MINUTES Department of Aeronautics & Astronautics March 12, 2020

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1 MINUTES Department of Aeronautics & Astronautics March 12, 2020 Attending: Absent: Acikmese, Breidenthal, Dabiri, Ferrante, Hermanson, Knowlen, Kurosaka, Little, Livne, Mesbahi, Morgansen, Salviato, Shumlak, Williams, Yang; Maczko, Reichert Bragg, Jarboe, Vagners MINUTES Minutes of the February 2020 meeting were unanimously approved. ANNOUNCEMENTS Due to the possibility of classes temporarily moving online because of COVID 19, we are going to swap the project portion of the spring quarter of junior lab with AA 460, the propulsion class. The propulsion class can be done completely online. Faculty should be prepared to teach online at the start of the quarter. It is possible that we ll need to do a couple of weeks of virtual instruction so faculty should be preparing now. The Dean has been clear that there should be no excuses for not being prepared. If there is a personnel issue in the department, the appropriate procedure for handling this is to take the issue to the person s advisor or supervisor first. There are formal processes that need to be followed, in particular for those that are unionized. For reference: Staff who report to Prof. Kristi Morgansen in her Chair role are Rachel Reichert, Ed Connery, Kim Maczko, Amy Sprague, and Wanda Frederick, as well as the faculty. Rachel Reichert currently has the tech staff reporting to her, as well as the fiscal staff. Ed Connery has the advising staff reporting to him. The office assistants report to Kim Maczko and the IT student assistants report to David Wilson. The TAs report to Uri Shumlak as the Associate Chair for Academics. The RAs report to their faculty advisor, and research scientists and Postdocs report to their faculty advisor. Classified staff, RAs, TAs, and Postdocs are unionized. Candy Housholder will be on leave of absence starting March 25 th. Steve Pearson will help out during this time. An administrator from another department will be helping out but contact information will not be sent out; Rachel Reichert will handle sending items to this person. Between now March 25 th, keep sending questions regarding any grant portfolio to Candy. After March 25th send any grant requests to Rachel or Steve. It would also be helpful if faculty who have any proposals that are going to need to be submitted between now and May 8 th, please do so as soon as possible before Candy goes on leave. The department is looking into the fiscal model for the machine shop. The shop should run completely as a cost center and the department should not have to subsidize costs. We are actively looking at this but there are no answers at this time. Students have reported hearing rumors that the machine shop is going to be shut down, but this is not true. The intent is to keep the shop open but make sure it is fiscally viable. Rates are going up in the next few months. No concrete decisions have been made at this point. The Coral system being installed in the machine shop is not fully running yet but we plan to get it operational soon. This system will track usage, and lock and unlock the machines in the shop. We ll be doing the same thing with the 3x3 wind tunnel to track usage and make sure there is equitable access.

2 Merit documents are due March 31st. Assistant Professors will be reviewed at the May meeting. Associate Professors will be reviewed at the June meeting. The process will be discussed in further detail at the April 2 nd faculty meeting. Prof. Morgansen will send out the process the full professor review committee used to determine merit or non-merit (attached). Merit documents include: o CV (COE P&T format) - Highlight activity for the previous (one) year, April 2019 to March 2020 o Summary page at the end for research, teaching, and service o Future goals page o Any additional materials faculty would like to be considered Due to Coronavirus concerns, PhD Visit Day was transitioned to an online format. It went really well and the advising team received great feedback from participants. Packages for funding are almost ready to be sent out early next week. If we don t have a base offer to make to someone, Danyel Hacker will be following up with faculty. If Danyel is sending an offer to someone who has been identified as a prospective recruit for a specific lab, she will make sure to copy that faculty member. Faculty who see those come through should send positive words to that student. With the state of things in campus, we are trying to discourage students from visiting anytime soon. Faculty who are trying to set up a visit should keep Danyel informed and we will try to do what we can to make it financially possible for that student to visit. At the present time, staff are not able to host these visits, so it would have to be hosted by a faculty member. New awards Prof. Marco Salviato received a 3-year FAA grant. Diversity message Students on the Diversity Committee have that requested that, moving forward, female or URM seminar speakers who visit the department should lunch with interested students to learn about pathways and leadership. Safety message There is new safety committee at the institution level: Chemical and Physical Safety Committee. This is a task force that the Provost put together. Overall, the university achievement rating is at least 85% but right now it is only at 40%. There are concerns about a major accident happening. This committee is tasked with having oversight of lab accidents. Our department has the highest safety rating in COE. Thank you to Prof. Dana Dabiri and our safety committee. REPORTS FROM STANDING COMMITTEES No report from the following committees: Undergraduate Committee, Computer Committee, Faculty Search, Graduate Committee, Peer Evaluation Committee, Safety Committee, Aero/Astro Working Committees, Space Allocation Committee, Strategic Planning, AIAA, Sigma Gamma Tau, Boeing Professor Selection, Diversity, MAE-CMS Advisory, Space Systems Center, UWAL, PSI Center, Accreditation, Educational Policy, COE EDGE/UWEO, COE Executive, Promotion & Tenure, College Council, Academic Conduct, Engineering Manufacturing, FAA Center of Excellence, GISE, Technical Japanese, Certification Program, Faculty Fellows, Faculty Senate 2020 DISTINGUISHED ALUM VOTE Candidates: Jason Andrews Adolf Cheung Kourosh Hadi Jim Hermanson

3 Keith Holsapple Doug Neill Joris Poort Paul Robertson Jan Roskam CLUSTER HIRE DISCUSSION Cluster hire proposals are due March 18 th. Notification of the down select will be sent out by April 17 th. There will be 3 rounds, one for each of the next 3 years. All positions have to be filled by the end of 5 th year. Anyone submitting a proposal should hold April 28 th, 9am to 12pm, and April 30 th, 1pm to 4pm for virtual presentations for down selected proposals. May 26 th, 10am to 12:30pm, there will be an Advance workshop of faculty hiring. Dana Dabiri (fluids) ME, AA. At present, there is no unifying language/expertise to integrate different disciplines towards next-generation cyber-physical systems. To address this concern, AA and ME have united towards providing a next-generation solution. Our solution is to propose a cluster-hire centered around Integrated Multi-Phenomena Modeling, Computation and Synthesis/Design. Here we are looking for expertise not unusual resources. We propose two hires at either the associate or full level, one in each of our departments. We propose to hire them within 1-2 years. The hires will be equally qualified, however, as each will be situated in the AA & ME department, respectively, they will naturally be working with faculty (both within & without their respective departments) towards the topic areas that are relevant to those departments. Mehran Mesbahi, Behcet Acikmese, Maya Cakmak (robotics) EE, CSE, AA. Not committing resources Mehran Mesbahi, Behcet Acikmese, Sumit Roy (autonomy) EE, AA. Not committing resources Owen Williams, Brian Polagye (blue economy) ME, HCDE, ISE, CEE, AA. Encompasses a wide range of economic activity generated by the ocean, including transportation, aquaculture, ocean observing and energy harvesting. Looking to hire 1 associate professor and 4 assistant professor hires. No resources are being committed. EXECUTIVE SESSION: Discussion of Structures Faculty New Hire NEW BUSINESS None ADJOURNED Meeting adjourned at 3:30pm.

4 UWAA 2019 Full Professor Merit Evaluation Committee Process and Assessment Criteria Full professors in the UWAA Department are expected to make substantial contributions to research, teaching, and service. In research, substantial contributions mean scholarly leadership, as measured by: Publications in leading journals and conferences and publication of books. Mentoring of graduate students at the PhD and masters levels. Development of unique experimental, analytical, or numerical capabilities, or other major impacts on the field of Aeronautics and Astronautics at the national and international level. In teaching substantial contributions include: Excellence in teaching graduate and undergraduate courses. Development of new courses, new educational approaches, or new educational programs. Excellence in service means substantial contributions to: Management of the department and the university. Service contributions to the profession at the national and international levels. The updated 2019 merit process requested faculty to provide information about their contributions over the last year as well as a full CV in the UW Promotion and Tenure format. The UWAA Department also instituted a new faculty merit evaluation system and process in 2019 in which all faculty members, regardless of rank, have the option of evaluating all faculty members by submitting evaluative scores on a scale from 1 to 5 for performance in the research, teaching, and service categories. Faculty members can also submit notes on the performance of their colleagues. The numerical scores and notes are collected by the Assistant to the Chair of the department and are presented to senior faculty when they discuss, in a dedicated meeting, the merit of the faculty who are junior to them. To evaluate the merit of the full professors in the department, the Chair appoints a special committee of three full professors, each from different disciplinary areas, that is tasked with the evaluation of all full professors. The special committee submits to the Chair the criteria it will use in the merit evaluation process. Once accepted by the Chair, the Chair provides the special committee the merit evaluation information scores and notes from all professors to serve as one of the sources of information the special committee will use as it follows the process and criteria that were accepted by the Chair. Merit evaluations of the full professors prepared by the special committee serve as advisory information to the chair. The following guidelines will be used by the Special Committee in its discussions and deliberations: Committee members will not see their own assessment data or comments, nor will they participate in the discussion of their merit recommendation. Average scores of 3 and above by all faculty in all categories (research, teaching, service) will lead to a meritorious recommendation by the special committee without further discussion.

5 Average grades of 4.5 and above in all categories, would lead to an exceptionally Meritorious recommendation by the committee, if all grades by all faculty are 4 and above, with an allowance for 3 and above in the service area. Average grades that are substantially below 3 in all categories would lead to a Non- Meritorious evaluation by the special committee. Desirably, self-scores by faculty would be made available to the committee together with selfevaluation notes submitted in the survey. The committee will consider major differences between the way individual faculty members evaluate their own performance and the evaluations by colleagues to make sure that no information is missed. The special committee will pay special attention to two particular situations: o o Cases in which there are large differences among faculty in the way they evaluate a colleague. If a faculty member receives good to excellent grades from most faculty but a very low grade by a small number of faculty, the special committee will study the notes submitted and revisit the merit materials provided by the faculty member discussed. Cases in which average scores in any one of the research/teaching/service categories are very low. In both such cases, members of the special committee will work independently to prepare their evaluations based on the scores and notes by the faculty and the information provided by the professor discussed. The members of the special committee will then meet to compare notes and reach consensus. When consensus is reached, the special committee will provide the Chair with an explanation of the considerations that led to the outcome. The summary explanation will include the Committee s final score (which may be different from the statistical average of the faculty responses) and a statement on meritorious/non-meritorious/exceptionallymeritorious. If consensus is not reached, members of the special committee will submit to the Chair their individual final score and merit assessments. The special committee recognizes that research in a leading research university may not produce consistent year by year measureable results (papers, grants, grad students, etc.) and that sometimes periods of preparation are required (building new experimental capabilities, writing books, venturing into new areas, etc.) before yielding the measurable results or the impact expected from full professors in a leading research university, as also reflected in the Faculty Code. If low measurable contributions in research are reported by a faculty member for a one-year period, that faculty member is expected to explain in his/her statement why this is the case, what scholarly work was pursued in the period discussed, and what the planning was behind such efforts that would later lead to impactful scholarly work. The special committee will evaluate such statements carefully and submit to the Chair its evaluation of any such cases.

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