ASEC Minutes
2:00-4:30 p.m. Thursday, June 20, 2013
67 Bascom

Members present: Marwa Bassiouni, Heather Daniels, Past-Chair; Denny Hackel; Robin Kurtz, Jim Maynard, Heather McFadden, Vice-Chair; Robert Newsom, Jeff Shokler, Chair; Erin Silva.

Guests: Bill Elvey, Associate Vice Chancellor, Facilities Planning and Management; David Gardner, Chair, Associated Students of Madison; Trish Iaccarino, ASEC Member-Elect; Eden Inoway-Ronnie, Provost’s Office; Kevin Niemi, ASEC Member-Elect

The meeting was called to order at 2:01 p.m.

The ASEC minutes for Thursday, June 13, 2013 were approved with one correction.

Business

• Convene in closed session pursuant to Wisconsin Stats. 19.85(1)(c), and (f) to consider appointment of nominees for Academic Staff Assembly, elect ASEC officers for 2013-2014, and discussion of new representatives to the Ad Hoc Diversity Plan Committee.
  -    Move to approve three assembly representatives. (Moved by Marwa Bassiouni. Seconded by Heather Daniels. Approved with one abstention.)
  -    Move to elect Heather McFadden as 2013-2014 ASEC Chair. (Moved by Heather Daniels. Seconded by Robin Kurtz. Approved with one abstention.)
  -    Move to elect Erin Silva as 2013-2014 ASEC Vice-Chair. (Moved by Heather McFadden. Seconded by Heather Daniels. Approved with one abstention.)
  -    Discussion of new members of the Ad Hoc Diversity Committee
• Move out of closed session (Moved by Heather Daniels. Seconded by Robin Kurtz. Approved.)
• ASEC finalized a draft of letter on governance participation to be sent by Chancellor Blank.

Guest: Bill Elvey, Associate Vice Chancellor, Facilities Planning and Management
Bill reported on the work of Administrative Excellence teams on Instructional Space. An inventory of instructional space has been completed that uses a common set of defined attributes of classroom space. The inventory team has recommended that there be an annual process for identifying data needs and updating the data set; that the data set is accessible to campus; and that a custodian for this data is identified. As second team on the utilization of instructional space is charged to develop criteria and processes to evaluate underutilized instructional space and to define a process to repurpose space. The utilization team identified a number of concerns regarding a perceived underutilization of space including the impacts of scheduling policies and room characteristics. The utilization team recommends that the utilization process include a review of all categories of instructional space, greater input on other uses of scheduled space, a revision of scheduling policies, encouragement and incentives for policy compliance, and the definition of consistent methods to document and measure all room use activities in all departments. ASEC stressed the importance of including preparation time and security needs when evaluating the use of specialized instructional space such as labs, as well as including the extensive use of instructional space for service and outreach activities in an evaluation of the use of specific spaces. ASEC also indicated that transportation challenges might contribute to the priority given to proximity in the scheduling of instructional space. ASEC recommended that the campus consider the impact of outdated instructional space on the university’s ability to recruit students and offered their support in requesting funding to transform space to support changing pedagogies.
Links to these reports are available at:

Inventory:
http://adminexcellence.wisc.edu/content/uploads/2013/05/AE-Inventory-Data-report-2013-FINAL.pdf;

Utilization:
http://adminexcellence.wisc.edu/content/uploads/2013/05/AE-Utilization-Review-report-2013-FINAL.pdf

General Reports
Jeff Shokler, ASEC Chair: The last governance chairs’ chat included a discussion of the impact of the two-year pause in the implementation of the HR Design Strategic Plan. Michael Bernard-Donals, UC Chair, presented issues that the University Committee will be presenting.

Provost Update: Eden Inoway-Ronnie reported for the Provost
The Advisory Board's Report on Restructuring the Division of International Studies has been provided to the Provost’s Office for presentation to the Faculty Senate and to ASEC. The College of the Arts proposal is being deferred. For now, campus leadership will work with interested parties to explore ways to support the Arts by enhancing the stature of the Arts Institute, similar to the Nelson Institute for Environmental Studies.

Guest: David K. Gardner, Chair, ASM
David indicated that his priorities are to improve ASM’s role in shared governance and to address issues of affordability and quality of education. ASM is also reviewing the Recreational Sports master plan and its impact on segregated fees. ASEC suggested that ASM work with parents of students to communicate the needs and role of the university to the general public. ASEC also asked for a continuation of communication and collaboration among the governance bodies and recommended continuing the review of membership of shared governance committees. David was very interested in having a shared governance meeting in early fall.

The meeting was adjourned at 4:15 p.m.

Submitted by Jo Ann Carr, Interim Secretary of the Academic Staff