Minutes Department of Aeronautics & Astronautics

February 2, 2015 Attending: Breidenthal, Bruckner, Dabiri, Ferrante, Holsapple, Jarboe, Kurosaka, Lin, Livne, Mesbahi, Milroy,

Morgansen, Narang, Shumlak, Waas, Vagners, Yang; Gibbs, Maczko Absent: Hermanson (sabbatical), Slough, You MINUTES Minutes of the November 2014 meeting were unanimously approved. December and January meetings were cancelled. ANNOUNCEMENTS

• Congratulations to Assistant Professor Antonino Ferrante who has been promoted to Associate Professor with tenure. This promotion will take effect September 16, 2015.

• Faculty will be asked to submit updated CVs every 6 months. Kim Maczko will send out a reminder. • For the remainder of this academic year, faculty meetings will run from 4pm to 5:30pm. From 3:30pm to

4pm there will be a department mixer. Starting Autumn quarter 2015, faculty meetings will move to the first Thursday of each month from 12:15pm to 1:30pm. A department lunch will take place before the meetings from 11:30am to 12:15pm.

• The April faculty meeting has been rescheduled to Monday, April 13th. • The A&A Spring Banquet has been scheduled for Friday, May 15th at the Museum of Flight. This year’s

Distinguished Alum will be astronaut Greg Johnson. The faculty voted on the 2015 distinguished alum at the January 2014 faculty meeting. This year faculty will not be charged to attend the banquet but are still encouraged to sponsor as many students as they can.

• Commencement date this year will be Saturday, June 13th. A&A commencement will take place in the HUB after the main commencement.

REPORTS FROM STANDING COMMITTEES

Graduate Committee: Prof. You – the committee report is attached.

AIAA: Prof. Bruckner – AIAA Region VI Student Conference will take place March 28-29 in Reno, Nevada. The abstract deadline is Monday, February 23rd. The conference is open to undergraduate and master level students. The group will be requesting departmental support to help attend the conference.

No report from the following committees: Computer, Faculty Search, Graduate, Peer Evaluation, Safety, Undergraduate, Aero/Astro Working Committees, Space Allocation, Sigma Gamma Tau, Strategic Planning, 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 INTERNAL AUDIT FINDINGS

Internal Audit has concluded their audit of the department. The scope of the audit was federal sponsored projects in FY14. Systems reviewed were: payroll, expense transfers, purchasing, subcontracts, budget management, and grant terms and conditions. There were no findings at the critical level, 4 at the high level, and 2 each in the medium and low level. The high level findings were in the areas of grants management oversight, documentation, PI approvals, and BAR reconciliation. The medium level findings were a deficiency in filing technical reports and Grant and Contract Certification Reports (GCCR) in a timely manner. The low level findings related to the timing of the department’s processing equipment fabrication journal vouchers and closing fixed priced contracts. Internal

Audit acknowledged that the turnover in the fiscal office and administrator position during the audit period impacted the department’s ability to provide adequate controls. A new staffing structure is being analyzed for the fiscal office, and fiscal policies will be reviewed, clarified, revised, and distributed. New procedures to be instituted will be pre and post award checklists required for all proposals and awards and quarterly meetings between PIs and fiscal staff.

GRADUATE FACULTY APPOINTMENT – ANTHONY WAAS

Prof. Waas was appointed to the graduate faculty indefinitely.

GRADUATE FACULTY RE-APPOINTMENT – RICHARD MILROY

Prof. Milroy was re-appointed to a 5 year term.

AFFILIATE PROFESSOR APPOINTMENT – GEORGE MARKLIN (Jarboe)

A full CV was not available at the time of the meeting so it was decided that an email vote would be sent out at a later date.

FACULTY SEARCH UPDATE

Currently there are approximately 153 candidates. The committee has decided to start by inviting four candidates (representing all four areas in the department) to campus for interviews. They will eventually invite between 8 and 10 candidates covering all areas. Prof. Waas is asking to get these scheduled sooner rather than later to avoid the risk of losing the top candidates to other universities. The faculty is encouraged to be here to meet with all of the candidates and go to their seminars. Prof. Waas will speak to the Dean about the possibility of hiring 2 candidates from this search. Space continues to be an issue but the College feels as though our current space is not being used efficiently. They will not assign us additional space until our current space is consolidated. NEW CHAIR’S THOUGHT ON CHANGES TO MERIT REVIEW PROCESS

The merit review process with the proposed changes is attached. NEW BUSINESS

• Prof. Lin will be on sabbatical next quarter (spring 2015) so a replacement will need to be appointed for the Promotion and Tenure Committee. The Chair will appoint and send a letter to the Dean’s office.

• Patrick Gibbs and Dave Erickson are preparing a surplus order. If you have anything you would like surplussed, please let them know.

ADJOURNED

Meeting adjourned at 5:01pm.

Summary of graduate student applications (MSAA-PhD, Predoc)

After the first round of reviews, the GradCom has ranked the applications 1 (best) to 5 (worst):

4 students nominated for College Fellowship (9 full months, financial support to be completed by Dept. and faculty member).

Other type of support: still have time (after student visit, March 13th).

Score N % GPA GREV (%ile)

GREQ (%ile)

Controls (N)

% Fluids (N)

% Plasmas (N)

% Structures (N)

% Composites (N)

%

1 53 21.7% 3.81 79.1 89.5 11 20.8% 19 35.8% 18 34.0% 2 3.8% 3 5.7%

2 73 29.9% 3.57 70.0 87.7 14 19.2% 39 53.4% 12 16.4% 5 6.8% 3 4.1%

3 70 28.7% 3.35 64.0 83.9 28 40.0% 24 34.3% 10 14.3% 7 10.0% 1 1.4%

4 42 17.2% 3.24 57.0 76.1 9 21.4% 6 14.3% 4 9.5% 16 38.1% 7 16.7%

5 6 2.5% 2.77 52.2 67.2 1 16.7% 0 0.0% 2 33.3% 1 16.7% 2 33.3%

GRAND TOTAL

244 100.0% 3.48 67.6 84.5 63 25.8% 88 36.1% 46 18.9% 31 12.7% 16 6.6%

Graduate Program change in procedure

The Graduate Committee has approved modification to the policy for putting a student on formal probation.

Instead of placing a student with poor GPA on probation immediately after their first quarter in the Dept., the student will be called to the Graduate Program Office for a verbal warning. At the end of the following quarter, if their GPA is still poor, the Dept. will then enter formal probation procedures.

Executive Summary:

Attached revised policy:

Grad Committee Report for Faculty MeetingWednesday, 28 January, 2015 16:26

Logbook 2015 Page 1

Graduate Program upcoming activities for all faculty

February 13th, Friday

Admission Offers sent out.

March 13th, Friday

May need to arrange separate meetings for faculty who may be absent that day.

Prospective student visit.

April 3rd, Friday [first week of Spring Quarter]

Inform your students.

PhD Qualifying Examination (written portion) must begin by this date. Due Monday, May 4th, 2015 (4 weeks+2 days).

Logbook 2015 Page 2

Proposed A&A Review Process (Feb. 23, 2015)

Introduction

This document outlines an amendment to the process for conducting faculty assessments in A&A. The process is in conformance with the Faculty Code Sections 24-55 and 24-57.

1. During Fall Quarter, the Chair shall conduct “regular conference meetings” with faculty members for

planning and documentation of career goals per the Faculty Code 24-57 Section C. The chair shall have such meetings with all Faculty Members annually, The Chair shall document in writing, with a copy to the faculty member, when the conference occurred, the subject matter discussed, and the responsibilities for the faculty member for the current academic year (Faculty Code 24-55 Section D).

2. All faculty will be required to submit their annual merit materials normally by the end of Winter Quarter, consistent with Faculty Code Section 24-57 B. The materials shall include a completed Activity Report following the current template, as updated as necessary by the Chair, normally in early Winter Quarter. Faculty may also submit any other relevant information (e.g. copies of publications, letters of awards and recognitions, etc.). The Activity Report and other information shall be submitted electronically.

3. An Advisory Committee consisting of at least two full professors in A&A will evaluate materials and circumstances relevant to merit for all faculty. Membership on the advisory committee is limited to no more than two consecutive years. The members of the Advisory Committee shall be appointed by the Department Chair, and the members shall be anonymous. This committee will oversee the evaluation process based on criteria consistent with the faculty code, and any other criteria established by a vote of the faculty.

4. The Chair will distribute annual merit materials to members of the Advisory Committee no later than the first week of the Spring Quarter.

5. The Advisory Committee shall evaluate the merit materials for each faculty member. Each member of the Committee shall be recused from all discussion of his/her own merit case.

6. The Advisory Committee shall meet with the Department Chair to discuss the merit of all faculty members, with members recused from the discussion of their own cases.

7. The results of the merit evaluation shall be communicated in writing to each member of the faculty, normally within 30 days. The Chair will also have a conference with all faculty members to discuss any issues related to the merit evaluation.

8. Consistent with Faculty Code Section 24-55 H and Section 24-57 D appeals with respect to merit determinations will be dealt with by the Department Chair and/or the Dean in a timely manner.