skip to main content ISU bar University Faculty Senate Approved December,5 2008 November 14, 2008 Minutes Indiana State University Faculty Senate 2008-09 GC#7 Present: W. Barratt, Stan Buchanan, B. Corcoran, E. Hampton, M. Haque, B. El-Mansour, L. O’Laughlin Absent: M. Boyer, B. Frank Speaking Seats: W. Barratt (Administrative Fellow, SOGS), D. Collins (COE), J. Gatrell (Graduate Dean), S. Gick (Registrar), H. Hudson (CAS), A. Jamison (Graduate SGA), R. McGiverin (Library), P. Terpelets (Graduate SGA) Guests: 1. Call to Order: L. O’Laughlin called the meeting to order at 10:04AM. 2. Agenda: The agenda, with modifications, was adopted by acclamation. 3. Minutes: M. Haque moved approval of minutes from 10.31.08; W. Barratt seconded. Minutes were approved. Vote: 7-0-0. 4. Old/Unfinished/Ongoing Business a. Electronic Thesis/Dissertation Task Force Report - EDT Policy 11.13.08 Draft: i. E. Hampton moved consideration of revision of EDT Policy; B. El-Mansour seconded. Vote: 6-0-1. ii. W. Barratt addresses change to the previous document. iii. J. Gatrell states that policy issues will still have to be worked out. iv. Text of Draft Document: One of the primary goals of Electronic Theses and Dissertations is timely and increased access to these documents. Beginning with May 2010 graduation, the final copy of any thesis or dissertation submitted in partial fulfillment of the requirements for a graduate degree at Indiana State University must be submitted electronically in PDF format. The School of Graduate Studies will not accept paper submissions after January 1, 2010. Students graduating before May 2010 may submit their final thesis or dissertation in PDF format if they so choose. One of the advantages of ETDs is the ability to embed files and hyperlinks into a PDF document. Embedded files, whenever possible, must use standard file formats such as .bmp, .jpg, .gif, or .tif for graphics, .mpeg for video, and .wav or .mp3 for audio. Exceptions to these file format requirement must be approved by the School of Graduate Studies. Embedding files and using hyperlinks is not required. After final approval by the student’s committee and by the School of Graduate Studies, the student will submit a PDF copy of the thesis or dissertation that is unchanged in format and substance from the approved copy. This PDF version will have a technical review by the School of Graduate Studies to check for formatting and technical matters related to storage and transmittal. When the thesis or dissertation contains multiple files, those must all be submitted together. The School of Graduate Studies, in collaboration with the ISU Office of Information Technology and Cunningham Memorial Library will be responsible to create and maintain a system for the electronic submission and storage of electronic theses and dissertations. Indiana State University will maintain membership in the Network of Digital Libraries of Theses and Dissertations (NDLTD) as well as continue to send copies of theses and dissertations to University Microfilms International (UMI) / ProQuest. Indiana State University will provide sufficient server space and technical support to collect, catalog, archive, and host ETDs in order to ensure their continued availability on the Internet, and will provide technical support to facilitate the ETD process from document submission to document hosting. Some thesis or dissertation may contain material destined for a publication or patent which requires that the material cannot be made immediately available on the Internet. There will be two types of access for ETDs: Open and Closed. · Open access theses and dissertations will be made available on the Internet after final approval and technical review. · Closed access theses and dissertations will not have the thesis or dissertation available. This status is available only for one (1) year with a onetime extension of one (1) year. At the end of the approved period the thesis or dissertation becomes open access. Students must request Closed access in writing and must provide documentation of patent application or acceptance for publication as a rationale for not making their theses and dissertations immediately available. Requests for the additional year are required to be filed by Dec. 1 prior to the scheduled release. The start of Closed access will be the beginning of the academic year following graduation. Specifically, theses and dissertations submitted in the May 2010 would start counting the one (1) year of Restricted access the at the beginning Fall semester 2010. Exceptions to access can be made at the discretion of the Dean. Electronic Thesis and Dissertation Committee Will Barratt, ELAF/SOGS Chair Shelley Arvin, CML Matt Breennan, English Timothy Demchak, Athletic Training Ed Kinley, OIT Liz O’Laughlin, Psychology George Maughan, Technology Cinda May, CML Susan Powers, CIMT/COE Virgil Sheets, Psychology George Stachokas, CML Catalog Copy Change: This policy will require a change to prefatory material in the Catalog, specifically in the Requirements for Earning Doctor of Philosophy (Ph.D.) Degrees, section on Graduation, point 5, which reads: 5. Deliver three original copies of the approved dissertation (after all required changes / revisions) and four copies of the approved abstract to the School of Graduate Studies. One copy of the abstract will be bound with each copy of the dissertation. This should read: 5. Deliver a PDF of the approved dissertation (after all required changes / revisions including a final format and technical review of the PDF file by the School of Graduate Studies) and one original paper copy of the signature page (Certificate of Approval) to the School of Graduate Studies. All embedded and related electronic files must be submitted at this time. 5. New Business a. J. Gatrell moved consideration of a “Resolution Reaffirming the Roles of Thesis and Dissertation Signatory Authorities”; R. McGiverin seconded. Vote: 6-0-1. i. Text of Resolution: “With the adoption of an electronic thesis and dissertation (ETD) initiative, the Graduate Council recognizes that the role of the School of Graduate Studies will focus more closely on the enforcement of the specific—and limited—format issues defined in the Handbook for Theses & Dissertations’ review check list and ETD submission procedures. For this reason, the Graduate Council reaffirms that the primary authority for quality assurance of theses and dissertations resides with a student’s committee chairperson and the committee. As outlined in the ‘Responsibilities of Students & Dissertation/Thesis Chairs and Committees’ (approved by Graduate Council on April 23, 2007), these responsibilities include ensuring that student work: meets or exceeds program standards, thesis and dissertation handbook policies are enforced (including efforts to detect acts of academic dishonesty), and that the final document is appropriately copy-edited prior to submission to the department chair (or program coordinator). Further, the Graduate Council seeks to define the roles of program representatives (i.e., Department Chair or Program Coordinator) and the College who currently have signatory authority. In both cases, the signature of the Chairperson and College Dean (or designated representative) affirms that the responsibilities and obligations of committee chairpersons, committees, and the student have been met and that the document warrants consideration for final publication by the School of Graduate Studies.” ii. GC instructs Dean to develop a single form that clearly reflects the intent of the resolution. iii. GC Responsibilities of Chairs and Committees iv. Discussion about copy-editing: often there is a concern among faculty about not having a copy-editor on staff; J. Gatrell argues that proper copy-editing is about the socialization of graduate students within disciplines governed by peer-review. Therefore, all documents should be publication-ready on completion. v. Concern is expressed over the current situation of having two forms, the certificate of approval and the defense completion; J. Gatrell would rather have a single form acknowledging the approval of dissertation. The GC generally supports this notion of simplification. J. Gatrell states that he will prepare a sample form. vi. The effort here is to tighten the quality of students’ work by way of making sure that Chairs and Committees strenuously work to ensure their students are trained properly and that the work is competently completed. b. Proposal regarding program name change to “Concentration” (from CAAC) i. W. Barratt moved consideration of the proposal from CAAC; E. Hampton seconded. Vote: 6-0-1. ii. The motion states: “A department desiring to submit a proposal with no modifications other than the name change to a ‘Concentration,’ shall submit only the F2 and F3 forms with included DARS and Registrar reports, to the College Dean for signature, as is consistent with GC-approved fast-track policy.” iii. Note: Concentration designation requires fewer than 30 but more than 9 credit hours. 6. Reports: a. Vice-Chairperson (L. O’Laughlin): i. No Report b. Faculty Senate Liaison’s Report (T. Sawyer): i. No Report c. Registrar’s Report (S. Gick): i. With GC support for fast-tracking changes regarding Concentrations, the Registrar’s staff will work to systematize this policy. The Registrar will set up some CAPS training. d. Administrative Report (Dean J. Gatrell): i. In-State GAs. While the proposal to re-classify students has potential benefits, the reality is that the current "fee replacement" structure results in a loss of revenue that far exceeds our annual carry forward. As such, Interim VP McKee does not believe the strategy would yield potential benefits and may result in additional reduction in SoGS resources beyond the "carry forward'. As such, I do not believe any alternative strategy should be adopted. ii. Student Research Awards. I have asked the Assistantship/Fellowship sub-committee to work with me on increasing the total amount of the awards and streamlining/formalizing the process of application. Having said this, the priorities remain the same. The committee voted unanimously to accept the attached document. I appreciate their willingness to assist me with this process and will be posting the revised process on the website soon. Once it is posted, I will be notifying all chairs/coordinators of the new procedures. iii. Assistant Dean, April Hay, will begin February 1, 2009. An offer has been extended and accepted, I will formally announce the appointment Friday assuming the HR process has been finalized. iv. The SoGS will be streamlining the admissions process. There will be a discussion about reassignment of personnel. e. Graduate Student Report: (P. Terpelets, A. Jamison) i. GSA Social on Nov. 13 was a success. 7. Upcoming Business a. Next meeting will occur December 5, 2008. b. Master’s thesis incomplete grading challenges - report from Task Group c. Graduate Assistant Compensation Issues d. Degree concentrations on transcripts - report from Registrar review e. Revisit graduate assistant residency issues - following Dean Gatrell's research f. Multiple Graduate Careers (Registrar) g. Midterm Grades for Graduate Students h. Revision on MA in Communication. 8. Adjournment – 11:07 AM Respectfully submitted, Brendan Corcoran Secretary y Last modified: March 03, 2009 Copyright © 2007 by Indiana State University.