AUGUSTA STATE UNIVERSITY
December 15, 1998
3:00 p.m. Fanning Hall Conference Room
Old Business: Reviewed previous minutes and approved them.
New Business: Old Graduate Council "Moon-Nicely archives" files were found. These documents date from 1971 to the early 1980s. Dr. Fissel will reassemble and organize the old Graduate Council files and relay relevant information found.
The question was asked by Dean Jones, if SACS will review old documents? Dr. Fissel referred to Dean Freeman's statement noted in the September 21, 1998 minutes.
Faculty have been working together with Graduate Council programs. The programs have not been placed under a title, such as Graduate Council.
Application for graduate study forms raise the issue of SACS Recommendation 6 (make copies). SACS did not like the level of decentralization. They want centralized student records, admission records, etc . . . .
It was suggested that we duplicate student records so that originals might be kept centrally , but other council members could not see how the files would be kept accurate.
Location of records is very important, according to SACS. Files need to be preserved and kept securely. SACS prefers an ongoing process of centralized data. The Council needs to explain to SACS why we have our files decentralized and show why we chose this particular process. What is being done to make the process mistake proof?
Carol Giardina asked who maintains records after a student graduates. Vigorous discussion ensued. SACS may have a problem with individual departments maintaining those records. A strong case can be made as to why student records need to be in the departments for reasons of advisement.
UGA may have a Graduate College and Dean, but we need to show how ASU maintains instructional quality without having a Graduate College or Dean. Information regarding Columbus State was distributed illustrating how their Admissions were centralized, while the individual Colleges maintained the autonomy of their graduate programs without a Dean of Graduate Studies.
The Graduate Council suggested that representatives of the SACS Steering Committee Bob Johnston, Bill Nelson, and Jackie Stewart be invited to the February meeting of the Graduate Council to explain Recommendations 5 and 6 in more detail.
Membership of Graduate Council needs to be defined and perhaps increased. Membership depends, however, on the statutory basis of the committee. Dr. Fissel will search the minutes of the old Graduate Council, and other committees to ascertain the status of the Council.
Steve Hobbs believes there was a Graduate Policy Manual. After locating the manual, we need to develop a proposal for new Graduate Council. A discussion ensued regarding the legal status of the Graduate Council - "get this before the faculty".
The group agreed unanimously to find the Graduate Policy Manual ASAP.
The Council adjourned at 4:25 p.m.