College of Graduate Studies

Graduate Council Minutes

December 12, 2023

Present:     Gary Insch (for Marcelo Alvarado-Vargas), Brian Ashburner, Tomer Avidor-Reiss, Sharon Barnes, Larissa Barclay,
                    Saurabh Chattopadhyay, Qian Chen, Mai Dao, Jennifer DeVries, Jim Ferris, Timothy Fisher, Bashar Gammoh,
                    David Giovannucci, Dan Hammel, Noela Haughton, Andrea Kalinoski, Kristen Keith, Addison Kittel (GSA), John Laux,
                    Patrick Lawrence, Bindu Menon, Ling Na, Megan,Petra, Barbara Saltzman, Youssef Sari, Connie Schall, Joseph Schmidt,
                    Zahoor Shah, Snejana Slantcheva-Durst, Kuo-hui Su, Jami Taylor, Varun Vaiyda, Jerry Van Hoy, Eileen Walsh,
                    Kandace Williams.

Absent:      Halim Ayan, Rebecca Schneider.

Excused:    Patricia Relue.

Guests:      Lucy Duhon, Rick Francis, Jamie Van Natta, COGS - Teri Green, Tara Hanna.

                    Graduate Students Recognized:
                    Md. Shah Alam, Molly Bennett, Sanjaya Bhattarai, Sukanya Chakravarty, Emily Crossley, Kesha Dalal, Shumin Fan,
                    Samuel Federman, Danielle Gamboa, Kanjin Kingsley, Kennedy Lovell, Donovan Nichols, Jamie Rinella, , Michael Vang,
                    Dalal Kesha, Gabby Vento, Woonyen Wong.

                    Graduate Advisors:
                    Elissar Andari, Debra Brace, Karen Green, Andrew Geers, Dong-Shik Kim, Minxuan Lan, Sandrine Mubenga, Megan Stewart,
                    Parama Sarkar, Charles Thodeti.

                    Others:
                    Sachin Aryal, Venkatesh Katari, Narendra Kondapalli, Paruchuri Sailaja, Ramakumar Tummula.

Call to Order, Roll Call, and Approval of Minutes
The meeting was called to order and roll called. The Minutes of October 3 and October 31, 2023, were approved.

Agenda was reordered to accommodate recognition of graduate students in attendance.

Information and Discussion Items
Outstanding Graduate Student Awards presentation for Fall 2023
On behalf of the Graduate Faculty, several graduate students nominated by their graduate advisors for outstanding achievement, will be recognized at today’s Graduate Council meeting.

Their  accomplishments range from professional awards, co-authoring papers, or research highlighted in professional organizations or media. Due to the significant number of nominations 40+, half were invited in Fall 2023, including those graduating in December 2023, and the other half will be invited in Spring 2024. Certificates will be prepared and sent. The students’ names, program and college were listed and displayed (will be attached to the minutes).

On behalf of Graduate Council and all Graduate Faculty, congratulations was extended these graduate students. Appreciation was extended to their mentors who support and nominated these students.

Executive Reports
Report of the Executive Committee of the Graduate Council
On behalf of Graduate Council, Chair, Dr. Patrick Lawrence reported:

• Candidates for Provost
  Completion of interviews of semi-finalists (5) have occurred. GC Chair, Patrick Lawrence served as a member of the search committee representing Graduate Council. Two or three of the candidates will be invited to campus in January for visits with forums including a full slate of stakeholders. The search committee continues to feel positive about the candidates and the opportunity for success.  It is anticipated that a new provost would be announced in spring. announce new provost in spring.
  
  
• Graduate Council Report to the Board of Trustees – November 29, 2023
  Chair Lawrence gave the Council’s report to the Academic and Student Affairs Committee of the Board of Trustees highlighting the work and activity of the Council during fall term.
  
  
• Graduate Council Executive Committee (GCEC) December 5, 2023

• • Planned this meeting and arranged guest speakers.
  • Chair Patrick Lawrence and Vice Chair Barbara Saltzman meet regularly with the Provost.
  • Focus in spring 2024
    • Budget Planning for fiscal year 2025
    • Issues related to graduate programs and students.
      Next meet of the Graduate Council is January 23, 2024. President Postel will be attending and Council will receive opportunity to provide questions.

Report of the Vice Provost for Graduate Affairs
Dr. Dan Hammel, Interim Vice Provost for Academic Affairs, provided the following report:

• Carnegie R1 Status – Achieving and Maintaining
  R1 status now has two criteria: research expenditures and a number of Ph.D.’s that an institution graduates. Focus here is on the number of Ph.D.’s granted at UT. As an aside, overall graduate enrollment is down just a little, but Ph.D. enrollment is down more significantly.

    Dr. Hammel provided an overview of  Ph.D. enrollment and graduation at UToledo and Ohio public institutions from
    approximately 2012 to 2022/2023. The following points were noted:

• • We graduated 116 Ph.D.’s last year and should  graduate about the same number this year.
  • Minimum number of Ph.D.’s is 70 per year (over three years) for Carnegie 1 status.
  • The State of Ohio overall saw a decline in the number of Ph.D. students in 2019, before the pandemic.
  • In Fall 2020, there was a decline of international students due to difficulties getting to the United States during the pandemic.
  • The number of readmitted Ph.D. students has dropped which is of concern. Readmitted students are likely  closer to graduation, In fact, many graduate the semester they are readmitted.  Although readmits occur all year, the numbers are higher in the fall, and readmissions were down significantly this fall.
  • UToledo stands at the 5^th place of public institutions in Ohio. OU and UT often exchange places, but the 6^th place institution (usually BGSU) is quite a bit lower in Ph.D production. Ohio State has increased Ph.D. graduates significantly  over the last ten years, which drives overall increase in the State.
  • Across the State, the with the highest percentage of Ph.D. students are Natural Sciences and Mathematics, UT mirrors this, but also has historically had a higher percentage of Ph.D.’s in education and medicine, and lower percentages (compared to state averages in Arts and Letters.
  • As of last year, if we were to eliminate all non-STEM + H programs UT would not graduate enough Ph.D. students to meet the minimum for R1 status.

Discussion:
Dr. David Giovannucci questioned whether lower readmit numbers are affected by the job market.

Dr. Dan Hammel replied that it could be, noting that overall readmits have decreased.

Dr. Sharon Barnes noted an additional factor that many doctoral students are working while writing their dissertations.

Dr. Dan Hammel agreed the writing of the dissertation is often where we see a delay. He added that we very much need Ph.D. numbers in Education to remain high and that Ph.D.’s in non -STEM fields like Education can be lower cost. Although, no Ph.D. programs earn revenue for the institution, we run them because they are a key component of our function as a university.  

Dr. Noela Haughton appreciated Dr. Hammel’s comment. She indicated that Education has not been able to admit significant numbers of students due to reducing funding available. Further adding that Education does not seem to be the cash cow it used to be and perhaps is seen as less important. She would like to see the college do better with its enrollment, noting its online programs, and see support for the college.

Dr. Dan Hammel agreed that strategic investment in our Ph.D. programs would be worthwhile, particularly if we are focusing on maintaining R1 status. An institution-wide plan would help address this issue.

Dr. Tomer Avidor-Reiss asked whether graduate assistant allocations are known for next academic year 2024-2025. It is a driving force and with faculty leaving and retirements and paying for tuition from grants.

Dr. Dan Hammel responded that it has not been decided yet, as far as he is aware. The provost and deans are holding budget meetings to determine. 

Dr. Eileen Walsh asked whether practice based doctorate degree students, e.g., nursing DNP are included in the number of doctoral students required for R1 status.

Dr. Hammel responded that professional doctoral programs are not counted in determining R1 status, but that they are crucial in our role to serve our region and the state.  In addition, professional graduate degrees are often revenue earners for the institution because students are usually not on assistantships and are paying their own way.

Report of the Vice President for Research
Interim Vice President for Research, Dr. Connie Schall, provided the following report:

• Research and Sponsored Programs Grant Proposal Deadlines
  For proposals due January 1-5, 2024:
• • The University is closed for winter break from December 23-January 1. Contact the Office of Research and Sponsored Programs immediately if you have a proposal due the first week of January 2024.
  • Complete the proposal intake form https://www.utoledo.edu/research/rsp/Proposal-Intake.html and work with your ORSP grants coordinator to complete your budget and submission documents by December 21, 2024 (this may exclude the project narrative).
    
    
• Carnegie Classification
  • There have been changes to metrics in the Carnegie classification R1, which is very high research activity.
  • UToledo is currently R2 – high research activity and expected to meet R1 criteria in 2024. Once designated, it would be in our best interest reputationally, to stay there in subsequent years. Research expenditure criterion in the next four to six years is likely to increase in the future.
  • The new metrics for R1 classification:
    • Average research expenditures of $50 million or greater for FY 21 to 23
    • Average doctoral degrees awarded of 70 or greater for FY 21 to 23
  • NSF Herd Data, public data, is the source for research expenditures. For FY 2022, we are in excess of $64M, and the expectation is that FY 2023 will be about the same. A strength is having federal funding and institutional support. We are moving up nationally.
    
    
• Outstanding Scholar Nominations
• • Nominations due by February 26, 2024
  • Recognition of researchers (up to 20 faculty or full-time staff) with highly acclaimed publications of scholarly work (excludes undergraduate textbooks) or highly acclaimed contributions in creative activities, such as performances or works of art. The scholarly work or creative activity should:
    • Have occurred over the past three years (2021-2023) from efforts at UToledo
    • Contribute to The University of Toledo mission
    • Have clear evidence of national and/or international recognition as appropriate to the discipline
  • UToledo Libraries is working to identify researcher publications that are highly acclaimed or published in premier journals or presses.
    
    
• InfoEd Updates
  Rick Francis and Jamie Van Natta provided InfoEd and proposal submission process updates that included a view of the reviewer dashboard, post approval, FAQ Resources, and instructions for Budget Completion and Proposal Endorsement. InfoEd is the research administration system we are rolling out this year for proposal development, submission for federal proposals and ultimately part of the suite that includes Grants Accounting.
  Rick Francis expressed appreciation to Jamie Van Natta for her huge role in InfoEd development and roll out. Workshops have been held on both campuses and there will additional upcoming webinars and workshops.
  • Training and Videos https://www.utoledo.edu/research/rsp/infoed-explainer.html.
  • InfoEd Login: https://infoed.utoledo.edu
  • Contact: infoed@utoledo.edu

He pointed out that proposal endorsement is required prior to submission by chairs and deans so they should be ready to review and proposals quickly. If unable to for whatever reason, you can designate a delegate so proposals are not held up and delayed.

Jamie Van Natta reviewed the email notification process displaying snapshots of the reviewer dashboards and approver dashboard. Disapproving is only for egregious problems resulting in the proposal going back to beginning and will require endorsements again. The endorsement webinar will be offered regularly since new people come on board at different times.

Rick Francis stressed the importance for investigators to initiate the proposal early in the system. Simple to create a record and notifies our office for grants coordinator assignment and you will be contacted to work out the next processes. Leniency with the endorsement process is uncommon among universities. If we are a subcontract on another institutions proposal or the other way around involving another university, this is problematic. They want 15-20 days lead time and can refuse to participate. Stricter enforcement and logical policies that will give people time to really review proposals, will make it easier to work with other universities. Before disapproving a proposal, consider picking up the phone to see if something can be resolved easily. We are happy to note comments, either approval with modifications, x-y-z. It records efforts people make on a project. If you have to change the credit or F&A allocation on a proposal we will work with you to document to everyone’s satisfaction to move forward, rather than disapprove and start over again.

Discussion:
Dr. Jami Taylor asked whether the URFO deadline is actually 10 days less that what is posted on the website.

Rick Francis responded that the URFO endorsement process does not require the dean. It goes to the department chair in most cases and should be a faster process because chairs are not required to review for course release or cost share for department expenses. Two to three weeks’ notice is needed for external proposals. An email is forthcoming.

Report of the Graduate Student Association
Addison Kittel, Vice President of the Graduate Student Association (GSA) reported:

• Midwest Graduate Research Symposium – Saturday, April 6, 2024
  Making strides planning over winter break.

Parking Issues Report from Faculty Senate Parking Subcommittee on Student Affairs (FSCSA)
Graduate Council Chair, Dr. Patrick Lawrence stated that during spring 2023, GC raised issues of impacts of the parking agreement with UToledo and ParkUToledo and shared those concerns. So as not to duplicate similar work of the FSCA, GC offered representatives to serve. This subcommittee began the process of reviewing this matter. We are bringing the report to GC.

On behalf of the Faculty Senate Parking Subcommittee, Lucy Duhon, committee member, and Collection Sharing Coordinator and Scholarly Communications Librarian, summarized the committee’s report she provided to Council. The presentation serves to apprise Faculty Senate, Graduate Council and the University of Toledo’s administration on parking issues that Student Government identified and presented to FSCSA: Excerpts below:

This subcommittee co-chaired by Dr. Deborah Coulter-Harris and by Dr. Karen Green met on October 11 and 18, 2023, with Lucy Duhon, Michael Dennis, Brian Kulpa, and Dan Cowgill.

      Dr. Deborah Coulter-Harris – co-chair
      Dr. Karen Green – co-chair
      Lucy Duhon – University Libraries
      Michael Dennis – UToledo, Associate Vice President of Finance
      Brian Kulpa – UToledo, Executive Director of Auxiliary Services
      Sherri Kaspar – ParkUToledo, Director
      Dan Cowgill -ParkUToledo

The committee was able to gather facts and information, but was unable to negotiate any changes in parking fees and citation fees, and could only share its findings. Current enrollment is not going to support the desired outcome for reduced permit and ticket costs.

The main concerns were the costs for parking, number of citations, and a desire for a better way to appeal tickets.

Question 1:  How ParkUToledo is funded?

An agreement was made between UToledo and ParkUToledo, a non-profit agency, via the Porth Authority who funded the agreement from bonds. Initial funding of $60M of which $10M was used to resurface parking lots over the past three years. It is a 35 year agreement. By the end of the that contract the University will have benefited from surplus cash realized though this service.

Question 2:  How do our permit rates compare to other Ohio universities?

Our parking fees are average in comparison to Ohio and MAC institutions. Cost is $137 per semester. There is perception that ParkUToledo operates aggressively. University with this 35-year concession agreement has full control over the rates and defines the policy and rules on eligibility participation.  It can renegotiate at any time. For the past 10 years before fall of 2021 when the agreement was first signed our fees remained flat. In 2022 until now, we have seen modest increases. There is a huge responsibility each year to repay the service debt and to generate surplus cash for the University.

Question 3:  Could there be no ticketing the first two weeks of the semester?

The new agreement no longer has a grace period, it did not change the behavior. That provision was removed and it is a cultural change. Parking violators tend to repeat. Student Government requested ticket forgiveness if student goes through 30-minute online training. ParkUToledo is willing to consider.

• • Since ParkUToledo’s inception in 2021, 61% (students and employees) have received more than one citation.
  • Most common infraction is failure to register. Followed by failure to observe.
  • $200 or more in ticket fines will result in car being booted. Students tend to be multiple offenders; they receive warning slip first asking them to contact Parking.
  • Vehicles not registered in system require having to check with DMV to identify and send notification of ticket by mail.

Question 4:  Why are people getting ticketed at public events? Chemistry and Biochemistry Department had to cancel its “Saturday Morning Science” this year because the department did not have funds to pay for parking.

It is part of the concession cost of parking.

• Parking is an option
  - People can get a permit or drop students off
  • Guests will continue to secure a guest parking permit via the parking portal https://utoledo.nupark.com/v2/Portal/Login?ReturnUrl=%2Fv2%2Fportal
  • Chemistry Department can ask to be the list. But leadership has already decided this list (so may be difficult to change). Perhaps “could share cost with visitors.”
  • There are “global days” (freebies for departmental events) (e.g., “football days”).https://www.parkutoledo.com/holidays-and-global-days/?doing_wp_cron=1699367269.4391140937805175781250
  • “There is always a cost to parking, even for visitors.”
  • Give events@parkutoledo.com as much advance notice as possible regarding parking needs.

Question 5:  Are graduate students at UTMC paying more for their permits than students on Main Campus?

• • All permits are based on permit type
  • All students pay the same cost. Cost is $137 per semester x 3 semesters = $411.
  • Medical Student Board negotiated for year permit for their fiscal year ($137 x 3 = $411). Start/ stop dates different than main campus (1 July to 30 June) but cost is the same.
  • Nursing and Pharmacy students on either campus pay $137 per semester.

Question 6: Is it true that there were 35,000 (100 per day) issued in 2022?  What is the distribution of these tickets over a specific time period.

• • Out of 35,000 citations, ParkUToledo voided 33% via appeals process.
    (Please see Appendix I. ParkUToledo Annual Report).
  • Already 25,000 citations issued for 2023. 30% of these have been forgiven
    (See Chart 1.) (See Appendix II: Cost of Violations and Non-Ticket Global Holidays).

Question 7:  What is the percentage breakdown among students, faculty and staff regarding citations?

• • See chart on attached presentation report.

Question 8. People on campus view ParkUToledo as operating with impunity, without oversight and view the campus community as a source of revenue rather than as consumers of provided services. Is this a misconception?

• • ParkUToledo is non-profit; UToledo gets that money. The budget is very closely monitored and reports are provided to Mike Dennis and Brian Kulpa.
  • On debt side: ParkUToledo spent $7 million improving parking lots over past two years; plans to invest $3 million in upgrades in 2024. All are part of concession agreement.
  • Revenue is down because enrollment is down.
  • ParkUToledo has no impact on athletic parking fees -no athletic fees are passed on to ParkUToledo.
  • ParkUToledo operates on a calendar fiscal year.
  • ParkUToledo communicates with campus community, e.g., via Rocket Launch, on-campus training/presentations and signage on campus, and via QR Codes for the Park Mobile app on light posts @ parking lots. App uses “Geo Smart” parking system. (See Appendix III. Sherri Kaspar’s Presentation to Faculty Senate: 12 April, 2022).
  • Sherri Kaspar& Brian Kulpa agreed that enrollment increases could bring costs down; concession agreement expected 17,419 students in Fall 2023 with enrollment increasing periodically throughout 35-year agreement. Projected decreases in future enrollment may result in annual budget deficits.

Discussion:
Dr. Avidor-Reiss questioned whether the agreement predicts a certain amount of profit and because enrollment is down, that citations are issued to reach income to gain back losses.

Lucy Duhon replied that the committee was told that was not correct, but the reality is the university has a debt service to pay. As we fall short of enrollment number, parking fees may have to be raised and possibly for athletic events.

Questions may be directed to, Dr. Deborah Coulter-Harris.

Standing Committee Reports
Report of the Curriculum Committee
On behalf of the Graduate Council Curriculum Committee (GCCC), Dr. Timothy Mueser, presented the committee’s report.

The proposals listed below were reviewed by the members of the GCCC with recommendations to approve.
[Graduate Council unanimously approved proposals]

The proposals listed below were approved by the members of the GCCC.

Notes:

• • CIM system = program type now includes professional doctorate as an option, not just the Ph.D.
  • Pipeline Program = CIM, curricular proposals at the undergraduate and graduate level should submitted simultaneously and should match. Three (3) courses overlap, the graduate courses then apply to both degrees. We are watching those. Last year, Math had put through the undergraduate proposals but not the graduate proposals, which you see here today.
  • GCCC Report to Council Spring Semester 2024, Dr. Mai Dao, GCCC member, will present curriculum committee reports since Dr. Mueser has a conflict with his teaching schedule.
  • Deadline for Curricular Proposals Deadlines for curricular submission for inclusion in the next catalog for fall 2024 are coming up soon in early spring semester 2024, per Provost’s website, CIM page, and listed below.  The extensive number of proposals Mueser – last year pile up of proposals at end of academic year. If that extensive numbers of proposals pile up at the end of spring semester again this year, the GCCC will only be able to submit the report and will not have time discuss with Council.

Curriculum Deadlines
https://www.utoledo.edu/offices/provost/curriculumtracking/

• • All curriculum changes must be fully approved through Faculty Senate and Graduate Council before February 28, 2024 in order to have modifications with an effective term of fall 2024 and to be published in the 2024-2025 catalog. Otherwise, programs will have to wait until the following year to get these changes on the schedule.
  • Courses approved after registration is opened will be assigned an effective term for spring semester 2025. Please plan accordingly.
  • Any changes to admissions requirements must be submitted a program modification in the CIIM system.

Report of the Membership Committee
None.

Old Business
None.

New Business
Chair Lawrence reminded Council that fall commencement is scheduled for Saturday, December 16, 2023 and each of the ceremonies will include graduate students and hooding. On behalf of Council, he expressed appreciation for the honor and privilege of carrying the mace in the morning ceremony.

He extended best wishes for a successful completion of fall semester and wished all happy holidays.

Next meeting is January 23, 2024.

Adjournment
There being no further business, the Council adjourned at 1:56 p.m.