Minutes for April 6, 2020

The Faculty Senate of Eastern Kentucky University met on Monday, April 6, 2020 via Zoom. Chair Ciocca called the seventh meeting of the academic year to order at approximately 3:30 p.m.

The following members were absent:

^* Indicates prior notification of absence to the Faculty Senate Secretary
* SUB Cynthia Frazer attended for M. Powell

APPROVAL OF MINUTES:

Senator Jones moved approval of the March 2, 2020 minutes as written, seconded by Senator Woodruff. Motion carried. (YES = 44 votes | NO = 0 votes | ABSTAIN = 0 votes) (See Also:  Individual Votes)

REPORT FROM THE PRESIDENT:  Senator McFaddin

When we last met in early March, none of us could have imagined the turn of events just a few weeks away. What was even less predictable is that our departure prior to spring break would mark the last time this semester that we were able to collectively gather on the Campus Beautiful. Your presence is missed, but your work, from wherever you are, is still invaluable.

While EKU is a leader in online education, we never anticipated this sudden transition to nearly 100 percent online with only two weeks’ notice. We all owe a huge debt of gratitude for how our faculty and support staff have shepherded courses into the new age of the COVID-19 learning environment.

What continues to present a formidable challenge is the lingering uncertainly of when this “new normal” could subside. Projections from health experts indicate we still have most of the spring and possibly even early summer ahead of us before we can lessen social distancing. Hopefully, these first few weeks have offered a chance to refine your course plans and use the remote learning tools available. Continue to assess what is effective and what could be adjusted further. Be a source of support and encouragement for your students, and each other. We will succeed by remembering those three R’s I asked all of us to adopt, by being responsive, responsible and respectful.

Despite the great disruption of closing our classrooms and offices, the knowledge that existed within the halls of our campus buildings is carried with you. We will continue to fulfill our mission as a School of Opportunity, and we are already seeking the most innovative ways we can find to remain connected to our next class of incoming freshmen, transfers or returning students. Now, more than ever we recognize the important role EKU plays in educating graduates who go on to serve Kentucky communities. Many of our alumni are on the front lines of this epidemic serving in the vital fields of healthcare, public safety, education, government and other forms of public service. I invite you to read about just a few of them at https://stories.eku.edu/people/eku-alumni-critical-covid-19-pandemic-response. Another great source of pride is the rapid response from several departments to gather protective gear to distribute to the Madison County Emergency Management Agency. The initial collection produced a combined total of:

• 55,398 pairs of gloves
• 679 gowns
• 2,400 surgical masks

For all that we have seen eliminated during this unprecedented time, what we have seen flourish is a spirit of community, and a desire to do our part, even if that just means staying “healthy at home” to prevent the spread of illness. Remember if our students can reflect on this time with pride for how they could succeed despite the circumstances, the memories of what we could not do will surely fade.

GUEST SPEAKERS:

Ombud Update. Ombud Joan Beck shared the following in her written report.

The resourcefulness and creativity of EKU’s faculty and staff is amazing. You have figured out how to do your work from home, where additional demands are placed on you every day. You are making a difference in the survival of this community. In the midst of your response, it is important to do a self-check in also. Be aware of the effects of your hard work on your wellbeing and your relationships.

Few of us would have imagined a month ago that our world would be turned upside down in this way. Overnight everything changed and we had no control over it. That loss of control and uncertainty is anxiety producing. Whenever you feel that anxiety building, turn your mind away from the worry and do the 5-4-3-2-1 exercise.

• 5: Acknowledge FIVE things you see around you. It could be a pen, a spot on the ceiling, anything in your surroundings.
• 4: Acknowledge FOUR things you can touch around you. 
• 3: Acknowledge THREE things you hear. 
• 2: Acknowledge TWO things you can smell. 
• 1: Acknowledge ONE thing you can taste. 

This simple exercise will draw you back to the present and away from the “what-if’s” that can paralyze us.

Crises such as these will reverberate well into the future. Many of us expect that our lives are forever changed; and that may very well be true. It is natural, then, to mourn the life we had just a month ago. The things you are experiencing are also being felt by your colleagues, your students, your families. For a brief but worthwhile read on the topic, check out this article from the Harvard Business Review: https://hbr.org/2020/03/that-discomfort-youre-feeling-is-grief. You might find this helpful as we figure out how to rebuild.

Working from home changes the way we interact with our colleagues and how we collaborate. Electronic communication gives rise to a whole new list of potential pitfalls. Messages often are misconstrued, or missed entirely. These are the occasions when clarity is even more important, when a prompt acknowledgement can ease tension. Using video conferencing and even a telephone call to supplement the email can go a long way to improving communication.

During the first quarter of 2020, I have engaged in eight outreach activities, meeting faculty and staff at a variety of events in different settings. Usage of Ombud services is up significantly, with 172 contacts in the first three months of the year, nearly double the rate for 2019. I am working with a small group of experts to develop a series of management training workshops designed to give new supervisors the skills they need to be most effective. Even in these trying times the Faculty & Staff Ombud is exceeding the 2020 goals.

Student Government Association Update. Madison Lipscomb reported that the Student Government Association is working diligently to continue advocating and providing programming for students during this time.

For the first time since our formation in 1954, our Executive Election will be held in the fall. This decision was made by our current administration in response to COVID-19. We believe that carrying out an election without students on campus would make for an uninformed and “sneaky” election. Students have had to make serious adjustments to their daily lives and are working harder than ever to stay afloat. With that being said, we did not want our Senators having to stress about SGA and having to meet weekly. We decided to enter into a recess to give them time to acclimate to a new routine.

However, this is not a vacation from SGA. We are still making an effort to monitor social media which is where most students tend to discuss issues. Our senators know how to direct their peers to the corresponding office. Some of the most recent student issues include Pass/Fail grading, internet accessibility, and work/life balance. As faculty, you must be working to ensure educational equity in your digital classroom. Hold your students accountable, but be understanding. The last few months, students may have sacrificed a pay check in order to complete their school work. This may not be an option anymore. I speak for myself and 15,000 of my fellow students when I say, we are fully prepared to have to work smarter and harder, but it definitely will not be easy.

Governor Andy Beshear has been pushing the hashtag #TeamKentucky, but I think one of my favorite hashtags to see right now is #EKUEverywhere. We must be working together to keep students engaged. Studies show that engaged students are more likely to excel in the classroom. SGA promises to do everything we can to keep them engaged and involved with our E-Campus presence. Any way we can be of assistance, please feel free to reach out. 

IT Support During Transition to Online Teaching. Chair Ciocca announced that Information Technology would like to know if faculty were satisfied with the level of support received from their staff during the transition to online teaching. Please direct any feedback to jeff.whitaker@eku.edu.

UNFINISHED BUSINESS:

Policy 4.3.17 and Policy 4.6.16. Chair Ciocca reminded that last month Policy 4.3.17 – Academic Program Discontinuance Due to Financial Stringency and 4.6.16 – Dismissal of Faculty were postponed until the May meeting. Since the March meeting, the Faculty Welfare Committee has done an excellent job compiling faculty comments about Policy 4.3.17. Given the current situation and the fact that meetings can only occur through Zoom at the present time, Chair Ciocca has decided that further discussion on both policies should be postponed until the fall semester. (See: Faculty comments on Criteria and Other)

NEW BUSINESS:

Report from Council on Academic Affairs. Vice Provost Robinson presented the following materials. 

Senator Woodruff moved approval of items #1-10, seconded by Senator Wilson. Motion carried. (YES = 42 votes | NO = 0 votes | ABSTAIN = 0 votes) (See Also:  Individual Votes)

Item #11 was listed for information only.

GENERAL & STANDING COMMITTEE REPORTS

REPORT FROM SENATE CHAIR: Senator Ciocca

The Faculty Senate Executive Committee met remotely on Monday, March 23, 2020 at 3:30pm via Zoom. It was a first for most of us, but it worked well. After approval of the minutes for the February 17th meeting, the following issues were discussed:

A tentative list of vacating senators and upcoming committee vacancies was shared. Please review the list for discrepancies and/or errors.

Senator Pogatshnik announced that the redesign for General Education will be suspended until the fall semester at the earliest. An official announcement will be sent out soon.

Chair Ciocca received a copy of Interim Policy 1.5.3 – University State of Emergency to review. Given the current situation and the need for prompt action, he forwarded his suggestions on to the appropriate parties. Keep in mind that the University president has the authority to approve the policy on an interim basis. However, at a later date, the policy will go through the normal vetting process.

Senator Pogatshnik noted that the students have circulated an online petition requesting that grades be changed to pass/fail for the semester. The deans have indicated they are not in favor of giving pass/fail grades. It was the consensus of the Executive Committee that at this point in the semester, the current process of giving actual letter grades should be followed. President McFaddin suggested that the Provost and the deans should draft a set of talking points around pass/fail and reasons why most students would benefit from receiving an actual grade.

The President’s Cabinet is meeting two to three times a week now to make sure students and faculty have the necessary resources available to proceed with classes.

The Provost Council met remotely on April 1st to provide an update on the coronavirus. (See: highlights from the meeting).

REPORT FROM FACULTY REGENT: Senator Marion

Since our last Board of Regents meeting on February 28, two topics of interest to the Senate have been raised regarding the business of the Board:

EKU’s COVID-19 team has been meeting routinely over the last several weeks. Dr. Makinen in his public safety/risk management role is doing an excellent job keeping us organized and focused.

The Kentucky Science & Engineering Fair, in virtual/interactive form, was a recent success and a true bright spot for the nearly 350 students from all across Kentucky, who represent the Commonwealth’s top middle and high school students.

Please encourage your students to complete the U.S. Census. It’s really important that they do the Census because Madison County stands to lose a lot of money potentially if we don’t all stay active in the process.

In the midst of our current state of affairs institutionally and beyond, we are all tied together – faculty, staff, students, neighbors, and our own personal families. In this era of uncertainty where we do not have necessary vaccines, where we lack drugs and protective equipment, education is our best force for stemming the tide. I commend you for your efforts and your perseverance.

REPORT FROM PROVOST: Senator Pogatshnik

The following appointments will be announced later in the week in the Academic Affairs Update.

• Ms. Julie George has been named Dean of the Libraries.
• Dr. Jennifer Wies has accepted the position as Associate Provost for Academic Affairs beginning July 1st.

Dr. Victor Kappeler has given notice that he will be retiring effective July 1st.

Dr. Sherwood Thompson in our Educational Leadership program passed away over the weekend after a long illness. I send my condolences to his family and to his colleagues in the College of Education. He will be missed.

Last week a survey was distributed to all of the student population asking how the transition to online classes has gone for them. Overwhelming, the responses were positive.

We are currently looking at a process for expanding pass/fail grading similar to the process used with compassionate withdrawals. An Academic Response Team has been formed to develop that process. Additional information will be shared soon.

There are numerous difficulties with standardized testing at various places across the country. So, we are looking at some test optional admissions standards for next fall and how that might affect our developmental courses, particularly in math and English, by not having ACT scores. A work group has been formed to develop that process.

Thank you to our faculty for their response in moving to online classes so quickly.

STANDING COMMITTEES:

Elections & University Nominations Committee. Senator McCardle announced that the next meeting is scheduled for tomorrow at 10am via Zoom.

Information Technology Committee. Senator Nachtwey reported that the committee is still working on the draft for the faculty IT survey which will be distributed in the fall semester. Additional survey questions may be submitted to jeff.whitaker@eku.edu.

Senator Ciocca thanked the committee for their assistance with digital voting at our meetings throughout the year, and especially during the last several weeks.

Ad Hoc Committee on Open Textbook Resources. Senator Szabo reported that the committee met on March 23.

Ad Hoc Committee on EKU Forward. Chair Ciocca announced that the March and April meetings were cancelled. If a remote meeting via Zoom is scheduled for later in April, Chair Ciocca will send a notice to the senators with the link.

ADJOURNMENT:

Senator Pogatshnik moved to adjourn at approximately 4:30pm.

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(See Also:  Polling Results by Motions &  Senators)

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