2020 College Advisory Council (CAC) Minutes

Decemer 21

Voting Members Present: F. Abbasi, J. Alan, M. Awonuga, A. Bernstein, S. Bray, L. Cabrera, H. Chen, J. Cole, M. Ghiasi, J. Hammond, J. He, S. Kavuturu, R. Miksicek, S. Missmer, M. Morishita, D. Pyeon, B. Zheng

Ex-Officio Members Present: S. Barman, K. Elisevich, C. Finkelstein, K. Gallo, N. Jones, K. Kelly-Blake, S. Lin, J. Lipton, A. Mansour, R. Schein

Standing Guests Present: W. Lipscomb, N. Parameswaran, D. Wagner

Guests and Staff: G. Kelley, F. Peterson, C. Parker

1. Call to Order
   • The meeting was called to order at 1:03pm.
2. Approval of Agenda for December 21, 2020
   • Edit to remove Interim Dean’s Sousa’s remarks from the agenda.
   • Meeting Agenda was approved with edits.
3. Approval of Meeting Minutes from November 16, 2020
   • There was some confusion with the meeting minutes from November 16, 2020 as multiple versions were distributed. This will be rectified and discussed in the January 2021 meeting.
4. Remarks (Zoom recording at 00:12:15)
   • Chairperson, A. Bernstein
     • Introduction of new representatives
       • Hammond – MCE Student Representative
       • Ghiasi – Graduate Student Representative
     • Reminder of Absences and Delegates
     • MSU Faculty-Parents and Caregivers Letter Announcement
   • Updates from the Standing Committees
     • See Attachment – Standing Committee Updates.pdf
     • Faculty Senate
       • MSU Office of Civil Rights will need to continue to work on report re. Nassar/Strampel
5. Bylaws Working Group Update (Zoom recording at 00:22:45)
   • A document is being finalized to integrate comments from various sources.
6. Community Campus Structure Update – C. Parker (Zoom recording at 00:27:38)
   • See Attachment – LCE Community Campus Structure CAC presentation 122020.pdf
7. Dean’s Search Update (Zoom recording at 00:38:20)
   • Steering Committee and EVP have met to discuss the search process approved by CAC. Awaiting a response from EVP.
8. Comments from the Floor
   • No comments.
9. Adjournment
   • Meeting adjourned at 1:37pm.

November 16

Voting Members Present: F. Abbasi, J. Alan, A. Bernstein, S. Bray, L. Cabrera, H. Chen, J. Cole, S. Kavuturu, S. Khalil, S. Missmer, M. Morishita, C. Nance-Panek, D. Pyeon, B. Riley, B. Zheng, (R. Miksicek scheduled for A. Weber to substitute for him)

Ex-Officio Members Present: M. DeLano, K. Elisevich, C. Finkelstein, B. Forney,   K. Gallo, N. Jones, K. Kelly-Blake, S. Lin, W. Lipscomb, J. Lipton, A. Mansour, N. Parameswaran, R. Schein, A. Sousa

Guests and Staff: G. Kelly, A. Tilma, A. Weber (for R. Miksicek)

(Jamie Alan and Brad Riley left early and were not present for the votes)

(J Hammond’s term has not begun yet)

• The meeting was called to order at 1:05 p.m.

• The agenda was approved as presented.

• October 19, 2020. A motion to approve the October minutes was made, seconded, and the motion passed.

• Interim Dean Sousa offered updates on the following:
  1. Coronavirus effects on student and clinical populations
• Chairperson, Dr. Alison Bernstein
  1. GME update is available
  2. Need updates from standing committees

Update from Student Representative (Zoom @ 00:23:33)

• A student only email listserv is now available to medical students

Dean’s Staff Advisory Committee (Zoom @ 00:26:32)

• Appointed Liaison to staff advisory committee

Update from Standing Committees and Faculty Senate (Zoom @ 00:39:05)

• Update from Faculty Senate Representatives

CAC Membership WG update (Zoom @ 00:44:40)

• CAC will revert to bylaws definitions of Ex-Officio membership for administrators

Update on Dean Search (Zoom @ 01:06:26)

• Motion made that the search will be limited as written in the current draft of the CAC Dean’s Search Process Document and the motion passed.
• Motion made to approve the Dean’s Search Process Document as is and the motion passed.

Adjournment (Zoom @ 02:12:50)

• Motion made to adjourn meeting was made, seconded, and the motion passed. Meeting adjourned at 3:00 pm.

October 19

Voting Members Present: F. Abbasi, J. Alan, M. Awonuga, A. Bernstein, L. Cabrera, H. Chen, J. Cole, J. He, S. Kavuturu, R. Miksicek, S. Missmer, M. Morishita, B. Riley, M. Southard, L. van Holsbeeck, B. Zheng

Ex-Officio Members Present: S. Barman, M. DeLano, K. Elisevich, C. Finkelstein, B. Forney, K. Gallo, N. Jones, K. Kelly-Blake, S. Lin, W. Lipscomb, J. Lipton, A. Mansour, N. Parameswaran, A. Sousa, D. Wagner

Guests and Staff: Kelley, F. Peterson

Call to Order

• The meeting was called to order at 1:02 p.m.

 Approval of Agenda for October 19, 2020 (Zoom @ 00:07:35)

• The agenda was approved as presented.

 Approval of Minutes from Previous Meetings (Zoom @ 00:08:30)

• August 17, 2020. A motion to approve the August minutes was made, seconded, and the motion passed.
• September 21, 2020. Discussion took place, and it was decided that the minutes should be modified to remove the specific number of votes (for consistency). A motion to approve the September minutes with modifications was made, seconded, and the motion passed.

• Interim Dean Sousa offered updates on the following:
  • COVID pandemic response
  • University finances
  • Spectrum academic work reorganization
  • Faculty searches
  • Henry Ford agreement
  • LCME site visit
  • Capital mini-campaign for scholarships
• Chairperson, Dr. Alison Bernstein
  • New CAC representatives
    • Radiology: L. van Holsbeeck
    • Surgery: M. Southard leaving, S. Bray will replace her
  • Steering Committee email address: CACSteering@msu.edu

• Code of Conduct
• Faculty Senator email address: CHMFacultySenators@msu.edu

• Clarification of CAC membership and recommendations
• A motion to add ex officio members from missing university standing committees was made and seconded. The motion passed.
• A motion to remove ex officio status from dean and deans as outlined in the bylaws was made and seconded. A motion to table the issue and follow up with online discussion between voting member and electronic vote was made and seconded. The second motion passed.

• Discussion should be brought to faculty for concerns/questions/comments
• A proposed vote for/against endorsement at December meeting

Update on COVID related salary and benefit cuts (Zoom @ 01:31:49)

Fall Faculty Meeting (Zoom @ 01:33:22)

• Scheduled for November 9, 2020 from 5:00 – 7:00 pm

Updates from CHM Representatives to Standing Committees (Zoom @ 01:39:25)

• UCFA Update: The Code of Conduct was not adopted by the University Committee on Faculty Affairs and has been returned to UCFA for revision.

Update on Dean Search (Zoom @ 01:40:45)

• Dean Sousa left the meeting at this time.
• Update provided by the Chair
• An ad hoc meeting may be called for further discussion to approve a revised document

Comments from the Floor (Zoom @ 02:04:10)

Adjournment (Zoom @ 02:05:45)

• Motion made to adjourn meeting was made, seconded, and the motion passed. Meeting adjourned at 3:00 pm.

September 21

Voting Members Present: L. Caberera, S. Kavuturu, M. Morishita, M. Southard, J. Alan, H. Chen, S. Khali, B. Zheng, M. Awonuga, R. Miksicek, D. Pyeon, A. Bernstein, S, Missmer, B. Riley

Ex-Officio Members Present: S. Barman, B. Forney, N. Parameswaran, M. DeLano, K. Gallo, W. Lipscomb, A. Sousa,  D. Wagner, K. Elisevich, N. Jones, J. Lipton, C. Finkelstein, K. Kelly-Blake, N. Mansour

Guests and Staff: G. Kelly, T. Sylvestri (guest), A. Tilma

Call to Order 

The meeting was called to order at 1:03 p.m.

Roll call of members present (Zoom @0:01:30)

Approval of Agenda for September 21, 2020 (Zoom @0:04:39)

The agenda for September 21, 2020 was approved as presented.

Approval of draft minutes from August 17, 2020 (Zoom @0:06:00)

Motion to table approval pending completion and approve electronically – seconded.

Amendment made to table approval of Aug. 17, 2020 minutes to next meeting – seconded. Motion carried unanimously.

Remarks

Interim Dean, Dr. Dean Sousa (Zoom @0:12:38)

• State Budget
• Scholarship Program
• Project 96 (Henry Ford)

Chairperson, Dr. Alison Bernstein (Zoom @0:20:10)

• Faculty Senator
• Admissions Committee

New business

• Request from faculty to Dean for clarification about implication of COVID-related pay and benefit cuts on IDCs and fringe rate (Zoom @0:24:02)
• Parliamentary Procedures (Zoom @0:33:50)
• Motions re: CHM Voting Rights (Zoom @0:37:23)
  • Motion made to accept the list of proposed CHM faculty to be granted voting rights (Attachment C). Motion seconded and carried.
• Motions re: CAC Membership (Zoom @0:50:36)
  • Review Bylaws 3.1.1.1, 3.1.1.2, and 3.1.1.3.
  • Motion made to create working group – seconded. No Discussion. Motion carried.
  • Working group: J. Alan and N. Jones
• Update from Dr. Lipscomb on Diversity Update and Proposal  (Zoom @0:55:55)
  • New Assistant Dean for Diversity & Cultural Initiatives - Dr. Lisa Lowery
  • Recommendation to establish DACD - Deans Advisory Committee on Diversity.
  • Motion made to establish a working group to develop bylaws amendment to create the Dean’s Advisory Committee on Diversity – motion seconded. Motion carried.
  • Working group: W. Lipscomb, M. Awonuga, C. Finkelstein
• Update from Bylaws working group (Zoom @1:17:55)
  • No need for revisions until Spring 2021
• Update on Dean Search (Zoom @1:18:40)
  • CAC members have worked to develop a proposed revised search document.
  • Motion made to approve document for search process of Dean for CHM – motion seconded. Motion carried.
• Update on Code of Professional Standards and Behaviors (Dr. Claudia Finkelstein) (Zoom @1:49:30)
  • UCFA created draft version, concerns from Faculty Senate.
  • Action item request – CAC reps should encourage faculty members to review document and send feedback and thoughts to Dr. Finkelstein (finkel22@msu.edu) & Faculty Senate reps at CHMFacultySenators@msu.edu.

Comments from the floor (Zoom @1:58:00)

Adjournment

• Motion made to adjourn meeting – motion seconded. Motion carried by majority.
  Meeting adjourns at 3:02pm.

August 17

Voting Members Present: F. Abbasi, S. Bray, L. Caberera, S. Kavuturu, M. Morishita, M. Southard, J. Alan, H. Chen, C. Nance-Panek, B. Zheng, M. Awonuga, J. Cole, R. Miksicek, D. Pyeon, A. Bernstein, S, Missmer, B. Riley

Ex-Officio Members Present: B. Forney, N. Parameswaran, M. DeLano, K. Gallo, W. Lipscomb, A. Sousa,  D. Wagner, K. Elisevich, N. Jones, J. Lipton, C. Finkelstein, K. Kelly-Blake, N. Mansour

Guests and Staff: F. Peterson, A. Tilma, C. Vincent, J. MacKeigan (guest)

CALL TO ORDER

1:06pm meeting was called to order

Approval of Minutes

• Request to approve May meeting minutes as written.
• Approval was delayed pending revisions

New Business 

Roll call of members

Introduction/Purpose of CAC from Interim Dean Sousa

• Current concerns include salary cuts, partnerships with Henry Ford, concerns about classroom safety for students, staff and faculty, process for the selection of new Dean, CHM bylaw revisions, various updates.

Election of Officers (Zoom 00:26:42)

• Chair: Alison Bernstein
• Vice Chair: Stacey Missmer
• Secretary: Josh Cole

Appoint Awards Subcommittee (Zoom 00:48:50)

• Forney reviews purpose of the awards subcommittee.
  • Committee is formed: R. Miksicek, C. Nance-Panek, B. Riley, K. Kelly-Blake

Update from the Interim Dean, Dr. Aron Sousa (Zoom 00:55:15)

• Reported on the economic situation of the University and the college. Expected cuts are between 5%-10% to the college next year and the year following. The university has already furloughed 800 staff members, put capital expenditures on hold, lowered faculty retirement contributions and executive level pay cuts.
• Update on ongoing negotiations with Henry Ford
• Personnel updates
  • Francesca Dwamena is stepping down as the Chair of Medicine.
  • Interviews are underway for the Director of the Center of Ethics.
  • There is still a search going on for a Radiology Chair.

CHM Bylaws Revisions Timeline (Zoom 01:06:52)

• Bylaws sub-committee: A. Bernstein, L. Cabrera, K. Kelly Blake, J. Lipton, F. Abbasi
• Review to be completed by Fall Faculty meeting for full faculty vote

CHM Dean Search Update (Zoom 01:16:28)

• Update from J. MacKeigan regarding summer meetings between the EVP and last year’s CAC voting members. Reports that a search process has been approved.
• There was disagreement from continuing CAC voting members about what occurred at the August meeting and whether the search process was approved.
• Steering committee requests previous (2015) search document and minutes from summer meetings to clarify this disagreement.
• Motion is raised that the steering committee will work out some of the disagreements between the CAC voting members and the EVP, as well as gather information from the summer voting members meetings. Motion was seconded. Motion required clarification and was interrupted. Motion was not voted on as vote is not required.
• Steering committee to send a message to EVP’s office updating him on CAC’s discussion

Academic Affairs Update (Zoom 01:48:40)

• Update from D. Wagner regarding keeping students safe to continue learning in person and virtually and staying in line with LCME to fulfill our accreditation requirements.

Comments and Announcements (Zoom 01:51:40)

• Voting to approve May meeting minutes
• Minutes approved by members who were present at May meeting

ADJOURNMENT
Meeting adjourned at 2:53pm

Next Meeting: September 21, 2020

May 11

Voting Members Present: F. Abbasi, S. Bray, E. Frost, J. MacKeigan, J. Alan, L. Caberera, E. Shapiro, S. Kavuturu, M. Morishita, A. Bernstein, J. Cole, S. Khalil, D. Pyeon, A. Weber

Ex-Officio Members Present: S. Barman, B. Forney, A. Sousa, M. DeLano, W. Lipscomb, D. Wagner, K. Elisevich, N. Jones, A. Mansour, K. Kelly-Blake, N. Parameswaran

Guests and Staff: Peterson, A. Tilma, C. Vincent, B. Zheng (for R. Malinowski)

Approval of Minutes
Minutes of the April meeting were approved as written.

New Business

Briefing from the Interim Dean

A. Sousa provided the following update.

• The Spring Faculty Meeting went well and was well attended. Friday Town Hall meetings will continue.
• Things defining the work right now are 1) Reopening. While nothing has been formally decided, there is a lot of discussion. 2) Impending financial crisis from a state and local perspective. The university is expecting a large shortfall, part of which will be to the general fund. Avoiding layoffs is a priority so that the university is in a good position when the economy does turn around. The focus is figuring out how to grow, not retract. The university and colleges are identifying and allocating non-recurring money to pay people now, even if it means layoffs will take place later. The intention is to spread cuts over a few years. Initiatives to increase revenue are a) limiting construction, b) enrolling more domestic students to try to make up for the loss of international student tuition, c) decreasing executive salaries, and d) working with unions on furlough as an option. The University Senate approved a resolution for no faculty merit raises for the year. Promotion raises will still be disbursed. The college is expecting programmatic, general fund cuts.
• The position of director for the Center for Ethics is still open for now

2020 CHM Bylaws Revisions Timeline

Based on the April CAC meeting minutes, J. MacKeigan reiterated the events necessary to complete the review of college bylaws.

• Meeting of Bylaws Working Group, CAC Steering Committee, and Dean’s Office personnel to review proposed changes (mid/end August).
• Meeting with all CAC voting members for in-depth discussion of proposed changes (September 2020).
• Presentation of proposed changes by CAC members at individual unit/department faculty meetings. CAC members to facilitate discussion of significant changes (October—comments/concerns gathered from units/departments to be discussed at the October 19, 2020 CAC Meeting).
• Presentation and discussion of proposed changes at Fall Faculty Meeting. Introduction of motion/vote in support of moving the proposed changes forward for a full faculty vote, to take place electronically (November).

Next stages on Reactivating On-Site Research Operations

J. MacKeigan noted that directives and guidance have been received from Senior VP of Research Doug Gage on reactivating research operations. Each college, unit, building, and lab are formulating different staging plans. CHM chairs and directors, along with CHM Director of Facilities Brian Jespersen, will be discussing plans. Staging plans developed by each building or unit must be submitted to the college dean or the senior associate dean for research. CAC members were encouraged to work with their chair.

Dean Sousa informed members that the university working group, led by Executive VP for Health Sciences Norm Beauchamp and University Physician Dave Weismantel, are working on high order questions. Alignment between the university research office and the working group is needed. The college will be doing contact tracing when a sick person is identified. Others in the work environment will be notified of exposure, although the sick employee’s name will be withheld. Employees continue to be encouraged to work remotely if possible. The CHM Return- to-Work Workgroup came up with the following major precepts: 1) vulnerable and sick people should stay home, 2) work that can be done from home should be done at home, 3) when at work adhere to PPE and social distancing guidelines, 4) basic PPE is a surgical mask, safety glasses, hand washing, and sanitization of common areas, 5) minimizing of personal items at work, and 6) volunteer Covid-19 testing encouraged. There is uncertainty surrounding testing. A decision about Fall Semester online teaching is expected by end of June.

The dean shared the preliminary report of the Progressive Personnel Decisions Workgroup. Their recommendation is to apply the same temporary salary reduction formula to chairs and other senior leaders of the college. There are special caveats to consider, as faculty who are also clinicians will already be making less money due to lack of clinical work.

Award Recipients

J. MacKeigan thanked Dr. Weber for his four years of service chairing the Awards Subcommittee. A. Weber thanked subcommittee members for their work. Regarding the Outstanding Curriculum Contribution Award, which provides for two recipients each year, the subcommittee decided to recommend all three outstanding candidates. A list of award recipients was distributed before the meeting with the caveat that they were confidential, as award recipients had not been notified.

Comments and Announcements

Dr. Abbasi offered her support in helping with projects around mental health.

J. MacKeigan thanked committee members for their service this year and especially those voting members cycling off. They are S. Bray, E. Frost, R. Malinowski, J. Reynolds, E. Shapiro, A. Vanderziel, and A. Weber. Also, he announced that he will be stepping down. Elections for the Steering Committee will take place in August. Dean Sousa thanked Dr. MacKeigan for all his work as CAC chair.

Next Meeting: Fall 2020

April 20

Voting Members Present: S. Bray, J. MacKeigan, J. Reynolds, J. Alan, L. Cabrera, E. Shapiro, M. Awonuga, H. Chen, S. Kavuturu, M. Morishita, A. Bernstein, D. Pyeon, A. Weber

Ex-Officio Members Present: B. Forney, S. Lin, A. Sousa, M. DeLano, W. Lipscomb, D. Wagner, K. Elisevich, N. Jones, J. Fitzsimmons, K. Kelly-Blake, N. Parameswaran

Guests and Staff: E. Crockett, W. Esselman, L. Lowery, F. Peterson, G. Kelley, A. Tilma, C. Vincent

Approval of Minutes
Minutes of the March meeting were approved as written.

New Business

Department of Medicine Bylaws Review

Professor Elahe Crockett presented proposed changes to the department’s bylaws. The changes provided clarification about which RPT Committee members could provide advice on case recommendations to reappoint or promote. Those members are those at the rank of the recommendation or above, which is in alignment with university policy. A motion to accept the changes to the DOM Bylaws was made and seconded. The motion passed with no opposition.

Bylaws Working Group Update

Cabrera reviewed several of the proposed changes to the bylaws explaining that feedback from several sources has been integrated into the draft, which was distributed to members before the meeting. It was noted that the University Committee on Academic Governance is currently conducting a review of the CHM Bylaws, and that may have some impact on the proposed changes. Dean Sousa indicated that there is more flexibility in the timing of the bylaws review due to the Stay-at-Home order. Presentation of the proposed changes and approval of the college voting faculty does not have to take place at the CHM Spring Faculty Meeting to be held on May 7, 2020. He prefers that the CAC make only one set of bylaws changes instead of multiple sets of changes. The actual vote to accept changes may take place in the fall.

Next steps were outlined as follows:

1. Meet to review the proposed changes and outline ramifications. The meeting will include the Bylaws Working Group, the CAC Steering Committee, and dean’s office personnel.
2. Meet with all CAC voting members for in-depth discussion of proposed changes.
3. Finalize revised bylaws document for presentation to a meeting of the faculty. Faculty present vote to determine if the revised bylaws document should go forward for voting by the full voting faculty.
4. Send revised document to all voting faculty.

Briefing from the Interim Dean

1. Sousa provided the following update.

• Expressed appreciation for the dedication and huge amount of work being done across the board.
• The college is facing the largest financial challenge since 2007-08 or before, as the university has financial challenges that are real.
  • Undergraduate tuition is expected to be down. While overall undergraduate enrollment for the fall looks good, international student enrollment is down.
  • Th university has many ancillary services with persistent costs without revenue (e.g. dorms, athletics).
  • With high unemployment and less tax revenue, the State of Michigan will have less money to provide.
  • To start addressing the challenges, President Stanley has cut the pay of university executives and enacted a hiring chill.
  • Encouraged people to spend as little money as possible. Units will be allowed to keep carryover. Asked chairs and directors to come up with working groups around finances and coming back to work.
• Returning to work on campuses must be done safely, rationally, and consistently across building and systems. It is expected that the university will open slowly than other parts of the state.
• Town Hall meetings will continue.

Diversity Report

Senior Associate Dean for Diversity and Inclusion Wanda Lipscomb provided an update on diversity in the college.

• Policies and procedures in the college are based on following the College Mission Statement, which includes . . . “promoting the dignity and inclusion of all people, and responding to the needs of the medically underserved.” Diversity is broadly defined in the college and includes race, ethnicity, gender, gender identity, socioeconomic background, geographic background, cultural backgrounds.  President Stanley has established a Diversity, Equity and Inclusion Committee that is in the process of defining the diversity elements at the university level.
• Diversity data was presented about CHM students, faculty (tenure system, fixed term, and HP), and academic staff. The faculty and academic staff collectively create and implement the curriculum and drive the academic mission for students. In some cases, there is a large contrast between faculty and academic staff diversity and representation of the student population. For example, 26% of the CHM students are URiM compared to 10% of tenure system faculty and 15% of HP/Fixed term faculty who are URiM.
• Senior Associate Dean for Diversity and Inclusion Lipscomb is the PI of a Center of Excellence for Diversity in Medical Education grant funded by the Health Resources and Services Administration. The grant is in year three of a five-year funding period. The center has several areas of focus including recruitment, retention and graduation of underrepresented minority (URiM) students; an outreach pipeline program, and a URiM faculty development program.
• An overview of diversity through the years was provided, and it was noted that the college was a front runner having had diversity in its medical student body since the very first class.
• Expanding faculty diversity throughout the college is a current focus. Chairs are on the lookout for opportunities. When a person is hired, they need to be surrounded by a community of support. Increasing  the diversity of the faculty is an incremental process.
• There is a goal to add more components to the Shared Discovery Curriculum regarding cultural competence and health disparities. The college has entered into social contracts with the communities where our students train. The concerns about health disparities and health equity are present in each community. For example, the morbidity rate for African Americans with the Coronavirus in Michigan is much higher than for other populations and may be the result of systemic issues.
• Lisa Lowery, MD, MPH was welcomed and introduced. She recently accepted the position of assistant dean for diversity and cultural initiatives which is a part of the CHM umbrella of diversity, equity, and inclusion.  Dr. Lowery is an associate professor in the Department of Pediatrics and Human Development and the adolescent medicine section chief at the Helen Devos Children’s Hospital. Dr. Lowery will be working on a half-time basis  and her home office will be in Grand Rapids.  One of her first tasks will be  to work with Dr Matt Emery, Director of Simulation, to address ways to diversify experiences and patient models in the SIM lab. Dr. Lowery will also be working closely with students and working on other curricular projects.

Academic Affairs Update

Interim Senior Associate Dean, Academic Affairs and Associate Dean for Undergraduate Medical Education Dianne Wagner provided the following update.

• Appreciation was extended to colleagues for working to retool, regroup, refigure, and change what needs to be changed so CHM student education can continue.
• The Shared Discovery Curriculum (SDC) did its last “first” thing in February. It was the Ready for Residency Experience. It was a brief celebration for not doing “new” things.
• Three basic principles are being used to make sure decisions are sound and good for both students and patients. They are 1) deliver the highest-quality educational experience as possible, 2) enable students to progress to a timely graduation, and 3) assist students in achieving their residency goals.
• Fourth year students will graduate. They have completed their requirements, which necessitated the creation of a virtual intensive care unit experience and a pandemic course. A virtual celebration of graduation will take place on May 9, 2020. While direct clinical care for students in other years is scarce, their education continues in various ways. There is still plenty of problem solving to be done.

Research Update

Senior Associate Dean for Research Walt Esselman provided the following update.

• While most people are working from home, there are a few essential faculty and staff on campuses doing COVID-19 and other critical research. The community is relying on researchers, immunologists, and virologists to figure things out.
• Staff in the Research Office have been working full tilt from home. At least the same number of grants as usual (approximately 70) are in the queue. Those submitting grants should go through the Health Colleges Research Services website.
• There is a tremendous opportunity at this time to get supplements to existing grants and new COVID-19 grants of various kinds. Researchers need to avail themselves to get some of these new funds for the research program.
• The college has done well in grant performance over a 10-year period, especially the trajectory in the past four years. In 2019 the total grant dollar amount received was almost $50 M. There were 126 grants received from NIH. For all proposals submitted, there as about a 1/3 success rate. This is a testament to the hard work of the college’s research faculty.

Spring Faculty Meeting Planning

1. MacKeigan noted that he met with Dean Sousa regarding an outline for the meeting, which will be held via ZOOM. Two thematic presentations are being planned. Members were asked for specific items to see included in the meeting.

Comments and Announcements
None

Next Meeting: May 11, 2020

March 16

Voting Members Present: S. Bray, J. MacKeigan, J. Reynolds, L. Cabrera, R. Malinowski, H. Chen, S. Kavuturu, M. Morishita, A. Bernstein, J. Cole, S. Khalil, D. Pyeon, A. Weber

Ex-Officio Members Present:  S. Barman, B. Forney, A. Sousa, M. DeLano, N. Jones, A. Mansour, K. Kelly-Blake, N. Parameswaran

Guests and Staff: C. Finkelstein, F. Peterson, G. Kelley, J. Mauer, A. Tilma

Approval of Minutes
Minutes of the February meeting were approved as written.

New Business

Latest Updates on Coronavirus

A. Sousa noted that the fundamental message from the college is social distancing and flattening the curve. Everyone who can work at home should be doing so, and individuals were encouraged to practice social distancing in the rest of their lives, too. As these measures can turn into social isolation, Dr. Sousa encouraged people to consider attending the Virtual Small Group Support for Staff and Faculty of CHM sessions offered by the Culture of Caring organizers. It will soon be time to start making plans for the long term—several weeks out.

Bylaws Working Group Update

A special CAC meeting to discuss revisions to the bylaws is being planned. The Working Group has focused on specific language defining CAC eligibility and has new text to propose. Changes to stay in compliance with university bylaws changes were received from B. Forney and are being incorporated. The group is now going through each section and has reached out to chairs of college standing committees for input. Definitions on the Student Constituency section need clarification, and the new role of the Executive Vice President for Health Sciences needs to be incorporated where applicable.

Admissions Presentation

J. Maurer provided an overview of the admissions process. He noted the following.

• The process is driven by the college’s mission statement. Also, there is an Admissions Diversity Statement, which provides guidance.
• The timeline for applicants spans greater than a year—approximately 15-16 months.
• Admissions Committee meetings take place 2-3 times each month during the decision-making timeframe. In the previous year, the committee reviewed just shy of 8000 applications; this year, just shy of 9000 applications were reviewed, and 536 students interviewed for approximately 190 spots. It is a complicated process with several possible avenues of admission (waitlist, deferred, ABLE program, etc.).
• A Written Application Rubric provides a framework on how to consider an applicant. It allows for a human element to supersede the framework. Three broad categories are used when evaluating applicants: 1) academic metric, 2) activities and life experience, and 3) personal character information gathered during the process.
• The application process does not give special consideration to people with ties to the university.
• There are several programs offered on Interview Day, which allows for the opportunity to share information back and forth. Ratings on the 1) medical student interview, which lasts 30 minutes, 2) multiple mini-interview with eight stations, which lasts about 100 minutes, and 3) written application, which is reviewed by a committee member, are forwarded to the Admissions Committee.
• Decisions are made by the committee to accept, make alternate, reject, or refer to the ABLE Committee for review. Unsuccessful applicants are provided the opportunity to get feedback. The initiation of that request for feedback must come from the applicant.
• The Admissions office is not a resource for pre-health advising.
• Applicant status inquiries from anyone other than the applicant is not allowed due to confidentiality.
• Mentoring pre-med students is challenging. Unless a person has recent experience with the admission process, it’s difficult to do, and it might be best to recuse yourself of the responsibility. Encourage pre-med students to use the pre-health advising system at their college or university or contact the National Associate of Advisors for Health Professions. For those in the pre-med advising role, contact MDAdmissions@msu.edu for guidance.

Briefing from the Interim Dea

A. Sousa provided the following update.

• Match Week has been changed; unfortunately, students will not be able to come together to share the excitement of opening their envelopes together and celebrating over lunch. However, staff continues to work on the many tasks associated with the match.
• The strategic building of the clinical practice continues.
• Construction continues on the Doug Meijer Medical Innovation Building in Grand Rapids.
• A strategic plan for the university is going forward.
• The college’s strategic plan is on hold, pending a proposal from the potential consultant firm.
• A budget for the Executive Vice President for Health Sciences (EVP) has been partially established, and space on the first floor of West Fee Hall has been identified. The EVP held a fall planning meeting. It seems that the next steps in the dean’s search will not happen before university bylaws are revised to match the reporting structure outlined by President Stanley.

University Committees Updates 

University Committee on Faculty Tenure (UCFT)

S. Barman provided a written document, which was distributed before the meeting. She noted the following committee functions.

• Although members of the UCFT do not make decisions on awarding reappointment or tenure, they are involved in decisions about the process. The Council of Graduate Students has requested that a statement about how the RPT candidate has made a difference in diversity, inclusion, and equity be included in the RPT packet. The request is under discussion.
• Members make decisions about extensions of the tenure clock. There are three categories for extensions, the first two not requiring evaluation by the UCFT: 1) automatic (e.g., leave of absence), 2) automatic upon request (e.g., birth of a child), 3) request for special circumstance (e.g., delay in experiments due to HVAC issues).
• Some members are chosen to serve on a subcommittee involved in decisions about discipline and dismissal of tenured faculty for cause.
• Members are contributing to the discussion of changes in the University bylaws that will be required to describe the role of the Executive Vice President for Health Sciences in decisions regarding RPT in CHM, COM, and CON. 

In response to a question about whether a faculty member who was denied tenure can be rehired, the following was found after the meeting “One denied reappointment in the tenure system cannot be appointed in the tenure system.”  

University Committee on Undergraduate Education (UCUE)

S. Bray reported that the UCUE reviews policies and procedures for operations of undergraduate education.

• Current Topics:
  • timing of breaks (spring and fall) to coincide with holidays
  • coronavirus – moving almost all courses online, including finals, except labs
  • commencement postponed
• The committee is responsible for updating and improving course offerings and how they are listed by the Registrar when there are new minors proposed or changes to course offerings.
• A motion was passed to give the associate provost a minimum power to have control over the educational status for undergraduate students until the start of the fall semester in light of coronavirus, independent of the president, as president has multiple other things to deal with.

University Committee on Academic Governance (UCAG)

J. Fitzsimmons was unable to attend the meeting but provided the following written report.

• Restructuring of the Office of the Secretary of Academic Governance: The role would likely be 100% administrative (non-faculty) and report to Faculty Senate and/or Steering Committee (not the provost). A cost analysis should be done by the Steering Committee as this move would likely increase the cost of the position. A good deal of discussion ensued that included thoughts that this shift could provide for greater faculty input and involvement in academic governance as a result of reporting to a body other than the provost. There was also a discussion of how this could affect and require revision of university bylaws.
• There is a proposal for making the University Committee for the Libraries (UCL) a standing committee as opposed to the current status as an advisory committee. This would provide the committee a seat on the Steering Committee. UCL will put together a list of its members and a written statement of their request for standing-committee status and changes that would need to be made in the MSU Bylaws to help UCAG understand the request. 
• There are ongoing nominations for standing committees.
• UCAG will begin a review of several college bylaws.

Spring Faculty Meeting Planning

J. MacKeigan requested that suggestions for agenda items be sent to him or Faith Peterson. He noted that the meeting time is 3:00-5:00 pm on May 7. Given the current infectious disease mode, it may be that food or drinks will not be provided and that holding the meeting in a different format be considered.

Comments and Announcements

None

Next Meeting: April 20, 2020

February 17

Voting Members Present: S. Bray, J. MacKeigan, J. Reynolds, L. Cabrera, R. Malinowski, E. Shapiro, M. Awonuga, M. Morishita, A. Bernstein, J. Cole, S. Khalil, D. Pyeon, A. Weber

Ex-Officio Members Present: R. Folberg, A. Sousa, B. Forney, V. Johnson-Lawrence, W. Lipscomb, N. Jones, A. Mansour

Guests and Staff: A. Gilad, F. Peterson, J. Lipton, G. Kelley, R. Stanulis, S. Stotenbur, M. Thompson

Approval of Minutes

Minutes of the January meeting were approved as written.

New Business

Fundraising and Philanthropy Status and Planning

Senior Director of Development Stephanie Stotenbur provided results from the recently completed Empower Extraordinary Campaign and provided information about current fundraising efforts. She informed members that the majority of gifts come from individuals (alumni and friends). Continuing to increase individual donations helps to increase capacity in the future. The Advancement Office is developing a program, which includes a focus on fundraising for scholarships, research priorities, and endowed faculty positions. The Advancement team has increased to include externally-focused alumni, communications, and stewardship staff. This gives the office the opportunity to build a customized program to steward donors and show donors the impact of their gifts, in addition to other initiatives. A Scholarship Campaign is being launched to help bridge the gap between university campaigns.

7 Habits Presentation

Assistant Dean for Professional Development Randi Stanulis presented information on habits of wellness and effectiveness. She noted that the goal of the 7 Habits Initiative is to inspire a culture of caring where all members of CHM are treated with respect and feel valued. Over 240 faculty and staff members have participated in one-day workshops. That collective group has identified Objective #1--to improve communication. The group is starting with email communication, as the tone of an email can lead to an erosion of trust and safety. Working together to improve email can begin to positively impact our culture. Dr. Stanulis outlined the following suggestions 1) add a friendly phrase, 2) read before sending and reflect on whether the message relates care for the recipient and their ideas, 3) communicate in person or by phone to avoid sending emails that result in negative interaction. It was also noted that responding in a way that honors people’s time is important. A goal is to acknowledge emails within 48 hours of receipt. If a message has not been acknowledged within 48 hours, the sender is encouraged to forward the original message with a friendly reminder.

The group is planning to pilot a ‘How’s my tone’ survey, which will allow a recipient to acknowledge positive tone and provide ideas for improvement. Discussion took place about people’s over-sensitivity, the need to assume positive intent, and responsibility for what we say; the issue of time was also considered.

Provost Memo Working Group Update

A memo to the provost regarding CAC participation in the upcoming dean search was drafted by the working group and circulated to CAC voting members for feedback several days before the meeting. It was circulated to all members the day before the meeting. A motion to send the memo to Interim Provost Sullivan, as circulated, was made and seconded. The motion passed with no opposition.

Bylaws Working Group

In a presentation to CAC members, the working group posed the following question regarding CAC eligibility, “Should CAC membership be limited to faculty with no administrative role?”. CHM bylaws sections noting that the CAC has both advisory and shared responsibility roles were highlighted. When researching eligibility to college advisory councils in other MSU college’s bylaws, it was found that the colleges of Social Science and Natural Science list some exclusions. Social Science bylaws state that chairs and directors are ineligible to serve; Natural Science bylaws state that chairpersons, heads of academic units, the dean and other college-level administrators are ineligible to serve.

The working group proposes that CHM Bylaws Section 3.1.2 be revised as follows.

3.1.2.   Nominations and Election of Members

3.1.2.1. Chairpersons and directors of units shall have the responsibility of initiating and supervising, within their respective units, elections in early spring semester with members taking office on August 15 16. The election procedure to be followed shall be determined by each unit. All voting faculty of CHM shall be eligible for election as representatives on the CHM College Advisory Council, with the following exceptions: 1) the chairpersons of departments or heads of academic units; 2) CHM assistant deans and above. but shall be limited only in the following respects: nominees are restricted to eligible internal voting faculty of the college, and aAny eligible voting faculty member in the unit may submit his/her their own name in nomination.

Discussion took place regarding the proposed changes. The original language proposed for item 2) was “the dean and other CHM college-level administrators.” It was decided to be specific and use the language “CHM assistant deans and above.” A motion to update the language and distribute proposed changes to CHM Bylaws Section 3.1.2. to CAC voting faculty for a vote before the March meeting was passed.

The working group also reviewed CHM Bylaws Section 3.1.1. Composition (of CAC) and found there were questions to be considered in the bylaws review. Lists of voting members (20), ex-officio members serving on selected university committees (5), and others listed as ex-officio (10) were provided. Review of the lists raised the question whether formal divisions of the dean’s office should retain ex-officio representation. It was noted that meeting organizers have gone through great pains to recognize who the voting members are (i.e. different colored name tent lettering, separation on meeting minute attendance records, and website listing). While there is a history about why some positions were granted ex-officio status in the past, it could be beneficial that the justifications be reviewed each year.

In addition to the CAC membership, several other issues were highlighted to be part of the discussion about the five-year bylaws review. Also, it was suggested that it might be beneficial for the CAC to offer an orientation/overview for its new members in August.

Teacher-Scholar Award Criteria

A. Weber reported that the college’s Teacher-Scholar Award criteria is inconsistent with the university award criteria. The university limits eligibility for the Teacher-Scholar Award to tenure system faculty; the college’s Teacher-Scholar Award has also been open to HP and fixed term faculty. In the past, HP faculty members who have received the college award have also received the university award. But a fixed term faculty member could receive the college award and not be eligible to be put forward for university award consideration. The Awards Subcommittee recommends that the college’s Teacher-Scholar Award be limited to tenure system and HP faculty thus ensuring that the college’s awardee could be put forward for the university award. It was further suggested that going forward, the college could create a teaching prize for fixed-term faculty. A motion was made to modify the current college Teacher-Scholar Award eligibility statement to include only tenure system and HP faculty to align with the university award. Discussion took place on the importance of recognizing excellent fixed-term faculty.

Briefing from the Interim Dean

Interim Dean Sousa provided the following update.

• Met with Department of Family Medicine regarding 5-year review process, which resulted in some changes. FM plans to add a staff member to the review panel. Office hours with the dean for faculty and staff to talk about the department have been planned.
• Deans of the three health colleges and MSU Health Care have been meeting with EVP Beauchamp to talk about President Stanley’s strategic planning process and the diversity, equity, and inclusion planning process.
• Events
  • State of Flint Kids run by the Pediatric Public Health Initiative. Markers for health of children in Flint have improved over the last three years.
  • Humanism Conference in Grand Rapids.
• Bystander training in the college for students and others has been proposed. It will help with culture and help people handle adverse events. Members were encouraged to contact the dean with thoughts about the concept of the training.
• Met with OIE to work on the process of cases. In 2015 there were 200 cases; last year there were 1800 cases. Cases are taking a long time to get resolved, which is difficult for respondents and complainants.
• Step 1 is changing from a numeric score to pass/fail. It is the expectation that Step 2 will become a much more important part of preparation for a student’s match.

University Committees Updates

University Committee on Faculty Affairs (UCFA)

V. Johnson-Lawrence provided the following update.

• Discussions have taken place resulting in a new policy that explains under what circumstances and how emeritus status can be removed from retired faculty, even postmortem, if new information becomes available to the university.
• The Budget Subcommittee has been discussing whether university funds are being spent in a way that represents underrepresented faculty and how funding is being spent across units. These discussions are pushing the collective unit to explicitly decide how money is being spent at the university level to balance the types of faculty across units.
• Underrepresented faculty/minorities are hired but not staying at the university long term.
• Work at the university level on a safer culture.

University Committee on Graduate Studies (UCGS)

A. Gilad provided the following update.

• Major role is to approve changes to curriculum for all colleges in the university.
• Discussion about removing GRE requirement from some programs.
• Some programs are closed based on market analysis.
• Some programs reduce number of credits for online courses to be competitive with other universities. Mostly for MS programs.
• The university’s Lodging Policy was changed at the beginning of the academic year. When traveling on Michigan State University business, MSU faculty, academic staff, executive managers, and support staff are prohibited from sharing hotel rooms or bedrooms with a student or a group of students (including MSU graduate and undergraduate students and students from other institutions). Further, MSU faculty, academic staff, executive managers, and support staff in supervisory positions are prohibited from sharing hotel rooms or bedrooms with subordinate employees. Budgetary considerations do not take precedence over this policy, and individual rooms are to be provided without reprisal.

Comments and Announcements

• Reminder – The Spring Faculty Meeting will be held on May 7, 2020, 3:00 – 5:00 pm, ISTB.

Next Meeting: March 16, 2020

January 20

Voting Members Present: S. Bray, J. MacKeigan, J. Reynolds, J. Alan, L. Cabrera, R. Malinowski, E. Shapiro, M. Awonuga, H. Chen, M. Morishita, A. Bernstein, J. Cole, D. Pyeon, A. Weber

Ex-Officio Members Present: S. Barman, R. Folberg, K. Kelly-Blake, A. Sousa, M. DeLano, B. Forney, D. Wagner, J. Fitzsimmons, N. Jones

Guests and Staff: K. Crosby, F. Peterson, G. Kelley, R. Schein

The meeting opened with the following quote: Our lives begin to end the day we become silent about things that matter. – Martin Luther King, Jr.

New Business

Call for New Business on Agenda
A request to add Discussion of Bylaws to the agenda was made. It was noted that the request involved condensing the agenda and adjourning ex-officio members at 1:45 pm. A motion to amend the agenda was made and approved. The vote was unanimous.

Approval of Minutes
Minutes of the December meeting were approved with corrections.

College Financial Update
Chief Financial Officer Karen Crosby provided a high-level overview of the college’s finances. The contents of her slides are below. She offered to attend another meeting if there are other items CAC members are interested in.

CHM Budget Presentation to CAC Meeting:

Broad Summary of Funding

• Total Funding, all sources FY19 = $170M
• FY20 Operating Budget Allocation = $67M
• All $67M is allocated to a unit/department budget
• Commitments made that may need to be satisfied in FY20 = $4.0M (of this total, $3.1M is for start-up and other research commitments)

Michigan State University College of Human Medicine Cash Reserve

Fall Planning

• University Provost’s Fall Plan requests a contingency plan for a 3% GF budget reduction = $1.6M
• This is in addition to the annual 1% PERF of $550k
• Total budget reduction plan for $2.2M

Budget Reduction Options

• Elimination of Programs
• Overhead Efficiencies
• Maximizing utilization of internal resources (less out-sourcing)
• Adding new resources to reduce dependency on GF

Briefing from the Interim Dean
Interim Dean Sousa provided an update on student debt.

• The college’s student debt is amongst the highest overall; and for out-of-state students, it is the highest.
• A variety of things have been or are being done within the educational program to help reduce debt.
  • Required books are available for free, and there is no longer a course pack fee.
  • In the design of curriculum, reducing extensions was planned. Over 25% of students were taking five years. The only extensions happening to a measurable degree are between second and third years. Reducing extensions will cut a substantial amount from the cost of medical school.
  • Cut one half of a semester out of the curriculum.
  • Working on mini-campaign for raising scholarship funds. Alumni more energized around this than they have been in the past.
• The US Public Service Loan Forgiveness Program is a disaster. Only 1% of applicants received any loan forgiveness.
• Concerned about changes in overall student loan programs. The college is trying to make sure students have access to subsidized loan programs.
• The college does not have a significantly large endowed scholarship pool. Raising philanthropic funds is one of Interim Dean Sousa’s highest priorities.

In response to a request for an update on the upcoming LCME visit, he noted that a Continuous Quality Improvement (CQI) Program, run by Carol Parker, is in place. The current issue is providing the right information and in the right place. Because the first two years are clinical, redefining some responses is necessary – different data is needed.

University Committee Updates  

University Committee for the Library
K. Kelly-Blake provided the following update.

• The former position of director of the MSU libraries has been changed to a dean position.
• The committee is working to establish an open access policy to make things available to MSU faculty and students. This involves moderating faculty publishing so it’s not so expensive. A survey will be sent to the university faculty in the spring to get a feel for what people know about open-access policies and to collect concerns and comments. Dr. Kelly-Blake will provide updates to the CAC.
• The library is in the process of reinvigorating its strategic plan, including searches for new leadership positions. It is also engaged in a space-planning process.

Discussion took place regarding library access for community faculty. It was noted that anyone with an MSU NetID has access and that community assistant deans can help with that request. The library is one of the most valuable aspects for CHM clinical faculty.

University Committee on Curriculum
R. Schein provided the following update. 

• The committee reviews all academic programs and courses and is made up of representatives from every college, as well as student representatives. Most of the work is done in subcommittees.
• Subcommittees review all new degree programs and courses, changes to programs and courses, and deletions of programs and courses. For new programs and courses, members ensure that the requirements are appropriate and that they do not overlap courses or programs offered in other colleges. The catalog description is also evaluated to ensure it is informative and concise. For program changes, members ensure that they will not impact graduation requirements for currently enrolled students and that credit requirements are consistent.
• After subcommittee approval, all programs and courses are signed off by the full UCC and then taken to the Faculty Senate before going on for statewide academic program review (new requests and name changes) for final approval. Typically, the entire process takes about two months. It was noted that new courses can be used before fully approved (two years to complete the process is allowed).
• Several items of business involving CHM have already been conducted for the 2019-2020 academic year, including:
  • Two new graduate certificates (another forthcoming). Upon successful completion of a special project, notification of an earned certificate is added to the student’s transcript.
  • Addition of three new courses.
  • Changes (minor) to 14 courses.
  • Deleted two courses, which were replaced with new courses.

Working Groups Formed
J. MacKeigan reported that the following faculty have agreed to serve as members of the CAC Bylaws Section 3.1 Working Group. He noted that the group is in the self-study stage and others are welcome to participate. CAC members should contact a working group member if interested. 

• Farha Abbasi, MD
• Alison Bernstein, PhD
• Laura Cabrera, PhD
• Karen Kelly-Blake, PhD
• Josh Reynolds, MD

He also reported that the following faculty have agreed to serve as members of the Memo to Interim Provost Working Group. Again, new members were invited to participate.

• Alison Bernstein, PhD
• Laura Cabrera, PhD
• Jeff MacKeigan, PhD

Updates from both groups will be presented at future meetings.

Ex-officio members and guests were adjourned from the meeting.

Discussion of Bylaws
J. MacKeigan moderated a series of small discussions that allowed CAC members to be more candid with a smaller group of voting CAC members. Further discussion around the 5-year annual review of the CHM bylaws, and also the dean selection process (memo) working groups ensued. The CHM bylaw discussion allowed for more bylaw education to occur on the CAC, and also to address any concerns. J. MacKeigan emphasized that the bylaws intend to capture a complex series of items in a complex, ever-changing organization. Specific portions of the bylaws were discussed and detailed below. 

• As per the University bylaws, it is the responsibility of the CAC to review the college bylaws every 5 years (Section 2.2.2, University bylaws). In addition, “the College Advisory Council shall be entrusted with the interpretation of these Bylaws with the faculty being the final authority.” (Section 3.1.4.12, CHM bylaws).
• Appointment of deans (Section 2.1.3.2 of University bylaws and Section 3.1.4.8 of CHM bylaws): Voting faculty of each college (represented by CAC) has shared responsibility with the Provost to determine procedures for nomination of deans. This relates to one issue raised in the fall regarding the selection of the current Interim Dean and what the process is for the selection of the next dean. Discussion focused on the shared responsibility to determine and approve the procedures for nomination of deans, and that a memo would be drafted before the next CAC meeting.
• Memo to Interim Provost Working Group and CAC Bylaws Section 3.1 Working Group were further discussed and each committed to working through each important item.

Comments and Announcements
None

Next meeting: February 17, 2020