Commission on Outreach Minutes of November 13, 1997 Present: Terry Swecker, Peter Eyre, Jessica Wolff, S. K. DeDatta, Jim Parkhurst (for Jerry Cross), Dixon Hanna, Kathy Lewis, Sara Baker, Tina Shanklin, Martha McCollum, Eldridge Collins, Dan Schneck, Ted Settle, Ann Hertzler, Bill Murphy, Kevin Fenton, Norman Marriott, Clark Jones, Sharon Diggs (by phone) Absent: Doug McAlister, Linda Gray, Lee Skabelund, Julie Ozanne, Samuel Johnson, Mary McFerren 1. Adoption of Agenda: Terry Swecker Copies of the agenda were distributed. After a review of items listed, it was properly moved and seconded that the agenda be accepted. 2. Forwarding Definition of Outreach to University Council: Terry Swecker The Outreach Implementation Task Force gave the Commission on Outreach the charge of defining outreach. The resolution defining outreach was passed by the Commission last December. The basis of the resolution is that outreach is not the third mission of the University. Outreach is something which extends across all missions of the University--teaching, research, and service. Terry stated that he would put the resolution into the proper language and forward to Pat Hyer to be presented to the University Council. 3. Outreach Vision Statement: Dixon Hanna Dixon stated that as Interim Vice Provost for Outreach he had been asked by the Provost to develop a simplified vision statement for outreach based on the criteria discussed in "Envisioning The Future: A Progress Report," the "Update To The University Plan, 1996-2001," and the "Update to the University Plan, 1996-2001: The Implementation Plan." A copy of the vision statement which discusses the goal for outreach at Virginia Tech and the strategies to accomplish this goal was distributed. Noted in parentheses were the references to the tasks outlined in the implementation plan. Additionally, Dixon shared a copy of the Outreach Strategy Matrix which listed in table format the outreach tasks taken from the college plans submitted to the Provost this past July. This matrix was shared with the Outreach Council, Outreach's administrative group representative of all colleges, and was found to reflect the perception of the colleges. Although there was not much consistency in style and direction, most of the different tasks and strategies in the implementation plan had at least one college or department working on some piece of it. Because different colleges use different jargon, Dixon asked for help from the Commission members in the development of the final vision statement document to ensure that the correct taxonomy is used so that everyone understands what is being said. Terry stated that anyone wishing to make comments should direct them to Dixon. 4. Incorporation of Outreach Into Promotion and Tenure Documents: Dixon Hanna Dixon stated that aside from the seed grant program, the Outreach Council has been focusing on the issue of promotion and tenure and how to measure outreach--how to level the playing field in terms of what the guidelines are for outreach. The college administrators serving on the Outreach Council surveyed their colleges and found that most in one form or another have been using the university promotion and tenure guidelines as the outline for their annual activity reports or for promotion and tenure documentation. The Council decided that in order to have some success in dealing with faculty rewards for outreach, some thought had to be given to the definitions and how outreach activity is expressed within those guidelines for promotion and tenure. Linda Leffel and Judith Jones because of their experience working with promotion and tenure on the non-academic side of the house were asked to join the promotion and tenure group. Dixon suggested that maybe some of the members of the Commission may be interested in participating also. The intention is to come up with a draft of some revisions that the Commission as a group could discuss and then discuss with the Provost. This project is still in progress but there will be a draft document prepared that will be shared with the Commission. 5. Outreach Web Page: Dixon Hanna Dixon stated that the outreach web page does exist and is still under construction. It can be found at http://ate.cc.vt.edu/PROVOST/outreach/. 6. ReachOUTGrants: Dixon Hanna Dixon distributed a one-page informational sheet on the ReachOUT grants program which gave factual information about criteria and the proposal deadline. Two open question and answer sessions were held and over 90 people attended. The proposals will be evaluated by the Outreach Council members and with the $300K set aside for the project, Dixon felt that between 30-40 proposals would be funded. Dixon encouraged as many faculty as could to participate. Anyone wishing more information was asked to send questions to vtout@vt.edu. 7. Affirmation of Subcommittees on Public Service Excellence Award and COTA Selection: Terry Swecker Terry stated that the Commission is responsible for supplying members for two committees--the Public Service Excellence Award and COTA Selection subcommittees. Ann Hertzler will be chairing the Public Service Excellence Award subcommittee and will be contacting those who have agreed to serve . The announcement for this award was sent out via the Deans, Directors, and Department Heads mailing list and award nominations should be sent to Kathy Lewis in the Office of the Vice Provost for Outreach. Ted Settle will be contacting those Commission members who will be serving on the COTA Selection subcommittee. The meeting adjourned at 2:16 p.m. The next meeting of the Commission on Outreach is scheduled for December 11, 1997 from 1-3 p.m. in 110 Burruss.