University Administrative Council Agenda Monday, April 20, 2020, 8:00 am–10:00 am

https://nmsu.zoom.us/j/734654842 (see below for more connection options)

1. Call to Order President Floros

2. Approval of Minutes President Floros

3. Old Business General Counsel o [REV] ARP 6.01 — Hiringo [NEW] ARP 15.40 — Data Governanceo NO ACTION REQUESTED; WITHDRAWN BY POLICY SPONSOR —[NEW] RPM 15.40— Data

Goernance4. New Business General Counsel

o [REV] ARP 15.81 — Web Governance (replaces current ARP 15.81— Use of NMSU andNMSU-hosted Websites

5. Unviersity-wide Informationo NADOHE Diversity Report Provost Parker o CARES Act

Budget Implications Andy Burke Student Implications Renay Scott Research Luis Cifuentes Government Persepective & Future Bills Ricardo Rel

o IT Assesment Ermelinda & Carlos Lobato

6. NMSU Updateso COVID-19 in New Mexico and at NMSU Lori McKee o Last week, upcoming week President Floros o Academics Provost Parker o Vice President Comments

Student Success Renay Scott Research Luis Cifuentes Administration and Finance Andy Burke

o Human Resources Gena Jones o Marketing and Communications Justin Bannister o Chancellor Arvizu

7. Additional Updates• ASNMSU• Graduate Student Council• General Counsel• Faculty Senate• Community Colleges

• Advancement• Athletics• Employee Council• NMSU Police Department• Others

8. Next Meetings

• Town Hall Thursday, April 23, 3:00pm,Zoom

• Monday, April 27, 8:00-10:00am,Zoom

• Monday, May 4, 8:00-10:00am, Zoom

1

NMSU Coronavirus updates: https://nmsu.edu/coronavirus/

Information line (575) 646-7373

Additional connection information

Join Zoom Meeting https://nmsu.zoom.us/j/734654842 Meeting ID: 734 654 842 One tap mobile +13462487799,,734654842# US (Houston) +16699006833,,734654842# US (San Jose) Dial by your location +1 346 248 7799 US (Houston) +1 669 900 6833 US (San Jose) +1 312 626 6799 US (Chicago) +1 929 205 6099 US (New York) +1 253 215 8782 US +1 301 715 8592 US Meeting ID: 734 654 842 Find your local number: https://nmsu.zoom.us/u/abAizo1lxk You can join a test Zoom meeting to familiarize yourself with the Zoom and test your microphone/speakers before joining a Zoom meeting. You can also test your video or audio while in a Zoom meeting. Please Contact Kimberly Altamirano at 575-6467942 or via email kaltamir@nmsu.edu for assistance.

2

University Administrative Council Minutes Tuesday, March 10, 2020

1. Call to Order President Floros

a. Called to order at 8:32

2. Introductions President Floros a. Letty Gallegos, new chair, Employee Council b. Margaret Campos, PSL c. Daniel James, College of Business

3. Approval of Minutes – February 11, 2020 President Floros

a. Approved as distributed

4. Old Business (Second read) a. [REV] ARP 3.14 — Non-Work-Related Use of University Resources & [Repeal] ARP 15.18 — Use of

NMSU Telephone Equipment o Moved for approval and seconded. Recommended for approval.

b. NO ACTION REQUESTED; WITHDRAWN BY POLICY SPONSOR —[New] ARP 5.75- First time Student Vaccination and Health Requirements o Withdrawn — there were concerns over the enforcement mechanism. Might be back in a year:

More generalized, more informed.

5. New Business University General Counsel

a. [REV] ARP 6.01 — Hiring • Will eliminate rule that requires a 28-day posting for under-utilized positions. Encourages

consultation with OIE and HR regarding posting places. b. [NEW] ARP 15.40 — Data Governance

• New ARP rule — seeking to define roles and responsibilities. Please review and get comments to Provost Parker.

c. [NEW] RPM 15.40 — Data Governance • Context: seeking security for our data and to ensure that we have the data needed to do our

job in a manner that is timely and secure.

6. University-wide Information,

a. Investigations Task Force (10 min) Provost Parker • Identified 3 categories of investigations

• Incident like an accident, event based. We review the circumstances. • Allegation of a law or policy violation. Requires a review to determine events, policy

violation. • Investigations into faculty-staff-student disputes. Have used investigation structure,

which promotes adversity when we should be promoting reconciliation. • Recommendation: create a default procedure for these three types. • Develop training on due process • Thanks for Lisa Warren for her work on this.

b. Enterprise Risk Management (5 min) Katrina Doolittle • This office now reports to the Chancellor’s Office through Vice Chancellor Johnston

c. Coronavirus Update (5 min) Katrina Doolittle & Lori McKee • Coronavirus is running through population because it is novel, and nobody has immunity to it.

80% of cases are mild. This virus hits older adults, especially those with compromised Immune systems.

3

• NMSU has a plan in place — we are currently in level 1, which emphasizes preparedness, prevention, protection. • Level 1 means we should be THINKING about what happens if conditions worsen. • Provost will discuss online teaching with Deans in the event this becomes necessary —

Nobody has authorized online teaching at this time. • No need for masks. These are needed for health care workers and people with symptoms. • New Mexico Department of Health is holding town hall meetings all over state. • Memorial Medical Center will be our isolation location for Las Cruces; Emergency Medical

Services are screening all high-risk calls. • Aggie Health and Wellness Center is ramping up control measures and is emphasizing

communication about prevention. Their website is a good information source. • Human Resource Services is getting questions about working at home. If you feel ill, stay home

and call a health care provider. Talk to your supervisor if you have questions about work schedules or university travel.

• Employees should not be required to travel to affected areas — unit business offices will need to address how to cover these costs. The Provost is not involved with decisions to cancel international travel that was previously authorized.

• Travel concerns should be worked out between individual and supervisor with disagreements being taken to next level supervisor. • Travel considerations should include possible quarantine time.

• To move to next level in the preparedness plan — we will look at information from the New Mexico Department of Health.

• We are monitoring and the situation changes often. d. Aggie Memorial Service (5 min) Dean Goodman

• Seeking to make Aggie Memorial Day a more coordinated and ceremonial occasion. Ideas include things like tabling for notes to families, Aggie Reflections, Memory coin for families.

• This year’s observance is May 1, 5:30 at the Spiritual Center. Units should consider observing a memorial event in their areas.

e. Legislative Update (5 min) Ricardo Rel • Information is on UGA website — will be updated tomorrow after the Governor signs. • Big items

• Opportunity Scholarship • 4% Compensation increase • About a 2% increase in I&G budget

• Coronavirus is affecting the budget and Governor can adjust the budget if she has concerns.

Updates • ASNMSU • Graduate Student Council • Chancellor • President

• Department results will be out soon for climate survey if they are not now. • External review for diversity will be distributed this week. Please provide feedback.

• Provost • Searches are underway for Vice Provost for Digital Learning (announcement due today), Vice

Provost for Academic Affairs, Honors College, and Education Dean. Your feedback from • General Counsel – General Advice • Faculty Senate

• Currently looking at degree programs, fractional grading, and other items. • Athletics

• NMSU Men’s Basketball has the nation’s longest winning streak! • Thanks for Dr. Scott and Goodman for their work on eSports. • Women’s track won conference!

4

• Employee Council • New members were elected. For the first time, these include Union members. • Save the Date — April 24 is Founder’s Day •

• University Advancement • Look for events at WAC tournament

• VPSS • Social Mobility Summit will be April 8. Free to attend but need a reservation.

• NMSU Grants VP for Student Success Beth Armsted from Grants is retiring. • Creative Campus Charette will be tomorrow at the Farm and Ranch. • Vice Chancellor

• HR Team is re-visioning processes; Climate Action Team kicks off tomorrow. • Chief Lopez

• Bataan Memorial Death March is this weekend. Registration will be at the Convention Center; Concert at the Pan Am Friday.

Attendees: John Floros, Presiding; Lisa Warren, Lori McKee, Katrina Doolittle, mmm, Carol Parker, Greg Fant, Melissa Chavira, Justin Bannister, Scott Eschenbrenner, Andy Burke, Carols Lobato, Ann Goodman, Renay Scott, Leslie Cervantes, Enrico Pontelli, Susan Brown, Andrew Nwanne, Ken Van Winkle, Mickey Best, Luis Cifuentes, Margaret Campos, Lenny Martinez, Mario Moccia, Gena Jones, Kate Terpis, Stephen Lopez, Letty Gallegos, Ruth Johnston, Rolando Flores, Anthony Parra, Daniel James, Sonya Cooper, Roy Collins, Kim Rumford, Norma Noel, Adam Cavotta, Laura Castille, Ermelinda Quintela, Norma Grijalva, Miriam Chaiken, Monica Torres, Becky Corran, Shelly Stovall

5

University Administrative Council Agenda Monday, March 23, 2020, 8:00 am–10:00 am

Done by Zoom

1. Call to Order at 8:01am President Floros

2. Updates

• COVID-19 in New Mexico Lori McKee o There have been 65 positive tests in New Mexico, one in Doña Ana County. o Public Health Department has increased screening – Friday, Saturday, Sunday, today (at

Burrell) o Aggie Health Center is now doing tele-health. o

• From last week President Floros o Students who left for Spring Break should not return

Staff have been working really hard to accommodate students. o Work from home

Everybody is working from home. When you need to be on campus, use social distancing.

Gena Jones: Forms for telework are on the website. Employee Council (Letty Gallegos) has concerns about workers who have no work

unless they are on campus. 1. We are paying people who are home without work. These people need to

be available for work. People who are sick or on vacation need to be on leave.

• Connectivity: Internet Access Norma Grijalva o VPN Bandwidth has been greatly expanded. Equipment has been rented for work from

home. Zoom is pretty functional: we had 1879 unique users on Zoom. Working on a virtual computer lab.

o Adobe has extended their contract at no-cost. Computer labs are open to a limited extent. o ICT is looking at increasing access points in parking lots.

• Building sanitizing is happening. • Student Update Ophelia Watkins

o Friday, we communicated to students not to come back. About 500 students have signed up to pick up their stuff over the next week. People have been very cooperative.

o Students are petitioning to return if they have no internet or their job is here. o 221 students have petitioned to stay on to campus. Many never left. Students with more

complex requests are being reviewed by a group. o Empty spaces will be sanitized and we will spread out students to facilitate social distancing.

• Library Kate Terpis o Can we close library?

Carlsbad's library is open two mornings a week for a couple of hours. Alamogordo is open from 10-2, but that will likely change Provost: Library needs to post clear direction on Library website for a hotline to

get information.

6

Kate says they can create a point of contact – President requested a communication explaining how information access can be maintained: this will be posted on the coronavirus page.

• Business processes and cell allowances D’Anne Stuart o More detailed communication will go out tomorrow. o Receipt of purchased deliveries – these can be delivered to homes. o Mail services suspended – mail will be held at mailroom, which will be open from 11-5.

Packages will be held there. o Mobile device policy has been inactivated temporarily.

• Legislative Ricardo Rel o There has been discussion about a special session. They are researching how they can hold a

session. o Federal – Chancellor talked to our senators. We are supporting assistance requests for

higher education.

3. Communications • Regular communications President Floros

o Daily videos – will decide today when o Weekly Town Hall meetings, likely Thursday this week. o Weekly 2-hour UAC meetings Monday, plan for 8-10 and we'll try to make this shorter. o CART – We need to keep these meetings small. o Engineering is also holding Town Hall Meetings and advised to call them something else.

Provost is encouraging regular meetings to fight isolation. Gena Jones is willing to attend any meeting Next week, faculty should be busy with classes.

o Recommend that we all start communicating through Microsoft Teams. It is very flexible. o If you have questions: Start with immediate supervisor and move up the line as needed.

• Administrative questions to systems.triage@nmsu.edu Ruth Johnston o Use this for UAC to ask questions.

4. Updates

• ASNMSU

• Grad Student Council: Trying to be proactive. Students are working from home in all cases possible.

• Employee Council: Joseph Almaguer was voted vice-chair. Founders Day is cancelled. • Athletics – Most students are off campus. NCAA is deciding budget and eligibility. Seniors might have

another year of eligibility. o Aggie Athletics Club had its best year ever.

• Faculty Senate – Doing regular business. o Julia has been a lead in helping faculty move online. o Exploring alternative grading options.

• General Counsel: No specific concerns. Attorneys are working from home. • Advancement

o VP Dictson is currently in isolation. Expect him to telework when he arrives. • Administration and Finance

o D'Anne Stuart, Norma Noel, and Norma Grijalva: Terrific job. o We will be looking at business implications for areas like Housing and Residential Life. o Gena and HR staff are doing a remarkable job.

• Research o We are working on business continuity. Files are loaded on Sharepoint so that grants and

contracts can be processed. o Students and funding on grants – we will work on guidelines for these

7

• Student Success o Tutors are functioning 100% online. Zoom and Teams are great tools.

Norma Grijalva and ICT has greatly assisted. o Navigate has assisted with Advising serving students online. Advising Office excels in Teams

use. o Financial Aid – they are meeting with Deans later this week to address questions about

online and P/F grades. The office is 100% online. o Aggie Cupboard – Packaging items for students. Donations are being accepted – more

information at https://aggiecupboard.nmsu.edu/ o Admissions has moved to virtual – tour, chat, presentations. Orientation will be all online

and virtual, too. First Orientation is April 24. o Student Life: ASNMSU has moved regular meetings to Zoom. Student organizations are

being encouraged to go to a virtual environment. Student conduct processes will resume after Spring Break. CARE meetings will start

again tomorrow. Faculty members should forward concerns about students as usual.

o Commencement – We are working with our vendor on alternatives. Proposal is under consideration.

o Special consideration for students with special needs, led by Student Accessibility Services. Academic Technology can assist with accessibility features of Zoom.

• Provost: Colleges have plans Colleges have created plans to move nearly all instruction online; might have to look

at different grading options for students who will not be able to finish certain classes.

HUGE thank you to ICT, Academic Technologies: Zoom integration into Canvas will be a great benefit.

Faculty are reaching out to students so they know what will happen March 30. Connectivity for students – do we have a resource? ICT will work on making this

clearer. Faculty have really stepped up. Deans have maintained morale.

• Chancellor: Regent meeting on April 3. This will be virtual. Chancellor has been talking with legislators.

Attendees: John Floros, Presiding; Mickey Best, Mario Moccia, Kate Terpis, Melissa, Norma Grijalva, Susan Brown, Ruth Johnston, Dan Arvizu, Ken Van Winkle, Ann Goodman, Andy Burke, Lori McKee, Enrico Pontelli, Letty Gallegos, Luis Cifuentes, Scott Eshenbrenner, John Gratton, Shelly Stovall, mmm, Sonya Cooper, Justin Bannister, Anthony Parra, Roy Collins, Adam Cavotta, Jim Chavez, Normal Noel, Jim Hoffman, Lenny Martinez, Alton Looney, Renay Scott, Kim Rumford, Carol Parker, D'Anne Stuart, Laura Castille, Greg Fant, Natalie Kellner, Ricardo Rel, Polly Wagner, Andy Bowen, Lakshmi Reddi, Leslie Cervantes, Monica Torres, Ermelinda Quintela, Rolando Flores, Lisa Warren, Sean Sellars, Carlos Lobatos, Miriam Chaiken

Next Meetings

• April 14, 2020, 8:30am-10:30am, CCSU Senate Chambers o 10:30am Spring Cart Exercise, CCSU Senate Chambers

• May 12, 2020, 8:30am-10:30am, CCSU Senate Chambers

8

NMSU Coronavirus updates: https://nmsu.edu/coronavirus/

Information line (575) 646-7373

Parking: Feel free. Parking regulations related to permit requirements have been suspended for the duration of the public health emergency. Any permit is valid in any parking area except special permit and disabled parking, and no permit is required for parking in student, faculty/staff, or open lots.

Mail delivery: Due to the closure of most buildings on campus, NMSU Mail Services will suspend daily mail routes to departments. Beginning March 20th, the NMSU Mailroom, located on-campus at 3533 Locust Street, will be open from 11:00 am to 5:00 pm to allow departmental staff to pick-up and drop-off mail.

9

1

University Administrative Council Agenda Monday, April 6, 2020, 8:00 am–9:30 am

Connect via Zoom

1. Call to Order President Floros

o Derek Dictson arrived in Las Cruces last week.

2. Updates • First full week of classes seemed to have gone well. • Thanks to everybody who has stepped up to help faculty and students. • COVID-19 in New Mexico and at NMSU, Lori McKee

o We have our first known case on of COVID-19 campus. • Announcement will be coming and must maintain confidentiality for the employee.

o Aggie Health continues to be open every day. • New Mexico has 629 cases, 12 deaths, 130 recoveries. • We have fewer cases per capita -- in the lower numbers, but we also need more test

kits. • Provost

o Online courses are progressing; deans and department heads are resolving problems. o Needs clarification: changing a grade to S/U does not mean that students are through with

classes. • Advising and Faculty are trying to get the word out that S/U does not mean you are done.

Faculty Senate, ASNMSU also helping. o We are looking into summer planning and contingency plans for fall.

• Families First, Gena Jones o HR communicated rules last week to faculty and staff. Information sessions were held Thursday

and Friday. Had minimum 124 attendees. Another today at 9 am and these will be held weekly after this week.

o We had 5 applicants for emergency sick leave; 2 have applied for Emergency FML. We expect the numbers will increase.

o See website for forms and additional information • Message from President: Need to keep records of ALL costs related to COVID-19 response. • Comments from VPs

o Student Success, Renay Scott: we are working to get the word out regarding what S/U means. Other items: • Working on summer registration • No negative feedback about online movement • Enrollment and recruitment is continuing.

o Research, Luis Cifuentes: More people have requested to come to campus to do research. • Online defenses seem to be working well.

o Admin & Finance, Andy Burke • Meeting regularly to assess CARES act. Information to community will be out soon. • Regents meeting on April 15 for tuition and fees.

o Town Hall -- Thursday at 3. o Communications: We are working on a video series. People on camera will need to be succinct. o Chancellor Arvizu: Working on budgets, outreach. o Graduate Student Council

• Also hearing S/U confusion

10

2

• Online defense worked well. o Advancement, Derek Dictson

• All staff are off campus. Communication last week regarding what is happening at NMSU. • Continue to see strong support for Aggie Student Emergency Fund and the Aggie

Cupboard. o General Counsel, Roy Collins: Office has hired new staff member. o Faculty Senate, Becky Corran

• Senate held their first digital meeting with voting. • Considering an emergency request to extend the tenure clock.

o Employee Council, Letty Gallegos • Losing leave -- this is still a concern.

o Athletics, Mario Moccia • Monitoring, marketing. • 39 student athletes are newly eligible to return because of changes in NCAA rules related

to the pandemic. o Government Affairs Ricardo Rel.

• John Arthur Smith and Governor are talking about a special session, end of June • Looking for guidance from Department of Ed on how to access funds in the stimulus

packages. o NMSU Police Department, Stephen Lopez: Call center volume has dropped off.

• Crimes are up on campus b/c there are so few people around. o Multi-Agency Group Meeting, Lenny Martinez

• There is no way to enforce a lockdown -- better message is to stay home to keep people safe. Albuquerque is a hot zone.

o CIO, Norma Grijalva • Virtual computer labs are functioning. • The call center responded to over 600 calls

o Katrina Doolittle -- still need tracking logs in buildings. o Honors Dean Miriam Chaiken -- We will have a virtual URCAS this year.

CART -- Wednesday at 7:30, Town Hall Thursday. Meeting adjourned at 8:52 minutes. Attendees: John Floros, Presiding; Mickey Best, Enrico Pontelli, Katrina Doolittle, Greg Fant, Renay Scott, Susan Brown, mmm, Mario Moccia, Leslie Cervantes, Rolando Flores, Dan Arvizu, Justin Bannister, Luis Cifuentes, Norma Noel, Ann Goodman, Scott Eschenbrenner, Andy Burke, Letty Gallegos, Roy Collins, Melissa Chavira, Sonya Cooper, James Hoffman, Ken Van Winkle, Kate Terpis, Derek Dictson, Lenny Martinez, Shelly Stovall, Gena Jones, Anthony Parra, Adam Cavotta, Stephen Lopez, Laura Castille, Becky Corran, Jeff Witte, Sean Sellers, Kim Rumford, Natalie Kellner, D'Anne Stuart, Ermelinda Quintela, Monica Torres, Miriam Chaiken, Ricardo Rel, Ruth Johnston. Others identified by a phone number alone might not be recorded as attending

Next Meetings

• Town Hall, Thursday, April 9, 2020, 3:00pm, Zoom Webinar

• April 13, 2020, 8:00am-10:00am, Zoom

11

University Administrative Council Minutes Monday, April 13, 2020, 8:00 am–9:30 am

Connection via Zoom

1. Call to Order President Floros

2. Updates o From last week President Floros

Announced new annual leave for this year: For this year only, employees can carry over up to 280 hours of annual leave, which can be used throughout the upcoming fiscal year. This is 40 hours over the usual amount that can be carried forward. The maximum annual leave balance will return to 240 hours at the end of June 2021. This is a temporary policy and does not change the payout (maximum 240 hours) for those who leave NMSU within the year.

o Academics Provost Parker Will meet with deans this week

1. Deans will create task forces to strategize about issues like experiential learning and student employment.

2. ACES is meeting this week about experiential learning o COVID-19 in New Mexico and at NMSU Lori McKee

1,245 COVID cases in NM; 4% of the total tested in NM (30,515) Death rate attributed to the positive results is 2% Peak expected at end of the month

o Student Success Renay Scott Registration started Thursday. More students are registering every day.

o Research Luis Cifuentes Request to come to campus have decreased Soliciting proposals for COVID research (30 or so have been turned in)

o Administration and Finance Andy Burke Department of Ed – Secretary announced funding $14 million for system. $7 million released for students. Remaining 50% to

institution will be topic of a future press conference. 1. Need to understand division among campuses. 2. Trying to understand why amount is not what was expected.

Congress working on 4th stimulus package. Andy and Ricardo will lead on presentation at next UAC about CARES act.

o Human Resources Gena Jones HR is preparing for the future.

o Communication Justin Bannister

Communications team – telling the story of NMSU. Videos will launch this week – what we are doing to keep our mission going.

o Chancellor Arvizu We distributed face shields that were made on 3-D printers – one for every school

nurse and others for people distributing food. Regents meeting – moved from 4/3 and 4/15. Virtual Check Presentation with Burrell today.

o Community Colleges Ken Van Winkle – huge power outage, really affected online courses.

12

Monica – Zoom meeting with students today. 300 slots for students. 3. Additional Updates

o Ann Goodman for ASNMSU. Leadership elections are starting this week.

o Graduate students International students have questions about TA positions. Will visa renewal be more of a challenge? Graduate dean will look into this.

o General Counsel o Faculty Senate

Looking at legislative items o Employee Council

How will extra 40 hours get counted? HR will put out a memo

o Athletics Legislature wants Rodeo to report to Athletics. Seeking to understand how many of 39 eligible seniors will return

o Police Department Donations – we are tracking donations of masks and gloves.

o Advancement 30-minute concert Thursday. Check presentation from Burrell will be on NMSU Alumni and Friends Facebook

page o Others

Carlos Lobato and Data Inventory: Please complete survey concluding on April 15. o President’s closing remarks

Budget meeting with Regents will be April 21st. How do we move forward?

1. Task force to think through some of these steps. a. What can we do and when? b. Who should serve?

Attendees: John Floros, Presiding, Lori Mckee, John Gratton, Luis Cifuentes, Renay Scott, Melissa Chavira, Justin Bannister, Gena Jones, Melody Munson McGee, Mario Moccia, Norma Grijalva, Susan Brown, Lakshmi Reddi, Andy Burke, Leslie Cervantes, Lenny Martinez, Sonya Cooper, Ken Van Winkle, Miriam Chaiken, Ermalinda Quintela, Enrico Pontelli, Derek Dictson, Roy Collins, Ann Goodman, Shelly Stovall, Monica Torres, Katrina Doolittle, Rolando Flores, Scott Eschenbrenner, Lisa Warrenm, Letty Gallegos, Greg Fant, Stephen Lopez, Ophelia Watkins, Anthony Parra. Carol Parker, Becky Corran, Laura Castille, Norma Noel, D’Anne Stuart, Sean Sellers, Mike Rogers, Adam Cavotta, Kim Rumford, Jim Hoffman, Katherine Terpis, Jeff Witte, Alton Looney, Carlos Lobato, Ricardo Rel, Ruth Johnston, Natalie Kellner, Sonya Cooper

13