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Graduate Council Minutes

September 3, 2024

Present:Ìý Ìý Marcelo Alvarado-Vargas, Tomer Avidor-Reiss, Saad Andalib (GSA), Brian Ashburner, Dan Boden, Mai Dao, Jennifer DeVries,
Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýJim Ferris, Bashar Gammoh, Rafael Garcia-Mata, David Giovannucci, Dan Hammel, Noela Haughton, Ed Janak,
Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýAhmad Javaid, Andrea Kalinoski, John Laux, Patrick Lawrence, Ling Na, Nagalakshmi Nadiminty, Megan Petra,
Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýBarbara Saltzman, Youssef Sari, Angela Scardina, Beth Schlemper, Connie Schall, Zahoor Shah, Snejana Slantcheva-Durst,
Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýKuo-hui Su, Varun Vaidya, Jerry Van Hoy, Eileen Walsh, Kandace Williams, Qiuying Zhao, Jianglong Zhu.

Absent:Ìý Ìý ÌýQian Chen, Marcella Kehus, Hossein Sojoudi.

Excused:Ìý ÌýKristen Keith, Patricia Relue.

Guests:Ìý Ìý ÌýCOGS - Teri Green.

Ìý

Call to Order, Roll Call, and Approval of Minutes
The meeting was called to order and roll called.Ìý The Minutes of March 19, April 2, April 16 and May 30, 2024, were approved.

Executive Reports
Report of the Executive Committee of the Graduate Council
On behalf of the Graduate Council, Chair, Dr. Barbara Saltzman welcomed new and returning Graduate Council members and thanked them for their commitment to shared governance.

• ÌýGraduate Council Executive Committee (GCEC) has:

Ìý Ìý Ìý Scheduled GC and GCEC meetings for AY2024-2025. Both will be held Webex only. Feedback from GC members overwhelming
Ìý Ìý Ìý supported this.

Ìý Ìý Ìý -Ìý Set the agenda for today’s GC meeting.
Ìý Ìý Ìý -Ìý Met three times during summer 2024 receiving updates from COGS and identifying issues for GC as well as inviting guest
Ìý Ìý Ìý Ìý Ìý speakers:
Ìý Ìý Ìý Ìý Ìý September 17, 2024ÌýÌý Interim Provost and Exec. VP for Academic Affairs -Dr. Scott Molitor
Ìý Ìý Ìý Ìý Ìý October 29, 2024Ìý Ìý Ìý ÌýInterim President - Matt Schroeder
Ìý Ìý Ìý Ìý Ìý Will seek questions/comments prior. All graduate faculty members are welcome to attend.

Ìý Ìý Ìý Plans to invite guest speakers/presentations to Graduate Council.
Ìý Ìý Ìý -Ìý Dr. Alana Malik, Director of University Assessment to report on assessment update
Ìý Ìý Ìý -Ìý Breanne Simkin, Interim Vice President for Enrollment Management to discuss strategic enrollment plans
Ìý Ìý Ìý -Ìý Wade Lee, Professor, Research Engagement Librarian and Science Research Librarian Discuss resources for journal
Ìý Ìý Ìý Ìý Ìý publication fee waivers through University Library contacts
Ìý Ìý Ìý -Ìý Artificial Intelligence (AI)
Ìý Ìý Ìý Ìý Ìý There will likely be a presentation on AI since Provost Molitor has called for several committees to explore AI use and policies
Ìý Ìý Ìý Ìý Ìý around the university. If anybody has some additional ideas of who should be invited to come speak to the council, please
Ìý Ìý Ìý Ìý Ìý contact me or another executive committee member so that we may plan to have those speakers come at some point during
Ìý Ìý Ìý Ìý Ìý the year.

• Ìý Provost Search Committee
  Ìý A new Provost Search Committee has been convened and Dr. Saltzman has been asked to serve as a graduate representative.
  Ìý There will be numerous constituents across the university, outside of the search committee, there will be opportunity for more
  Ìý broad input.
  
  
• Ìý Meetings with Interim Provost Molitor
  Ìý GC Chair, Dr. Barbara Saltzman and Vice Chair, Dr. Dan Boden discussed the following with Provost Molitor:

Ìý Ìý Ìý Candidate Searches
Ìý Ìý Ìý That were ongoing throughout summer 2024

Ìý Ìý Ìý Program Prioritization
Ìý Ìý Ìý Ongoing with a focus on identifying programs to invest in rather than program clean-up closing out programs that were inactive
Ìý Ìý Ìý or no longer sustainable. This coincides with President Schroeder’s focus “Winning in our Backyard’.

Ìý Ìý Ìý Graduate Recruitment and Retention
Ìý Ìý Ìý There is a newly formed graduate recruitment committee, with a mix of enrollment staff administrators that are part of the
Ìý Ìý Ìý strategic enrollment implementation process. Dr. Saltzman has been asked to serve as a graduate representative.

Ìý Ìý Ìý Report to Academic and Student Affairs Committee of the Board of Trustees – June 25, 2024
Ìý Ìý Ìý Gave brief report on June 25 ASAC. Since the 2024-2025 GCEC was recently convened there was not much to report except that
Ìý Ìý Ìý we populated GCEC and GC. The next report will be on September 25, 2024.

Report of the Vice Provost for Graduate Affairs
Dr. Dan Hammel, Acting Vice Provost for Academic Affairs welcomed new and continuing members of Council. He provided an overview of the College of Graduate Studies as well as a few updates.

• Ìý Overview of COGS
  Ìý Hammel serves as Acting Vice Provost for Graduate Affairs until end of June 2025, when if everything goes well with the Provost
  Ìý search, Dr. Scott Molitor, will return to this position as Interim Vice Provost for Graduate Affairs and several other things until
  Ìý permanent Provost is in place who can make Dr. Molitor’s position permanent.

Ìý Ìý Ìý Dr. Hammel started his current position early last September 2023 after essentially being out of administration for about
Ìý Ìý Ìý 14 months and was very much shocked by the changes that had occurred in graduate studies in a relatively short period of time.
Ìý Ìý Ìý What we do in the College of Graduate Studies may be somewhat different than even three years ago.

Ìý Ìý Ìý Graduate Academic and Student Affairs
Ìý Ìý Ìý Involves a number of activities with student programming and student development, but also graduation clearance and
Ìý Ìý Ìý higher-level thesis and dissertation (ETD) review.
Ìý Ìý Ìý -Ìý Teri Green, has been with COGS for many years and, serves as the Director, and is also involved with graduate programing
Ìý Ìý Ìý Ìý Ìý and electronic thesis and dissertation approvals.
Ìý Ìý Ìý -Ìý Yasmeen Hamdah is involved with graduate programming, graduate orientations and directly responsible for supervising
Ìý Ìý Ìý Ìý Ìý Ìýthe GSA officers.
Ìý Ìý Ìý -Ìý Michelle Buck oversees graduation clearance.

Ìý Ìý Ìý Graduate Application Management and Admissions Operations
Ìý Ìý Ìý -Ìý ÌýTara Hanna is the Director and has been at ÍÃ×ÓÏÈÉú´«Ã½ÎÄ»¯×÷Æ· a little over 3 years, assisted by
Ìý Ìý Ìý -Ìý ÌýHenriette Njabon working directly with customizing Slate application system.
Ìý Ìý Ìý -Ìý ÌýDaemon Blair and Carmen Caldwell, our two admissions analysts, both new this year.
Ìý Ìý Ìý -Ìý ÌýBrenda Minor, Student Services Counselor – who handles a lot of initial frontline contact with potential applicants and students.

Ìý Ìý ÌýAdministrative Affairs
Ìý Ìý Ìý -Ìý ÌýTerri Hayes is Executive Assistant to the Vice Provost for Graduate Affairs and the Graduate Council committees and
Ìý Ìý Ìý Ìý Ìý Ìýmanages the data and processing of Graduate Faculty. Additionally, she manages COGS fellowships and scholarships.

Ìý Ìý ÌýCOGS does not:
Ìý Ìý ÌýProvide funding of graduate student assistantships since the onset of the Incentive Based Budget (IBB) budget model, in which
Ìý Ìý Ìýfunds are distributed to the academic colleges. Accordingly, we also are not involved in graduate assistant employmen
Ìý Ìý Ìýprocessing. That is handled by the academic employment office, which handles faculty, graduate student and student
Ìý Ìý Ìýemployment, located in University Hall 3190. However, the Vice Provost for Graduate Affairs still signs offer letters made by the
Ìý Ìý Ìýcolleges. Questions may address to GradAsst@utoledo.edu, Beth Gerasimiak and Peggi Szymanski and Dr. Hammel if needed.

• ÌýStrategic Enrollment Plan (SEP)
  ÌýVice Provost Dr. Hammel is deeply involved with the Strategic Enrollment Plan (SEP) implementation process as many of you are
  Ìý as well. The SEP has a significant graduate component. The Huron Consulting Group felt there was room for growth in graduate
  Ìý enrollment in the region. Interim President Schroeder is refocusing efforts within 150-200 miles. This process is focused on
  Ìý revenue-producing programs where students pay their own tuition. There are basically three categories:

Ìý Ìý Ìý 1)Ìý ÌýResearch-based programs where students are brought in on either internal funding as a teaching assistant or external funding
Ìý Ìý Ìý Ìý Ìý Ìý as a research assistant. These programs rarely have students paying their own way and will remain that way as long as there
Ìý Ìý Ìý Ìý Ìý Ìý is funding.
Ìý Ìý Ìý 2)Ìý Primarily professional-based programs in which students are expected to pay their own tuition. In general these programs
Ìý Ìý Ìý Ìý Ìý Ìýhave never funded students.
Ìý Ìý Ìý 3)Ìý Programs that typically had funded students at the master’s level, that really are experiencing some significant changes
Ìý Ìý Ìý Ìý Ìý Ìý because we are likely not going to continue funding them. Some of these programs have been suspended, others may convert
Ìý Ìý Ìý Ìý Ìý Ìý to having a mix of more fully funded or unfunded students.

Ìý Ìý Ìý A graduate recruitment committee is part of this discussion that will be a standing committee. Right now, Barb Kopp Miller,
Ìý Ìý Ìý Vice Provost for ÍÃ×ÓÏÈÉú´«Ã½ÎÄ»¯×÷Æ· Online and Workforce Development and Dr. Hammel are co-chairs of this committee that includes
Ìý Ìý Ìý several Graduate Council members. It is a tactical, rather than a strategic, committee. The strategic idea of identifying programs
Ìý Ìý Ìý to invest in is going to be decided as part of that prioritization process which the deans are already working on under the direction
Ìý Ìý Ìý of Interim Provost Molitor.

Ìý Ìý Ìý This committee will focus on:
Ìý Ìý Ìý -Ìý Learning from one another as there are areas on camps that do an excellent job of marketing our programs, bringing in
Ìý Ìý Ìý Ìý Ìý students, and making the process run smoothly.
Ìý Ìý Ìý -Ìý Developing best practices in graduate admissions and attracting unfunded students.

Ìý Ìý Ìý The first project will be to map the application experience from the first contact with ÍÃ×ÓÏÈÉú´«Ã½ÎÄ»¯×÷Æ·, whether through COGS and the
Ìý Ìý Ìý program, through matriculation. While there are differences across programs there is also some commonality where we can
Ìý Ìý Ìý identify what we do well and the roadblocks with easy fixes. We have made some progress. Next steps will be looking at large
Ìý Ìý Ìý cultural and structural issues within the university that are hampering our efforts to attract students.

• ÌýCOGS Programming
  ÌýProgramming in September 2024 will include:
  Ìý-Ìý New Teaching Assistant Orientation – September 5, 2024, 3-5 pm, Main Campus - HH 1600
  Ìý-Ìý Pop Up Welcome Events for graduate students, September 16 on Main Campus and September 20 on the Health Science
  Ìý Ìý ÌýCampus with refreshments and snacks and introduction to COGS.

Report of the Vice President for Research
Dr. Connie Schall, Vice President for Research reported:

• ÌýResearch Mentoring Mixers

Ìý Ìý Ìý September 5, 2024, 3:00 -4:30 pm
Ìý Ìý Ìý Carlson Library, Main Event Space 1005

Ìý Ìý Ìý Being a mentor can be a challenge. Join this mixer with a panel of faculty mentors discussing their successes and struggles and
Ìý Ìý Ìý undergraduate and graduate student mentees relating how mentors have impacted their professional development.Ìý

Ìý Ìý Ìý Students:
Ìý Ìý Ìý -Ìý Emma Elizabeth Sabu Kattuman, 4th year doctoral student, Molecular Medicine, Dept of Physiology & Pharmacology
Ìý Ìý Ìý -Ìý Sophia Durham, Undergraduate Researcher & Goldwater Scholar
Ìý Ìý Ìý -Ìý Victoria Ho, First Year Undergraduate Research Experience student

Ìý Ìý Ìý Faculty:
Ìý Ìý Ìý -Ìý Dr. Rafael Garcia-Mata, Professor and Harold C. & Charlotte L. Shaffer, Chair Biological Sciences
Ìý Ìý Ìý -Ìý Dr. Todd Crail, Distinguished University Lecturer, Environmental Sciences
Ìý Ìý Ìý -Ìý Dr. Wei Li, Associate Professor & Associate Chair, Chemistry & Biochemistry
Ìý Ìý Ìý -Ìý Dr. Michael Young, Associate Professor, Chemistry & Biochemistry

Ìý Ìý Ìý ÌýEvaluations Using AI – October 7, 2024, 10:00 – 11:30 am
Ìý Ìý Ìý ÌýInterprofessional Immersive Simulation Center Theater - 1200
Ìý Ìý Ìý ÌýDr. Scott Pappada, Associate Professor & Director of Research for Anesthesiology, discusses how he is using AI for Evaluations.

• ÌýGrant Development Office Assistance and Office Hours – September 9 to December 9, 2024
  ÌýNeed assistance in submitting a proposal? Work with a grant writer during Fall 2024
  ÌýOffice Hours: Mondays, 2:00 – 4:30pm, Carlson Library or Virtual.
  
  
• ÌýConflict of Interest (COI) Disclosures
  ÌýAll investigators must have a current COI disclosure of external financial interestsÌý in accordance with
  Ìý BEFORE submitting a proposal to a sponsor (i.e. NIH, DOE, NSF) sponsored activity
  Ìý-Ìý This is a requirement for most federal sponsors.
  Ìý-Ìý COI disclosures must be updated annually and within thirty days of discovering or acquiring a new external financial interest (i.e.
  Ìý Ìý Ìýthrough purchase, marriage, inheritance or consulting arrangement)
  Ìý-Ìý COI disclosures must be submitted through InfoEd
  Ìý-Ìý InfoEd assistance, infoed@utoledo.edu
  Ìý-Ìý Disclosure requirements questions, coi.disclosure@utoledo.edu
  
  
• ÌýRCR & COI CITI Training
  ÌýCITI training modules Ìý are required for all researchers participating in sponsored research and
  Ìýmust be renewed very four years.
  ÌýResponsible Conduct of Research (RCR)
  ÌýConflict of Interest (COI)
  Ìý-Ìý Important requirement for many federal agencies and non-profit sponsors
  Ìý-Ìý Non-compliant researchers are receiving ORSP notification emails; elevation to PIs, Chairs and Deans as needed

Report of the Graduate Student Association
Saad Andalib, Vice President of the Graduate Student Association (GSA) reported:Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýÌý

• Ìý2024-2025 GSA Officers

Ìý Ìý ÌýOfficerÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýNameÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýProgram and College
Ìý Ìý ÌýPresidentÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýAddison KittelÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýOTD Occupational Therapy, Health and Human Services
Ìý Ìý ÌýVice PresidentÌý Ìý Ìý Ìý Ìý Ìý Saad AndalibÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýMS Industrial Engineering, Engineering
Ìý Ìý ÌýTreasurerÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýDonovan NicholsÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýPhD Higher Education, Education
Ìý Ìý ÌýSecretaryÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýMd. Muhiul Islam MuhitÌý Ìý Ìý MS Mechanical Engineering, Engineering
Ìý Ìý ÌýComm. SpecialistÌý Ìý Ìý vacantÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ----

• ÌýFall 2024 Welcome Weeks Events
  ÌýGSA participated in the College of Natural Sciences and Mathematics Lab Coat Ceremony, the College of Engineering GraduateÌý ÌýStudent Orientation, and Student Involvement Fair in which it shared a booth with the College of Graduate Studies.
  
  
• ÌýGSA Office – Gillham Hall 1350
  ÌýWe will be utilizing our new office and will hold in-person office hours.
  ÌýNew Email GSA@utoledo.edu
  
  
• ÌýGeneral Assembly Meetings
  ÌýThe plan for 2024-2025 is to hold at least one in-person meeting each semester.
  
  
• ÌýMidwest Graduate Research Symposium – Saturday, April 12, 2025
  ÌýCommittee to be formed to plan for the symposium.

Information and Discussion Items
Call for Volunteers – Dr. Dan Boden, GC Vice Chair (chair-elect)
Vice Chair, Dr. Dan Boden reviewed the Standing Committees of the Council indicating that he would contact the chairs to ask if they would like to continue serving and to have them reach out to committee members regarding continuance or replacement recommendation. Dr. Boden will continue to update.

Standing Committee Reports
None.

Old Business
None.

New Business
Chair Saltzman stated that at least four policies the Provost’s Office had shared with Faculty Senate and Graduate Council at the end of May, when Council not active. Presently, the timeline is tight with feedback requested by requested by September 9^th. Will send update on whether there will be an extension prior to 30-day open review.

• academic dishonesty
• course scheduling
• grading
• repeating course, calculating GPA

The Membership Committee will report to the Graduate Council at its September 17^th meeting.

Dr. Hammel added although we have not had a specific grading policy at the graduate level, the standards are listed in the catalog and graduate handbook. The new policy would eliminate the option to give a grade of PR (in progress/continuation). These can hold up students from graduation and are not particularly useful.Ìý Incomplete grades can be challenging with difficulty changing a grade once a default grade has been implemented by the Registrar’s Office per policy.

Expectations of what the student should accomplish for thesis/dissertation hours should be written down and shared between the faculty member and student and perhaps department chair, etc. based on their program policies. If the student achieves the goals, a satisfactory grade is given and if goals are not met, then the grade of unsatisfactory is assigned.

Additionally, Council would want to review repeating a course and potential grade replacement at the graduate level if that were to be recommended in the policy. We have never permitted grade replacement at the graduate level. We have Academic Fresh Start. For further discussion at a future Council meeting.

Discussion:
Dr. Tomer Avidor-Reiss suggested this topic for discussion at the Rocket Roundtable led by Dr. Angela Paprocki, Chief of Staff for Academic OperationsÌýand Associate Vice Provost forÌýInstitutional Effectiveness.

Dr. Jerry Van Hoy clarified that the September 9^th deadline applies to the academic dishonest policy that goes into effect this fall semester 2024. In response to complaints that September 9^th deadline, one day before the Faculty Senate meeting, the Provost’s Office indicated they would continue to take our feedback and prioritize it through the 30-day comment period.

Adjournment
There being no further business, the Council adjourned at 1:25 pm.

Ìý