ࡱ> \ bjbj Djbjb.lT T 8M(DZZZ5>s LLLLLLL$OtRfM955MZZPM ' ' 'ZZL 'L ' '6ADZpxڋEBLfM0MBR0R8DD&RD  'MM#MRT B : PRESENT: Alex, Chan, Dickson, Duran-Quezada, Fisk, Garcia-Des Lauriers, Gonzalez, Hargis, Husain, Kampf, Kumar, Landin, Lloyd, Merlino, Mirzaei, Muhtaseb, Nelson, Ortenberg, Pacleb, Polet, Puthoff, Quinn, Sadaghiani, Salik, Shen, Shih, Singh, Small, Sohn, Sung, Speak, Urey, Von Glahn, Wachs PROXIES: Senator Garcia-Des Lauriers for Senator Dickson, Senator Nelson for Senator Fisk, Senator Salik for Senator Ibrahim, Senator Mirzaei for Senator Jia, Senator Polet for Senator Osborn, Senator Singh for Senator Schmitzberger NOT PRESENT: Senator Guyse GUESTS: A. Baski, B. Burns-Whitmore, L. Chase, B. Cheng, E. DeJonghe, L. Dopson, S. Eskandari, H. Evans, S. Garver, T. Gomez, A. Jessup, L. Kessler, P. Kilduff, C. LaMunyon, I. Levine, M. Lopez, F. Neto, J. Passe, L. Preiser-Houy, J. Rencis, E. Rolland, L. Rotunni, D. Manning, J. McGuthry, S. Shah, S. Shah-Fairbank, J. Simoneshchi, D. Tang, M. Woo, R. Yeung Academic Senate Minutes November 1, 2017 M/s/p to approve November 1, 2017 Academic Senate Meeting Minutes as posted. Information Items Chairs Report Chair Shen attended a meeting on Free Speech and Expression on Campus presented by Jennifer Glad from the Office of General Counsel. The presentation addressed what is, and is not, protected speech under the 1st Amendment, specifically addressing the rights of campus community members expressing their views. There was a discussion regarding speech that is not protected, such as speech that promotes violence or harm, fighting words, true threats, defamation, obscenity, harassment, false advertising, and the use of public resources for partisan politics. November 30, 2017 is the second Senate Chairs Meeting of the academic year. The Academic Senate Chairs only meet four (4) times a year but there is a lot of email communication between the chairs. Chair Shen stated that all campus senate chairs are very good at sharing information regarding their specific campuses so if any of the standing committees need information on what other campuses are doing, please let Chair Shen know and she will communicate with the other campus chairs. Presidents Report The report on  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/Academic-Senate_Nov-29_Budget-Presentation.pdf" 88 Multi-Year Budget Planning Process is located on the Academic Senate website at  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/Academic-Senate_Nov-29_Budget-Presentation.pdf" /~senate/documents/packets/2017-18/11.29.17/Academic-Senate_Nov-29_Budget-Presentation.pdf. Susan Dove, 1992 College of Business Administration graduate and 88 Alumni Association Vice President passed away in mid-November. President Coley stated that Susan Dove was very engaged and cared deeply about Cal Poly and a scholarship is being established in her name. The Susan Dove Memorial Scholarship will be awarded to students who embody some of the qualities that Ms. Dove exhibited, leadership, dedication and volunteerism. President Coley stated that she takes full responsibility for miscommunication about her decision to put a hold on UE001 and carry-over funds. Her goal is to ascertain the long standing financial viability of the institution. President Coley emphasized that this is not a new policy or initiative, it is an attempt to ascertain how funds have been earmarked and what funds actually exist. She stated that the UE001 monies most often come to the colleges, departments or divisions through summer school and it needed to be determined what funds were available and how long those funds existed. Her goal is to understand the plan for these funds. One of President Coleys fundamental premises is that we dont let some boats sink and other boats rise. There needs to be a balance between supporting, incentivizing and creating opportunities for those colleges that lift the boats,and colleges that have limited UE001 dollars. This serves all of the students. The reason for this analysis has to do with the university strategic plan. The strategic plan identified priorities across the university; tenure density, instructional space upgrades, professional development and support, support for students, deferred maintenance (current deferred maintenance estimate is $184M) are just a few of the priorities. In some cases departments are using UE001 funds to address the needs, but there are other departments with the same needs that do not have access to funds. President Coley wanted to point out an upcoming change for UE001 and UF001 funds. By June 30, 2019, cost recovery funds will be moved to a CSU Operating Fund for all CSU campuses. This change will not restrict or jeopardize funding to the university. The last building that the California legislature approved with state funds is our new freshman dormitory building. The state will no longer be providing funding for capital projects, deferred maintenance and infrastructure. Therefore we have got to find other ways to identify funds and leverage those funds in order to attract new funds. 88 has done a very good job in terms of public/private partnerships which has helped the university get some things done that other campuses have not been able to accomplish. In this environment, University Advancement is becoming more and more important. President Coley introduced Vice President Danielle Manning to explain what the next steps are in the process. Vice President Manning introduced Joe Simoneshchi, the new Associate Vice President for Finance and Administrative Services and Mark Lopez, Director of Budget Services. VP Manning went on to explain that this issue came to light because there are many institutions holding a large amount of UE001 funds, which are typically categorized as cost recovery funds. Chancellors Office met with all campuses to explain that cost recovery funds will be moved to one CSU Operating Fund, CSU 485. Vice President Manning explained that there needed to be a better understanding of the plans for the universitys cost recovery funds. The Chancellors Office will be making this change by June 30, 2019. There will be more communication regarding this change but the goal is to streamline processes, promote consistency and data integrity across all CSU campuses, better align expenses with revenue sources, and provide more flexibility for the use of cost recovery funds. This change will provide campuses with the flexibility to use these funds for capital-related expenses. The Presidents Cabinet met on November 27, 2017 to review all division-level spending plans to better understand how all monies are being used over time. VP Manning stated that President Coley has delegated authority to all divisional Vice Presidents to move forward with the execution of the proposed spending plans. The Budget Office will allocate current fund balances for UE001, UF001, carryforward funds and summer 2017 net tuition revenue by December 18, 2017. Each division will be engaged in discussions regarding multi-year recommendations for future budget needs and strategies. Vice President Manning committed to periodically updating the Senate Budget Committee. The following questions/concerns were raised: Deferred maintenance has a cost estimate of $184M. Does tenure density, which can be considered deferred hiring, have a dollar figure? President Coley responded each new hire with salary, benefits, startup package, and release time costs about $140k with goal of 45 to 50 tenure track positions every year. Administration is trying to figure out how to achieve that goal using a range of resources. Also looking at multi-year budgeting as a way of using funds to stretch as far as possible. She stated that the reason the deferred maintenance costs are known is because the Board of Trustees has been working on getting those costs identified. President Coley commented that the polytechnic experience does not just take place in the classroom, its the labs, the experiential experience, which also costs money. Currently faculty are willing to work summers knowing that the funds will go to their college. In the future how will faculty be incentivized to teach in the summer if the funds will be absorbed by one operating fund? President Coley stated that she understands that there needs to be opportunity and incentives to teach summer classes, but there are some colleges that do not have the capacity to generate summer funds. She went on to say that in terms of the Chancellors Office general fund, she does not know how this is going to evolve. President Coley mentioned that when the University of California system aggregated all funds across all campuses they received $100M in interest alone. President Coley thanked the Executive Committee for bringing this misunderstanding to her attention and having an extensive conversation on this subject. Will the funds be invested as a pool? President Coley responded that she does not know if that is the case, she just brought up the example of what the UC system did. The Architecture Department through the College of Extended University and UCLA Extension offers a Master of Interior Architecture program that generates funds that pay for items that the department does not normally have budget allocations for. The concern is that if these funds are not available there will be no incentive to continue the program. President Coley conveyed that the Provost did request the urgent needs from each of the colleges and is very cognizant of items in the works that require the UE 001 funds. Lisa Rotunni, Executive Director, Academic Research and Resources, conveyed that the past practice for UE 001 and UF 001 funds is that the closing balances are carried over to the exact same account for the next year. This will continue for this year and those are the funds that will be available on December 18, 2017. President Coley added that some departments use the funds while other departments accumulate the funds, and there needs to be a plan that can be communicated to the Chancellors Office. Fundamentally, the administrations intention is to understand how departments and units would use funds. At this point in the conversation Chair Shen stated there is a time certain of 3:45 p.m. for committee reports and requested a motion to delay this time certain until all the standing report items are completed. M/s/p unanimously that time certain be moved to the conclusion of the standing reports. Can it be confirmed that funds that has been earmarked for a particular purpose, whether it be lab updates or faculty candidates, are still available? Dr. Eskandari, Interim Vice President of Academic Planning, confirmed that the funds will be available. The plans collected from the deans will be reviewed and the plan is to distribute the funds back to the departments once spending purposes are clearly defined. Why are department budgets being managed at the Presidents Cabinet level? The President assured the body that neither she nor Vice President Manning will be in the weeds; these conversations will all take place at the division level. She stated that any issues will be managed by the department chairs working with the deans and then the deans working with the Provost. At the cabinet level the discussions will be of priorities and general knowledge. The cabinet was only initially involved to understand the needs and resources of the university. She mentioned that this needs to be looked at in terms of multi-year needs, not just a year at a time, because for most of the needs there are not sufficient funds in that one year. But President Coley emphasized that this planning will take place at the division level. What does the December 18th date refer to? Lisa Rotunni, Executive Director, Academic Research and Resources, responded this is the date that the funds that were available on June 30th will be posted to the accounts for the academic year. Senator Lloyd appreciated the overview of the information and stated that the Budget Committee is grateful that they will be getting periodic updates. He suggested that it would be helpful if the communication was on a more regular basis. Senator Lloyd asked if the funds being discussed are permanent or temporary dollars. President Coley responded that UE 001 funds are considered temporary. Vice President Manning added that if there are concerns she is available to address those concerns outside of a formally scheduled meeting. President Coley apologized for the way at which this was communicated. The intention of the message was not the way it was received by the faculty. The President stated that she needed to have a plan on how these funds would be used in the next 18 months. It was never intended that these funds could not be used; the plan just needed to be communicated. Senator Speak was recognized and stated that even though this conversation is fruitful and informative, he motioned to get back to the items on the agenda. M/s/p to conclude the Presidents Report and return with the agenda. President Coley thanked the Academic Senate for the opportunity to discuss this issue and offered to answer questions after the conclusion of the meeting. Provosts Report No Report given. Vice Chairs Report Vice Chair Nelson reported. NEW REFERRALS: (2) AP-014-178 Program Review - Apparel Merchandising & Management AP-015-178 Program Review - Human Nutrition and Food Science SENATE REPORTS FORWARDED TO PRESIDENT: (9) AS-2751-178-AP Bilingual Authorization in Spanish, Mandarin, and Cantonese AS-2752-178-AP Ed.D in Educational Leadership AS-2753-178-GE GEO 1010L - Physical Geography Laboratory AS-2754-178-GE URP 4040 - Placemaking, Theories, Methods and Practices AS-2755-178-GE BUS 4820 - International Destinations and the United States: Cross-Cultural Analysis (GE subareas C4, D4) AS-2756-178-FA Revisions to Guidelines for Provost's Awards for Excellence AS-2757-178-AP Approval of Charter for Science, Technology, and Society Major and Minor AS-2758-178-AP BS in Animal Science AS-2759-178-AP BA in Liberal Studies - General Studies Option PRESIDENT RESPONSES TO SENATE REPORTS: (0) MISCELLANEOUS AS-2705-167-GE was updated to remove ENG 1100- Stretch Composition I from the list of Directly Converted courses. This course was mistakenly submitted as A2. CSU Academic Senate The  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/ASCSU-November-Plenary.pdf" Report from ASCSU November 1 3, 2017 is located on the Academic Senate website at  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/ASCSU-November-Plenary.pdf" /~senate/documents/packets/2017-18/11.29.17/ASCSU-November-Plenary.pdf. Senator Speak presented. The CSU Senate is mostly concerned with EOs 1100 (general education) and 1110 (remediation). The CSU system is under legislative pressure which means the system senate requires some fundamental reorganization.  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/Budget_Nov_17-002.pdf" Budget Report The Budget Report is located on the Academic Senate website at  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/Budget_Nov_17-002.pdf" /~senate/documents/packets/2017-18/11.29.17/Budget_Nov_17-002.pdf. Senator Lloyd reported. The Budget Committee received a Foundation budget overview from Chief Financial Officer Danielle Manning, David Prenovost, CPP Foundation Chief Financial Officer, and Karen Sandoval, Foundation financial analyst. Included in the overview were the Foundation general activities, enterprises (bookstore, dining, and housing), supplemental programs (research, sponsored programs, etc.), restricted programs (endowments), designated gifts, and reserves. Some of the key data presented: Cash for operations, financing and reserves = $9.26M Total uses of cash = $7.94M Administrative revenues = $4.79M Working capital reserve = $7.62M The entire  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/04B-17-18-Budget-Presentation.pdf" Foundation Business Plan and Budget Review is located on the Academic Senate website at  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/04B-17-18-Budget-Presentation.pdf.%20" /~senate/documents/packets/2017-18/11.29.17/04B-17-18-Budget-Presentation.pdf.  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/CFA-Report-to-the-Academic-Senate---11-29-2017.pdf" CFA Report The CFA Report is located on the Academic Senate website at  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/CFA-Report-to-the-Academic-Senate---11-29-2017.pdf" /~senate/documents/packets/2017-18/11.29.17/CFA-Report-to-the-Academic-Senate---11-29-2017.pdf. Dr. Weiqing Xie, CFA Pomona Chapter President presented. Dr. Xie reported that CFA members have voted by 98 percent to ratify the tentative agreement on the faculty contract. The Memorandum of Understanding will extend the contract through June 2020. The following resolutions were passed during CFAs 86th Assembly, held October 27 29, 2017 in Los Angeles. Resolution in Support of Rescinding California State University Executive Order 1100 Resolution in Support of Rescinding California State University Executive Order 1110 Resolution in Opposition to U.S. Military Intervention in Korea Dr. Xie stated that there is a new way to connect with the union The Radio Free CSU podcast. The podcast is available via iTunes and Sound Cloud. ASI Report Senator Landin reported. The Last Lecture Series will hold an event on Thursday, November 30, 2017 from 3:00 to 5:00 p.m. in BSC, URSA Major. The speakers are Dr. Peg Lamphier and Dr. Rosanne Welch from the Interdisciplinary General Education Department. Staff Report Senator Gonzalez reported on the following upcoming events: November 30, 2017 Holiday Luncheon at Los Olivos Poinsettia plant sale at Farm Store starts Friday, December 1, 2017. Poinsettias will be available daily until they are sold out. December 7, 2017 Staff Council Holiday Gathering from 11:30am to 1:00pm in the BSC, URSA Minor. Staff are encouraged to bring a stuffed animal to donate to the Pomona Police Department Childrens Community Outreach program. In support of the Veterans Resource Center, please join us and send a holiday greeting to our men and women in the military. Semester Conversion Report Dr. Neto, Director of Semester Conversion, reported. Students can now enter semester courses into MyPlanner. Dr. Neto stated that pre-requisites and co-requisites are starting to be entered in the system. Testing of this functionality will begin in January to verify that students are able to register in the quarter or semester system. There was an inquiry about students wanting to change their curriculum year to semesters and if there was a policy in place to do that. Dr. Gomez, Interim Associate Vice President of Student Success, responded that the Advising Subcommittee is in the process of working on a policy to move all fall 2017 freshmen to the 2018-19 semester catalog. Other students will have one year to choose the curriculum the best meets their needs. The committee will consult with the Academic Senate when the policy is ready.  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/WSCUC-Update---Senate-11_29_2017.pdf" WSCUC Report The WSCUC Report is located on the Academic Senate website at  HYPERLINK "/~senate/documents/packets/2017-18/11.29.17/WSCUC-Update---Senate-11_29_2017.pdf" /~senate/documents/packets/2017-18/11.29.17/WSCUC-Update---Senate-11_29_2017.pdf. Dr. Preiser-Houy, Interim Associate Vice President for Academic Programs, presented. The purpose of accreditation is to affirm the commitment to high quality education, to student learning and success, to quality improvement as well as integrity, sustainability, and accountability. Dr. Preiser-Houy went over some of the details of the timeline. Fall 2017 was the launch of the WSCUC accreditation process and the working groups have started to write the essays for the institutional report. There are approximately 63 people involved in the self study process with many more constituents providing feedback and information for the essays. In winter 2018, the Steering Committee will provide feedback to the Working Groups on the essays. The first draft of the Institutional Report will be completed by the end of winter 2018. During spring 2018, the university community will provide feedback on the Institutional Report which will be completed by the end of spring 2018. The report will then be finalized during summer 2018 for submittal to the WSCUC Commission in fall 2018. Dr. Preiser-Houy Introduced Dr. Shah-Fairbank, the Director for Assessment and Program Review. Dr. Shah-Fairbank discussed the culture of evidence on the campus. For student learning there are five (5) core competencies: 1) written communication, 2) oral communication, 3) quantitative reasoning, 4) critical thinking, and 5) information literacy. There are also General Education Student Learning Outcomes and Institutional Learning Outcomes. She stated that since 2013 the campus has been actively engaged in rubric development at an institution level. Currently we are in the process of scoring artifacts; to date 40 courses have been scored. Every college has a chairperson on their College Assessment Committee, also known as College Assessment Liaisons (CALs). Dr. Shah-Fairbank indicated that if someone wants to be more involved they can contact their CAL representative or herself. New Business Academic Senate Committee Reports Time Certain 3:45 p.m. (Note that there was a previous motion that was approved to move the time certain for the committee reports.)  HYPERLINK "http://academic.cpp.edu/senate/docs/aa001178fr.pdf" AA-001-178, 2018-2019 Academic Calendar by Semesters FIRST READING The report for AA-001-178, 2018-2019 Academic Calendar by Semesters is located on the Academic Senate website at  HYPERLINK "http://academic.cpp.edu/senate/docs/aa001178fr.pdf" http://academic.cpp.edu/senate/docs/aa001178fr.pdf. Senator Wachs presented the report. M/s to receive and file AA-001-178, 2018-2019 Academic Calendar by Semesters. M/s to waive the first reading of AA-001-178, 2018-2019 Academic Calendar by Semesters. The reason for waiving the first reading is that following adoption by the Academic Senate and approval by the President, the detailed dates must be submitted to the Chancellors Office for review and approval in January 2018. There were only minor changes to the calendar to align the dates with current policy dates. This calendar supersedes the AS-2467-145-AA. The motion to waive the first reading of AA-001-178, 2018-2019 Academic Calendar by Semesters passed unanimously. M/s to adopt AA-001-178, 2018-2019 Academic Calendar by Semesters. Recommendation: The Academic Affairs Committee recommends adoption by the Academic Senate and recommendation to the President to approve the 2018-2019 Academic Calendar. Discussion: Senator Wachs stated that she has submitted a referral to replace Columbus Day with Indigenous Peoples Day since 88 is located in Los Angeles County and the Los Angeles County Board of Supervisors voted (4-1) to replace all references to Columbus Day with Indigenous Peoples' Day. Senator Wachs suggested that there should be an amendment to the report to replace all Columbus Day references to Indigenous Peoples Day. M/s to amend the report to replace all references to Columbus Day to Indigenous Peoples Day (Columbus Day). The motion to amend the report to replace all references to Columbus Day to Indigenous Peoples Day (Columbus Day) passed unanimously. The motion to adopt AA-001-178, 2018-2019 Academic Calendar by Semesters with the amendment passed unanimously.  HYPERLINK "http://academic.cpp.edu/senate/docs/ge103156fr.pdf" GE-103-156, URP 4220 The Just City FIRST READING The first reading report for GE-103-156, URP 4220 - The Just City is located on the Academic Senate website at  HYPERLINK "http://academic.cpp.edu/senate/docs/ge103156fr.pdf" http://academic.cpp.edu/senate/docs/ge103156fr.pdf. Senator Salik presented the report. M/s to receive and file GE-103-156, URP 4220 - The Just City. Recommendation: The GE Committee recommends approval of GE-103-156, URP 4220 The Just City for GE Area D4. Discussion: This course is an upper division synthesis course for GE Area D4 and was initially rejected since it did not meet the requirements for a synthesis course. The course has been re-written and now meets all requirements for GE Area D4 and the GE Committee recommends approval of this course. There was a concern that the Curriculog ECO was not included in the report. The report will be updated with the ECO.  HYPERLINK "http://academic.cpp.edu/senate/docs/ge003178fr.pdf" GE-003-178, KIN 2700 Stress Management for Healthy Living - FIRST READING The first reading report for GE-003-178, KIN 2700 Stress Management for Healthy Living is located on the Academic Senate website at  HYPERLINK "http://academic.cpp.edu/senate/docs/ge003178fr.pdf" http://academic.cpp.edu/senate/docs/ge003178fr.pdf. Senator Salik presented the report. M/s to receive and file GE-003-178, KIN 2700 Stress Management for Healthy Living. Recommendation: The GE Committee recommends approval of GE-003-178, KIN 2700 Stress Management for Healthy Living for GE Area E. Discussion: This is only a course number change from KIN 3700 to KIN 2700. This change is necessary to be in compliance with EO 1100 which mandates that there are no upper division courses in GE area E. The content of the course has not changed. M/s to waive the first reading of GE-003-178, KIN 2700 Stress Management for Healthy Living since the course content was already approved and this is just a course number change. Senator Speak stated that he would only like to see waivers on first readings when they are absolutely necessary. There was a concern raised if it was appropriate to waive the first reading since the Curriculog ECO is not attached to the report, especially because this course is being moved from upper division to lower division. Dr. Gomez, Interim Associate Vice President for Student Success and member of the GE Committee, stated that KIN 3700 was always in GE area E but it cannot continue to be upper division because of the requirements in EO 1100 and after consultation with the department the course was renumbered to a lower division course. Dr. Chase, Chair of Kinesiology and Health Promotion Department, added that because of the content of this course it probably should have always been a lower division course. The motion to waive the first reading was withdrawn.  HYPERLINK "http://academic.cpp.edu/senate/docs/fa002167sr.pdf" FA-002-167, Electronic Workflow for RTP SECOND READING The second reading report for FA-002-167, Electronic Workflow for RTP is located on the Academic Senate website at  HYPERLINK "http://academic.cpp.edu/senate/docs/fa002167sr.pdf" http://academic.cpp.edu/senate/docs/fa002167sr.pdf. Senator Von Glahn presented the report. M/s to adopt FA-002-167, Electronic Workflow for RTP. Recommendation: The Academic Senate recommends that 88 move toward an electronic RTP system with a possible implementation for pre-RTP for the Spring semester of 2019. The Senate and the Administration will determine an appropriate system for an electronic RTP process. The Faculty Affairs Committee will remain involved during the selection, testing, and implementation of an electronic RTP system. Discussion: This report allows the Administration to move forward in evaluating an electronic RTP system. The changes made since the first report are that the date for possible implementation for pre-RTP was corrected to reflect spring semester 2019 and that the Faculty Affairs Committee will remain involved during the testing and implementation of an electronic RTP system. The committee did not address the security concern that was raised during the first reading report because this allows the investigation of electronic RTP solutions and all security concerns will have to be addressed once a product is selected. The motion to adopt FA-002-167, Electronic Workflow for RTP passed unanimously.  HYPERLINK "http://academic.cpp.edu/senate/docs/fa003167sr.pdf" FA-003-167, Institutional Review Board Membership SECOND READING The second reading report for FA-003-167, Institutional Review Board Membership is located on the Academic Senate website at  HYPERLINK "http://academic.cpp.edu/senate/docs/fa003167sr.pdf" http://academic.cpp.edu/senate/docs/fa003167sr.pdf. Senator Von Glahn presented the report. M/s to adopt FA-003-167, Institutional Review Board Membership. Recommendation: The Academic Senate recommends the approval of the IRB membership policies (Section 14 of the CPP IRB Policies and Procedures) that were recently adopted by the IRB (See Below).  The mission of the CPP IRB is to support human subject research (HSR) through representation by faculty members of the various disciplines of research conducted on the campus. Serving on the IRB -- conducting protocol reviews, creating guidelines to ensure the ethics of the research program, etc. - is an important task for other HSR investigators (including faculty, students, and administrators) in the CPP research community. As a volunteer on the IRB, it can be time-consuming, but the rewards include learning the IRB process, knowing the kinds of research occurring at CPP, obtaining service credit, assuring regulatory compliance when ethical research with human subjects is conducted, and deriving satisfaction from other IRB-associated aspects. Reference is made to section 5 of this Policies and Procedures manual, especially 5.2 Appointment of Members to the IRB and 5.9 Review of IRB Performance. Recruitment and Appointment The composition of an IRB is defined by federal regulation at 45 CFR 46.107: Each IRB shall have at least five members, with varying backgrounds to promote complete and adequate review of research activities commonly conducted by the institution. Because CPP is a polytechnic university, many disciplines are necessarily represented on the IRB and consequently the size exceeds the minimum. The President has delegated, according to regulatory requirements, the authority to officially appoint the members of the IRB to the Institutional Official (IO). Recruitment of members may be from any source. The IO will consult with the Chair (who has consulted with existing Board members) and may consult with college deans and/or department chairs for recommendations on appointments. Persons may nominate themselves or be nominated. Recruitment from unit 3 employees (faculty and lecturers) via a call for service opportunity from the Academic Senate, and will be initiated by the IO. Staff may serve as members. The Board must be constituted as per federal regulations, which include having at least one non-scientific person and having others who possess specific characteristics in terms of cultural and professional experience. The members include the chair, the vice-chair, regular members and their discipline-aligned alternate, and an unaffiliated (outside) member who represents the community and public interests. Recruitment of the unaffiliated position shall be independent of the senate process, since federal regulations require the unaffiliated person to be independent of the institution. Recommendations for the unaffiliated position may be solicited from IRB members and after a Board quorum vote, the chair will make a recommendation to the IO for appointment. The term of membership for members is set at four (4) years, which is consistent with other CSU campuses. Some terms may be set shorter in order to maintain a staggered/overlapping balance of approximately one-fourth of the members being appointed each year. A member may be reappointed, or ask to be considered for reappointment. Consideration for reappointment will be by joint agreement of both the IO and Chair (who has consulted with existing Board members). While not required, it is anticipated that the alternate would assume the regular members position. A regular member may assume an alternate position, too. The selection of chair and vice-chair is made by the Board members with confirmation by the IO. The term for chair and vice-chair is set at two (2) years. A chair may be reappointed. While not required, it is anticipated that the vice-chair would assume the chairs position when vacated. A member who leaves the Board in good standing may serve as a consultant. Consultants contribute information and experience but cannot vote per federal regulations. Consultants are not considered part of the Senates definition of university committee; thus, they serve unofficially and do not require a call for service opportunity. Compensation Whitney (Balanced Ethic Review A Guide for Institutional Review Board Members, Springer, 2016) wrote that IRBs have long meetings with substantial additional time spent in preparation. Joining the IRB is a significant commitment., Many IRBs require far more work than any other institutional committee., and Some institutions do not (pay IRB members) on the ground that everyone has an obligation to participate in the institutions governance. While there is no financial compensation, the chair and IO will recognize service in several ways, such as thank-you notes, letters regarding participation, and contributions to RTP (retention, tenure, and promotion) packages. Additionally, food is provided during most Board meetings. Unaffiliated members may be compensated for their mileage and similar expenses. Expectations Members are obliged to: Attend a majority (>50%) of the meetings of the IRB, typically held monthly during the academic year, and other times as necessary. Extended absences and sabbaticals should be discussed with the chair and IRB office. Alternates are obliged to attend meetings if the member cannot. Alternates are welcome and encouraged to attend all meetings. Respond to Board communications (emails, protocol notifications, etc.) Contribute to the workload which includes review of protocols and help in the development of guidelines for Board business. Every year, the chair in collaboration with the IO, will set expectations for satisfactory member participation, which initially are set at completing five or more protocols and contributing substantially to two or more guidelines. Complete tasks within a reasonable time frame, and to inform the IRB office if delays are expected. Review and vote on minutes of Board meetings. Two-thirds of those present at the meeting, including alternates by previous Board decision, may vote electronically to approve minutes; otherwise, the vote is a simple majority of regular members at the following Board meeting. Learn the processes and procedures of the HSR program, including the use of the electronic protocol system. Be ambassadors of the IRB and HSR regulations within their academic units. That is, serve as an information resource to the CPP community engaged in HSR. Declare conflicts of interest when reviewing protocols and maintain confidentiality for matters brought to the board. Evaluate the potential risk and harm of proposed human activity primarily human subject protections - while secondarily applying ones research background. In other words, ethics comes before methodologies, but it is recognized that they are tied together. Provide review comments that address the ethical principles of human subjects protection (respect, beneficence, and justice). Complete the CITI group of modules designated for CPP IRB members for IRB training soon after appointment in order to be compliant with federal regulations. Further, members need to maintain their IRB knowledge familiarity with HSR regulations through continuing education. Dismissal and Inability to Serve Members of the IRB must be in good standing at the university. If a member has been deemed unacceptable for employment within the university, or can no longer serve as below, the member can be immediately dismissed from the Board. Confirmation may be received from Faculty Affairs or a comparable authorizing campus organization. Members may submit a letter of resignation to the IO, copying the chair. All members (including unaffiliated) may be removed from the IRB for not fulfilling expectations, by mutual agreement of the chair(s) (unless one of the chairs is not available, or if one of the chairs might be dismissed) and IO, for reasons that include, but are not limited, as follows. Unable to attend IRB meetings. Unable to assist in implementing CPP policy. Unable to participate in protocol review. Failing to declare a conflict of interest. Breaching confidentiality. Being non-collegial or disruptive to governance of the Board. Being out-of-date with training or refusing to obtain continuing education pertinent to IRB matters. Participation in the Faculty Early Retirement Program (FERP). Faculty who FERP may serve only as consultants to the Board not as a member. This is because of the logistical complications of serving during non-contracted academic periods. IRB Office The IRB office (aka research compliance office) will assist the IO: with preparing an appointment letter with preparing a dismissal letter with informing regulatory authorities (e.g., OHRP) about appointments and any related changes regarding the IRB. 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The IRB will still be responsible for deciding who is on the board but the Academic Senate Office will put out the recruitment for membership and forward all volunteers to the IRB Board for appointment. The motion to adopt FA-003-167, Institutional Review Board Membership passed unanimously. The November 29, 2017 Academic Senate Meeting adjourned at 4:40 P.M.      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