ASHE COMMUNITY MEETING 2008 ASHE Conference Jacksonville, Florida December 8, :30-7:30 p.m.

Transcription

1 ASHE COMMUNITY MEETING 2008 ASHE Conference Jacksonville, Florida December 8, :30-7:30 p.m. NOTE: Thank you to Barbara Johnson, Northern Illinois University, for taking minutes at the meeting and providing them to the ASHE Office for use. 1. Welcome from President Eisenmann Conference Review Jay Dee, 2008 Program Chair Discussed the benefits of the online scheduling tool. One major benefit of the online scheduling tool was that participants were not scheduled for multiple sessions at the same time. Reviewed statistics for proposal submission 868 proposals submitted with a 48.3% acceptance rate. 75% of paper sessions only had three papers to allow time for more scholarly dialogue Round-table sessions were split in half to maximize participation (i.e., participants could attend two roundtables within the time slot). International papers infused throughout conference and the International Forum was offered on Thursday morning rather than the Wednesday and Thursday format. Noted that 2007 evaluation results were helpful and urged everyone to complete evaluation. 3. Executive Director Report Patricia Farrell See report attached to the end of the meeting minutes. 4. President Update Linda Eisenmann Four graduate students were awarded travel fellowships for the first time. She indicated that there is enough funding to provide travel fellowships for four years. Eisenmann expressed appreciation to the graduate student representatives who helped establish the procedures for the travel fellowships. The linkages and inclusion task forces were discussed. The linkages taskforce will look at the linkages between policy and practice and how ASHE might establish connections. Additionally, this taskforce will explore how to formally link with other organizations. The inclusion taskforce will examine the various ways individuals feel excluded (i.e., methodology, research, race, gender, institution type, etc.) within ASHE and suggest strategies for implementation. In the absence of Ralph Kidder, ASHE Budget Committee Chair, Eisenmann reported that the organization is in good shape financially because of the type of investments that have been made carefully over time. 1

2 The conference registration and membership fee increased this year. She noted that ASHE is growing and a minimum of 3 individuals are needed to manage the ASHE office so the increase will help us with funding new personnel as well as updating web access. She noted that generally the conference breaks even and that in 2007 the net income was $1400. There was discussion about the $300,000 (approximate) in the reserve account and the amount needed for a contingency in the event that we encounter unforeseen circumstances. She also noted that the reserve account was not established to cover operational costs. A large reserve is necessary because we have employees that we have to pay and in the event a conference is cancelled because members cannot afford to attend the reserve account would help the organization meet contractual obligations. Karen Miksch (legal counsel) and P. Farrell are working with R. Kidder to benchmark what other organizations are doing in terms of the size of their reserves and their contingency plans. 5. ASHE Volunteer Recognitions Linda Eisenmann Linda recognized individuals who had been instrumental in this year s conference including the program committee, outgoing board members and various committee members. There was a special moment of recognition for the outgoing president, Linda Eisenmann, and executive director, Patricia Farrell. 6. Executive Director and Search Jeff Milem Milem recounted the search process for the executive director at UNLV and expressed appreciation to the dean and faculty in the College of Education at UNLV. Four candidates have been interviewed for the executive director position at UNLV and he anticipates making a recommendation to the board at the Sunday meeting. 7. Turnover to President Milem - updates on 2009 conference theme and program 8. Adjourn at 7:30 p.m. 2

3 2008 Executive Director s Report November 8, 2008 ASHE Community Membership As of October 30, 2008, the number of active ASHE members was at 1,846, which is up from the previous year 1,812. At the Summer board meeting, the Board changed the criteria for a graduate student membership based on other national associations. In order to receive the graduate student rates, a student must demonstrate that he/she is a full-time student who is not working full-time. This change took affect August, Last year at this time, the percentage of graduate students was 40.6% and the current percentage of graduate students is 32.0% Membership Status Regular faculty/administrator Graduate student Emeritus Gender Male 1, Female No Answer Note: I am asking the Board to look into revising the Race/Ethnicity categories based on the Office of Management & Budget (OMB) recommendations (from the Association for Institutional Research). Race/Ethnicity No Answer Other 42 2 Asian American Black White 1, Mexican American 67 4 Other Hispanic 62 3 Council Membership CEP % CIHE % CPPHE % CAHEP % 3

4 Top 4 Interest Areas College Students % Organization/Administration 185 8% Public Policy 104 6% Adult/Continuing Education 7% Community Colleges 7% Student Affairs 6% 2008 Conference Jacksonville, Florida Eight hundred and seven (807) attendees pre-registered for the conference and an additional 153 registered on site for a total paid registration of 960. Last year, we had a total number of paid participants at 1,019. An additional 48 attendees had their conference registration waived (Lumina Fellows, Exhibitors/Sponsors, IHE/Chronicle reps, CPPHE/CIHE, Keynote, and Graduate Interns) and 18 attendees completed one-day registrations. Fifty two individuals attended the Graduate Student Public Policy Seminar Total attendance was 1,026. The breakdown of conference attendance is as follows: Conference Statistics General International Forum PP Forum Both 2008 Emeritus Faculty/Administrators Graduate Students Nonmember Comp/Invited Sub-Totals TOTALS 1, Pre On-site Pre On-Site Pre On-Site Pre On-Site Emeritus Faculty/Administrators Graduate Students Nonmember Comp/Invited 46 4 Sub-totals TOTALS 1, (+21) 93 (+21) Pre On-site Pre On-site Pre On-Site Pre On-site Emeritus Faculty/Administrators Graduate Students Nonmember Sub-totals TOTALS (+28) 75 (+28) 28 4

5 2005 Pre On-site Pre On-site Pre On-Site Pre On-site Emeritus Faculty/Administrators Graduate Students Nonmember Sub-totals TOTALS 1, (+39) 111(+39) Pre On-site Pre On-site Pre On-Site Pre On-site Emeritus Faculty/Administrators Graduate Students Nonmember Sub-totals TOTALS (+33) 92 (+33) sub-totals TOTALS sub-totals TOTALS sub-totals TOTALS Activities of the ASHE Office Redevelopment of ASHE Web Site In 2006, ASHE entered into a new memorandum of agreement with the Association for Institutional Research (AIR) to host the conference proposal submission and review system. In 2007, ASHE entered into a revised agreement with AIR until AIR will host the ASHE web site, including space, hardware, and software requirements. ASHE will pay AIR $600 annually and will provide booth space, supply mailing labels of graduate student members, and waive conference fees for two AIR representatives. The new web site was launched in January The new web site includes a password protected membership area, information on ASHE publications, a career center, a searchable higher education program database, and updated conference site. In addition, updates and additions to the web site include: 1) Membership join and renew has become fully electronic because the membership database is housed on the AIR server. We moved from using MSU s credit card processing system to PayPal Flow, which connects with our MSU Federal Credit Union account. 2) Conference proposal submission and review system was enhanced and easier to use especially for the reviewers (electronic reports created to help them with their responsibilities). The proposal submission and review system was updated based on feedback from previous and current program chairs. In addition, a scheduler was created for the program chair to schedule discussants, chairs, and rooms. 5

6 3) Online searchable database of ASHE members (password protected area). 4) CAHEP with Karen Card s lead, recreated the Higher Education Program database, which is now live (as of 10/30/2008) on the web site. A person can search for programs by state, region, degree level, and interest. Other ASHE Office Activities ASHE Office Move The ASHE Office grant contract with Michigan State University ends December 31, The search committee (Estela Bensimon, Doug Toma, Kelly Ward, and Michael McLendon) put out an RFP for institutions and other organizations to submit proposals to host the new office. Contract negotiations began late in 2008 with an institution and the Board approved pursuing UNLV for the contract ( ). The office will officially move to UNLV on January 1, Future ASHE Conference Sites For 2009, you are probably aware that the Vancouver Sheraton Wall Centre will be the location for our Conference (magnet in conference folders). The conference will be held approximately two months prior to the 2010 Winter Olympics Games, so they anticipate having everything in place, including a monorail, when we are there for the conference. The Site Selection Committee also worked with the Executive Director to choose the 2010 and 2011 conference sites. In 2010, we are in the Midwest Indianapolis, Indiana at the downtown Marriott. Indianapolis has a lot to offer downtown, including the NCAA Hall of Fame. Then, in 2011, we return to the East coast. Charlotte, North Carolina will be our host. If you want to know more about how the conference sites are selected along with the costs for putting on a conference of this size, please check out the Fall 2008 ASHE newsletter, which is located on the ASHE web site. Karen Paulson, Site Selection Committee chair, Jesse Watson, the ASHE graduate student, and I wrote the article. Sponsors/Exhibitors The ASHE Office requested to the Board that the exhibitor rates be raised for profit companies, along with increasing and creating categories for the sponsors (Example: Gold = $2,500 or more, ½ page ad in program). We learned that we have to begin working with potential exhibitors in January. Office Staff The ASHE Office consists of 2.5 staff, including an executive director, an administrative assistant, and a half-time graduate assistant. In 2007, the ASHE Office experienced turnover of both full-time staff. The executive director, Dennis Brown resigned in March, 2007 and Patricia Farrell took over in April Then, Shannon Brecheisen, administrative assistant, resigned in May, and Joni Burns started the beginning June. Joni moved to a new position in December, 6

7 2007. Patti Lillie was hired as the 2008 administrative assistant at 70%. The graphics was outsourced to an individual who does publishing on the side, and a graduate student assisted on an hourly basis to assist with the web site work. Future Goals of the ASHE Office while it is still at MSU 1. Ensure a successful and seamless transition to UNLV. The financial accounts are being transitioned as are the responsibilities and office supplies (e.g., stationary). 2. Upgrade the ASHE listserv we are waiting to improve the listserv until the office moves to UNLV. 3. Write policies and procedures for the registration process (membership and conference) and web site. 4. Transfer all the files and organize our computer files. 5. Work with the 2009 Conference Program to prepare the Call for Proposals and submit for printing. 6. Work with the 2009 Conference Program Committee and Dana Keith to complete the online scheduling tool for all pre conferences, in addition, to other additional items as laid out by the Committee. 7. Work with the Nominations Committee to put out the Call for Nominations 7