University Advisory Council at Western Carolina University

The meeting was called to order at 3:34 p.m.

Members Present: Fred Hinson, Nancy Dillard, Tori Ellison, Roger Turk, Jacob Babb, Bob Orr, Courtney Sandler, Debbie Beck, Gayle Miller, Lex Davis, Jeff Bewsey, Jeff Hughes, Dixie McGinty, Karen Lunnen, Bob Vartabedian, Phyllis Bolick, Newt Smith, Debie Connelly, Chancellor Bardo, and Chris Hall, Secretary

Guests Present: Amber Rhoades, Matt Trainum, Elizabeth Shelly, Tim Chapman, Al Franklin, Keith Corzine, Melissa Lumbard, Angie Munkholm, Tim Inman, and Marcus Roberts, all representing the Department of Residential Living

Nancy Dillard welcomed members and guests to the meeting.

There were no additions or corrections to the minutes.

Nancy introduced Keith Corzine from Residential Living.

Mr. Corzine thanked the Council for the opportunity to come and discuss the Department of Residential Living. He stated that at any given time, the department houses approximately 3,000 students, employees about 50 full time staff, and also employees between 120 and 150 students throughout the year. The department handles a budget totaling more than $5.5 million. Currently, 2,971 students are being housed during the Fall 2002 semester. Pre-sold private rooms this year amounted to 96, a far greater number than the 25 private rooms sold last year. The current occupancy rate is at 96 percent. Mr. Corzine stated that the name change from the Department of Housing to the Department of Residential Living is significant because it signifies a "rebirth" within the department. "We’re not who we once were. We have changed, and our name now better reflects our mission statement," Corzine enthusiastically remarked.
Elizabeth Shelly, Interim Associate Director of Residential Living, described her duties as including the supervision of programs, professional staff, student staff, and the assignments process. Ms. Shelly noted that Lisa Surber is the new Assignments Coordinator and has been a tremendous asset in helping students with preferences this year. Ms. Shelly also mentioned that this summer, the roommate matching process was reimplemented. This change has significantly reduced the number of room changes to half of the number this time last fall. In addition, marketing for the department is up from last year. The pre-sold private rooms have resulted in students who are initially much happier with their selections and are less likely to change rooms. Currently, the department is in the process of planning for the 2003-2004 academic year. One idea being considered is the addition of two buildings being designated as "smoke free." Currently, two buildings allow 24 hour visitation, and there are no longer residence halls designated as "freshmen residence halls." Ms. Shelly encouraged anyone to contact her with questions they might have.
Tim Chapman, Assistant Director for Facilities Management, shared with the Council several changes that have occurred within the department. Housekeeper I supervisors now oversee residence halls and take pride in helping manage those buildings. Mr. Chapman is pleased with the condition of the residence halls at Western when compared with other facilities at institutions across the state. The department changed its computer platform from Macintosh to IBM/Windows. Housekeepers in residence halls now have access to a computer in each of the halls where they may check their new e-mail accounts. Two buildings have changed from having trash chutes to having dumpsters. The department is also looking into the possibility of campus-wide electronic access for entry into residence halls. The integration of this technology would substantially help with security on campus. Mr. Chapman also commented on the student employees hired by the Department of Residential Living. The student maintenance crew has processed over 3,000 work orders. Last year, over 20,000 light bulbs were installed on campus using the student crew. In addition, the student paint crew used 600 gallons of paint this summer with the assistance of a four-inch brush.
Matt Trainum, an Area Coordinator, described his duties to the Council. Mr. Trainum said he works with Resident Directors and views his role as a support person. He has helped with trying to raise standards among the Resident Assistant staffs through ongoing dialogue. In addition, he works with Madison and Robertson residence halls, as well as with the Resident Student Association.
Amber Rhoades, the Resident Director of Scott Hall, reported that there are approximately 700 co-ed students living in Scott. Six sororities live in the residence hall, and the 24 hour visitation policy in that building seems to be going well. Three wings are quiet floors, one of those being designated for "adult learners" aged 23 and older. In addition, there has been collaboration with Greek students and Ryan Williams in order to foster communication that will help meet those students’ needs.
Al Franklin introduced herself as the Resident Director of the Honors College, including Reynolds and Buchanan residence halls, and reported that things appear to be going well this year.
Melissa Lumbard, the Resident Director of Walker, said that the Resident Assistant staff in that building currently consists of 8 RAs on 9 floors. Walker Hall student government is going well and helped raise over $600 for charities. In addition, there is a "wellness floor" that promotes a healthy living theme.
Angie Munkholm, the Resident Director of Helder and Leatherwood residence halls, stated there are currently 16 RAs and one Head Resident for those buildings. There are approximately 400 men who reside in Leatherwood and approximately 400 women who reside in Helder. Predominately, the students are upperclassmen, and the staff of the two buildings have been having productive academic goal setting conversations with students in the residence halls.
Tim Inman introduced himself as the Resident Director of Harrill Hall. He said there are approximately 360 students living in the building, the hall council is running well, and students decorated for Parents’ Weekend.
Marcus Roberts, the Resident Director of Albright and Benton residence halls, said there are eight RAs who staff the two buildings. There are approximately 400 males living in the halls who are aged between 18 and 22, with exceptions. Programming for the buildings has included academic success themes, and a cookout was enjoyed by many in attendance.
In closing, Mr. Corzine stated that he is "highly impressed with the skills, talents, work ethic, and dedication of the staff." He noted that the department’s mission statement is proudly displayed in its office. In addition, the new 300 bed residence hall is under construction, and approximately 75 percent of its room will be private. Currently, a partial facilities audit is looking into future accommodations that will be more in line with competitor institutions’ offerings. Furthermore, there will be an investigation into the possibility of having online room assignments. Mr. Corzine encouraged the Council to look at the department’s newly redesigned web site.
During a brief question and answer period, Dr. Gayle Miller asked if athletes live spread out or if they are grouped together. Mr. Corzine responded that athletes are not intentionally placed together. There is a higher concentration of athletes living in Albright and Benton residence halls due largely to tradition. Dr. Miller asked if the department saw any problems with those athletes living together. Mr. Corzine responded that there have actually been no problems this year. Dr. Miller asked another question which addressed whether or not the department has looked into the possibility of thematic housing. Mr. Corzine commented that there have been thoughts and discussions on that issue, and that the department is continually looking at that option by floors of a residence hall instead of an entire building because it would be difficult to find enough students interested in one concept that would fill an entire residence hall. Dr. Miller asked a fourth question in which she wondered if the department would be interested in hearing comments from faculty regarding what they hear to be students’ concerns. Mr. Corzine said that the department would of course be pleased to listen to any questions or comments and welcomed anyone to call or come by the department at anytime.
In closing, Ms. Dillard thanked the Department of Residential Living for being with the Council and sharing such valuable information with all the constituencies.

Next on the agenda, Ms. Dillard moved to calendar issues.

Dr. Smith reported on the Faculty Senate regarding calendar changes. In the Senate, the calendar issue was turned over to the Curriculum and Instruction Committee. That committee presented a proposal to the Senate that would change Western’s calendar to meet other institutions’ 15 week calendar. After debate and only one vote in the negative, the proposal passed and was then passed on to Dr. Hinson and the Calendar Committee.
Dr. Hinson, Chair of the Calendar Committee, spoke on the most recent status of the calendar. The Calendar Committee will meet Wednesday, October 16 at 3:00 in HFR 510 to vote on the calendar. Once a decision is made, the recommendation will go to Vice Chancellor Collings and to the Executive Policy Committee which serves as an advisory body to the Chancellor. Finally, the Chancellor will make the ultimate decision. The new calendar would include 15 weeks of instruction that would include 15 Mondays, 15 Tuesdays, and so on for each instructional day of the week. One week set aside for final examinations would also be included. Dr. Hinson noted that several issues had to be considered in order to devise a calendar that represented all constituencies’ concerns and the best interests of the University. Some of those issues included the Physical Plant, summer school sessions, and commencement, as well as coordination with UNC-A and Cherokee due to graduate courses being offered at those locations. He noted that last week’s calendar committee meeting was very productive. UNC policy changed to include 75 days of classes and one week of exams, but WCU’s policy already met those requirements. Dr. Hinson emphatically stressed that classes must meet during the week of final examinations.
Dr. Hinson then reviewed the working draft the calendar committee will have the opportunity to vote on during Wednesday’s meeting. The plan would change the calendar from 16 weeks to 15 weeks. Summer school would be reduced from five weeks to four and one half weeks because excess time had formerly been allotted. Commencement for summer school would occur on Friday, August 1 at 7:00 p.m. Summer school would end the following Wednesday. There would be a 1 _ week break before students would arrive during the third week of August. Classes would begin on Thursday instead of Monday evening. Fall Break would be changed from Monday and Tuesday to Thursday and Friday. Thanksgiving Break will remain to include Wednesday, Thursday, and Friday. Final examinations would conclude on Friday, and Commencement would follow on Saturday. For the Spring Semester, students would move in on Wednesday, January 7 and classes would begin on Monday. The Martin Luther King Jr. holiday would be observed. Spring Break would be during the second week of March, and Easter Break would include Thursday and Friday. Final examinations would occur during the week of May 3 through May 7, and Commencement would follow on May 8. In regards to the summer school calendar, registration would occur on Tuesday, June 1. Classes would begin on June 2, and session one classes would end on July 2. Session two classes would begin on July 6 and end on August 5 followed by Commencement on Friday evening. Mr. Hall asked for clarification on eradication of the "Tuesday is a Monday" situation, and Dr. Hinson enthusiastically reported that there would be no such switch of days included in any of the plans the calendar committee might consider.

Administrative Update, Chancellor Bardo