1 President’s Commission on Equity Notes – April 18, 2017

President's Commission on Equity Notes

Tuesday, April 18, 2017

Members Absent: Chryssa Delgado and Zoe Mangum Chairman Elizabeth Murakami welcomed the commissioners and read the charge and scope of responsibilities for the 2017 planning process to include (a) creating a common language to build awareness and inclusive excellence knowledge across the university community; and (b) expanding the COE campus engagement in constructive dialogue to enhance knowledge about building a culture of excellence that values equity and inclusion. 1. Invited Guests Communications task. In response to the Communications section to think about concerns voiced by the forums and COE members, Dr. Richard Ortega, VP for Institutional Advancement, and Dr. David Perryman, Director, Communications and Marketing, were invited to listen to concerns and reflect on how dissemination of events on campus can be improved with more visibility of the calendar. Jan Parten and others mentioned:

There are many events spanning the whole campus, however, not everyone is receiving the information/message.

The university calendar is mostly related to academics and the desire would be to have one calendar for all with perhaps the President’s Commission on Equity Events highlighted in a different color.

With the creation of such calendar, dialogue within the committee should occur to capture ways to promote diversity, equity, and inclusion on campus.

2 President’s Commission on Equity Notes – April 18, 2017

Create a resource guide that could be used as a marketing tool for faculty, staff and students, which will list what clubs we have on campus with publications.

Banners: Every month, as a campus, we are celebrating some aspect of diversity, be part of the process with the selection of the banners that go up. Is there a way we could assist to promote that?

There was discussion of how to get the interests of the President’s Commission on Equity and global issues to our internal audiences. Dr. Ortega recommended a type of intranet where you log on and have the “news of the day” and Dr. Murakami recommended “events of the week.” Sherry Patrick mentioned that, in her area, students are using private emails instead of school emails. Dr. Murakami recommended a smaller task force could be supportive of continuing this conversation.

David Perryman responded: Recommended the intranet, which requires some technology. Thanked the Commission members for their input. These issues are critically important. With social media and bulletin boards, who is our audience? Focus group today at 5 with SGA.

o For example, Margie Vasquez sends emails out to students. o Asking information on consuming habits, what medium do

the students for which messages. o Gaining insight and need to understand how our faculty

and staff consume too, probably need to do qualitative and quantitative surveying. Is there a need to create new channels or get rid of some others.

Action (All): Send your input to David Perryman.

3 President’s Commission on Equity Notes – April 18, 2017

Action (David Perryman): Communications will come up with a solution to improve things, which may be incremental (“My team is always here to listen.”), will develop a proposed approach and come back to present to group or smaller subcommittee. Action (Jan Mundine): Forward the comments from the focus groups on Marketing and Communications

Informal Diversity and Dialogue Arts and Humanities group report. Dr. James Finley (College of Arts & Humanities) was invited to report on behalf of Dr. De Los Santos:

How the group came into being, which was Arts and Humanities held a meeting after the election as had heard from students with the climate on campus and faculty met to assist students to work on race and gender.

Have met a couple times and been mostly working with trying to create communication amongst faculty, staff and students, specifically, the Black Student Union, the Coalition, and MASA, who want more activities on campus.

Presenting on civil disobedience with focus on >>>> and Black Lives Matter today;

Surveyed students and results showed students wanted more discussion on race on campus.

Next Meeting: Friday, May 5, to talk about scheduled events in the fall such as host a film and poetry performances. Meetings are open.

Reflection of how we see ourselves as an informal group and complimenting the important work the President’s Commission on Equity is doing. o No specific goal and no agenda. o Mostly has been motivated by students. o Informal as have no budget, no officers, no chair, people

can come and go and work on simultaneous projects.

4 President’s Commission on Equity Notes – April 18, 2017

o Interested on thinking about how you are doing what you are doing.

o Met 3.5 times to date.

Dr. Murakami expressed: Excellent space for informal group and the exchange of

conversations with talking about the same kind of initiatives- defining terms and definitions common to us, and importance of assisting each other to create equity around campus.

Action (All): Need a volunteer to attend next Group of Diversity & Dialogue meeting on May 5, 2017. Action (Dr. Finley): Reach out to Dr. Harun to spread the word of the and reach out to the other Colleges; Jan Parten commented: Each workgroup could find a connection with what each other

is doing on an open basis so programming is not duplicative or create confusion if we do not have some integration of both workgroups.

Action (All): Make that be a communication point for both groups.

Action (All): Will provide date and time for next meeting.

2. COE organization Dr. Murakami – Moving forward with different areas of responsibilities as COE.

Review Global Diversity & Inclusion Benchmarks manual (provided by Kay Iwata) as a template. The template shows how a purpose for the COE and definitions can be set.

5 President’s Commission on Equity Notes – April 18, 2017

Page 2 suggests that the COE group could be divided into 4 subcommittees: 1. Foundation – Drive the Strategy

2. Internal – Attract & Retain People could provide 3. Bridging – Align & Connect our vision

4. External – Listen to & Serve Society

Action (form sub-committees):

Foundation (all members) relates to driving the equity strategy, who will continue to draft President’s charge (a) creating a common language to build awareness and inclusive excellence knowledge across the university community; as well as attend to organizational matters. The Internal subcommittee will support the plans in preparation for the Fall start (student affairs, dormitory policies; new faculty needs). This includes an Equity Summit 2017 for faculty and staff kick off. The Bridging subcommittee will support communications around campus – such as meeting with David Perryman, setting up volunteers to review visuals around campus, review and revise guidelines for student flyers, etc.

Action item (All): Set lead members for Internal Affairs included Sherry Patrick, Pru Morris; Dr. Del Pilar (by skype). 2. Members to oversee Bridging Affairs (focusing on Communications right now) included Jan Parten, Adrian Guardia, and Mary Walker. Members that had to leave early did not have the chance to volunteer. Dr. Murakami will meet with each group to review list of volunteers that can be included in these efforts to focus on tasks.

6 President’s Commission on Equity Notes – April 18, 2017

3. Site Visits Update:

OSU - Dr Vicky Elias: Site visit to Oklahoma scheduled May 16-18; confirmed to meet with Dr. Jason Kirksey and Dr. Earl Mitchell, who created the Office of Diversity 20 years ago. COE members interested in attending: Dr. Del Pilar, Dr. Pittman, Chryssa Delgado, Mary Walker

Action (Dr. Elias): Provide proposal to Dr. Murakami for the trip. TAMU-CC: Sherry Patrick will follow up with Steve Ramirez

to schedule visit. Interesting in attending: Mary Walker, Dr. Adrian Guardia and Sherry Patrick

Action (Sherry Patrick): Provide proposal to Dr. Murakami for the trip.

City of SA: Pru provided a handout from the notes of meeting with Kiran Banks and Courtney Wei; Kiran started 1 1/2 years ago

o Lessons learned: Those who attended called attention to Goal #3 which is to work as only as success as the community that supports it; start with your champions.

Kay Iwata luncheon: Kay reviewed the President’s charge, and praised the group and focus.

o Lessons learned: recommended that the COE plan carefully before going public. If the first event is not successful, the group can lose credibility.

UTSA – trip is planned to meet with Lisa Firmin, Associate Provost, Veteran and Military Affairs, and Maricela Oliva, Associate Vice Provost, Academic Faculty Support

7 President’s Commission on Equity Notes – April 18, 2017

4. Definitions and Equity Statement Activity Core Values Handout provided a sample of words that could be further be defined by COE.

Action (All): Capture thoughts of what the core values’ words apply to Equity definitions.

Exercise: on post-it's, members were asked to review the core value and begin to think of words that may need definition for the COE. The following words were discussed as of importance:

1. Equity 2. Excellence 3. Opportunity 4. Diversity 5. Collaboration

Members provided words that would help define each term as follows.

8 President’s Commission on Equity Notes – April 18, 2017

Opportunity – Ability to participate with significant focus on past – clean slate. Access. Equitable opporutnities. Having the knowledge or awareness that they are available. Chance. Student Participation. Level playing field for all backgrounds. Growth.

9 President’s Commission on Equity Notes – April 18, 2017

Equity – Resources to assure everyone has the opportunity to succeed. Distinction of resources to support all with need. Similar or equal. Fairness x 2. Respect. Assuring all have access. Diversity. Inclusion.

10 President’s Commission on Equity Notes – April 18, 2017

Excellence - Following ethics and policies. Character. Goals. Community respect. - opportunity Expectations provided with tools, coaching, and practice to meet and exceed. High standards. Respect for everyone. Achievement. Highest level and accomplishment.

11 President’s Commission on Equity Notes – April 18, 2017

Diversity - Value and embrace differences. Diversity. Broad definition.

12 President’s Commission on Equity Notes – April 18, 2017

Collaboration - All forms of media.

13 President’s Commission on Equity Notes – April 18, 2017

Equity Statement –

Students Faculty Community Staff

14 President’s Commission on Equity Notes – April 18, 2017

More terms ? Inclusion Global

Dialogue was rich in ideas for ‘student-centering’ these definitions. The posters and sticky notes will be revisited during the Retreat. 1. OTHER

15 President’s Commission on Equity Notes – April 18, 2017

Deliverables for the SGA meetings Action (all): Mary needs a deliverable for SGA meetings.

Adjourned at 2:00 p.m.