Minutes
Steering Committee Meeting
June 7, 2021 3:30pm
Zoom Meeting

Present: Don Mulvaney (Chair), Greg Schmidt (Secretary), Nedret Billor (Immediate Past Chair), Todd Steury (Chair elect), Ralph Kingston (Secretary elect) Bob Norton, Bob Cochran, Cheryl Seals, Emmett Winn, Michael Tillson
Absent: Bill Hardgrave

Chair Mulvaney called the meeting to order at 3:30pm.  

Approval of Steering Committee Minutes from 5/04/2021:  Approved unanimously

Chair Opening Remarks:  Don Mulvaney introduced the Steering Agenda and the proposed senate agenda for 6/22/2021. On the agenda for discussion at Steering was a proposed senate agenda containing one action item and four informational items. The chair opened steering discussion with a proposal to add an additional pending action item if the Faculty Handbook Revision Committee could write proposed changes.  The proposed change would add a Visitors in the Classroom policy to Chapter 4, Section 2 of the faculty handbook.  The policy would codify that classroom visitors may only come with written permission from the teaching faculty.

Steering Discussion (Pending Action Item): Steering discussion on the new item centered on whether to approve the item in Steering and present it to the Senate as an action item in June, or to add it to the agenda as a pending action item in June for approval at the August Senate meeting. After discussion, Steering elected to add the item as a pending action item for June.

Steering Discussion of Action Items
Vote on Rules Committee nominees to Senate Committee Service:
Presenter: Greg Schmidt, Secretary
Schmidt noted thanked Rules Committee members and presented the final Senate committee appointment; Dr. Jeff Kim to serve on the Graduate Council as the representative of the College of Architecture, Design, and Construction.  There was no discussion among Steering members on this agenda item.

Steering Discussion of Information Items
Proposed Auburn University Research Data Policy:
Presenters:  Ali Krzton, Assistant Professor of Libraries and member of the Faculty Research Committee, and Dr. Linda Gibson-Young, Chair, Faculty Research Committee.
Krzton presented the text and objectives of a proposed Research Data Policy for Auburn University. The policy would set a comprehensive approach and give guidance to data management, retention, and preservation for the University. Krzton discussed how the policy sets the roles the role of researcher and the institution in maintaining control and access to data created by University researchers.

Steering questions on this item focused on cost, security, and ownership of research data in storage.  Michael Tillson asked who would be responsible for storage costs. Krzton noted that some sponsors require costs for data storage to be included in a grant proposal, but others do not. Researchers are encouraged to budget for it. Norton inquired about data security for classified, restricted and sensitive research. Krzton explained that the policy does not note all types of data storage, but that high security data storage would be part of the detailed policy.  Kingston raised the question of self-funded research conducted by faculty. Self-funded research data belongs to the researcher, not the University, and this policy does not make this distinction.  Gibson-Young responded that the FRC may need to address this in the text of the policy.

Steering recommended that the item be presented to the June Senate as an information item rather than a pending action item. This will allow for further faculty input and will give the FRC an opportunity to address self-funded research in the policy.

Update on Advancement
Presenter:  Dr. John Morris, Senior Vice President, Advancement
Morris will present to the Senate an overview of the organizational structure for University Advancement, with Communications & Marketing, Alumni Affairs, and Development working under the same administrative umbrella.  Morris will also give a timeline for the changes.

Reid will present to the senate the relts of the resent Staff Council elections, discuss accomplishments from the past year, and present Staff Council goals for the usupcoming year.

COVID Resource Center Update
Presenters:  Chris O’Gwynn, Chair of the Covid Resource Center (CRC) and Dr. Robert Norton, Professor in Poultry Sciences and Faculty Rep to the CRC
O’Gwynn gave updates on both the actions of the CRC and information regarding COVID-19 in Lee County. The coronavirus situation on campus is good for now, but the CRC is not hearing information regarding policy changes for the fall semester. O’ Gwynn expects a further de-emphasis on masks for the Fall. The CRC call volume is significantly down.  The vaccination rate for Lee County remains low, as does the vaccination rate for Alabama, but the University still plans to return to normal operations and capacities for the Fall. The GuideSafe App, while briefly unavailable, is once again able to be used.

Kingston asked the presenters what it would take to derail Auburn’s intentions to return to normalcy. They expressed that planning for the Fall is to return to normalcy, but a new “4th Wave” of COVID cases or a major wave with a new variant of the disease could upend plans.

SGA Did You Know Corner.
Presenter:  Rett Waggoner, President AU SGA  

Waggoner presented the upcoming academic year goals for the Student Government Association. These include executive groups focusing on Diversity, Equity & Inclusion, Mental Health & Safety, Practical Solutions, Academics, dining Options, and Community Engagement.   

Update on the Alabama Higher Education Partnership
Presenter:  Gordon Stone, Executive Director, Alabama Higher Education Partnership
Stone noted that this update to the AU Senate is done annually and that he intends to present on the background of the Higher Education Partnership and its membership and goals. He will also provide contact and communication information and will close with a discussion on Alabama education budgets, budget outlooks, and legislation in the Alabama state house that impacts higher education in the State.

Approval of Agenda for 6/22/2021 Senate Meeting
The Steering Committee unanimously approved the senate agenda.

Other Business
The remainder of the Steering meeting was devoted to a discussion of Senate meetings for the 2021/22 academic year and whether they will be conducted in-person or in a remote format.  Chair-elect Steury noted that room reservations for Broun Hall have been made for all Senate meetings.  Steering members agreed that the format for future Senate meetings will impact attendance and quorums for conducting business. Of concern for continuing with remote attendance is the question of Roberts Rules of Order, participation in Senate meetings, and the desires of Senate members. Steering agreed on the importance of gathering feedback from Senate representatives and faculty before executives make a final decision on meeting format.

New Business -  none
Adjournment
Chair Mulvaney adjourned the meeting at 4:55 pm.

Respectfully Submitted,
Greg Schmidt
Secretary, University Senate