College of Graduate Studies

Graduate Council Minutes

February 6, 2024

Present:     Marcelo Alvarado-Vargas, Brian Ashburner, Qian Chen, Sharon Barnes, Larissa Barclay, Qian Chen, Mai Dao,
                    Jennifer DeVries, Jim Ferris, Timothy Fisher, Bashar Gammoh, David Giovannucci, Dan Hammel, Noela Haughton,
                    Ahmad Javaid, Andrea Kalinoski, Marcella Kehus (for Snejana Slantcheva-Durst), Kristen Keith, John Laux,
                    Patrick Lawrence, Bindu Menon, Ling Na, Megan Petra, Patricia Relue, Barbara Saltzman, Youssef Sari, Rick Francis
                    (for Connie Schall), Joseph Schmidt, Rebecca Schneider, Zahoor Shah, Hossein Sojoudi, Kuo-hui Su, Jami Taylor,
                    Varun Vaiyda, Jerry Van Hoy, Eileen Walsh, Maha Zeidan (GSA).

Absent:      Saurabh Chattopadhyay, Kandace Williams.

Excused:   

Guests:      COGS - Teri Green, Tara Hanna.

 

Call to Order, Roll Call, and Approval of Minutes
The meeting was called to order and roll called.  The Minutes of December 12, 2023 were approved.

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

• Meeting with Interim Provost Molitor - January 25, 2024
  GC Chair, DR. Patrick Lawrence and GC Vice Chair, Dr. Barbara Saltzman discussed the following with Provost Molitor:

• • Program prioritization list – shared with GC. Will discuss further on today’s agenda under Information and Discussion Items
  • Institute of American Constitutional Thought and Leadership - New entity on campus.
    GC Chair Dr. Patrick Lawrence, Vice Chair, Dr. Barbara Saltzman and GCCC Chair, Dr. Timothy Mueser met with Professor Lee Strang current acting director of the institute on January 30th regarding the curriculum processes through Graduate Council and ways we would interact with the institute.
  • Clarification of concentrations in graduate programs, which has been provided to GC Curriculum Committee – how they should be defined in terms of hours that are common or unique. Questions may be addressed to Dr. Hammel, Vice Provost for Graduate Affairs or Dr. Timothy Mueser, GCCC Chair.
  • Ongoing process of FY 25 budget planning and ways in which the Graduate Council can be consulted and engage in the process. Will hear more with on February 20, as Interim Provost will be our guest at that meeting.

• GCEC Meeting- January 30, 2024
  Discussed the issues above and prepared agenda for today.

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

• Responsible Conduct in Research Training l Saturday, April 13, 2024, 8:00 am – 12:15 pm.
  Health and Human Services Building (Main Campus) Room 1500
  We are seeking graduate faculty volunteers to lead breakout sessions, which will start around 9:30 a.m. and last about one hour. We anticipate a total of ~120-130 students, with  10 students per break-out session. For each session, we would prefer two faculty members, a senior and junior faculty member. Those who have done this in the past have found the experience enjoyable. We will provide your with materials and have a meeting to discuss the process. If interested in volunteering, please notify Teri Green.
  
  
• New Financial Aid Scholarship system
  UToledo has instituted a new scholarship award system. New students applying for foundation scholarships, including the University Fellowship, will need to be admitted and will have to create a UTAD account. If they are interested in doing the work to apply for the fellowship, creating a UTAD account should not be too difficult. Important to know that departments should not hold the admission due to wanting to award funding at the same time. You can split admission and funding. Terri Hayes handles the fellowships and scholarships. An email will be sent graduate program directors. If you know the new student is applying for the fellowship and you are concerned about rapid admission, please contact Tara Hanna.

Report of the Vice President for Research
Dr. Rick Francis, Director of Research Advancement and Information Systems, presented a report on behalf of Dr. Schall, whose schedule did not permit her to attend today.

• Outstanding Faculty Research and Scholarship Award Nominations
  Deadline is February 26, 2024
  Guidelines and Nomination Form https://www.utoledo.edu/research/rsp/ofra/
  2-5 External Letters are required. This is a one-time only award while at UToledo.
  
  
• InfoEd
  Proposal Initiation and Endorsement

• • Intake Process -everything starts in InfoEd. A Grants Coordinator is assigned to your proposal.
  • Minimum - Fill out Create Screen and Setup Questions
  • Preferred - Fill out Resource Engagement and Institutional & Proposal Attributes sections of the Intake/Endorsement eForm to speed up assistance
  • Proposal Endorsement for all sponsored projects is now through InfoEd
  • Rapid response is necessary!
  • Chairs and Deans are strongly recommended to set a delegate or delegates
  • Deans may choose an associate dean for research as a permanent alternative
  • Endorsement with budget should be completed 3 days prior to submission
  • NIH deadline was February 5, 2024. We had 10 that were due and 9 were submitted system to system from InfoEd– we pushed a button and it was submitted directly – a big victory! The one that didn’t go through was a matter of timing since the subcontract came too late.

      Budget Development
      For system-to-system (S2s) submission from InfoEd, budget development MUST be done in InfoEd using the Budget Tool,
      with endorsements completed 3 days prior to deadline.
     
      The InfoEd Budget Tool is preferred in all cases because it:
      -  Generates more accurate salary calculations
      -  Supports more detailed cost share information
      -  Provides more complete information for award setup
      -  Allows a record of the endorsed budget

      For certain programs, the Excel budget sheet can be attached rather than use the InfoEd Budget Tool. There are consequences:
      -  Personnel screen must be manually completed prior to submitting to endorsement
      -  Mismatches between the Excel sheet and InfoEd personnel screen may cause delays upon award
      -  Excel sheet may be deleted and re-uploaded after endorsement with no tracking of changes

     Tips
      -  Turn Off Popup Blockers for the Reviewer Dashboard!
           Instructions to turn them off for the InfoEd site are found in the appendix of this short guide:
           Reviewer Dashboard & Endorsement Process (PDF).
      -  If logging in takes you to a previously reviewed proposal, it is resolved by clearing the browser cache (typically in
          settings, though details vary by browser)

      Training
       InfoEd Resources webpage.  Upcoming training opportunities and library with records available.

      Budget Completion and Proposal Endorsement
      Initiate your proposal in InfoEd (replaces the Proposal Intake Form) to request assistance from ORSP on budget development
      and document preparation as early as possible.

      -  Complete the budget and route for endorsement at least 10 business days prior to proposal submission deadline for
          proposals without subrecipients
      -  15 business days prior to the submission deadline for proposals with subrecipients

Universities which require longer lead times may refuse participation if given short notification.

Report of the Graduate Student Association
Maha Zeidan, President of the Graduate Student Association (GSA) reported:

• Midwest Graduate Research Symposium – April 6, 2024
  
  
• Food Security
  We have reached out to ambassadors of Supplemental Nutrition Assistance Program (SNAP), the food assistance program in Toledo, to speak to students as part of our tabling efforts.
  Table will be staffed with graduate student representatives. So that all students know that is something available.
  
  
• Coffee Social – March (date tbd)

Information and Discussion Items
Graduate Program Prioritization 
Chair Lawrence indicated that a list had been provided Council members, which was sent to Chair Lawrence by the Provost’s Office a week prior listing the status of graduate programs under different stages of program prioritization. Before we open for comments and discussion, a few points:

First are programs currently looking to suspend admissions Fall 2024 through the CIM curriculum system.  Next group were programs previously suspended in CIM, including last year, and captured in CIM for documentation. There were a number of programs still listed in Banner, but inactive, and those were cleaned up.  This was done in consultation with Deans and Program Directors. The last group identified, by the Provost’s Office in consultation with Deans, for possible modification or suspension of admissions. At the bottom is the timeline has been ongoing.  By this May, those programs are being asked to in conversations with Deans and Provost, steps to move forward in regarding to recruiting students. These may be actionable items decided by the Deans and Graduate Program Directors this year or next year.

The role of Graduate Council in the university offering graduate programs. With shared governance we do have a role in being consulted about the University making decisions to suspend admissions or inactivate graduate programs. These changes are listed in CIM and include notification to the Graduate Council Curriculum Committee, which means Council will begin to see these in the GCCC Report to Graduate Council. We will have an opportunity to comment or seek clarification. The representatives of these graduate programs should be aware when their programs come to the GCCC and Graduate Council to be present so they can address questions that are asked by other graduate faculty of both decisions that their graduate program has made to inactivate or suspend a program we do not vote on these (we do not have the authority), but we do need to be informed.

Chair Lawrence opened the floor discussion and questions on the process.

Discussion:
Q:  How does removing multiple programs, making it less comprehensive, strengthen the institution?

Chair Lawrence replied that the University has long taken great pride in promoting in offering a variety of programs. It has been a focus of strategic planning. We are now shifting away from that on both the undergraduate and graduate levels. Resources and marketing will go into a smaller set. This will be a shift for the institution in terms of resources and support and promotion and marketing a smaller set of programs across the university. The point is well taken as we are changing a lot of the direction of the institution. I wouldn't say we are moving to more selective, but certainly not as comprehensive. Chair Lawrence asked Dr. Hammel to provide a broader philosophical commentary regarding the direction of the university.

Dr. Hammel was reminded of UToledo’s ‘MORE’ campaign, more than 200 degrees. That has caught the attention of the Board of Trustees who would like to see fewer programs. To be fair, a lot of what is occurring is clean up of many programs that have very few students. Substantially reducing the number of programs at the graduate level does pose some risks. However, as our Interim Provost has informed the Board, this will not save a lot of money and that seems to be understood. It is easier to eliminate the programs than the faculty. The University’s resources will be focused on fewer numbers or programs. you'll hear people say the university cannot be all things to all people, but frankly, we have a done a good job up to this point in offering a lot of things. At the same time, some of the program clean has needed to be done.  For example, in one program, there are 8 different concentrations that are counted as 8 different programs. This will be changed to two concentrations. Students registered in programs to be eliminated will be shifted into combined programs. The idea is that we have too many programs and we can’t continue to survive at that level. I think it will cause some reduction in enrollment, but of course, we don’t how much and that is the risk.

Q:  Are these decisions putting R1 at risk?

Dr. Hammel replied, yes, because some of the programs we are eliminating our Ph.D. programs in some cases are due to low enrollment and others because we don't have the faculty to be able to adequately teach those programs. Funding for Ph.D. programs is going to get smaller and smaller with continued budget cuts. Having said that, it is important to remember that the Chancellor's Council on a Graduate Studies (CCGS) of ODHE, the first step is to simply suspend admissions, and for most of these programs, which is what we're doing. Some are going to be deactivated, those that have not any enrollment for the past 3 - 5 years. With suspension of admissions, you have five years to get things rearranged and get that program reactivated if you want. A CCGS form is required for reactivation, which requires approval, and asks questions such as how/why is the program different, will there be more students and do you have the faculty resources to run the program. It is important to emphasize that reactivation of a program is much easier than trying to recreate a program that has been eliminated.

Q:  Chair Lawrence asked Dr. Hammel the present number of graduate programs at UToledo, before potential changes.

Dr. Hammel responded that he would need to check the number. We have around ~196 graduate majors. Keep in mind some have not enrolled students in several years and some may think there is one degree, but hadn’t realized the program was actually five degrees, for example. Some is clean up and some are real cuts to graduate programs. This will affect about 50 students. State requires well thought-out teach out plans to help students finish degrees in a timely manner.

Chair Lawrence added that once reported to the State we must make a commitment and inform state that we will teach out current students in those programs regardless of their admission status of year they are in. Students could possibly decide they do not want to finish.

Regarding cost savings, a question that comes up, especially among the tenured and tenure-track faculty, there is no provision mechanism that relates to the issue of program prioritization at the undergraduate or graduate levels suspending or inactivating programs that would impact faculty positions.

The immediate cost savings may be minimal. However, we can certainly envision scenarios where a permanent full-time faculty member teaching a 2:2 load of which one or two are in a relatively small graduate program and a decision is made for that program to be suspended or eliminated. Eventually, as those courses are taught out, those courses will no longer be offered or not have students enrolled, there would be a reallocation of resources where that faculty would need to work with the department/college for the new workload. There is the possibility here to shuffle faculty perhaps having them teaching in other areas of their expertise within their program. The other possibility is that in the future if a faculty member chooses to retire or move to another institution, then those faculty lines held by the Provost’s Office, would become subject to negotiation between the department chair whether there is a need to replace that individual or if that person has made contributions of teaching into a graduate program or programs that no longer exist, we could see a shift in allocation. There would be no role or function for a faculty line to support graduate programs that no longer exist. That is an example, albeit not immediate, but down the road, potential cost savings or reallocation of resources across colleges.

Not all Council members were persuaded.

Dr. Hammel noted that for a university this is occurring a lightning pace with the idea to have the catalog for the next academic year. The required notifications to the State via CCGS are acknowledged and to have them approved by May at CCGS requires approval up to this level (you by mid-April. After submission, there is approximately a one month waiting period for endorsement. There are some cases that have complicated issues to be addressed. And, in some cases where multiple concentrations are merged into one. These types of changes must also first go internally through the CIM curriculum system. These processes will likely take longer to complete than by May. There are some programs where the process has been halted and the deans have been selective in what they are asking for while they sort out associated issues. 

Chair Lawrence reminded Council that Dr. Hammel is referring to the immediate timeline in the first three tables on the list in which we are doing action items. The Graduate Council Curriculum Committee (GCCC) is very busy in the spring semester and even more so, with the addition of program inactivations/suspensions. The last table I highlighted 15, with my own master’s program listed, those are not going to be put into CIM with plans to inactivate/suspend Fall 2024, but those asked to consider options and discuss ideas with your college dean and Provost. It is potentially a list that could go through this cycle next year. They have been identified as low enrolled graduate programs. We are working on initiatives on our master’s program. This is a unique group of 15 programs distinct from the other.

Q: Are these decisions putting R1 status at risk?

Chair Hammel replied that we had covered this risk topic during the President’s visit with GC last month and that this topic has been raised with President and Provost multiple times. You can certainly mention again with the Provost visits with Graduate Council on February 20, 2024.

Q:  Dr. Jami Taylor was surprised to see some program listed that generate grants because grants are a part of R1 status. A
     consideration when reviewing and consolidating programs is understanding how one program interacts with other programs.
     For example, there is one program on the list that is tied to two programs not on the list. In terms of course offerings, it may
     make other programs impossible to run. That should be thought about carefully.

Dr. Hammel responded that is correct that there are inter-relationships. I think the Provost likely ran the numbers of students admitted, enrolled and graduated over last decade and sent them to the Deans. While I cannot speak for the Provost, I think the assumption was that the deans and colleges have the responsibility to review, inform and push back by indicating the program may have low numbers, but here are associated concerns. In some cases, they have done so. If the Deans do not, I would think Graduate Council would want to do so. There are reasons other than numbers to hold on to programs in some cases especially if additional investments are not needed to keep them running.

Q:  Dr. Noela Haughton asked if there is a particular desired number for enrollment or other guiding factor, particularly
     considering  the speed of the endeavor.

Chair Lawrence responded that we have known since last spring when the board approved the new strategic plan that program prioritization was in the plan and this has exercise pace has been quick. In discussions and conversations that I have been involved in over the past several weeks, no one has said there was a target number, but certainly conversations that deans have been having with programs and deans providing lists to provost were to identify lowest enrolled undergraduate and graduate programs that we need to be considering. Again, much of this is clean up and consolidation. 

However, we do need to be aware there are programs have current small numbers of students that will reduce the total offerings. It is my understanding and I think this has been stated publicly that Interim Provost Molitor is required to report to the Board of Trustees when it meets the end of February to provide an update on program prioritization as they regularly ask for updates at Board meetings on various elements within the strategic plan and progress toward targets. That is the reason for the timeframe. The number of programs and the criteria is another conversation that is being done by the Dean level with the Provost.

Dr. Hammel suggested that Council could ask the Provost when he visits with them in a couple of weeks. His impression was that if there was an original number, that the President and Provost would have discussed with Board letting them know what would potentially unrealistic or harmful. There is not a specific number. The 196 number is referencing graduate majors, not graduate programs. We are going to count programs in a slightly different way. What is proposed is a substantial reduction.

Q:  Dr. Patricia Relue posed a logistics question on the order to in which to do the following to ensure a smooth transition for
     current students.

When one program is set to close and merge with another, it is supposed be inactivated with admissions suspended for fall. What order do we do these things because we cannot suspend admissions for programs for students until we have something else to put them into? Application is open is Slate for which there are applicants.

Within CIM the existing program would need to be modified to accommodate the students going through a different capstone option while the program needs to be inactivated that some of these students are in.

Dr. Relue suggested that it would be a lot smoother to suspend applications in Slate while we work all the other processes out through the system.

Dr. Hammel responded that that talk about this specifically since it is one of the programs with a somewhat complicated situation of merging because it has more than a few students. The courses and faculty are remaining, it is just being restructured. We may need to hold off on suspending admissions until Spring 2025, followed by a curricular change. He will gladly meet to discuss.

Q:  Dr. Noela from Haughton stated that the Strategic Plan is comprised of broad guidelines from which milestones and indicators are developed and her focus is the latter. Having a Strategic Plan does not mean there is a goal. What are we trying to achieve? It is not clear.

Chair Lawrence said that milestones and timeline are being driven by the Provost’s office. If you are referring to indicators as the criteria used to identify which graduate programs should be considered for suspension of admission or inactivated, I am not aware of specific indicators provided by the Provost to the Deans. The Deans were asked to look at all of their program offerings.

Dr. Hammel added that the idea is that we are going to be reinvesting and have to complete this process first, then look at areas to focus on. Once programs are trimmed down that very small or not being offered, we can focus on the active programs.  He expressed concern for a couple of Ph.D. programs where there are not resources to continue offering but there is demand. Another point that a new Provost would want to be aware and involved in this process, which could result in some changes. To your point, Ph.D. programs are generally not intended to generate revenue and perhaps there is a general attempt to keep non-revenue programs within a very focused area and expand graduate that produce revenue and also maintain the largest and robust of the Ph.D. programs in terms of enrollments.

UToledo Institute of American Constitutional Thought and Leadership
Chair Lawrence reported that the GCEC has had conversations with the current interim director of the recently established Institute of American Constitutional Thought and Leadership, Professor Lee Strang concerning curriculum. The Institute will be hiring a permanent director and faculty over the next year or two. A quick synopsis, is that in the last state bill authorized establishment of these types of centers at several universities. In Ohio, they go by slightly different names and structures, essentially they are stand-alone academic institutions. By law of the State of Ohio that gives them authority and line item budgeting from the state budget to fund these institutions. There are various issues areas that will come up around shared governance relating to curriculum and faculty engagement. 

Our focus was discussing the graduate curriculum approval process. It was an open and engaging conversation. Consultation with other graduate programs was encouraged like when other graduate programs are proposing courses, regarding partnerships and relationships with curriculum. 

• Curricular submission in CIM and approval process up to the Graduate Council.
• Why graduate courses are created.
• Graduate courses need to be housed in a graduate program within a department or other program that has the ability to offer the curriculum.
• Offered as required or elective.

The College of Law previously had a master’s degree graduate program, faculty with graduate faculty membership and representation on the Graduate Council. Teaching graduate courses requires graduate faculty membership as students may be recommended by other graduate programs to take a particular graduate course. They may be seeking to offer a course this fall.

Dr. Jami Taylor expressed concern that a class unconnected to a graduate degree program would not qualify for financial aid.

Chair Lawrence replied that issues was raised and Professor Strang was informed this would be a factor that graduate courses would need to be tied to a graduate degree as a requirement for federal financial aid. I have also been informed by the Provost that Legal Counsel has indicated the bill provides that the Institute may create and offer curriculum.

Dr. Hammel questioned whether elective options in a different degree program could count toward the degree based on whether the program permits. However, some programs permit taking electives outside of their program. A decision traditionally between a student and their advisor.

Chair Lawrence added that existing graduate programs would need to be modified to accept new courses going through the curricular approval process. This takes willing and cooperative partners with other graduate programs per the privy of the graduate faculty who run those programs.

Dr Noela Haughton sought clarification on whether electives are required to be listed on the catalog.

Dr. Hammel responded that it is a good idea, but may not be required.  However, graduate courses taken for a degree, must be listed on the student’s plan of study. Additionally, as progress is made toward electronic degree audit process for all graduate programs, which listing of electives will become very important.

Chair Lawrence stated that continued discussions were encouraged with the Institute.

Standing Committee Reports
Report of the Curriculum Committee
Mai Dao, committee member presented. The list of proposals and link to them provided. [All proposals were approved by Council, except for #50 and #51, for which the GCCC is seeking a clarification from the COMLS committee member.]

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

Chair Lawrence reminded Council that graduate programs should have their curricular proposals submitted by posted deadlines to be effective fall 2024 and the catalog for 2024-2025.

Report of the Membership Committee
None.

Old Business
None. 

New Business
Dr. Hammel announced that there will be separate graduate ceremony on Friday, May 3, 2024 at 6:00 pm in Savage Arena, with two undergraduate ceremonies on Saturday, May 4, 2024.

Adjournment
There being no further business, the Council adjourned at 2:00 pm.