Board of Regents

Board of Regents Meeting
April 22-23, 1999
Baranof Hotel
Juneau, Alaska

Agenda PUBLIC COMMENT INFORMATION

SPECIAL NOTE:  PUBLIC TESTIMONY WILL BE HEARD FRIDAY MORNING.  Testimony will be heard beginning at approximately 8:00 a.m.  Sign-up sheets will be available starting at 7:30 a.m.

Comments are limited to three minutes per individual. Written comments are accepted and will be distributed to the Board of Regents and President Hamilton following the meeting.

 

MEETING SCHEDULE AND AGENDAS

Full agendas with references are sent to all University of Alaska campus libraries. For further information, please call the Board of Regents' Office at 474-7908 or e-mail SYBOR@alaska.edu.

 

MEETING SCHEDULE

Times for committee and full board meetings are subject to reordering or other modifications within the April 22-23, 1999 timeframe.

Thursday, April 22, 1999

8:00 a.m. - 11:30 a.m. 
Full Board will meet in Room 105, Egan Library on the University of Alaska Southeast campus to meet with faculty, staff, students, and advisory council members.

12:00 noon - 1:30 p.m. 
Full Board and President Hamilton will have lunch at the Governor's Mansion with Governor and Mrs. Knowles.

1:30 p.m. - 3:00 p.m. 
Academic and Student Affairs Committee will meet in the Treadwell Room.

Finance, Facilities, and Land Management Committee will meet in the A.J. Room.

3:00 p.m. - 4:30 p.m. 
Human Resources Committee will meet in the Treadwell Room.

6:30 p.m. - 8:30 p.m. 
Dinner for invited guests in the Treadwell Room.

Friday, April 23, 1999

7:30 a.m. - 8:00 a.m. 
Nominating Committee will meet in the A.J. Room.

8:00 a.m. - approximately 10:00 a.m. 
Full Board will meet in the Treadwell Room to hear Public Testimony.

10:00 a.m. - 12:00 noon 
Committee of the Whole will meet in the Treadwell Room.

12:00 noon - 1:30 p.m. 
LUNCH BREAK - NO ACTIVITIES ARE SCHEDULED

1:30 p.m. - 3:00 p.m. 
Committee of the Whole will resume in the Treadwell Room.

3:00 p.m. - 5:00 p.m. 
Full Board meeting will resume in the Treadwell Room. An Executive Session is scheduled to be held near the end of this meeting and is expected to last one hour.

 

Messages can be left at the Baranof Hotel: 586-2660, fax: 586-8315. Messages should indicate that they are for participants in the Board of Regents' meeting.

 

 

AGENDAS

 

Agenda 
Board of Regents 
Academic and Student Affairs Committee 
Thursday, April 22, 1999; *1:30 p.m. - 3:00 p.m.
Treadwell Room, Baranof Hotel
Juneau, Alaska

Committee Members
Chancy Croft, Chair 
Annette M. Nelson-Wright 
Brian D. Rogers 
Frances H. Rose
Joe J. Thomas 
Michael J. Burns, President

 

I.   Call to Order

II.   Adoption of Agenda

MOTION

"The Academic and Student Affairs Committee adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Full Board Consent Agenda

A. Approval of Regents' Policy 09.07 - Student Organizations

B. Deletion of Regents' Policy 09.91 - Student Self-Government and Revision and Renumbering of Regents' Policy 09.92 - Student Activity Fee

C. Approval of a Coding Specialist Certificate in the Health Information Management Program at the University of Alaska Southeast

IV. Presentation: Institutional Accreditation

V. New Business

VI. Future Agenda Items

VII. Adjourn

This motion is effective April 22, 1999."

III.   Full Board Consent Agenda

A.   Approval of Regents' Policy 09.07 - Student Organizations - Reference 1

The proposed policy regarding student organizations, presented in Reference 1a, received first and second readings at the August and October 1998 meetings, was reviewed and approved as written by the Faculty Alliance and Coalition of Student Leaders in the fall, and reviewed again by the Academic and Student Affairs Committee in February 1999.

The salient features of the policy are as follows.

· The policy recognizes in the "General Statement" the value of broadening student educational, social, cultural, recreational, and leadership experiences and opportunities for personal growth that can be gained through membership in or exposure to a variety of student organizations. Language new since the February 1999 draft draws upon current policy to this effect expressed in Regents' Policy 09.92 - Student Activity Fees (Reference 2b). Additionally, student government organizations can direct funding derived from mandatory student fees to student organizations in support of providing such experiences and opportunities (09.07.05.G).

· In order to provide a campus environment that "offer[s] a variety of learning options, . . respects[s] and encourage[s] diversity within the university community, . . [and] support[s] free expression through reasoned discourse" (Regents' Policy 09.01.01.C), and to provide guidance on legal requirements, the policy provides that no student organization may be denied access to university funding, facilities, or services on the basis of the views espoused by its members (09.07.03; 09.07.05.G).

· The policy stresses that affiliation of an organization with the university through registration does not imply an endorsement of the views, goals, or objectives of an organization, but rather reflects the university's commitment to a campus environment supportive of free expression through reasoned discourse (09.07.01; 09.07.03).

· The policy ensures that student organizations recognize an obligation not to represent their views or actions as attributable to or endorsed by the university (09.07.03, 09.07.04.C.4) or student government (09.07.05.G), and - new since the February meeting - not to state or imply that they speak for or represent anyone other than their membership (09.07.04.C.5).

· While providing for oversight of student constitutions and bylaws, it streamlines the process for amending student government bylaws in order not to hamper the organizations in adapting their procedures to current situations (09.07.05.B and University Regulation 09.07.05, Reference 1b).

Recent court cases have raised issues regarding the ability of students who object to certain student organizations to restrict their mandatory activity fees from being used in support of these organizations. The U.S. Supreme Court has decided to review one of these cases in October. It is the recommendation of the president and chancellors that the policy be adopted as presented in Reference 1a and that the policy and regulation not be further revised to address this issue until the Supreme Court provides further clarification on the constitutional issues involved. In the interim, student government organizations have been and will be counseled regarding the potential implications of providing funding to organizations to lobby or otherwise press for the application of their political or ideological viewpoints.

The Academic and Student Affairs Committee, at the February 1999 meeting, asked for consideration of limiting the use of the name of the university in conjunction with the name of the organization. Such limitation is not recommended, however, since a) in most instances the university benefits from association by name with student organizations; b) limitations would be difficult to enforce; and c) little to no legal protection from liability would accrue. However, on a related matter, a statement is proposed for University Regulation 09.07.04, Reference 2b, that would require licensure of student organizations for use of university logos, trademarks, or servicemarks.

The President recommends that:

MOTION

"The Academic and Student Affairs Committee recommends that the Board of Regents approve the proposal for Regents' Policy 09.02 - Student Organizations as presented in Reference 1a. This motion is effective April 22, 1999."

B.   Deletion of Regents' Policy 09.91 - Student Self-Government and Revision of Regents' Policy 09.92 - Student Activity Fee - Reference 2

In effect, the adoption of Regents' Policy 09.07 - Student Organizations would revise the first four paragraphs of current Regents' Policy 09.91 - Student Self-Government, presented in Reference 2a. The fifth paragraph addresses the university's right to assess, collect, disburse, and audit student activity fees. As such, it is recommended for inclusion in the current Regents' Policy 09.92 - Student Activity Fees to become the second paragraph, as presented in Reference 2b. With the adoption of Regents' Policy 09.07 - Student Organizations and the above amendment to Regents' Policy 09.92 - Student Activity Fees, Regents' Policy 09.91 - Student Self-Government is recommended for deletion.

Further amendment is recommended for Regents' Policy 09.92 - Student Activity Fees. The last two paragraphs of the policy address the review of student government organization budgets by the Board of Regents, and stipulate that student government organizations must comply with university policies and regulations. Since these topics are addressed in the proposed Regents' Policy 09.07 - Student Organizations, these paragraphs are recommended for deletion from Policy 09.92. The proposed changes to Regents' Policy 09.92 - Student Activity Fees are presented in Reference 2b. This policy and others relating to student fees are currently under review; further amendments may be brought forward in the future.

The President recommends that:

MOTION

"The Academic and Student Affairs Committee recommends that the Board of Regents delete Regents' Policy 09.91 - Student Self-Government and approve the proposal for revision of Regents' Policy 09.92 - Student Activity Fees as presented in Reference 2b. This motion is effective April 22, 1999."

C.   Approval of a Coding Specialist Certificate in the Health Information Management Program at the University of Alaska Southeast - Reference 3

Statewide distance delivery of the UAS Associate of Applied Science program in Health Information Management (HIM) program was begun by the Sitka Campus in 1992 following its approval by the Board of Regents. As the only distance delivered HIM program nationwide, delivery was expanded to Wyoming and New Mexico in 1995. Since 1995, 37 students have been graduated; seven more are expected this year. The program is accredited by the Commission on Accreditation of Allied Health Programs of the American Medical Association and the American Health Information Management Association.

An additional 200 students have taken courses for job-specific training, particularly in the area of medical terminology and medical coding - the translation of narrative diagnoses and procedures to numerical data. UAS feels there is a significant enough market for coding skills to offer an entry-level specialized credential verifying the acquisition of the skills needed in this specialty. The job outlook for coding specialists is quite favorable: the vacancy rate is high, and employers are seeking training for other employees already in place. Indeed, acquisition of the coding training has encouraged students to return for the complete associate's degree and consequent job upgrade.

UAS would be able to provide training specific for a coding specialist with the addition of one course to the program. Additional resources needed for such expansion are anticipated to be covered by the additional tuition revenue generated. A complete description of the proposal is presented in Reference 3.

The President recommends:

MOTION

"The Academic and Student Affairs Committee recommends that the Board of Regents approve a Coding Specialist Certificate for the Health Information Management Program at the University of Alaska Southeast. This motion is effective April 22, 1999."

IV.   Presentation:   Institutional Accreditation

In the United States, educational institutions voluntarily undergo an accreditation process in order to be recognized for a level of performance, integrity, and quality that should entitle them to the confidence of the educational community and the public. Institutional accreditation is performed by regional accrediting associations. Institutions in Alaska are reviewed periodically by the Commission on Colleges of the Northwest Association of Schools and Colleges. UAS will be visited in the fall of 1999, followed by UAA in 2000, and UAF in 2001. Preparation for the review involves several years of intensive self-study.

The process of accreditation and the value to the institution of undertaking a self-study and receiving accreditation will be presented by the co-chairs of the UAS Self-Study Committee, David Marvel, Associate Professor of Education and head of the MAT program in secondary education, and Rita Johnson, Assistant Professor of Library Services and Technical Services Librarian. Dr. Marvel has made presentations for the Northwest Association of Schools and Colleges to assist institutions in their preparations for self-study.

V.    New Business

VI.   Future Agenda Items

VII.   Adjourn

 

Agenda 
Board of Regents 
Finance, Facilities and Land Management Committee 
Thursday, April 22; *1:30 p.m. - 3:00 p.m.
A.J. Room, Baranof Hotel
Juneau, Alaska

Committee Members
Elsa Froehlich Demeksa, Chair 
Mary Jane Fate 
Robert A. Malone
R. Danforth Ogg 
Joseph E. Usibelli, Jr.
Michael J. Burns, President

 

I.   Call to Order

II.   Adoption of Agenda

MOTION:

"The Finance, Facilities, and Land Management Committee adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Full Board Consent Agenda

A. Approval of a Project for Construction of Improvements at the UAF Poker Flat Research Range and Lease of Same with Support Services

IV. Ongoing Issues

A. Status Report on UAF Food Service

B. Status Report on Coal-Water Fuel Project

C. Status Report on Construction in Progress

D. Consolidated Fund, Investment Performance Report

V. New Business

A. Lease of a Student Union Facility at UAS

VI. Future Agenda Items

VII. Adjourn

This motion is effective April 22, 1999."

III.   Full Board Consent Agenda

A.   Approval of a Project for Construction of Improvements at the UAF Poker Flat Research Range and Lease of Same with Support Services Reference 4

In support of the Poker Flat Research Range ("PFRR"), located approximately 40 miles northeast of Fairbanks, the university owns 6,000 acres, leases 5,000 acres from the state of Alaska, and has special state permits and designations covering several thousand additional acres. The bulk of the improvements have been constructed or provided by various federal agencies that technically own those facilities within which the university operates. There is generous latitude to use those facilities for various university programs not related to the research contracts and annual operating agreements with the federal agencies. The bulk of the PFRR infrastructure can support substantially more activity than currently occurs at the site.

Currently, AlliedSignal Technical Services Corporation provides support services to NASA at the PFRR with a staff of eight employees. AlliedSignal Technical Services Corporation is a subsidiary of AlliedSignal Inc. ("ALD"), a fully diversified corporation with annual sales of $15 billion. DataLynx™ is a newly formed, wholly-owned subsidiary of AlliedSignal Technical Services Corporation and consists of ground stations, operations centers, and a dedicated communications infrastructure to provide satellite flight control and data management for commercial and government customers. DataLynx complements AlliedSignal's skills in flight operations and telemetry data processing. DataLynx will be fully operational by May 2000 with a control center located in the Washington, D.C. area. The first autonomous ground tracking station will be in Fairbanks and will use AlliedSignal's proven Low Earth Orbiter Terminal technology to receive data passes using minimal on-site personnel. DataLynx must have its facility in Fairbanks by July 20, 1999 so that remaining critical path equipment installation and systems integrations can proceed on schedule. The second of eight eventual ground stations is planned for Norway.

DataLynx has approached the university about the possibility of jointly developing a tracking station at PFRR in a way that meets the needs of DataLynx's customers and provides for training opportunities for university students in a rapidly evolving field. Training applicable to the data acquisition, manipulation, and processing to be associated with the Alaska site would be directly transferable to other sites. Such training would also provide a competitive advantage to students seeking job opportunities in the more developed but less rapidly expanding fields of ground systems and services and launch operations. Initial activity in Alaska would involve data acquisition and support of that hardware/software only. If download activities are not physically located within close proximity to readily available university researchers, activity may always be so limited.

The Geophysical Institute proposes to develop facilities to provide for DataLynx's incremental needs at PFRR and lease such facilities to DataLynx at terms that allow cost recovery from its customers. This will essentially consist of one or more 50' by 50' concrete pads with suitable mounts for large (13-meter) antennae, extension of utilities to such site(s), and adaptation or construction of equipment/operations space.

It should be noted that in a competitive market such as Fairbanks, the higher costs associated with university construction will not increase the market rental value of the improvements; therefore, such excess costs may not be directly recovered. However, site convenience or location may allow increased rents to substantially offset such costs. If a sufficient location premium cannot be negotiated, the term of the initial lease is not sufficient to recover capital and financing costs, or the lease is not extended for a longer period, the transaction could result in a net loss associated with the physical improvements.

Some of the improvements are likely to be located on land leased from the state of Alaska. This 50-year, no-cost lease does not automatically allow the contemplated activity, but does preclude the state Department of Natural Resources ("DNR") from allowing other parties to enter onto the land for such activities. It is uncertain as to the amount of rent that DNR will charge the university to allow this additional activity on the land, or the formalities to be required, but preliminary discussions have indicated that our request appears within normal parameters and will be acted upon in due course. There is some risk to both DataLynx and the university if DNR unduly delays authorizing documents or sets unfairly high rental requirements. UAF is also investigating any risks or adverse impacts that such development activities may have on the ongoing federal agency support of PFRR.

If the project goes forward, the administration proposes to advance funding for the cost of construction from one or more of the following sources, at the discretion of the vice president for finance: (1) current funds, (2) borrowed funds perhaps pledging other university assets to secure favorable interest rates, or (3) endowment inflation-proofing funds. The Geophysical Institute has agreed to reimburse to the respective funding source, even if the endeavor results in a loss or is discontinued.

The proposed arrangement with DataLynx requires public notice prior to the creation of a long-term facility-use agreement or lease agreement for the improvements. Because of the evolving nature of the aerospace industry, other parties may respond with an expression of interest to similarly lease such facilities. Such additional activity would have to be addressed on a case-by-case basis. The status of AlliedSignal as federal contractor at PFRR does minimize the coordination efforts required for such ancillary activities in the near term.

Although the analysis is not complete and there are many loose ends at this time, the Geophysical Institute believes that developing this and similar relationships with the aerospace industry will be to the long-term benefit of the university and the state of Alaska. If the university is to be successful in meeting DataLynx's critical July 20 operational date, it must quickly complete project design, cost estimates, bidding, and construction. DataLynx and PFRR are currently coordinating this effort with UAF's Department of Design and Construction. Reference 4 describes some of the essential elements of the agreement to be developed with DataLynx.

As of this writing, the campus administration believes that the total project cost will not exceed the $500,000 threshold amount requiring the approval of the Board of Regents; however, due to the nature of and schedule for completion of this effort, Board approval is being requested to proceed with the project. Vice Chancellor Frank Williams will present to the committee an update regarding the proposed budget for the project and information regarding the current status of the project, the agreement with DataLynx, and any unresolved issues.

The President recommends that:

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents:

1.   approve the DataLynx project for construction of improvements at the UAF Poker Flat Research Range, not to exceed a total project cost of $500,000, and the plan for entering into a facility-use/lease agreement with DataLynx including support services and opportunities for research, data analysis, and employment and training for students; and

2.   authorize the administration to execute such documents as may be necessary to implement the plan, provided that the vice president for finance determines that the initiative is in the best long-term interests of the university, considering benefits to the university research and instructional programs.

This motion is effective April 22, 1999."

IV.   Ongoing Issues

A.   Status Report on UAF Food Service

At the November 20, 1998 Board of Regents' meeting, the Board approved the expenditure of up to $750,000 of the UAF Housing System deferred maintenance funding for planning and scoping the renovation of food service facilities, subject to approval by the university president of a budget for expenditure of the planning funds. The UAF administration and various focus groups and committees have been working on the project. Although, as of this writing, a formal budget proposal has not been presented to the president, preliminary information indicates that the campus may want to expand their request to include some improvements to the food service facilities to address some minor but critical needs.

Vice Chancellor Frank Williams will provide a report on the current status of the UAF Food Service Enhancement Project. If any change in the original authorization of the Board of Regents is requested, a draft motion will be presented to the committee

B.   Status Report on the Coal-Water Fuel Project

Vice Chancellor Frank Williams will provide a report on the current status of the Coal-Water Fuel Project.

This is an information item; no action is required.

C.   Status Report on Construction in Progress Reference 5

A status report for construction projects approved by the Board of Regents and in progress is included in Reference 5 for the convenience of the Board. Representatives from each MAU will be available to address any questions of the committee.

This is an information item; no action is required.

D.   Consolidated Fund, Investment Performance Report

Effective July 1, 1997, the Board of Regents and the University of Alaska Foundation agreed to combine the investable resources of the university's land-grant endowment fund and the foundation's endowment fund for investment purposes. The foundation's Investment Committee oversees the investment management of these funds (The Consolidated Fund). Interim Vice President Lynch will present a report on the performance of the Consolidated Fund for the six months ended December 31, 1998.

This is an information item; no action is required.

V.   New Business

A.   Lease of a Student Union Facility at UAS

The University of Alaska Southeast (UAS) has determined that establishing a student union is essential in order to maintain enrollment on the Juneau campus. A number of student satisfaction surveys have identified the failure to provide a gathering place or student-union-type facility as the principal reasons for not continuing their education at UAS. The campus administration and student leadership believe that the need is critical at this time and must be addressed immediately. It should be noted that the student union is a place for students to meet, converse, socialize, and host entertainment. It is not a substitute for the recreation facility that is also a high priority for the campus.

The administration has initiated discussions with the owners of a facility, formerly known as Horton's Hardware, for use of that facility as a student center. Chancellor Marshall Lind, Dean John Pugh and other members of the UAS administration will be available to explain their proposal for use of the facility as a student union and answer any questions members of the Board of Regents may have.

This presentation is intended to be an information item regarding the status of the proposal. As of this writing, no formal action by the Board of Regents is anticipated.

VI.   Future Agenda Items

VII.  Adjourn

 

Agenda 
Board of Regents 
Human Resources Committee 
Thursday,  April 22, 1999; *3:00 p.m. - 4:30 p.m.
Treadwell Room, Baranof Hotel 
Juneau, Alaska

 

Committee Members
Joe J. Thomas, Chair 
Chancy Croft 
Annette M. Nelson-Wright 
Brian D. Rogers 
Frances H. Rose
Michael J. Burns, President

I.    Call to Order

II.   Adoption of Agenda

MOTION

"The Human Resources Committee adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Full Board Consent Agenda

A. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program Participants

B. Approval of Policy 04.08 - Dispute and Grievance Resolution

IV. Ongoing Business

A. Labor Relations Report

B. Health Benefits Update

V. New Business

VI. Future Agenda Items

VII. Adjourn

This motion is effective April 22, 1999."

III.   Full Board Consent Agenda

A.   Approval of Temporary Re-Employment for FY99 Retirement Incentive Program Participants

Alaska statutes governing the University of Alaska's Retirement Incentive Program (RIP) provide that, "the University of Alaska may enter into a personal services contract with an individual who was appointed to retirement under sections 22-35 of this act if the Board of Regents for the University of Alaska … determines that there is a compelling reason to do so because of the individual's specialized or extensive experience that relates to a particular program or project of the … university."

The President recommends that:

MOTION

"The Human Resources Committee recommends that the Board of Regents approve the appointment of Brenda Baxter, Eleanor Evans, Patty Kastelic, James Langhoff, Jean Linthwaite, Johni Meshell, Eleanor Schaff, Val Scullion, Carolyne Wallace, and Irma Jean Zito, to a temporary position or project contract, not to exceed 49 percent of their previous base salary. These appointments may not include retirement, health or leave benefits, except social security replacement if required by the IRS. This motion is effective April 22, 1999."

B.   Approval of Policy 04.08 - Dispute and Grievance Resolution Reference 6

Regents' Policy 04.08.08 - Grievance Procedure, is the employment-related dispute resolution process for approximately 2,100 UA employees who are not represented by a bargaining agent. University employees represented by bargaining agents are subject to the grievance processes in their collective bargaining agreement.

The current policy relating to dispute and grievance resolution was adopted in June 1993 subsequent to the passage of legislation that exempted the university from the administrative adjudicatory provisions of the Alaska Administrative Procedures Act (APA). Substantial changes are required to eliminate process ambiguities and inconsistencies that have become evident as a result of the university's experience during the past five years. The university was in the process of reviewing and amending this policy during the 1996-97 academic year. The policy reconsideration was suspended during the representation election periods for the United Academics and the UACEA classified unit.

It is in the mutual best interests of the University of Alaska administration and its employees to have an effective and efficient internal dispute resolution and grievance policy. This policy must provide a detailed process that avoids multiple proceedings relating to the same or similar issues, adequate due process for a wide variety of employment related disputes and create adequate written record of both the process and the university's actions and decisions.

The policy must be consistent with recent court decisions relating to public sector employment. During the past five years, the grievances that have been filed, while not numerous, have been extremely complicated and have in most instances involved legal representation for both grievants and respondents. This legal and procedural complexity make the objective of "prompt, fair and equitable resolution . . . at the earliest possible time" extremely difficult to meet given the current policy's procedures and use of grievance councils and hearing panels. Several cases have been remanded back to the university by the courts for hearing after the grievance council originally declined to hold a hearing or for other procedural fault.

The 1st reading of this draft policy occurred at the Board of Regents' meeting in Anchorage on November 19, 1998. Since that time, substantial redrafting has occurred as a result of a thorough review by university staff attorneys and an employee workshop. The workshop teleconference, which took place on January 8, 1999, included representatives from governance, current and past MAU grievance councils, and other interested staff. The draft policy was also loaded to the Board of Regents' web site to ensure the widest possible access to the draft.

The 2nd draft was reviewed at the Board of Regents' meeting in Juneau on February 18, 1999. The draft continued to emphasize informal resolution and mediation processes while recommending the appointment of qualified hearing officers to conduct the evidentiary hearing and to make recommendation to the chancellor or president as appropriate when formal hearings are required. Grievants who are not satisfied with the decision of the chancellor may seek a discretionary review by the president as the university's final decision. This draft more clearly specified the detailed process and timelines required in an adversarial proceeding as a protection to all parties.

The final draft is attached as Reference 6 and is presented for board approval. The two revisions made by the Human Resources Committee at the last meeting have been incorporated and are noted in bold. Staff Alliance and all local staff governance organizations have passed motions approving the current draft.

The President recommends that:

MOTION

"The Human Resources Committee recommends that the Board of Regents approve Regents' Policy 04.08 - Dispute and Grievance Resolution, as presented in Reference 6.

This policy supercedes existing policy as to all grievances arising on or after April 26, 1999, or in which the Step 3 filing is made on or after April 26, 1999, and to all ongoing grievances in which the grievant and the University agree to elect to proceed under this policy.

This motion is effective April 22, 1999."

IV.   Ongoing Business

A.   Labor Relations Report Reference 7

Executive Director Kastelic will provide information on labor relations activities relating to the UACEA, ACCFT, United Academics, United Academic-Adjuncts, and other labor relations issues.

B.   Health Benefits Update

Regents' Policy and University Regulation 04.05.09 require that the University of Alaska (UA) provide a health insurance plan for benefit-eligible employees and their families. In 1997, the Board of Regents approved moving the funding of the health care plan to a defined contribution model. The university capped the maximum amount that it will pay on behalf of employees and their dependents towards the cost of the plan.

Calendar year 1999 is the first time employees have been required to make a contribution toward the cost of their own health care coverage. For this calendar year, all employees are paying an annual amount of $285 because the overall cost of the health care plan exceeded the university's cap in FY98. If the health care plan and/or the dependent charges are not modified, and claims costs increase at the predicted rate, employees may have to pay between $800 and $1,500 annually regardless of their own health care service needs or use by calendar year 2002.

Unfortunately, there are limited means to control health care cost inflation in the State of Alaska. Over the past 18 months, discussions with employee task forces, the regional personnel directors, UA benefit consultants, William Mercer Inc., and the university's health care plan administrator, Blue Cross Blue Shield of Alaska, helped the University to create a plan design option for implementation on January 1, 2000. The proposed plan increases dependent charges and shifts more of the first dollar costs of health care services to employees who use the health care plan while maximizing the savings derived from a network of provider contracts. Additionally, since the UA plan has not been substantially revised for several years, there are administrative changes that will reduce plan administration complexity and cost.

Although the university is essentially self-insured, we are required to publicly bid the health care claims administration every five years. The current contract with Blue Cross Blue Shield will expire in December 1999.

Subsequent to the February 1999 Board of Regents' meeting, staff alliance and all local governance groups have passed motions endorsing the UA 2000 health care plan design for non-represented employees. The local governance groups selected representatives to serve on the Request for Proposal (RFP) development committee and they have had three meetings since April 1, 1999. As a result of the resolutions and the RFP committee's review, the president has approved the UA 2000 plan as outlined in previous communications and the RFP process in on schedule.

This is an information item; no action is required.

V.   New Business

VI.   Future Agenda Items

VII.   Adjourn

 

Agenda 
Board of Regents 
Nominating Committee 
Friday, April 23; *7:30 a.m. - 8:00 a.m. 
A.J. Room, Baranof Hotel
Juneau, Alaska

 

Committee Members
Joe J. Thomas, Chair 
Elsa Froehlich Demeksa 
Mary Jane Fate 
Annette M. Nelson-Wright 
Joseph E. Usibelli, Jr.
Michael J. Burns, President

 

I.    Call to Order

II.   Adoption of Agenda

MOTION

"The Nominating Committee adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Discussion Regarding Slate of Candidates for FY00 Board of Regents Officers

IV. Other Items of Concern

V. Future Agenda Items

VI. Adjourn

This motion is effective April 23, 1999."

III.   Discussion Regarding Slate of Candidates for FY00 Board of Regents Officers

Committee members will discuss a possible slate of candidates for board officer positions. Elections for officers will occur at the annual meeting on June 4, 1999.

IV.   Other Items of Concern

V.    Future Agenda Items

VI.   Adjourn

 

Agenda 
Board of Regents 
Committee of the Whole 
Friday, April 23, 1999; *10:00 a.m. - 3:00 p.m.
Treadwell Room, Baranof Hotel 
Juneau, Alaska

I.    Call to Order

II.  Adoption of Agenda

MOTION

"The Committee of the Whole adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Presentations

A. Information Technology

B. Alaska Quality Education Initiative

IV. Full Board Consent Agenda

A. Acceptance of Administrative Cost Savings

B. Approval of Resolution regarding Federal Need-Based Financial Aid Programs

V. Ongoing Issues

A. Discussion Regarding FY2001 Budget Request

B. Legislative Update

VI. New Business

A. 1st Reading of Information Resources Policy

B. 1st Reading of Board of Regents' Bylaws Revisions

VII. Future Agenda Items

VIII. Adjourn

This motion is effective April 23, 1999."

III.   Presentations

A.   Information Technology [Set for 10:00 a.m.]

Steve Smith, UA Chief Technology Officer, will lead a presentation on information technology in the university and Alaska. Also participating will be Dr. Alex Hills, Vice Provost and Chief Information Officer for Carnegie Mellon University, and Dr. Jason Ohler, Associate Professor of Education at UAS. The presentation will include an overview on information technology within UA and Alaska in general, the state of the art and emerging trends in information technology, and the needs of the university for information technology to deliver its programs.

B.   Alaska Quality Education Initiative [Set for 1:30 p.m.]

Rick Cross, Acting Commissioner of Education for the Alaska Department of Education, and President Hamilton, will discuss with the board progress made on the Alaska Quality Education Initiative (AQEI) and its impacts on the University of Alaska. Faculty Alliance President Lauren Bruce will also share faculty perspectives regarding the impact of AQEI.

IV.   Full Board Consent Agenda

A.  Acceptance of Administrative Cost Savings

In November 1997 following an internal review of administrative services delivery and organization, the Board of Regents approved a motion that directed President Komisar to, "… re-engineer functions and the organization to produce executive/ administrative cost reductions … of $10 million over the next four years beginning with FY99." President Komisar had estimated that $6 million in administrative savings could be achieved through redesign. However, FY98 budget constraints necessitated significant cost reductions that were not taken into account at that time. As described in the table below, in FY98 and FY99 the university ultimately identified administrative cost savings of approximately $11.5 million.

[Note:  this table would not download - please reach Board Office at sybor@alaska.edu for hard copy transfer.]

These administrative savings put UA below the expected administrative cost level relative of other public higher education systems. Based on FY96 expenditure data of eight other public systems of higher education adjusted for system size, the University of Alaska's primary administrative expenditures (institutional support and academic support) were approximately $2 million below the expected level.

Regent Chancy Croft had previously indicated that the regents should recognize the sacrifices made by the university community in achieving these savings and accept them as satisfying the Board's administrative reduction targets.

The President recommends that:

MOTION

"The Committee of the Whole recommends that the Board of Regents recognizes the substantial efforts and sacrifices made by the university community in achieving approximately $11.5 million in administrative cost savings, and accepts these savings as satisfying the administrative reduction target of $10 million set forth in November 1997. This motion is effective April 23, 1999."

B.   Approval of Resolution regarding Federal Need-Based Financial Aid Programs Reference 8

On April 2, 1999, the Coalition of Student Leaders passed the following motion:

"The Coalition of Student Leaders of the University of Alaska hereby requests that the University of Alaska Board of Regents pass a resolution at its April 22-23, 1999 meeting in support of increases to federal need-based financial aid programs."

President Hamilton has reviewed this request and agreed to forward the Coalition's resolution to the board for its approval. Background information, an explanation of the impact on University of Alaska students, and a copy of the congressional record are included as Reference 8.

RESOLUTION

WHEREAS, the Board of Regents of the University of Alaska is committed to increasing access to higher education to needy Alaskan students; and

WHEREAS, the cost of higher education has increased significantly during the last decade; and

WHEREAS, needy students are now borrowing approximately as much as their wealthier counterparts to finance higher education; and

WHEREAS, recipients of bachelor's degrees earn more and experience less unemployment than high school graduates; and

 

WHEREAS, need-based financial aid allows greater access to higher education for low income citizens; and

WHEREAS, Pell Grant awards have failed to keep pace with inflation during the last ten years, threatening access to higher education for Alaska's neediest students;

WHEREAS, on March 25, 1999, the United States Senate agreed to Amendment Number 247 of the Concurrent Resolution on the Budget for the Fiscal Year 2000; and

WHEREAS, this amendment calls for the following increases to need-based financial aid:

(1) an increase to the maximum Federal Pell Grant award by $400;

(2) an increase for the Federal Supplemental Educational Opportunity Grants Program of $65,000,000;

(3) an increase for the Federal capital contributions under the Federal Perkins Loan Program of $35,000,000;

(4) an increase for the Leveraging Educational Assistance Partnership Program of $50,000,000;

(5) an increase for the Federal Work-Study Program of $64,000,000;

(6) an increase for the Federal TRIO Programs of $100,000,000; and

WHEREAS, this amendment shows that the United States Senate is committed to providing access to higher education to needy students;

NOW, THEREFORE IT BE RESOLVED, that the Board of Regents encourages the United States to continue its support of funding increases for need-based financial aid programs; and

BE IT FURTHER RESOLVED, that copies of this resolution be sent to the members of Alaska's Congressional delegation, with an official copy to be incorporated into the official minutes of the April 22-23, 1999 meeting of the University of Alaska Board of Regents.

The President recommends that:

MOTION

"The Committee of the Whole recommends that the Board of Regents approve the resolution regarding federal need-based financial aid programs. This motion is effective April 23, 1999."

V.   Ongoing Issues

A.   Discussion Regarding FY2001 Budget Request

President Mark Hamilton will lead a discussion with the Board of Regents regarding budget planning for FY2001. FY2001 represents the second year in a 3-year plan to put UA on track. The three-year plan calls for three consecutive general fund request increments of $16.3 million. Three $16.3 million increments will bring general fund support to the FY96 appropriation level plus 1 percent real growth. This is the minimum amount considered necessary to provide the quality academic programs necessary to attract Alaska's youth, to support essential diversification of Alaska's economy, and to provide the university with the ability to appropriately respond to state needs.

President Hamilton will help focus the university's FY2001 budget request on strategic initiatives. As state needs and appropriate responses are being identified, several initiatives are emerging. Over the coming months, these initiatives will be evaluated in relation to their impact on the six basic planning elements or considerations: the state, students, faculty and staff, technology, facilities, and academic and research programs. Through the evaluation process, strategic initiatives for the university will unfold to form the FY2001 request.

This is an information item; no action is required.

B.   Legislative Update

Wendy Redman, Vice President for University Relations, and Ann Ringstad, Director of Government Relations, will report on issues of concern regarding the current legislative session.

VI.   New Business

A.   1st Reading of Information Resources Policy Reference 9

Steve Smith, UA Chief Technology Officer, will present proposed changes to Regents' Policy on Information Resources.

The current policy for Information Resources, entitled "Information Technology", was created in 1995. Since that time there have been many developments affecting electronic communications, including the expansion of the internet and the world-wide web. When work began over a year ago to update the Information Resources policy to meet this changing environment, it became apparent that the existing policy does not cover many areas where technology has opened new possibilities and new liabilities. For example, current policy does not deal adequately with such vital issues as security and access, nor does it recognize the dynamic nature of Information Resources.

For these reasons, the Information Resources policy has been completely rewritten and retitled and is presented here for board review. The proposed revision attempts to incorporate current issues as well as be flexible enough to encompass new developments as they occur, both anticipated and unanticipated. It is further recommended that this policy be moved from Part VIII - General Provisions to Part II - Administration.

This is the first reading of the proposed revision and is presented for information and discussion purposes only. No action is required.

B.   1st Reading of Board of Regents' Bylaws Revisions Reference 10

Over the course of the last year, the Board of Regents' Bylaws, codified as Regents' Policy 01.01, have been under review by the administration. As a result of this review, the bylaws are hereby presented in Reference 10B for a first reading by the board.

Technical corrections have been made to the bylaws and are indicated either by bold print or overscore. In addition to these technical corrections, major issues of policy have also been raised. These issues are explained in detail in Reference 10A with the administration's recommendations regarding each issue.

Following this first review and the incorporation of board member comments, the bylaws will be presented to the board for approval at the June 1999 meeting.

VII.   Future Agenda Items

VIII.   Adjourn

 

Agenda 
Board of Regents 
Meeting of the Full Board 
Friday, April 23, 1999 
*8:00 a.m. - 10:00 a.m. and 3:00 p.m. - 5:00 p.m. 
Treadwell Room, Baranof Hotel
Juneau, Alaska

 

I.    Call to Order

II.   Adoption of Agenda

MOTION

"The Board of Regents adopts the agenda as presented.

I. Call to Order

II. Adoption of Agenda

III. Approval of Minutes

IV. Welcome and Introduction of New Board Members

V. Approval of Resolution of Appreciation for Regent Annette M. Nelson-Wright

VI. Public Testimony

VII. University President's Report

VIII. Consent Agenda

A. Academic and Student Affairs Committee
1. Approval of Regents' Policy 09.07 - Student Organizations

2. Deletion of Regents' Policy 09.91 - Student Self-Government and Revision and Renumbering of Regents' Policy 09.92 - Student Activity Fee

3. Approval of a Coding Specialist Certificate in the Health Information Management Program at the University of Alaska Southeast

B. Finance, Facilities and Land Management Committee

1. Approval of a Project for Construction of Improvements at the UAF Poker Flat Research Range and Lease of Same with Support Services

C. Human Resources Committee

1. Approval of Temporary Re-Employment for FY99 Retirement Incentive Program Participants

2. Approval of Policy 04.08 - Dispute and Grievance Resolution

D. Committee of the Whole

1. Acceptance of Administrative Cost Savings

2. Approval of Resolution regarding Federal Need-Based Financial Aid Programs

IX. New Business and Committee Reports

A. Academic and Student Affairs Committee

B. Audit Committee

C. Committee of the Whole

D. Finance, Facilities and Land Management Committee

E. Human Resources Committee

F. Labor Relations Committee

G. Planning and Development Committee

X. Approval of Revised Meeting Schedule

XI. Future Agenda Items

XII. Alaska Commission on Postsecondary Education Report

XIII. Board of Regents' Comments

XIV. Executive Session

XV. Adjourn

This motion is effective April 23, 1999."

III.   Approval of Minutes

MOTION #1 - February 18-19, 1999

"The Board of Regents approves the minutes of its meeting of February 18-19, 1998 as presented. This motion is effective April 23, 1999."

MOTION #2 - March 1, 1999

"The Board of Regents approves the minutes of its emergency meeting of March 1, 1999 as presented. This motion is effective April 23, 1999."

MOTION #3 - March 4, 1999

"The Board of Regents approves the minutes of its emergency meeting of March 4, 1999 as presented. This motion is effective April 23, 1999."

IV.   Welcome and Introduction of New Board Members

V.   Approval of Resolution of Appreciation for Regent Annette M. Nelson-Wright

WHEREAS, Annette M. Nelson-Wright is a life-long Alaskan, born and raised in Anchorage; and

WHEREAS, Annette M. Nelson-Wright attended the University of Alaska Anchorage, the Travel Academy, earning her Travel Specialist Certificate, and is currently a senior at the University of Alaska Southeast seeking a Bachelor of Liberal Arts degree with an emphasis in sociology; and

WHEREAS, Annette M. Nelson-Wright's belief in community involvement and her concern for the citizens of Alaska has been demonstrated in her volunteer work with the Jerry Lewis Telethon, Special Olympics, Anchorage Center for Families, and the AWARE Shelter; and

WHEREAS, Annette M. Nelson-Wright has shown a commitment to furthering her knowledge in the field of sociology by becoming an active member of the Pacific Sociological Association and the American Sociological Association; and

WHEREAS, Annette M. Nelson-Wright, prior to moving to Juneau with her husband, Bruce Wright, worked at the University of Alaska Anchorage for the Alaska Natural Heritage Program; and

WHEREAS, Annette M. Nelson-Wright, after enrolling at the University of Alaska Southeast, was actively involved on the staff of the student newspaper, Whalesong, in the positions of Advertising Manager, Production Manager, On-Line Editor, Photo Editor, and culminating in her position as Editor in 1997; and

WHEREAS, Annette M. Nelson-Wright was appointed by Governor Tony Knowles to the University of Alaska Board of Regents in 1997; and

WHEREAS, Annette M. Nelson-Wright has distinguished herself as a leader of the Board of Regents by serving on its Academic and Student Affairs and Human Resources Committees, and as the Board of Regents' Secretary from 1998-1999; and

WHEREAS, Annette M. Nelson-Wright, during her tenure as a member of the Board of Regents, has demonstrated her strong commitment to issues of concern to all students throughout the University of Alaska System; and

WHEREAS, Annette M. Nelson-Wright served as Student Regent during a period where the majority of student policies were being revised, and stood as a conduit between the Board of Regents and the Coalition of Student Leaders, ensuring that students were informed and student concerns shared with board members and administration during the many discussions involved in formulating new policy;

NOW, THEREFORE, BE IT RESOLVED that the Board of Regents recognizes the dedicated service of Annette M. Nelson-Wright, and extends to her this official statement of appreciation for her contributions to the student population of the University of Alaska, the University of Alaska System, and the advancement of higher education in Alaska; and

BE IT FURTHER RESOLVED that this resolution be appropriately engrossed and conveyed to Annette M. Nelson-Wright with a copy incorporated in the official minutes of the April 23, 1999 meeting of the University of Alaska Board of Regents.

MOTION

"The Board of Regents approves the Resolution of Appreciation for Annette M. Nelson-Wright. This motion is effective April 23, 1999."

VI.   Public Testimony

Comments are limited to three minutes per individual. Written comments are accepted and will be distributed to the Board of Regents and President Hamilton by the Board of Regents' Officer following the meeting.

VII.   University President's Report

VIII.   Consent Agenda

A.   Academic and Student Affairs Committee
1.   Approval of Regents' Policy 09.07 - Student Organizations Reference 1

MOTION

"The Academic and Student Affairs Committee recommends that the Board of Regents approve the proposal for Regents' Policy 09.02 - Student Organizations as presented in Reference 1a. This motion is effective April 22, 1999."

2.   Deletion of Regents' Policy 09.91 - Student Self-Government and Revision of Regents' Policy 09.92 - Student Activity Fee Reference 2

MOTION

"The Academic and Student Affairs Committee recommends that the Board of Regents delete Regents' Policy 09.91 - Student Self-Government and approve the proposal for revision of Regents' Policy 09.92 - Student Activity Fees as presented in Reference 2b. This motion is effective April 22, 1999."

3.   Approval of a Coding Specialist Certificate in the Health Information Management Program at the University of Alaska Southeast Reference 3

MOTION

"The Academic and Student Affairs Committee recommends that the Board of Regents approve a Coding Specialist Certificate for the Health Information Management Program at the University of Alaska Southeast. This motion is effective April 22, 1999."

MOTION

"The Board of Regents approves the recommendations of the Academic and Student Affairs Committee as stated above. This motion is effective April 23, 1999."

B.   Finance, Facilities and Land Management Committee

1.   Approval of a Project for Construction of Improvements at the UAF Poker Flat Research Range and Lease of Same with Support Services Reference 4

MOTION

"The Finance, Facilities, and Land Management Committee recommends that the Board of Regents:

1.  approve the DataLynx project for construction of improvements at the UAF Poker Flat Research Range, not to exceed a total project cost of $500,000, and the plan for entering into a facility-use/lease agreement with DataLynx including support services and opportunities for research, data analysis, and employment and training for students; and

2.  authorize the administration to execute such documents as may be necessary to implement the plan, provided that the vice president for finance determines that the initiative is in the best long-term interests of the university, considering benefits to the university research and instructional programs.

This motion is effective April 22, 1999."

MOTION

"The Board of Regents approves the recommendations of the Finance, Facilities and Land Management Committee as stated above. This motion is effective April 23, 1999."

C.   Human Resources Committee

1.   Approval of Temporary Re-Employment for FY99 Retirement Incentive Program Participants

MOTION

"The Human Resources Committee recommends that the Board of Regents approve the appointment of Brenda Baxter, Eleanor Evans, Patty Kastelic, James Langhoff, Jean Linthwaite, Johni Meshell, Eleanor Schaff, Val Scullion, Carolyne Wallace, and Irma Jean Zito, to a temporary position or project contract, not to exceed 49 percent of their previous base salary. These appointments may not include retirement, health or leave benefits, except social security replacement if required by the IRS. This motion is effective April 22, 1999."

2.   Approval of Policy 04.08 - Dispute and Grievance Resolution Reference 6

MOTION

"The Human Resources Committee recommends that the Board of Regents approve Regents' Policy 04.08 - Dispute and Grievance Resolution, as presented in Reference 6.

This policy supercedes existing policy as to all grievances arising on or after April 26, 1999, or in which the Step 3 filing is made on or after April 26, 1999, and to all ongoing grievances in which the grievant and the University agree to elect to proceed under this policy.

This motion is effective April 22, 1999."

MOTION

"The Board of Regents approves the recommendations of the Human Resources Committee as stated above. This motion is effective April 23, 1999."

D.   Committee of the Whole

1.   Acceptance of Administrative Cost Savings

MOTION

"The Committee of the Whole recommends that the Board of Regents recognizes the substantial efforts and sacrifices made by the university community in achieving approximately $11.5 million in administrative cost savings, and accepts these savings as satisfying the administrative reduction target of $10 million set forth in November 1997. This motion is effective April 23, 1999."

2.   Approval of Resolution regarding Federal Need-Based Financial Aid Programs Reference 8

MOTION

"The Committee of the Whole recommends that the Board of Regents approve the resolution regarding federal need-based financial aid programs. This motion is effective April 23, 1999."

MOTION

"The Board of Regents approves the recommendations of the Committee of the Whole as stated above. This motion is effective April 23, 1999."

IX.   New Business and Committee Reports

A.  Academic and Student Affairs Committee

B.  Audit Committee

C.  Committee of the Whole

D.  Finance, Facilities and Land Management Committee

E.  Human Resources Committee

F.  Labor Relations Committee

G.  Planning and Development Committee

X.   Approval of Revised Meeting Schedule

After reviewing schedules of University of Alaska events, it was discovered that the November board meeting, scheduled to occur in Anchorage, would coincide with the Top of the World Classic in Fairbanks. It is therefore requested that the locations for the September/October and the November meetings be switched to avoid this conflict.

Although the meeting schedule is generally approved during the annual meeting in June, it is requested that since a revision is necessary at this meeting, that the annual meeting schedule for FY01 be approved at the same time to consolidate the transmittal of meeting schedules to the board, administration, and general public.

If approved, the proposed FY00 and FY01 schedules would be established as follows:

FY00 Meeting Dates / Location 
August 19-20, 1999 / Seward 
September 30/October 1, 1999 / Anchorage 
November 18-19, 1999 / Fairbanks 
February 17-18, 2000 / Juneau 
April 20-21, 2000 / Juneau 
June 1-2, 2000 / Anchorage

 

FY01 Meeting Dates / Location 
August 17-18, 2000 / Fairbanks 
October 5-6, 2000 / Anchorage 
November 16-17, 2000 / Fairbanks 
February 15-16, 2001 / Juneau 
April 19-20, 2001 / Juneau 
June 14-15, 2001 / Anchorage

The President recommends that:

MOTION

"The Board of Regents approves the FY00-01 Meeting Schedules as presented. This motion is effective April 23, 1999."

XI.   Future Agenda Items

XII.   Alaska Commission on Postsecondary Education Report

XIII.   Board of Regents' Comments

XIV.   Executive Session

MOTION

"The Board of Regents goes into executive session at _________ A.D.T in accordance with the provisions of AS 44.62.310 to discuss matters the immediate knowledge of which would have an adverse effect on the finances of the university related to:

· Litigation

· Labor

· Land

· Contract Negotiations

and matters which would affect the reputation or character of a person or persons including:

· Personnel Matters

The session will include members of the Board of Regents, President Hamilton, General Counsel Parrish, and such other university staff members as the president may designate and will last approximately hour(s). Thus, the open session of the Board of Regents will resume in this room at approximately ____ A.D.T. This motion is effective April 23, 1999."

(To be announced at conclusion of executive session)

The Board of Regents concluded an executive session at _____ A.D.T. in accordance with AS 44.62.310 discussing matters the immediate knowledge of which would have an adverse effect on the finances of the university; and matters which would affect the reputation or character of a person or persons.. The session included members of the Board of Regents, President Hamilton, General Counsel Parrish, and other university staff members designated by the president and lasted approximately ___ hour(s).

XV.   Adjourn


 
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