coe-staff: Policy Review in the COE 2019-2020 -- Next Steps

Mon Oct 28 14:46:48 PDT 2019

Dear Faculty,

Thank you again for participating in the Policy Review survey to determine next steps for reviewing our policies.

*         As noted in my last email, the majority of those who participated suggest that we proceed with updating our 8 policies, by first reviewing policies that have been in implementation for at least 3 years.

*         As a second choice, those who participated were in favor of a committee assigning review dates for the policies in question.

Both options are viable and can be approached in a single process that can start this Fall.

Please consider the initial proposal below:

1.       Convene a representative committee* of faculty to review the COE Internal Governance:

*         Purpose of committee is to (1) revise the Internal Governance Policy and usher it through steps 2-6 below and (2) identify a timeline/sequence of review for the remaining policies.

*         The representative committee will include representation from: faculty types (TTF, CTF, RTF), ranks (Asst, Assoc, Full), and departments (all 4). To achieve full representation, this may require a minimum of 6 people. In addition to the committee's review, I will provide a short list of areas within the policy that have come up in my role that may require attention from the committee.

2.       Work with Dean's Office to identify a completion timeline for a draft of the COE Internal Governance Policy: Consider mid-Winter quarter.

3.       Work with Dean's Office to identify an open period of review for the updated policy (including Dean review): Consider early February (no less than 3 weeks)

4.       Open a Town Hall discussion based on faculty review (with Dean input): Mid- late February

5.       Committee addresses town hall feedback in a final round of edits: Early- mid March

6.       Committee presents final draft to Dean: Mid March

7.       Sequence of remaining policy review: Mid - late March

(*Nomination: As in previous committee selections, individuals interested in being nominated for participation on this committee can self-select, or can be nominated by a peer, or Department Head. Please nominate using the survey linked here https://oregon.qualtrics.com/jfe/form/SV_0BqSblU893SKyTH)

Committee members will be selected for representation. If representation is not achievable with the names submitted, the Dean in consultation with Department Heads may nominate additional participants.

Please contact me if you have questions.

Best,

Dianna

From: coe-staff-bounces at lists.uoregon.edu [mailto:coe-staff-bounces at lists.uoregon.edu] On Behalf Of Dianna Carrizales-Engelmann
Sent: Friday, October 18, 2019 4:24 PM
To: coe-staff at lists.uoregon.edu; coe-fac at lists.uoregon.edu
Subject: Re: coe-staff: coe-fac: Policy Review in the COE 2019-2020 -- survey of voting faculty Results

Dear Faculty,

Thank you for taking the time to complete the policy review survey this month.

As you know the faculty prioritized their preference for how to approach our college's policy review over the course of the coming year from among the following options (taken from the survey in order of presentation):

*         Option A: REVIEW ALL 8 POLICIES IN 2020: Convene 8 full faculty-committees to convene, oversee the review, rewrites, and vote for each of the 8 policies in the 2019-2020 academic year.

*         Option B: REVIEW ONLY POLICIES THAT HAVE HAD 3 FULL YEARS OF IMPLEMENTATION: Review only those policies that have benefited from 3 years of policy *Implementation* regardless of their date of development. [Note: Only the COE Internal Governance has had 3 full years of implementation]

*         Option C: ASSIGN SPECIFIC REVIEW DATES/YEARS TO EACH POLICY: In Fall quarter 2019, implement the faculty governance by assigning a committee to provide faculty with new dates for the review of each of the 8 policies so that any necessary reviews can begin in Winter 2020, but not all policies are due in a single year.

*         Option D: CHANGE THE 3-YEAR REVIEW EXPECTATION IN THE COE INTERNAL GOVERNANCE POLICY: Implement the faculty governance process to identify an alternate time frame for the recurring review of COE policies. [Note: The CBA does not require review to occur every three years, and instead calls for review to occur "periodically"].

*         Option E: SEPARATE ANY POLICIES THAT CAN HAVE AN EXPEDITED REVIEW: Identify (via separate faculty vote) an expedited process that can be adopted AND any policies that can undergo an expedited review. Determine a timeline from one of the prior options to review the remaining policies.

*         Option F: DEAN'S OFFICE RECOMMENDS A SEQUENCE AND TIMELINE FOR EACH POLICY: The dean's office develops an initial detailed proposal that recommends a timeline, sequence of review, and process for each policy, for faculty to vote on in mid-November.

***

RESULTS:

We received responses from 36 individuals representating all 4 departments and 8 research units. Twenty (20) TTF, 9 Research faculty, 6 CTTF.

*         First choice: The option receiving the most votes for first choice was option B above, REVIEW ONLY POLICIES THAT HAVE HAD 3 FULL YEARS OF IMPLEMENTATION  33% .

*         Second choice: The option receiving the most votes for second choice was option C above, ASSIGN SPECIFIC REVIEW DATES/YEARS TO EACH POLICY 44%.

Information on next steps for proceeding with these results will be shared next week.

Best,
Dianna

From: coe-fac-bounces at lists.uoregon.edu<mailto:coe-fac-bounces at lists.uoregon.edu> [mailto:coe-fac-bounces at lists.uoregon.edu] On Behalf Of Dianna Carrizales-Engelmann
Sent: Thursday, September 26, 2019 5:20 PM
To: coe-staff at lists.uoregon.edu<mailto:coe-staff at lists.uoregon.edu>; coe-fac at lists.uoregon.edu<mailto:coe-fac at lists.uoregon.edu>
Subject: coe-fac: Policy Review in the COE 2019-2020 -- survey of voting faculty

Dear Faculty,

Welcome back! In anticipation of a busy school year, I wanted to send this message as soon as possible in the hope that we can make some policy-headway early in the quarter.

We have achieved several significant policy undertakings in the past 4 years. Since 2015, the COE has undertaken the development of 8 CBA-driven policies and we are now in the full implementation of those policies and their related guidelines.  In some cases data have been collected, in some cases change is already visible, and in all cases, lessons have been learned.

As some of you may be aware, according to our COE Internal governance, all 8 of these policies are now technically due or will be due for review in the 2020 calendar year.  According to COE Internal Governance Policy: COE Policies shall be reviewed and voted upon by representative faculty at least every 3 years (lines 601-602). This creates a situation in which multiple faculty committees will be created and convened over the course of the year, likely with some overlap.

While our faculty governance does not address all situations that arise in the college, it does give us a process (i.e., the faculty governance process) with which to approach scenarios like this one.  The survey below proposes 6 possible ways forward to potentially mitigate some of the strain associated with the faculty's full review of 8 policies in a single year https://coedocs.uoregon.edu/display/governance/COE+Policy+Library. The options fall into 3 general categories:
(1) proceed with the full review for all 8 policies,
(2) prioritize a group of policies for review in the short term and planfully develop a sequence for the others, or
(3) change to the internal governance (to either suggest an alternate review period or to develop/vote on an expedited process that can be used with certain policies).

Please let me know by October10th, via the following Qualtrics survey https://oregon.qualtrics.com/jfe/form/SV_e4Xl5H8ya4IGKnr<https://urldefense.com/v3/__https:/oregon.qualtrics.com/jfe/form/SV_e4Xl5H8ya4IGKnr__;!5W9E9PnL_ac!Vlir7VdcpLzbQCZT4-tno2pY9uuNUzM2QDNIq5ckzbGmJ8-xl-VH48B40fYwkp8QwQ$> your thoughts about the ideal way to proceed with this work so that we have a streamlined 2019-2020 academic year and are not overly embedded in policy review.

The results of this survey will be consolidated by October 18th so that next steps for COE policy review can proceed in the Fall and Winter quarters.

Best,

Dianna

---------------
Dianna Carrizales-Engelmann, PhD
Assistant Dean for Administration, College of Education
dcarriza at uoregon.edu<mailto:dcarriza at uoregon.edu> | 541-346-5407
1215 University of Oregon | Eugene, OR 97403-5277

I support all students regardless of immigration status or country of origin. As a Dreamer Ally, I support Dreamer students and promote their sense of belonging and safety as they pursue their higher education goals. For more information and resources please visit our Dreamers<https://www.uoregon.edu/dreamers> page and the Immigration FAQs<https://international.uoregon.edu/immigration_faq> page. I commit to not sharing your status with anyone if you reveal it to me, but also remind you that when interacting with faculty, staff, and offices around campus you are never required to reveal your immigration status.
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