ࡱ> =@<{ 1bjbjBrBr ..  1||$x!t*****  $"%!!**2!**  rT *s  H!0x!p&%p& p& d!!x!p&| : [CIA Meeting Friday, October 19, 2012, 9:00-10:30am Room: BA 524 Present: Monica Miller, Nadine Schmidt, Betsy Desy, Jan Loft, Rhonda Bonnstetter, Linda Nelson, Carrie Hansen, Jay Brown, Pam Sukalski and Lori Baker. Absent: Christine Olson, Steve Kramer, Gary Sneide, Sangnyeol Jung and Wiji Wijesiri. Lori Baker called the meeting to order. Welcome to the new members; everyone introduced themselves. Review of the 2012 grants: Agribusiness: There was discussion on how the funds were used. The report submitted was extremely thorough, with a great deal of evidence that the grant was used in accordance with the initial application. All other reports: We should make a simple acknowledgement to all 2012 grant recipients, letting them know they did the work and made progress and to note some of the particular aspects of the work. Betsy Desy will pen something; will share with the group for any editing or suggestions. Maybe in the future lets have a template, a standard format, for the report just as we use a template for the application. This idea will be pursued at another meeting. Discussion: There was some uncertainty on how unused funds are defined: carry-over? Use it or lose it? Should there be a new application asking for the carry-over and additional funds? Ask for an extension? What about accounting functions? It is much easier for accounting to say the project ends at the end of the fiscal year; if work needs to continue then the group should re-apply and submit another final report. We do not want to create a lot of paperwork, but it was reiterated that accounting is easier when the account is closed at the end of the fiscal year, even if carry-over it will get a new account number. What about the rule that says a group cannot apply for more than one grant a year? There was discussion on who ultimately has control of the sending and receiving of funds, who is the person in control of the ledger account? It was said that fiscal year accounting is the easiest. Suggestion: When we advertise the grant, it should say up to a particular amount and in that way it would cover the entire academic year. We could have rolling application dates? We should find a way for everyone to have a chance, especially if there are funds remaining. Back to the question: Should a group be allowed to keep remaining/carry-over funds, and should we make it very clear that the funds must be used by a particular date or the remaining funds goes back into the account for others to use? Is it $200 per semester or $200 for the fiscal year? The original intent was $200 for the fiscal year; we would not have enough money if everyone applied twice for $200 per fiscal year. Can they apply in the spring for their remaining maximum $200 if they applied for $75 in the fall, for example? It should be only once a year. Some faculty on campus thought this was perhaps like the FIG process. It all needs to be very clear to everyone that applies, the process must be clear. ** Motion 1 ** Rhonda Bonnstetter moved that applicants be allowed to use their FY2012 carry-over money should they have some but this will be the last time that will be possible, and to now have three application dates of October 1st, December 1st and March 1st to allow for flexibility for a total of $200 per group application as funds remain. Linda Nelson seconded. Motion carried. Review of 2012-2013 applications: Math: ** Motion 2 ** Lori Baker moved to approve $200.00 with the allowance of last years carry-over. Carrie Hansen seconded. Motion carried. Literature: ** Motion 3 ** Pam Sukalski moved to approve $200 Jay Brown seconded. Motion carried. PWC: ** Motion 4 ** Monica Miller moved to grant $200.00 Nadine Schmidt seconded. Motion carried. Composition sub-committee: Motion 5 ** Monica Miller moved to approved $200.00/ Pam Sukalski seconded. Motion carried. There was reiteration that all monies must be spent or encumbered no later than June 30th of any fiscal year or the group will not be reimbursed. But, the grant report will be due by June 1st although Department Annual Reports are due on June 30th. Other: There were about 20 folks at the October 18th Lunch and Learn on IDST 400. Lori, Betsy and Will Thomas meet weekly to keep consistent communication between LEC, Assessment and the CIA. November 1st is the next Lunch and Learn with the focus on IDST 100 with perhaps more discussion on 400. How do we make outcomes, etc visible? Where do we post or link to CIA page? We should post or house past grant reports so others can see what others have done or what a report looks like. How can we connect out to all other units, so everyone can find whatever they are looking for, how will they know they can go to the CIA page? Rhonda shared she spent fall break reviewing for another campus NCATE work; one of the other team members is from UMD and said what they had to do was have each Department do the cross-walk map of HLC criteria mapped to the Department goals and Program goals. The BOT side actually sets all that but they put it into a grid format, will make it much easier for the HLC to review. If on the CIA page HLC would be able to find and see what they are looking for? Betsy shared that at her recent meeting they stressed make it clear, make it clear and make it easy, make it easy, make it easy. Also, how does something relate to Program goals, University goals, etc.? To link Program goals to University goals is major; we will design the easy to read/easy to find grid. Meeting adjourned at 10:24. 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