cohort 2009 we rank third for retaining students after their first year and lose 30%. Information was provided showing the ranking of colleges for the six-year graduation rates for 1999-2004. COS is up from the university in the four-year rate. The COS continues to be a positive contributor to the overall university retention and graduation rates. For students who start in the COS and are retained or graduated anywhere at UTSA, retention and graduation rates have consistently out-paced the overall university rates. Shannon mentioned that per the Coordinating Board a public university may not institute a new Ph.D. program unless it matches the state graduation rate. Shannon informed the group if anyone wanted to see a department report to e-mail her and she will provide it. Dr. Yacaman indicated that he wanted to receive the full report for his department

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Lecture Capture Solutions Dr. Jordan introduced Scott Dawe, Regional Sales Manager, Southwest, Echo360. He gave a PowerPoint presentation on how his company can help educational organizations. Echo 360 offers personal capture software for campus wide lecture capture. With this fully automated system faculty can capture content in classroom by way of a podium-mounted microphone and camera and distribute that material to students via Blackboard to computers or mobile devices. The lecture is available in 30 minutes for students to use. There is ease of use, it can be edited. Security measures are built in, faculty can designate that it only be streamed. Dr. Jordan noted that the audio visual technology could be used for laboratories, prep sessions, capturing techniques, and use of machinery. Mr. Dawe commented that the technology can help with increasing graduation rates, over enrollment, and distance learning. It can maximize return on an organization's investment and allows it to grow and keep costs down. Dr. Gorski asked if there would be less class participation. Mr. Dawe responded that there could be a 1 to 2% decrease in class attendance. He commented that in a student survey conducted in fall 2010, lecture capture received the highest rating. Mr. Dawe informed the group he is available to speak to a broader audience. Much of Echo's business comes for educational institutions. Echo provides research grants for $10,000 and UT Austin received a grant. The technology is also used by UT Arlington.

College of Sciences (COS) Meeting of Dean’s Executive Council

4 April 2011 Present: Dean – George Perry Department Chairs – Edwin Barea-Rodriguez, Alan Dutton, Waldek Gorski, Miguel Jose-Yacaman, Sandy Norman Associate Deans – Bernard Arulanandam, Raymond Baird, Garry Castellanos, Craig Jordan, Judy Teale Center/Institute/Program Directors – Aaron Cassill, Joe Lazor, Ravi Sandhu Director of Development – Kim Fischer Director of Undergraduate Advising – Patti Gonzalez Retention and Graduation Analyst – Shannon Rios Representative for Dr. Psarris – Greg White Representative for Dr. Wilson – Greg Granados CRTS – Cheryl Negrete Summary Notes Faculty Workloads Dr. Baird provided information about a workload experiment. The Provost has authorized us to pilot test a policy modeled on one that seems to be in force at UT Austin’s College of Natural Sciences. The main thrust of the new policy is to press the decision making down to the level of the department. An expected number of earned work load credits will be calculated for each department: (FTE Tenured/Tenure-track x 18) + (FTE NTT x 24) – grant buyouts. Also, Regents’ policy provides for certain exceptions to the “18 WLCs per year” rule for T/TT faculty (e.g., new faculty, multiple section coordinators, and department chairs) and the department’s WLC obligation will be correspondingly reduced. As is done now, each department will be allocated some WLCs to provide certain faculty lighter teaching loads so that they may perform other valuable services (e.g., graduate advisors of record, laboratory supervisors, program directors, SACS-related activities, program/course development). Each Chair will be expected to seek faculty advice and establish a transparent policy that will govern equitable and goal-directed allocation of workloads. The distribution of actual workloads under this policy will be left mainly to the Chair. Department chairs will be responsible for determining that the distribution of work load credits under the new policy shall not reduce the aggregate number of SCHs taught by the department, and that the schedule includes adequate numbers of sections of courses required by the department’s degree programs. Department Chairs will not assign workloads of zero for any faculty member during any semester. Department Chairs will have to determine that faculty comply with all other professional requirements found in Regents’ Rules, UTSA’s Handbook of Operating Procedures and other UTSA governing documents (e.g., external joint appointments, office hours, service).

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During the 2011-12 academic year, we will pilot test this approach with one department with potential application to other departments based on our experience with the pilot program. Annual Faculty Performance Appraisals for 2010 Dr. Baird reminded Department Chairs that they should have their faculty appraisals completed by May 1. He mentioned that departments were working on ways to assess teaching effectiveness. Budget Dr. Perry attended the March 30th Strategic Resource Planning Council meeting and indicated that the information shared about the university’s budget situation is not devastating but there would be no new funding. We are preparing a status quo budget as we prepare for the next biennium (FY 2012 and FY 2013). As we continue to prepare for future funding outlook we recognize that information on specific budget reduction actions will not be clear until June or July when we anticipate receiving a final approved budget figure. Our college aims to implement budget revisions with no T/TT faculty position reductions and continuing NTT funding at the levels aligned to last FY allocations to our academic departments. Garry mentioned our college’s initial 13+1 T/TT Faculty Recruitment Plan was tapered in order to assure delivery of instruction and accommodate the 5% reduction already implemented in the FY 11 budget. The T/TT positions remain in the college but funds are re-distributed to cover NTT costs associated with instructional delivery needs. T/TT faculty were recruited for four positions: Biology, Stem Cell II; Geology; Physics and Astronomy; and, Mathematics Educator. Garry will resend information on the 13+1 T/TT Faculty Recruitment Plan to department chairs so that faculty positions can be reprioritized and Dr. Perry will rank order them with chairs’ inputs. Dr. Perry requested department chairs that are aware of retirements to inform the Office of the Dean. Equipment Redistribution Dr. Perry asked if departments were making other departments in the college aware of equipment they were surplusing. A department in COS sent items to surplus which could have been used by another department. He asked how we can inform departments. Dr. Gorski suggested that as the signers, department chairs could e-mail each other. Greg Granados suggested that the Inventory Contact Persons (ICPs) could contact individuals in other departments as they are knowledgeable about the location and usability of the equipment. COS Teaching Effectiveness Committee Dr. Perry received suggestions from department chairs of faculty to serve on a Teaching Effectiveness Committee. A meeting will be scheduled soon.

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Dr. Gorski commented that faculty had created portfolios regarding teaching effectiveness but they did not work out and there was a weak correlation between the teaching portfolio and students’ evaluations. He noted they had been discussed at Chairs’ Council. Dr. Yacaman indicated that portfolios can be very useful for evaluating young faulty to see what they have done. Dr. Gorski commented that Chemistry included teaching effectiveness in their faculty merit evaluations. Dr. Perry conveyed that Dr. Frederick has commented that research is not enough and unacceptable teaching needs to be addressed. Dr. Perry mentioned that the deans in Business and Engineering take part of the merit pool and give extra merit. Dr. Perry asked if he should set money aside to give to extraordinary faculty. After a discussion it was agreed that only department chairs in consultation with faculty reviews would award merit money. Nominations for Howe Outstanding Service to Undergraduates Teaching Award 2011 A copy of the memorandum about “Nominations for Howe Outstanding Service to Undergraduates Teaching Award 2011” was provided. The COS can submit up to four nominations which will be reviewed by the College Faculty Review Advisory Committee (CFRAC). [The deadline for electronic nominations to be sent to the Office of the Dean is 19 May 2011.] COS Involvement in the Science Fair’s Safety and Review Committee (SARC) Dr. Lazor informed the group that the Science Fair’s Safety and Review Committee (SARC) is in need of help. The reviews start four to six weeks before the fair and all proposals have to be read. Some students are doing science at home. When students are setting up at the fair, a committee member should be observing. Of the 1,200 projects, 300 to 400 had a problem that had to be addressed. Dr. Lazor asked the group to make faculty aware so that more of them will volunteer to serve on the committee. Dr. Cassill noted that of the 300 judges, only a small number were from UTSA. Improving Instructional Delivery in a Budget Crunch Dr. Lazor informed the group that four years ago the National Center for Academic Transformation (NCAT) began looking at high impact courses that could be redone. The PEW foundation funded 30 projects across the country. They looked at instructional delivery and increasing learning without spending more money. Considering the state budget, Dr. Lazor commented that it may be worthwhile to view the funded projects. Information is available at the NCAT link: www.thencat.org Dr. Gorski mentioned that his department scheduled a speaker from UT Dallas in April who will provide information about teaching large classes. Dr. Yacaman commented that funds are needed to develop on-line courses. Dr. Perry responded that proposals for teaching large

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numbers of students could be sent to him. Dr. Gorski noted that Dr. Lydia Martinez Rivera is working with the College of Education on a hybrid course. Dr. Lazor mentioned that courses that produce efficiency of learning outcomes and delivery will save money which would remain in the department. Dr. Perry informed the group that UTSA’s Teaching and Learning Center would provide funds for guest speakers. Student Profile Reports, Fall 2010 Shannon Rios distributed a copy of a “Student Profile Summary” for fall 2011. The report relates to COS as a whole. Shannon will be meeting with Drs. Perry and Jordan. Shannon indicated that COS is overrepresented at the senior level. What is notable of COS seniors was that some students were still Pre-Bio majors. These students are either transfer students or changing their major. Between 18 and 20% of COS students in fall 2010 were some other major before COS. Some students are changing majors and have to take more courses and this depresses retention and graduation rates. There are more male physics and computer science than females in these majors. We do have a lot of seniors and a lot of senior transfers into COS causing long-term seniors. The Graduation Initiative office is doing a study of seniors to try and figure out why seniors are overrepresented at UTSA. We are over represented at freshman and senior levels at 30%. These students are long-term freshman who become long-term seniors. Shannon commented that freshmen are being advised to get through 30 hours in the first year. Patti Gonzalez responded that some students are not prepared and are starting negatively. Dr. Perry wants a college education committee which he is forming to address some aspects of student success. Shannon noted that Senator Zaffirini’s bill would move all developmental courses to community colleges and force students to attend there prior to coming to four year campuses. She will be meeting with all department chairs to discuss student profile reports in coming weeks. Travel Funds Dr. Yacaman mentioned that he and other department chairs serve on the committee that review faculty requests for travel funds. Dr. Arulanandam and Dr. Perry also serve on the committee. A faculty member who is an Assistant Vice President recently applied for funds. Dr. Yacaman was under the impression that faculty members with administrative duties and those with large Facilities and Administrative (F&A) accounts were ineligible for funds. Dr. Yacaman asked for clarification from Dr. Perry. Dr. Perry indicated that Dr. Arulanandam would review guidelines. [The COS guidelines indicate that travel funds provide support for full-time faculty to attend academic meetings for the purpose of presenting academic/ scholarly papers and continuing education in their respective fields that will benefit the College of Sciences. They also state that prior to applying for travel funds, faculty should first utilize funds from individual F&A sources and department F&A accounts. The guidelines do not exclude faculty with administrative duties from applying.]