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Governance Minutes ArchiveMarch 17, 1993
MINUTES VPI&SU COMMISSION ON GRADUATE STUDIES AND POLICIES 17 MARCH, 1993 3:30 P.M. 206 SANDY HALL Present: Drs. Boyle, Burch-Brown, Chaloux, Eaton, Eustis, L. Haney, A. Haney, Ron Johnson (for Wokutch), McCoy, Mitchiner, Orcutt, Snoke, Sporakowski, Mr. Ken Kahn, Mr. Tim Schell, Mr. Jay Comeaux Absent with notification: M. Johnson, LaBerge, O'Brien, Smith, Stewart, Wokutch Absent: Clough, Eyre, J. Johnson, Joy Poindexter, Stout, Tideman, Tuthill Visitors: John Aughenbaugh - Student Affairs Coordinator from the Vice President for Student Affairs Office Susan Trulove - Spectrum Representative Marvin Foushee - Registrar's Office Representative 1. ANNOUNCEMENTS- Dr. Bruce Chaloux announced that the Northern Virginia Graduation Ceremony will be May 9 at 4:00 pm at Fairview Park Marriott Hotel. Cathleen A. Magennis, Secretary of Economic Development for the Commonwealth of Virginia, will be the speaker. 2. INFORMATIONAL HANDOUTS - none 3. APPROVAL OF THE AGENDA - Approved as amended. 4. APPROVAL OF MINUTES OF 17 FEBRUARY 1993 - The minutes were approved as amended. 5. COMMITTEE REPORTS Course and Program Criteria Committee - Dr. David Orcutt presented the committee's report as follows: The committee met on February 23, 1993. Dr. Ezra Brown, chair of the Course Criteria Committee of CUS, addressed the CPCC regarding the phi- losophy of that committee with respect to passing the name change re- quested by the Department of Agricultural Economics. The request to change the name of Agricultural Economics to Agricultural and Applied Economics was passed (8 in favor of the request, 1 opposed). The en- tire committee expressed great concern regarding the lack of any appar- ent attempt by the two departments to negotiate a compromise agreement regarding this matter. New Course - MATH/CSA 5465-5466 - Numerical Analysis was approved with minor revisions. New Course - UAP 4224 - Policy-making in the Federal System was ap- proved as submitted. Revised Course - UAP 5544 - Public and Non-profit Financial Management was approved as submitted. The Committee's report was accepted as submitted. Graduate Student Relations - Dr. Reginald Mitchiner stated that the committee will be meeting soon. Degree Requirements, Standards, Criteria and Academic Policies - Steve Boyle presented the committee's report as follows: The DRSCAP commit- tee met on 3/17/93 and the electronic grade change process was dis- cussed. The University is in the process of taking this process off the mainframe computers and putting it on server-type computers. Wanda Dean specifically asked that suggestions regarding issues of improving the grade change system be submitted to her, she will forward this in- formation to the appropriate personnel who are reviewing our current system. This committee will continue to review the grade change system issue and the recording of grades and will be forwarding a list of pri- orities to Wanda Dean. Dr. Boyle asked that if anyone on the Commis- sion has any input to be included, please forward this information to any of the subcommittee members for prioritization. The committee re- port was accepted. Scholarship Committee - Dr. Eaton stated that the Scholarship Committee will be meeting on 3/18/93 to discuss Instructional Fee Scholarship al- locations for the upcoming year. Commencement - Dr. Sporakowski stated that this committee will be known as the Graduate School Commencement Committee for future agenda pur- poses in compliance with the new governance system. 6. UNIVERSITY LIBRARY REPORT - Joanne Eustis referred to the attached Uni- versity Library Committee Minutes of January 13, 1993 in which she noted that the secretary was instructed to begin sending the minutes to the Commission on Graduate Studies and Policies and to send all previ- ous minutes from this year. Under new business, she had given a "State of the Library" report and there was discussion about the relationship among the divisions reporting to Information Systems and interest in having the University Librarian participate in meetings between the Deans and the Provost. A letter is being sent in April or May to the Provost asking that he find a mechanism for Library representation at meetings of the Deans. There was a report on the Vice-Presidential search and there was a discussion of distance learning. The report was accepted. Dr. Snoke stated that at a previous CUS meeting there was discussion regarding re-shelving problems and student access. Another issue was the amount of time faculty members take in resubmitting books. Ms. Eustis stated that there had been a shelving "crisis" in November due to being short staffed and the students leaving for holiday and re- turning books but the Library has since recovered. As the library be- comes crowded with books, shelving becomes much more difficult. This problem should be alleviated by the use of the new storage facility (construction will begin this Spring). The other problem of faculty members taking materials out and not re- turning them; the Library now has the capability of fining faculty who are not returning recalled books. After testing and publicity has been completed this system will be put into place. 7. GRADUATE STUDENT ASSEMBLY REPORT - Ken Kahn announced the new slate of officers for the upcoming year. Tim Schell - President Carl Mitchell, Vice President Ronald Dennis, Treasurer Maria Church, Secretary The date for the Research Symposium speaker's (Dr. Peter Law) presenta- tion has been changed to March 30. Participation in this symposium has doubled from last year. Confirmation has been received that the SCHEV study on graduate educa- tion has been passed through the General Assembly and a report has to be issued by October 1, 1993. 8. NEW BUSINESS 8.1.- Committee Membership for Ph.D. Preliminary and Final Exams - this issue will be a carryover item for our next meeting. 8.2. - Proposed Revision 6325 - Policy on Late Drops - Dr. Eaton stated that Dr. Leon Geyer has forwarded to the CGS&P and CUS a proposed re- vision of this policy to improve and clarify it's wording and to im- prove upon and/or prevent future misunderstandings of university policy. Dr. Eaton recommended that this issue be forwarded to the De- gree Requirements, Standards, Criteria and Academic Policies Committee headed by Dr. Steve Boyle. 8.3 - Policy on Students with Low QCAs - Dr. Arthur Snoke commented that he had received a request from a Faculty Senate member regarding a the lack of a clear statement in the Graduate Catalog as to what hap- pens when a student drops below a 3.0 QCA, is put on academic probation and does not get above a 3.0. The Senator's opinion is that it should be stated that the Graduate School would drop the student if he/she does not raise their QCA to the appropriate level. Dr. Eaton stated that he felt that departments would not be in favor of the Graduate School making these decisions for them. Current policy says that stu- dents may be dropped, at the recommendation of the department, if their QCA does not reached a 3.0 level at the end of the next semester that they attend classes. After discussion, the membership decided that the current policy is adequate and will remain as it is. 8.4 - Report of the Nominations Committee - Steve Boyle stated that Reginald Mitchiner and Michael O'Brien have been chosen as nominees for Chairperson of the CGS&P. Dr. Sporakowski asked that elections be held at the next CGS&P meeting. 8.5 - University Library Committee Charge - Joanne Eustis presented the membership and charge of the Library Committee which was approved by University Council on April 25, 1991. The charge of the committee is to disseminate knowledge and make recommendations concerning policies, services and development of the University's Libraries. This committee is an advisory to the University Librarian and it meets monthly. This committee reports to the CGS&P and sends minutes for informational pur- poses to the Classified Staff Affairs Commission, Faculty Affairs, Pub- lic Service and Extension, Research, Undergraduate Studies and Policies and it was decided at the last meeting to send minutes to the Commis- sion on University Support. The membership is as follows: Director of the Library - ex officio Representative from the Provost's Office - ex officio One faculty member representative from each college nominated by the faculty associations An undergraduate student representative A graduate student representative A representative from the staff association Dr. Snoke moved for acceptance of the charge and requested that the method of selection for membership be reviewed by the committee. The motion was approved. 9. ADJOURNMENT - 4:42 p.m. Respectfully submitted, John L. Eaton Secretary
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