Graduate Council Minutes #999

Graduate Council Minutes No. 999

February 10, 2011

Present:  Bauman, Clayton, Coon, Czarnetzki, Etscheidt, Hays, Hood, Husband, Pohl, Schuchart, Stalp, Wurtz

The meeting was called to order by Clayton, who mentioned that Licari and Waldron had schedule conflicts and would not be attending.  Motion by Pohl to approve the minutes of the January 27, 2011 meeting; seconded by Etscheidt.  Motion approved.

Coon informed the Council that registration for Fall 2011 would be in PeopleSoft Campus Solutions and by the time students register there will be a crosswalk between the old and the new numbers.  She added that the degree audit will include new course numbers and students will register right from the degree audit and will be able see their registration live.  Coon also noted that SIS training sessions will be taking place very soon.  Those with graduate programs should be getting the call to proof information related to the graduate program degree requirements.   As students report problems, Coon suggested that they be reported to either herself or Pam MacKay.  The goal is to be sure that graduate assistants have their programs recorded properly for assistantships.  She noted that diligence on the part of graduate coordinators will be necessary.  Coon added that she has requested that there be a mass print of all students who have not graduated prior to the mainframe going out of use and that no new data will go into the mainframe for Fall 2011.

Coon asked Council members if they had any questions about the new system.  It was mentioned that inputting textbook information into the new system has been a challenge since textbooks are not always known when a course is scheduled and there is sometimes an issue with the availability of books from the bookstore.  Brief discussion followed.

Coon provided an update on the status of various student and faculty awards and noted that Etscheidt had volunteered to serve on the Outstanding Doctoral Dissertation Award committee. 

Hays noted that as a future agenda item, he would like to discuss the process by which graduate assistant allocations are made and what rationale is used in making the decisions.  He also said that there needs to be transparency related to the criteria used to make the decisions and he feels the Council should be involved in the process.  Coon commented that there has been an unprecedented lack of information related to assistantships and scholarships due to the need to wait for decisions that will not be made until March.  After extended discussion, Coon said that she convey the information to Licari.

Regarding goals for the council, Clayton said that Licari’s goal for this year is to develop the Graduate Education Strategic Plan and a goal for next year would be implementation of the plan. 

On behalf of Waldron, Clayton reminded the Council of the upcoming brown bag at Noon on Tuesday, February 22, in the Oak Room.  Also, Clayton announced that the tentative date to present the Graduate Education Strategic Plan to the Council for input would at the next meeting on February 24.  Bauman requested that the strategic plan be provided well before the meeting so Council members have time for review prior to the meeting.

Regarding ITS representation on the Council, Clayton reminded everyone that currently, the Director of Information Technology Services (ITS) is an ex-officio, non-voting member of the Graduate Council and added that the constitution is outdated since that the position no longer exists.  With that in mind, the question would be whether or not the constitution should be changed so the CIO is the designated representative or if ITS representation is necessary.  The history of ITS representation on the Council was explored and after additional discussion, it was determined that with the decentralization of technology across campus, ITS representation may not be appropriate.  It was noted that any decision regarding representation on the Council requires a vote of the graduate faculty.

Motion by Pohl to amend the constitution to eliminate ITS representation from the Graduate Council; seconded by Wurtz.  Motion passed unanimously.

Wurtz mentioned that she would like to see representation from the Graduate Council as well as the Liberal Arts Core Committee on the University Faculty Senate.  Having one or more senator on the Senate would provide insight on the Graduate College and LACC perspectives.  Clayton responded that you would need to find a candidate willing to serve and even though graduate faculty already serve on the Senate, it might be good to have an actual representative.  Brief discussion followed.

A Proposed Non-Degree Probation and Suspension Policy was distributed for consideration.  Regarding the current policy for academic suspension of non-degree students, Coon explained that there is a gap between what the system has done in the past and what the SIS can do.  The SIS does not allow for the calculation of deficiency points, which is how suspension of non-degree students is currently calculated.  Coon said that they are trying to minimize the number of modifications needed to the new system.  She asked the Council if non-degree suspensions should be changed to be similar to undergraduate suspensions.  Examples of how the deficiency points are calculated and various scenarios were discussed.  Coon noted that the proposed policy would allow for probation and that Phil Patton had made this recommendation.  A comment was made in support of probation as a warning system.  Additional discussion followed.

Motion by Husband to approve the policy as discussed; seconded by Etscheidt.  Five votes yes; four abstentions. Motion passed.

 The policy is as follows:

 Approved Non-Degree Probation and Suspension Policy, to be effective Fall 11 and later.

 0-3 cr taken     any GPA                     No action

 4-6 cr taken     GPA 2.50-2.99             Probation


 7-8 cr taken     GPA 2.90 – 2.99          Probation


 9+ cr taken      GPA

If a student is put on probation, the student must bring the cumulative GPA to 3.00 or better in the next term of enrollment or the student will be suspended. 

Suspension is for a minimum of one calendar year.  Non-degree students who have been placed on academic suspension cannot enroll in graduate courses during the time they are suspended. After one full calendar year, students who wish to enroll in graduate classes must reapply to UNI as a non-degree graduate student, or apply to a graduate program of study, and receive approvals from the Graduate College (and the department, if applicable).

If a student feels there has been some procedural irregularity concerning her/his suspension from the university, the student may request a review by the Graduate College. This review may be conducted by the Dean of the Graduate College (or her/his designee).

Clayton concluded by saying the Graduate Education Strategic Plan would be discussed at the next meeting and that she would get the document out as soon as possible.

The meeting was adjourned at 4:47 p.m.


Respectfully submitted,


Cheryl Nedrow