Faculty Council Meeting

Monday – September 21, 2015

4:00 p.m. – 5:30 p.m. – BRB 105

AGENDA

4:00 p.m. Welcome W. Schilling, PhD

4:05 p.m. Appointment of Chairs of Standing Committees and W. Schilling, PhD

Current Membership of SOM Standing Committees

4:15 p.m. Presentation of New Charge for the SOM Admissions L. Mehta, MD

Committee

4:25 p.m. Discussion of New Charge for the Committee on Medical W. Schilling, PhD

Education and Discussion of Five Year Review Required

By the SOM Bylaws

4:35 p.m. Notification of Two Issues Sent to the SOM Bylaws

Committee for Consideration

4:45 p.m. Discussion of Themes for Upcoming Faculty Council W. Schilling, PhD

Meeting

4:55 p.m. Update on the 3 Existing Ad Hoc Committees: ITC,

Education and SOM Education Program Review

5:05 p.m. Election of Chair-Elect, Steering Committee, and

Nominating Committee

5:10 p.m. New Business

5:18 p.m. Adjourn

Faculty Council Committee

September 21, 2015

Attendees: William Schilling, Nicole Deming, Michael Anderson, Rod Rezaee, Devra Becker,

Alan Lichtin, Maureen McEnery, Michael McFarlane, Mark Aeder, Sarah Augustine, Devra

Becker, Paul Carey, Chris Delos Reyes, Darcy Freedman, Angelina Gangestad, Julian Gatta,

Aaron Goldenberg, Ahmad Khalil, Anne Matthews, William Merrick, Monica Montano, Robert

Petersen, Arne Rietsch, Corey Smith, Susan Stagno, Phoebe Stewart, Sagar Vallabh, Jo Ann

Wise, Guang Zhou, Jayme Knutson, Brad Richmond, Nicole Ward, Rod Rezaee, Jonathan

Miller, Joyce Helton

Welcome Bill Schilling, Chair of Faculty Council

Bill Schilling welcomed all new and returning faculty council members including the new

student members who will bring their own unique perspective to the council.

Appointment of Chairs of Standing Committees and current membership of School of

Medicine Standing Committees: Bill Schilling Steering committee elections were held last June; in addition to Mark Aeder, Mark Aulisio,

Devra Becker, Colleen Croninger, and Nicole Ward, who were elected to another term, the new

members are Maureen McEnery and Bill Merrick. New Faculty Council members are: Aaron

Goldenberg (Bioethics), Jonathan Miller (Neurological Surgery), David Friel (Neurosciences),

Phoebe Stewart (Pharmacology), Bradford Richmond (Radiology), Nicholas Ziats (Preclinical),

Claire Michael (Clinical), Eli Bar (Clinical), Michael Anderson (UH), Sarah Augustine (VA),

Sagar Vallabh (M1), and Julian Gotta (M2).

Committee Chairs are: Admissions Committee – Todd Otteson; Bylaws Committee – Cathleen

Carlin; Committee on Appointments, Promotions, and Tenure – Marjorie Greenfield and Brian

Cobb; Committee on Biomedical Research – Stanton Gerson; Committee on Budget, Finance,

and Compensation – William Merrick; Committee on Medical Education – Susan Stagno;

Committee on Students – Susan Padrino; Lecture Committee – Richard Zigmond; Nominating

Committee – Pamela Davis.

SOM Faculty Senators: Cathleen Carlin, Colleen Croniger, Mitch Drumm, Michael Harris, Peter

Harte (Vice-Chair), Sudha Iyengar, Usha Stiefel, Jo Ann Wise, Stuart Youngner, Richard

Zigmond (Senate Executive Committee Representative).

The current roster for the faculty council shows quite a few open positions. However, every

single academic department in the school of medicine has one representative. There are 71

positions with currently 19 open positions. Faculty Affairs is working to fill these seats.

Everyone was reminded that the SOM bylaws stipulate that all meetings must follow Roberts

Rules of Order.

Presentation of New Charge for the SOM Admissions Committee: Lina Mehta, Associate

Dean for Admissions

Lina Mehta, Associate Dean for Admissions, approached the committee with a proposed minor

change to the Admissions Committee charge. They would like to add a member with experience

in diversity issues by replacing one of the two deans of students with a Director of Multi-Cultural

Affairs. This person will have a vote and not be a physician by training. Joseph Williams, the

current Director of Multi-Cultural Affairs, has experience in multi-cultural international

recruitment and has a longstanding relationship with students, seeing approximately 80

undergrads annually. The motion was moved and seconded. A vote was taken with all in

favor, and no opposition. Motion carried.

Discussion of new charge for the Committee on Medical Education and a discussion of the

five year review required by the SOM Bylaws: Bill Schilling

The Committee on Medical Education is currently in the process of establishing a new charge.

As the School prepares for accreditation review by LCME (Liaison Committee for Medical

Education), committee charges are being re-examined to comply with standards for the

accreditation process. A self-review process occurred over the last year and half. The new

charge was first presented to the Faculty Council Steering Committee in June 2015 by Pat

Thomas, Vice Dean for Medical Education. She explained that this has been discussed monthly

for an entire year and has undergone multiple revisions.

The School is in the process of making sure all bylaws and committee descriptions are up-to-

date. Other medical schools recently reviewed by the LCME were most frequently cited for a

lack of central governance of the medical school reporting directly to the dean. The LCME is

looking for evidence that Committees report to someone who has the resources and authority to

effect change in the curriculum and student policy.

A copy of the new Medical Education charge was distributed to Faculty Council. The phrase

that related to basic science has been omitted in this document. Maureen McEnery stated that we

do not currently have an Assistant Dean in Science of Education nor a Basic Science Curriculum

Council anymore. Pat Thomas identified the phrase in the new document which addressed this

concern.

A motion was made and seconded to approve. A vote was taken and all were in favor with no

opposition. Motion carried.

Mandatory review of Standing Committees: The Bylaws state “The standing committees shall

be reviewed by the Faculty Council at least once every five years.” The Committee on Medical

Education 5-year review was scheduled for the 2015-2016 academic year. It was discussed at

the Steering Committee level and sent to the full Faculty Council for discussion to accept the

review that went on this past year as the 5 year review. In general, the same people would be

reviewing, both internal and external to the Faculty Council. The review was extensive and has

been ongoing for 18 months and it had the added dimension of the LCME in mind as they were

thinking of the standards.

The concern was voiced this might be setting a precedent. If another committee conducts an

internal review, there should be some measure of oversight by the Faculty Council. It was

suggested that several meetings be scheduled to review and approve the document. It was

agreed that a cursory review would be held to uphold the charge of the 5 year review. Pat

Thomas agreed that the Faculty Council could address the issue in this manner but reminded the

council that they are in a time crunch and need to review expeditiously; this can’t be put off until

November.

The council will move forward with another review of a standing committee and accept the

CME’s review as the review required by the Bylaws. The motion was made to call the council’s

review of the CME new charge the faculty council 5 year review. The motion was seconded and

the vote was called. All in favor, no opposition. Motion carried.

Announcements: Peter Hart, the Vice Chair of the Faculty Senate, will be the Chair of the Faculty Senate next

year. Richard Zigmond will be the SOM representative on the Faculty Senate Executive

Committee. The SOM Senator on Faculty Senate Executive Committee is a non-voting member

of Faculty Council and has a permanent slot on the Faculty Council agenda to provide updates

and take concerns from the SOM Faculty back to the Faculty Senate Executive Committee.

Steering Committee action: The Committee on Medical Education Chair is appointed by the

entire Faculty Council. Acting on behalf of the Faculty Council, the Steering Committee

appointed the chair of the Committee on Medical Education Dr. Susan Stagno.

LCME: LCME is a very important accreditation process. There will be a site visit in March

2017 – these occur every 8 years. We are currently in a self-study phase with 60-70 people

currently compiling data. The point of the self-study is to accumulate information, organize the

information, and present it in tabular form to evaluate strengths and highlight specific areas for

improvement. A request was made to be on the lookout for requests for information related to

the LCME self-study and to promptly comply with these requests. The Faculty Council is

prepared to involve itself in any of the task forces where they can be of assistance. About 30%

of schools get an adverse decision out of this process. Pat Thomas was invited back to give

updates and indicate where the council could assist.

CWRU is the second school in country to use the new DCI – data collection instrument. There

will be more than a thousand pages of written document when completed.

Update on the past Bylaws Amendments: A number of amendments to the SOM Bylaws were

recommended by the Bylaws Committee in the spring of 2014. All have been approved by the

Faculty Council and by a vote of the entire Faculty of SOM; they are currently with the senate

bylaws sub-committee. An amendment clarifying the differences/similarities between

departments and the Anatomy proposal are currently with the Senate Executive Committee for

discussion.

Notification of two issues sent to the SOM Bylaws Committee for consideration:

a) Committee on Medical Education membership, possible amendment to allow

membership to exceed 25% with a title of assistant or associate dean.

b) To review the requirement for a majority vote for elections in consultation with the

Nominating Committee

The SOM Bylaws state that a committee cannot have more than 25% of members have a title of

assistant or associate dean. The new CME membership exceeds this 25% and is not compliant

with the current SOM bylaws. This issue was discussed at the last Steering Committee meeting

and sent to the Bylaws Committee.

The second issue referred to the Bylaws was the issue of requiring a majority vote for elections.

When multiple faculty run for multiple seats, often a majority does not result. An alternative to

requiring a majority is a plurality vote (greatest number of votes wins). In coordination with the

nominating committee, it was recommended that the Bylaws review and make a

recommendation regarding voting for standing committees and other elections.

Several members of the Bylaws Committee are on the FC and can bring information back from

the council level to Bylaws Committee because they heard the discussion.

Update on 3 Existing Ad Hoc Committees: ITC, Education and SOM Education Program

Review

Three ad hoc committees that the council has established from last year – 2 initiatives and one

committee. The first is the information technology committee (to evaluate the IT environment as

it relates to factory and IT surcharge for services). The chair of the committee, Mark Aeder, has

found it challenging to get this committee together at this time due to scheduling conflicts. He

will provide an update at a later time. This committee is charged through 6/30/16.

Second ad hoc committee on medical education is chaired by Dr. Devra Becker. This committee

is currently looking at how to incentivize the faculty in terms of education commitments and

how to reward them for the education component they undertake. It is part of the dean’s

strategic plan to make CWRU a leader in medical education. Last year the committee focused

on the role of clinical faculty as it relates to the role of teaching medical students. A survey was

sent out and input was received from faculty members at MHMC, the VA and CCLCM. This

year, the committee will expand its scope to gather information on the basic science faculty that

participate in education, especially with all of the new masters programs.

The last committee, the SOM graduate program review committee is charged with reviewing

new programs, tracks, concentrations, etc. until 6/30/2018 (at which time the charge may be

renewed or extended). Previously, a new committee was created each time a graduate program

made a change that required the review by the School. Given the increase in the number of items

requiring review, the decision was made to create a committee that would have an identified

membership and meet on a regular basis. There will also be the benefit of maintaining

consistency in the review process conducted by the School of Medicine. The committee is

composed of two members of the current steering committee, (Bill Merrick and Mark Aulisio,

2015-2016), the SOM representatives to the Senate Committee on Graduate Studies, the

Associate Dean for Graduate Education, and many directors of graduate programs. Cheryl

Thompson, the Assistant Dean for Masters Programs, is also a member of the ad hoc committee.

After this committee reviews the programs, the proposals will be presented to Faculty Council

for discussion and a vote.

Discussion of themes for upcoming Faculty Council meeting: Bill Schilling

Suggestions were solicited for general themes for upcoming faculty council meetings such as:

graduate education (inviting Paul MacDonald, Cheryl Thompson to present); diversity issues;

budget and finance; and barriers to research. Faculty Council members with suggestions for

other topics were asked to email Bill Schilling.

New Business

A member raised the issue that currently computers could not be purchased with NIH dollars. A

discussion was started and she was directed to the NIH notice:

http://grants.nih.gov/grants/policy/faq_grants_uniformguidance.htm#4492

Specifically Item 8.

Can the cost of computing devices be charged as a direct cost to my Federal

award?

Yes, charging computing devices as a direct cost is allowable for devices that are essential and

allocable, but not solely dedicated to the performance of the Federal award.

Reference: 45 CFR 75.453 /NIH Grants Policy Statement (Chapter 7.9.1 - Selected Items of

Cost) - where it states the following (attached):

"(c) Materials and supplies used for the performance of a Federal award may be charged as direct costs. In the

specific case of computing devices, charging as direct costs is allowable for devices that are essential and allocable,

but not solely dedicated, to the performance of a Federal award."

The minutes were reviewed and amended. The motion to accept the minutes was made,

seconded, and voted on. All in favor, none opposed. Motion passes.

Medical Education Campus: A groundbreaking is scheduled for October 1 for the new

medical education campus. There was discussion on the progress of the architectural plans,

funding, and communication with the faculty on these items. The terms of our past LCME

accreditation require building new facilities. The Faculty Council discussed the past

contribution of faculty on committees regarding the new health education campus and discussed

a desire for more information on the current status.

There are active groups that meet every time the architects have an update. It was discussed that

members from other schools on the Faculty Senate Budget Committee have expressed concern

not about design but finances. A Faculty Council member stated that there is little information

available about the progress of the fundraising and the plan for operating costs once the health

sciences campus exists.

A motion was made and seconded to form an ad hoc committee and a charge to go forward

seeking out information about the current status of the new health education campus,

construction costs, financing, ongoing operating costs, and financial contributions made by the

School of Nursing and School of Dental Medicine. The committee would be charged with

identifying appropriate people at other schools to talk to and urging transparency with the

administration of all three schools. The ad hoc committee shall present its findings at the

December 2015 Faculty Council meeting at which time, the Faculty Council may discuss and

vote of further action such as extending the existing of the ad hoc committee or presenting a

motion for faculty council to recommend a meeting of the faculty.

The motion was read: “Motion to form an ad hoc committee with a charge to seek out

information about the current status of the new health education campus, construction costs,

financing, ongoing operating costs, and buy-in from the medical, nursing and dental

schools. The ad hoc Committee will identify appropriate people at the schools to talk to while

urging transparency with the administration of all three schools. The ad hoc committee will

report their efforts and findings to the Faculty Council at its December meeting.” A vote was

taken, all were in favor, no opposition. The motion carries.

A webcam overlooking the construction site exists and one can view the building process for the

HEC at the following link: http://oxblue.com/open/ccf/cwruhec

The motion to adjourn was made and seconded. The meeting was adjourned at 5:18 p.m.

Respectfully submitted,

Joyce Helton

*There is a standing agenda item for an update from the SOM Faculty Senator that sits on the

Senate Executive Committee. This year, Dr. Richard Zigmond is the SOM senator on the Faculty

Senate Executive Committee, but he is unable to attend the meeting and will update the Faculty

Council in October.