Minutes Commission on Graduate Studies & Policies November 3, 1999 206 Sandy Hall Present: Dr. Julia Beamish, Dr. Annette Burr, Mr. John Cosgriff, Dr. Ron Daniel, Dr. Klaus Elgert, Mr. Marvin Foushee, Dr. Peter W. Graham, Dr. Eileen Hitchingham, Dr. Martha Johnson, Dr. Virginia Maxwell, Dr. Malcolm McPherson, Dr. Doug Strickland, Mr. Hunter Pittman, Dr. Richard Veilleux, Dr. Mike Vorster, Ms. Erin Hanley, Mr. Chris Heine, Mr. Tom Ochinero, Ms. Tonya Summerville and Ms. Barb Fraticelli Absent with Notification: Dr. Len Peters and Ms. Kathryn Young Invited Guests: Dr. Roger Avery, Dr. John Eaton and Ms. Angie Webb Dr. Julia Beamish, Chair, called the meeting to order. Approval of the agenda - Approved. Approval of minutes of October 20, 1999- Approved. Announcements-Dr. John Eaton announced that a graduate student would be awarded the "Outstanding Masters Thesis Award on November 13, 1999. This award is sponsored by the William Preston Society. The next ETD workshop will be available to the Hampton Roads and Northern Virginia sites via Network Virginia. Ms. Erin Hanley provided the commission with a School of the Arts, Department of Theatre Arts Event Fact Sheet. The RGS Fall Retreat will be held on November 6, 1999 at the German Club. Committee Reports: Graduate Curriculum Committee-Dr. Virginia Maxwell gave an overview of the minutes and an update on the courses that were approved. Several cross-curriculum options in the College of Architecture and Urban Studies were approved. A topic under discussion is the justification of graduate credit for 4000 level courses. The Graduate Curriculum Committee minutes from October 28, 1999 were approved by the Commission. Graduate Student Appeals-No activity to report at this time. Graduate Student Relations-No activity to report at this time. Adhoc ETD Advisory Committee-Dr. John Eaton reported that this committee is meeting regularly and will meet again on November 5, 1999. DRSCAP-This committee will be meeting on November 4, 1999 and will be chaired by Mr. Hunter Pittman. Marty Day, guest, will discuss the residency issue carried over from the past year. Other Reports: Graduate Student Assembly- Ms. Erin Hanley presented the commission with a copy of the first edition of APEX, and a GSA pamphlet for the 1999-2000 GSA. The Graduate Fair was very successful and many positive comments were received by the GSA. The second reading of the BGSO resolution seeking a seat on the CSA was not approved. The GSA has agreed to support the Resolution supporting an increased emphasis on Reasearch by the University. Dr. Cross and Dr. Spencer met with the GSA to discuss the future plans of Graduate Student Housing. The next GSA meeting will be on December 2, 1999. Graduate Honor System- Ms. Barbara Fraticelli reported that the Graduate Honor System has one case pending at this time. University Library Committee-Dr. Eileen Hitchingham reported the the University Library Committee had met on October 27, 1999 and the copier service was discussed. A review of all copiers in the library had been done. This committee will continue to monitor the copier quality and service. This committee will report on the full text journal database at a later meeting. A discussion of items from storage being mailed directly to the patron rather than being picked up at the library is underway. A review of the use of storage is also ongoing. Dr. Hitchingham presented the commission with a handout on this issue. A decision will be made in the future to either build a new storage area or to remove old items from the present storage area and rely on other collections. Old Business- Interdisciplinary Graduate Education Center Policy -The Interdisciplinary Graduate Education Center resolution was discussed. Dr. Malcolm McPherson presented the commission with the 3020 policy on Centers Financial and Administrative Policy and Procedures. It was decided by the commission that more information was needed and the Graduate Education Center resolution was tabled for further discussion. COR and CGS&P Resolution on Support for Research and Graduate Education- A Renewed Commitment to Research, Scholarship and Graduate Education resolution was approved by the commission and endorsed by the Graduate Student Assembly. This resolution is a joint effort between Commission on Research and the Commission on Graduate Studies and Policies. New Business- Resolution Regarding Revision of Definition of Graduate Teaching Assistant-The Commission approved the resolution that redefines the GTA description to read in the Faculty Handbook as "Graduate Teaching Assistants (GTAs) assist faculty in the department in teaching lower division courses, including laboratory teaching assignments, or in providing other appropriate professional assistance. GTAs must have 18 hours of graduate-level course work in their teaching discipline to be assigned full responsibility for teaching a lower division course. GTAs lacking this training will be assigned to work under the supervision of a faculty member who will be the instructor of record for the course." Academic Probation policy-The commission supports the Academic Probation policy and agrees that Dr. John Eaton, Associate Provost for Graduate Studies, should send a letter with the list of students whose QCA's are below 3.0 for each semester to the Department Head of each department that reads "As you are aware, the Graduate School requires that graduate students maintain a 3.0 QCA and attached is a list of students that have not met that requirement. The Graduate School recommends placing these students on Academic Probation and will do so unless you advise us otherwise. Please contact the Graduate School within 7 days if you have any students on this list that should not be placed on Academic Probation." The Commission approved this action to apply existing academic standards in a more uniform manner. Adjournment The meeting was adjourned at 5:04 p.m. Respectfully submitted: John L. Eaton, Associate Provost for Graduate Studies