Meeting Minutes

University Planning


March 13, 2018

Members Present:

Frantisek Marko, Mary Lou Ortiz, Laura Pauley, Nicholas Pearson, Thomas Sarabok, Steinn Sigurdsson, William Sitzabee, Charles Specht,  Mary Vollero, Robert Zambanini.

Members Absent:

Richard Bundy, Kevin Cockroft, Anne Douds, David Gray, Lisa Grigley, Betty Harper, Nicholas Jones, David Lieb, Hector Lopez, Margaret Michels, Padma Patil, Mark Sideck, Ming Wang.

Guests:

Robert Kubat, Robert Pangborn

APPROVAL OF MINUTES

The UPC meeting started at 8:30 AM.  The minutes from January 23rd, 2018 were approved.

ANNOUNCEMENTS

  • Report on Officers and Chairs meeting (Laura Pauley). –  ARSSA is preparing a report on Student Academic Recovery (returning to degree status).  Curricular Affairs will require course objectives in any course proposal (new course and course changes).  The Special Committee on Tenure and Equity is looking at the gender discrepancies in tenure rates.  This committee reports progress to EECE .  Will now allow 30 character course names.  Faculty Affairs is reviewing the AD-14 process and the process for Faculty Misconduct.  IRC is reviewing the promotion rates to full professor at Commonwealth Campuses.  Research Committee is discussing who should review and approve surveys that are sent to faculty and students.

OLD BUSINESS

  • Item C1. Annual Construction Report William Sitzabee presents the Capital Construction report (see agenda).
    • Discussion on what parts of the full report to include in the presentation to the Senate. Committee recommends emphasis on the future plan and overall situation with less emphasis on individual projects, but with supplementary information provided in an expanded online set of slides.
  • Item A1. Follow up on CollegeNET and the Optimizer Process Response to the recommendations report provided (see attached).
    • Classroom scheduling driven by decision to not proceed with addition of new classroom space, the addition of new education requirements requiring use of additional new space, and need to change scheduling of courses to synchronize offerings shared across campuses. The crunch motivated a University review of how General Purpose Classrooms (GPCs) are scheduled, with an objective to utilize the GPCs more effectively.  Changes in instructional pedagogy and technology also lead to fewer seats in many classrooms and hence a net reduction in effective capacity.
    • Issues affecting CollegeNET optimization:
      • changes from 2016-17 in class period duration, particularly addition of 50 minute slots on Tu/Th to accommodate, for example, 4 credit classrooms.
      • 2017-18 to 2018-19 will be the first time CollegeNET rolls over class schedules, rolling Fall-to-Fall and Spring-to-Spring.
      • There was about 10% increase in the number of class sections from Fall 2017 to 2018, and a little over 400 sections had no rooms allocated, which is about twice as many as normal. Classes on a two year rotation schedule are not getting rolled over.
      • Classes were not assigned to departmental assigned classrooms and got pushed into GPCs when they ought to have been kept in the departmental classrooms. The Optimizer does not know about departmental classrooms.
      • The Optimizer did not recognize some laboratory spaces which ought to be departmental assigned.
      • Fall 2019 currently has 200+ classes with no assigned classrooms. This includes classes meeting by appointment only.
      • The CollegeNET partitions algorithm to keep classrooms assigned physically local to the academic units, is to be changed to get more geographically compact classroom assignments. The need for classroom attributes is set by academic units.
      • There was discussion of detailed issues in response to recommendation and conflicting priorities in optimization. A major issue is the development of new courses and the need for equitable allocation of spaces and time slots for new courses vs old courses.
      • Recommendation that the Optimizer be enabled to use deeper nesting of partitions to allow for building location in the first level of preference.
      • Question was raised as to compliance with University policy AD-82 and whether the published University policy is operational or has been dispensed with. The policy is under review for modification.  Question as to what considerations drove the proposed change in policy.
      • Discussion of discrepancy between announced policy on repurposed departmentally assigned rooms being made available as GPCs as the lowest priority assigned rooms, as opposed to them being assigned as normal GPCs. In practice the repurposed departmentally assigned rooms are being assigned as normal GPCs with high utilization, in contradiction with announced policy.
      • There is a need to enforce policies C-1.4 and C-1.5 on classroom scheduling and to enforce the distribution of time slots for classes offered by academic units. The enforcement may be delegated to academic unit administrators.
    • Several Action Items were identified. Bob Kubat will discuss these items with Todd Clouser and report back to UPC chair.  Several changes to the Optimizer process will be investigated:
      • Add more preference levels and allow the first level of preference to be very specific such as one particular building
      • Set the recently identified GPC rooms to be used as a last resort.
      • Allow departments to schedule back-to-back sections of a course into the same classroom so that one instructor can teach the multiple sections.
      • Allow classroom scheduling requests to be rolled over from one year to the next. See if this can also be done for classes that are offered every other year (every odd or even year).
  • Item A2. Facilities implications of High Enrollments at University Park
    • No discussion beyond previous two agenda items.

ADMINISTRATIVE LIASION

  • UPC Representative on the University Energy Conservation Policy Committee (Nick Pearson). No report.
  • UPC Representative on the Parking Appeals Committee (Nick Pearson). No report.
  • Physical Plant and Resources (William Sitzabee). No report.
  • Office of Planning & Institutional Assessment (Padma Patil). No report.
  • UPC Representative on the Strategic Plan Implementation Oversight Committee (Laura Pauley). Review of next round of proposals coming up next month.
  • Faculty Representative on the Governance and Long-Range Planning Committee of the Board of Trustees (Laura Pauley). Committee received a report from the transforming education committee.
  • University Budget Office (Mary Lou Ortiz).   Report to be presented to the Senate, expectation of constant state funding for next year. Governor requested an increase.  Possibility of supplemental funding, possibly capital funding.  See Senate report.•

NEW BUSINESS  No new business.

The meeting was adjourned at  10:45 AM

Prepared by Steinn Sigurðsson

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January 23, 2018

Members Present: David Lieb , Frantisek Marko, Mary Lou Ortiz, Laura Pauley, Nicholas Pearson, Thomas Sarabok, Steinn Sigurdsson, William Sitzabee, Mary Vollero, Robert Zambanini.

Members Absent:  Richard Bundy, Kevin Cockroft, Anne Douds, David Gray, Lisa Grigley, Betty Harper, Nicholas Jones, Hector Lopez, Margaret Michels, Padma Patil, Charles Specht, Ming Wang.

APPROVAL OF MINUTES

The UPC meeting started at 8:30 AM. The minutes from December 5, 2017 were approved.

ANNOUNCEMENTS

  • Report on Officers and Chairs meeting (Laura Pauley).

OLD BUSINESS

  • Development and Alumni Relations (David Lieb). Presented summary of the state of development effort at PSU.
  • Item B1. Facilities Planning Advisory Board Additional discussion on the role of the Facilities Planning Advisory Board took place. There was discussion of how often the faculty representative to the Project Decision Review Board would report to the University Planning Committee and how the feedback from the University Planning Committee would be provided to the Project Decision Review Board. There was discussion on the role of the faculty representative to the Project Decision Review Board in providing a conduit on long term planning and major projects, before they take place, rather than reporting after construction has begun or been completed. There was discussion on whether the representative to the Project Decision Review Board ought to become an ex officio member of the University Planning Committee or attend as a guest. The University Planning Committee reached a consensus decision that any representative to the Project Decision Review Board ought to be an ex officio member of the University Planning Committee. The recommendation is that the representative be a voting member of the Project Decision Review Board. The standing rules of the University Planning Committee will need to be amended if the recommendation is implemented.
    • Proposal: the University Planning Committee will proceed with the recommendation for dissolution of the Facilities Planning Advisory Board. The University Planning Committee concurrently recommends that Faculty Representation be added to the Project Decision Review Board, with the Faculty Representative(s) reporting to the University Planning Committee ex officio.
      Passed unanimously. See attached. The proposal will be submitted to the Senate Council for the March meeting of the Senate.
  • Item A3. OPP Renovation Cost The units who raised the issue were requested to provide specifics, no response has been received, the item is closed.
  • Item A2. Facilities implications of High Enrollments at University Park No discussion at this time.
  • Item A1. Progress on CollegeNET and Optimizer. No discussion at this time.
  • University Budget Office (Mary Lou Ortiz) Presented the budget report, delayed by the delay in State appropriations. See attached. There was discussion on clarification of various details in the presentation. The amended report will be presented to Senate Council for presentation to the Senate March meeting.

ADMINISTRATIVE LIASION

  • UPC Representative on the University Energy Conservation Policy Committee (Nick Pearson). No report.
  • UPC Representative on the Parking Appeals Committee (Margaret Michels). No report.
  • Physical Plant and Resources (William Sitzabee). No report.
  • Office of Planning & Institutional Assessment (Padma Patil). No report.
  • UPC Representative on the Strategic Plan Implementation Oversight Committee (Laura Pauley). The Strategic Plan Implementation Oversight Committee discussed changes in the process for the review of future proposals, and possible targeting in the future calls for proposals to balance the portfolio of the funded proposals.
  • Faculty Representative on the Governance and Long-Range Planning Committee of the Board of Trustees (Laura Pauley). No report.

NEW BUSINESS No new business.

The meeting was adjourned at 10:05 AM

Prepared by Steinn Sigurðsson
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December 5, 2017

Members Present: David Lieb , Frantisek Marko, Mary Lou Ortiz, Laura Pauley, Nicholas Pearson, Thomas Sarabok, Steinn Sigurdsson, Charles Specht, William Sitzabee, Mary Vollero, Robert Zambanini.

Members Absent:  Richard Bundy, Kevin Cockroft, Anne Douds, David Gray, Lisa Grigley, Betty Harper, Nicholas Jones, Hector Lopez, Margaret Michels, Padma Patil, Mark Sideck, Ming Wang.

Guests: Teresa Diehl, John Hellman (EMS), Barbara Korner, Eliza Pennypacker, Steven Watson

APPROVAL OF MINUTES

The UPC meeting started at 8:30 AM. The minutes from October 17, 2017 were approved.

ANNOUNCEMENTS

  • Report on Officers and Chairs meeting (Laura Pauley)

OLD BUSINESS 

    • Item B1. Facilities Planning Advisory Board Additional discussion on the role of the FPAB took place. There was discussion of the current process for oversight of facilities, including Project Decision Review Board, see attached in Agenda. Feedback was received from some of the stakeholder colleges (see attached). A detailed response was received from the College of Arts & Architecture (see attached). There was discussion of how the FPAB functioned in the past and how current decision process takes place. A recurrent theme is that the FPAB input is not well synchronized with the timing of planning decision and often receives and provides input at too late a stage to be relevant. There was discussion of alternative channels for communication on facilities planning. The last full Master Plan update was in 2009, with incremental updates every other year. There was discussion about whether the VP for Facilities ought to provide an occasional report to the Senate on the state of the Master Plan. There was discussion about whether the Unit Master Plans ought to be formally presented to the Units and Colleges. The Unit Plans and the Master Plans are available online. There was discussion of possibility of Unit Plans being actively updated being selectively presented to the Senate as part of a Master Plan overview. There was extensive discussion on the trade-off between the need for faculty representatives to be engaged and have some relevant expertise, versus the need for broad representation and communication back to the Units.
      • Proposal: the University Planning Committee will proceed with the recommendation for dissolution of the Facilities Planning Advisory Board. The University Planning Committee concurrently recommends that Faculty Representation be added to the Project Decision Review Board, with the Faculty Representative(s) reporting to the University Planning Committee ex officio.
      • The selection procedure for candidates for the Project Decision Review Board will be made from the faculty, including emeritus faculty, with the candidates to be nominated by senators for consideration by the University Planning Committee. The University Planning Committee will recommend to the Provost a representative and an alternate. The candidate faculty representative to the Project Decision Review Board is to be nominated for a term of three years.
      • Revised report to the Senate to be voted on at the next UPC meeting.
      • Formal motion to agree to proceed with the report as discussed and to formally proceed at the January UPC meeting. Moved, seconded, passed unanimously.
    • Item A3. OPP Renovation Cost (William Sitzabee) Informal communication that a group of Deans is preparing a document on renovation cost issues.
  • Item A2. Facilities implications of High Enrollments at University Park No discussion at this time.

ADMINISTRATIVE LIASION

  • Development and Alumni Relations (David Lieb). Report to the Senate presented this afternoon.
  • UPC Representative on the University Energy Conservation Policy Committee (Nick Pearson). No report.
  • UPC Representative on the Parking Appeals Committee (Margaret Michels). No report.
  • Physical Plant and Resources (William Sitzabee). No report.
  • Office of Planning & Institutional Assessment (Padma Patil). No report.
  • University Budget Office (Mary Lou Ortiz). No report.
  • UPC Representative on the Strategic Plan Implementation Oversight Committee (Laura Pauley). Committee has been reviewing proposals from across the University. First round of proposals were ranked in November and recommendations sent to the Provost. Some proposals were sent back with recommendations for revision. There will be two more rounds of proposals.
  • Faculty Representative on the Governance and Long-Range Planning Committee of the Board of Trustees (Laura Pauley). No report.

NEW BUSINESS: No new business

The meeting was adjourned at 10:15 AM

Prepared by Steinn Sigurðsson
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October 17, 2017

Members Present:  Kevin Cockroft, Anne Douds (phone), Betty Harper (OPA), David Lieb , Frantisek Marko, Laura Pauley, Nicholas Pearson, Steinn Sigurdsson, Charles Specht, William Sitzabee, Mary Vollero, Robert Zambanini.

Members Absent: Richard Bundy, David Gray, Lisa Grigley, Nicholas Jones, Hector Lopez, Margaret Michels, Padma Patil, Mary Lou Ortiz, Mark Sideck, Ming Wang.

Guests: Greg Kufner (University Architect), Keith Nelson (Liberal Arts)

APPROVAL OF MINUTES

The UPC meeting started at 8:30 AM.  The minutes from September 12, 2017 were approved.

ANNOUNCEMENTS

  • Report on Officers and Chairs meeting (Laura Pauley)
  • Unofficial report: Prof. Pauley has been student nominated to be part of the Homecoming Court. The committee congratulated Prof. Pauley on this honour.
  • The University Planning Committee Priority Report (included in Agenda materials). Committee has two items of old business, 5 “A” priority items, one “B” priority item and 4 scheduled Mandated Reports.

OLD BUSINESS

  • B1. Facilities Planning Advisory Board The College of Liberal Arts and the College of Arts and Architecture expressed concern about the abolishing of the FPAB. Prof. Keith Nelson came to present a case for continued  working of the Facilities Planning Advisory Board.  A discussion of the history of the FPAB and its function was presented. An argument was made that rather than abolish the FPAB it ought to meet more frequently and more pro-actively provide feedback to the University and check that new construction complies with the University Master Plan.  Discussion of a sample case of the development of the Forum/Music area and Water Tower replacement, which did not follow the long term Master Plan, and changed the nature of the open space in that area.  Discussion of how the FPAB came to be and that it is a University board, not a Senate committee.  Greg Kufner (University Architect) discussed current process for faculty involvement for building construction and refurbishing on the College level. Keith Nelson discussed the need for considering the big picture of how new facilities fit in with the long term master plan and how projects fit with surrounding current and future facilities.  William Sitzabee notes the presence University Trustees in the planning, whose role is to ensure projects are consistent with the University Master Plan. Discussion of how the FPAB process failed, and whether it is better to try to reform it or abolish the current structure and consider a new process. Can the process provide more timely and effective feedback, and harness the expertise of the University faculty and staff.
    • A motion was made to withdraw the proposed recommendation to the Senate due to the need to further consult interested parties and consider how the process might be amended. Motion was passed without objection.
  • A6: Facilities and Administration Rates DistributionThere were no further comments on the  report and it will be presented at the October 17th meeting of the Senate.

ADMINISTRATIVE LIASION

  • Item A4. University Strategic Planning Report (Betty Harper). Review of informational report to the Senate to be presented at a future Senate meeting. See Agenda Materials.
    • Discussion of the content, including what to eliminate and what to emphasize.
  • Development and Alumni Relations (David Lieb).  Review of informational report to the Senate to be presented at the December Senate meeting.
  • UPC Representative on the University Energy Conservation Policy Committee, Nick Pearson. Committee has not met yet.
  • UPC Representative on the Parking Appeals Committee, Mary Vollero. No report.
  • Physical Plant and Resources, William Sitzabee. No report.
  • Office of Planning & Institutional Assessment, Padma Patil. No report.

NEW BUSINESS

  • Item A3.  OPP Renovation Costs, Laura Pauley. Discussion on how to proceed.  William Sitzabee to report on the general process of how OPP plans renovations and options for call for bids. Charles Specht is going to look into whether there are specific issues at Hershey.
  • Item A2.  Facilities Implications of High Enrollments at University Park, Laura Pauley. Explore effectiveness  to date of efforts to ameliorate the issue, and what has changed in terms of construction and renovation.  Mary Beth Williams expressed interest in being involved in this process, we will invite her to participate.   Look into class room utilization and dorm occupancy rates.  Utilization report due this year.

The meeting was adjourned at  10:20 AM

Prepared by Steinn Sigurðsson

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September 12, 2017

Members Present: Anne Douds, David Lieb , Frantisek Marko, Laura Pauley, Nicholas Pearson, Mark Sideck, Steinn Sigurdsson, Charles Specht, Mary Vollero, Robert Zambanini

Members Absent: Richard Bundy,  Kevin Cockroft, David Gray, Lisa Grigley, Nicholas Jones, Hector Lopez, Margaret Michels, Padma Patil, Mary Lou Ortiz (not started yet), William Sitzabee, Ming Wang.

Guests: None

APPROVAL OF MINUTES

The UPC meeting started at 8:30 AM.  The minutes from April 25, 2017 were approved.

ANNOUNCEMENTS

        • Report on Officers and Chairs meeting (Steinn Sigurdsson)
        • The University Planning Committee Priority Report (included in Agenda materials). Committee has two items of old business, 5 “A” priority items, one “B” priority item and 4 scheduled Mandated Reports.
        • The University Planning Committee Priority Items for this Year:
          • Discussion on how to proceed on CollegeNET and Optimizer report.
          • Different issues for UP vs the Commonwealth Campuses as enrollments change. Problems with assignments for classes requiring moderate facilities (eg Art).
          • Revisit OPP and renovation issue. Pushed Officers and Committee meeting to ensure units are responsive to enquiries on this.
          • Prof. Pauley is on University Strategic Plan Oversight Implementation Committee and will report to UPC and forward concerns and queries. We will sponsor an information report to the Senate on how the process is going.
          • Tuition billing has issues and we will review the student and parents experience. Compare to peer institutions.
          • Annual Construction Report.
          • Biennial Space Allocation and Utilization Report.
          • Annual University Budget and Planning
          • Biennial Development and Alumni Relations Report

OLD BUSINESS

        • Facilities Planning Advisory Board Draft Report prepared (see Agenda Items).  Recommended that we add discussion of how the FPAB schedule made it difficult to provide timely feedback. The report was approved and will be forwarded to the Senate Council for presentation at the October meeting of the Senate.
        • A6: Facilities and Administration Rates Distribution   The report was approved with minor changes (expanding some acronyms) and will be forwarded to the Senate Council for presentation at the October meeting of the Senate.

NEW BUSINESS

ADMINISTRATIVE LIAISON REPORTS

        • Development & Alumni Relations, Dave Lieb. A campaign update was presented on the progress on the “A Greater Penn State” development campaign.  (See Agenda Items)
        • Physical Plant and Resources, Bill Sitzabee. No report.
        • Office of Planning & Institutional Assessment Padma Patil. No report.
        • University Budget Office, Andy Reisinger. No report.  Mary Lou Ortiz will begin as University Budget Officer on October 1.
        • UPC Representative on the University Energy Conservation Policy Committee, Nick Pearson. The committee has not met yet for this year.
        • UPC Representative on the Parking Appeals Committee. Mary Vollero agreed to serve on this committee.
        • UPC Representative on the Strategic Plan Implementation Oversight Committee, Laura Pauley. The committee meets approximately once a month.  During spring semester, the committee discussed and developed the process for implementation of the Strategic Plan.  During the summer, the unit progress reports were reviewed and input given to the units.  The first deadline for University Strategic Initiative Seed Grants was September 18.  These proposals will first be reviewed by the Executive Committees.  The Oversight Committee will review the forwarded select proposals in November.

Proposed new business for this academic year:

        • CollegeNet and Optimizer. The Committee received a response from President Barron (see Agenda Items).

The meeting was adjourned at 9:45 AM .

Prepared by Steinn Sigurðsson

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