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COSSAC Meeting Minutes 2003-2004
COSSAC Meeting Minutes: August 12, 2003Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Myers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Ron Richards (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry) Robin Rarick (Chemistry), Shanley Yates (Chemistry), Rachel Tapia (Chemistry), Susan Hautala (Dean’s Office), Lilian Schwartz (Ecology), Bonnie Wood (Physics), Eva Gonzales (Physics), Wolfgang Golser (Speech & Hearing Sciences), Sherry Jacobs (Speech & Hearing Sciences), Christina Siqueiros (Steward Observatory). Departments not represented: Computer Science, Flandrau Science Center, Geosciences, Lab.Of Tree-Ring Research, Mathematics, MCB, Planetary Sciences. Guests present: Marty from Biochemistry. Council UpdatesThree handouts were distributed in order to inform new members and to remind returning members of established policies: Council mission and priorities; Committee information; Notes from council development session led by Human Resources personnel. The departments that are currently without representation, specifically Computer Science and LPL, were discussed. Mary received an email from the dept. head of C.S. The department can not find a willing volunteer to serve on the council. Mary will make a point to recruit staff from C.S. and make an effort to communicate with the payroll rep for names of any new employees to encourage council participation. Additionally, Susan Hautala will explain to the dept head the importance of having a rep. Mary proposed the possibility of creating a “buddy system” if these steps do not produce a result. As well, it was suggested the Communication Committee could forward important information to a staff in the departments with the request that it be shared with other staff. The Council was informed that CIGNA will donate funds for t-shirts for walkers in the American Diabetes Association fundraiser on October 11th. Mary pointed out that if you register on the ADA website, you will need to raise $100 for a t-shirt, whereas registering via UA will cost only $25 for a t-shirt. CoSSAC is solely responsible for making the push for UA involvement, and the goal is to have 500 people involved in various forms of teams, whether the team be one person, ten people, or fifty people. Teams can choose to walk 1 mile, 3 miles, or 6.2 miles and there will be entertainment at each rest stop. Please contact Mary for further information. Committee UpdatesStaff Recognition: Has nominations for UA Star awards from July, including nominations for two teams, which need to be voted on. Has learned that Bob Logan has a source for flowers to be used as a fundraiser. Use of the flowers was discussed in council, such as sale at the two yearly commencements and during special occasions such as Mother’s Day. Has received word that Ted Davis has set aside $5,000 for the annual staff recognition luncheon, which will likely be held at the end of March or first of April. Mentoring and Advising: The chair of the committee was unable to attend, so Mary reported that the Dean Time held during the summer was a smashing success and that the committee looks forward to hosting 3 Dean Times during the academic year. The Council seemed enthused about proposed tours (Mirror Lab, ILC Library) and proposed guest speakers at future meetings, though meeting rooms and times need to be worked on. Communications: Asks that each rep please visit the CoSSAC web page (http://fp.arizona.edu/cossac/) and read the rep page to make certain the information there is correct. Email the committee at the address on the bottom of the page if any information needs to be changed. Is migrating the web page from Computer Science to CCIT and will soon work out the details to redirect links on other UA pages to the new site. Is also in the process of re-doing the features AND creating a newsletter to be shared with staff in pdf format, hopefully 3 times a year. A template was passed around to show how items of interest can be produced efficiently. The newsletter needs a name. Possible contents of the newsletter was discussed: UA Star winners; welcoming of new staff; events for fundraisers. Finally, regarding the Dean’s listserv, no progress was reported except that the Dean’s Statement is now removed from it. General discussion was held regarding post-doctoral trainees/students/employees and their role in the UA scheme. It was decided that post-docs are not eligible for College of Science UA Star awards. General discussion was held regarding the UA Staff Advisory Council procedures for participation. A letter from the dean to the department head outlining the staff member’s position is written and signed by staff and head. It was decided that Susan Hautala will write a letter for the dean to give to dept heads at dept head retreat on August 21st regarding importance of staff participation in CoSSAC. The meeting was adjourned at 10:35am. Submitted by Sherry Jacobs, Secretary COSSAC Meeting Minutes: September 9, 2003Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Myers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Ron Richards (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry) Robin Rarick (Chemistry), Rachel Tapia (Chemistry), Shanley Yates (Chemistry), Susan Hautala (Dean’s Office), Lilian Schwartz (Ecology), Brooke Zang (Mathematics), Denise Slay (MCB), Bonnie Wood (Physics), Eva Gonzales (Physics), Sherry Jacobs (Speech & Hearing Sciences), and Catalina Diaz-Silva (Steward Observatory). Departments not represented: Computer Science, Geosciences, Lab. of Tree-Ring Research, Planetary Sciences. On leave of absence: Christina Siqueiros (Steward Observatory). The August minutes were approved. Important Notation: The November meeting will be held on November 4 due to the observance of Veterans Day on November 11. Council UpdatesMary Carter announced that the Diabetes Walk September 10 Kick Off Event will have the feel of an awareness fair. A sign-up sheet was passed around for members to volunteer to greet and inform passersby of the October 11 walk and to sign up team captains and walkers. There will be several health-oriented informational posters, food donated by Wild Oats, and a radio broadcast of the occasion, which takes place 10:00 to 2:00 in front of the Koffler Building. Further information on the Diabetes Walk: Eva Gonzales attended a meeting of team captains and informed the council that the American Diabetes Association has speakers who will come to any department wishing to have an information meeting; Craig Aspinwall, Asst. Professor from the Chemistry department, is also a very good source of practical information, and a way to contact him will soon be on the website; CIGNA has provided $2,500 t-shirt sponsorship for Walk. FundraisingSeveral aspects of purchasing and selling flowers and disposable cameras as a fundraiser were discussed. Since all sales at the formal University graduation ceremonies are prohibited, it was proposed that a sale be done at the CoS ceremony on Friday, December 19, with a trial-run at the CoS Honors Convocation in October. The College will loan the funds needed to make the initial purchase of flowers and cameras and the council will produce its own congratulatory jacket for the cameras, saving considerable expense. It is possible that the sale can be noted on ceremony announcements. After discussion, it was approved by unanimous vote that we proceed with the purchase of 100 cameras and several bouquets of flowers, presuming that a few cameras will be sold at convocation and the remainder at the Fall and Spring graduations. Committee UpdatesStaff Recognition: Lili Schwartz reported that UA Star Awards have been given out in abundance and the committee is up-to-date now on the giving out of awards. Tomorrow (September 10) is the date to receive new nominations. A group award has been created and winning groups will receive a jar of goodies (rather than a mug), with each member of the group getting a certificate. The forms for both types of nominations are on the website. The Staff Appreciation Luncheon will be on April 7, 2004 in the same location as last year (South Ballroom). The theme is a luau. If members have tropical items, please consider donating use of them for the day. A steel drum band from Tucson High School has been contracted to play and the committee is looking for an experienced dance group. Committee discussion of possible avenues for raising funds included a dunking booth, sale of concessions at games, dinner at Pizza Hut, and no conclusion has been reached at this time Among the ideas proposed for a CoS Holiday Event were adopting a family, and a visit/donation to a nursing home. The Wellness Center on Valencia and another agency can provide names of folks/families in need. A decision will be made at the October meeting. Mentoring and Advising: Sarah Duffy has stepped down as chair and Mary reported that ad hoc member Susan Hautala will continue to recruit members. The next “Dean Time” with Dean Joaquin Ruiz is set for October 15 and invitations will go out shortly. Participation by Appointed Personnel still needs work done. Scheduling of council meetings at various departments will hopefully be ready by November, with a Spring start date. Communications: The “redirect” command to the new address (http://fp.arizona.edu/cossac/) is now in place The focus of the website is currently the Diabetes Walk on October 11. The UA Star Awards will be the next feature of the website and pictures of winners will be there.. The links on the sidebar are done, including a link to join the listserv. The Calendar contains information for all staff. The newsletter is ready to be announced to all staff. A hard copy was provided to council and approval of the finished product was great, with appreciation for the large amount of work that was apparent. It is hoped to have a newsletter every semester and contributions are welcome. The meeting was adjourned at 10:40am. Submitted by Sherry Jacobs, Secretary COSSAC Meeting Minutes: October 14, 2003Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Meyers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry), Robin Rarick (Chemistry), Rachel Tapia (Chemistry), Shanley Yates (Chemistry), Lilian Schwartz (Ecology), Brooke Zang (Mathematics), Mariah Freark (Planetary Sciences), Sherry Jacobs (Speech & Hearing Sciences), and Catalina Diaz-Silva (Steward Observatory). Departments not represented: Computer Science, Geosciences, Lab. of Tree-Ring Research, Molecular & Cellular Biology, Physics, Dean’s Office. On leave of absence: Christina Siqueiros (Steward Observatory). Important Notation: The November meeting will be held on November 4 due to the observance of Veterans Day on November 11. Council Updates Mary Carter introduced new member Mariah Freark from the Lunar and Planetary Lab in Planetary Sciences and gave her information on council committees. Official recognition that CoS SAC spearheaded the Three Deans’ Gift of Three Trees and a Bench to the College of Nursing as a memorial was given in a letter from the Dean of the CoN, and the council is invited to the dedication of the bench on Tuesday, October 28 at 2:00. A New Tradition is BornMary announced that the Diabetes Walk on October 11 was a big WOW! Over $10,000 was raised, with the possibility of the final tally being $11,000 when pledges are collected and College of Public Health money is turned in. This immensely surpasses the original goal of $5,000. On the day of the Walk, Representative Jim Kolbe introduced himself to Mary and was given an official walk t-shirt to wear, which he did. It might be possible to get a copy of the report filmed by Channel 13 News for evidence of Kolbe in the shirt in order to help publicize to the community the good deed done by UA for the Diabetes Walk. Mary thanked co-chair of CoS SAC Nadine Gruhn for the creativity she provided, an outstanding idea being the September 10 Kick Off Event on the mall with posters. Mary also highlighted the heroic efforts of the departments in generating donations to the cause: taping an assistant department head to the wall; Feed the Lab Rats lunch sale; a highly successful bake sale; and the entire Schwartz family walking for ADA. Photos of the Walk are on the CoS SAC web site ( http://fp.arizona.edu/cossac/ ), and a photo of the taped-up dept head will soon be displayed there. The Council is invited to a thank you reception at the Student Union from 9:00 to 10:00 on a date to be announced. Committee UpdatesStaff Recognition: Cindy Neal reported that the latest UA Star Awards have been given out and that the committee is eagerly looking forward to receiving new nominations. Nomination forms are on the web site (http://fp.arizona.edu/cossac/ ) as are pictures of past winners of these very fun awards. The deadline for receipt of forms is November 10. The UA Hawaiian Club has been secured for the Staff Appreciation Luncheon on April 7, 2004 They will play a key role in the entertainment for the luncheon, giving out leis at the entry ways, doing some tropical dancing, and talking about Hawaii. In return for their service, their own fundraising luau on the following Saturday will be announced. A high school group of steel drummers will provide music on the concourse up to the point that the luncheon gets underway, and the committee has options for repaying the service the club members will provide. The committee will meet next month with the Student Union to discuss food. A prime goal is to have a buffet on both sides of the room for the sake of expediency. The committee noted that the date of April 7 is during Lent. The fundraising event of selling cameras and flowers at the CoS graduation ceremony on Friday, December 19 has been officially approved by Student Union overseers. Permission is granted for sellers to stand on the grass on the north and south sides of the Student Union Ballroom from 1:30 to 2:30. Details on exact cameras and flowers will be worked out, and the committee will continue to pursue the possibility of selling at the UA ceremonies on Saturday. A contact name for a possible CoS Holiday Event was given by Catalina to the committee for further investigation. Catalina will draft an email to circulate to the CoS to announce CoS SAC's holiday effort to adopt a family. Those interested to get involved can contact members of the council. Communications: Photo Galleries of various CoS events are on the web site at http://fp.arizona.edu/cossac/ . The committee will try to make diverse links to the photos within the page, and it was mentioned that whatever links are created should be continuable by future committee members. The committee has been requested by UA SAC to provide information for dispersal to the university community, and will forward a team photo of the ADA Walk and an announcement about the sale of cameras and flowers at graduation in December. Discussion was held regarding SAC’s staff awards and it was suggested that CoS SAC might want to have a volunteer or two on the review committee. Mary sent contact information to the listserv. The next newsletter comes out in January and contributions are welcome. Mentoring and Advocacy: Catalina Diaz-Silva volunteered to head the committee. Mary passed around an addition to the Welcome Letter for new employees. It is a festive Welcome to Our Team sheet of departmental greetings. Comments included, “This will make a nice addition to the informative Welcome Letter that the committee sends.” Lilian announced that her department has a new employee in need of a Welcome Letter. It was announced that the current head count for the Fall 2003 Dean Time was scanty and the council was asked to invite staff to this educational affair. Names are to be forwarded to Sherry, who will give a new count to Mary. In the event of questionable staff titles, people are to be included rather than excluded. The meeting was adjourned at 10:40 am. Submitted by Sherry Jacobs, Secretary COSSAC Meeting Minutes: November 4, 2003Vice-Chairman Nadine Gruhn called the meeting to order at 9:30 am.
In attendance: Nadine Gruhn (Chemistry), Robin Rarick (Chemistry), Rachel Tapia (Chemistry), Shanley Yates (Chemistry), Susan Hautala (Dean’s Office), Lilian Schwartz (Ecology), Bonnie Wood (Physics), Eva Gonzales (Physics), Mariah Freark (Planetary Sciences), and Sherry Jacobs (Speech & Hearing Sciences).
Departments not represented: Atmospheric Sciences, Biochemistry & Molecular Biophysics, Computer Science, Geosciences, Lab. of Tree-Ring Research, Mathematics, Molecular & Cellular Biology, Steward Obsersvatory.
On leave of absence: Christina Siqueiros (Steward Observatory).
Council Business
Nadine Gruhn explained that Mary Carter was unable to attend the meeting due to having been already booked for services within her department, then announced that Ron Richards from Biochemistry has resigned and that a replacement is needed.
A short discussion regarding approval of minutes was held and it was decided that suggestions, changes, and additions to the draft that is e-mailed to members will be incorporated and that no suggestions, etc., will be an indication of approval. Therefore, for this year, approval of minutes will be done by e-mail.
The remainder of the time for Council Business was spent discussing the most recent Dean Time. It was noted that since Dean Ruiz’s announcement that funds had been given to the University for market adjustment and that it would be spent on faculty retention, progress has been made in obtaining new information and Ted Davis was invited to join the discussion for an update on the situation. Ted informed the council that State money has recently been received, equivalent to 1.5% of the department personnel lines for classified staff and appointed personnel, and that the business managers have been informed of the process that the Dean would like to use to accomplish dispersal. That is, that the departments should try to give an increase to lower end wage earners and to those who haven’t received an increase recently. However, each department will make the ultimate decision on distribution of the State funds. These funds are separate from funds, also received recently, to re-classify some employees. Ted then gave each member the Guidelines for Salary Adjustment Effective January 2004.
Committee Updates
Staff Recognition: Lilian Schwartz reported that the Spring luncheon menu will be discussed this week with Student Union Catering. The committee believes Catering has great ideas to fit the Hawaiian theme chosen and is hopeful that the price will be within the allowed budget. If not, the committee will meet with the Marriott and see what they can counter offer.
The fund-raising flower connection, Save-On, has turned out to be disappointing, with too costly a quote. The committee will contact other sources and is confident that the sale of flowers at the CoS graduation ceremony on December 19 will go as planned. Additional time has been obtained for selling cameras after the ceremony and, therefore, the sale of flowers and cameras will take place from 1:00 to 5:00. The source of the cameras will be determined very soon.
The Staff Recognition Committee is looking forward to receiving new UA Star Award nominations. Nomination forms are on the web site (http://fp.arizona.edu/cossac/ ) and the deadline for receipt of forms is November 10.
Mentoring and Advocacy: Catalina Diaz-Silva will draft an email to circulate to the CoS to announce CoS SAC's holiday effort to adopt a family. Those interested to get involved can contact members of the council.
Communications: Robin Rarick said that putting up photos on the web site happens quickly.
Final plans were discussed regarding the information to pass along to the UA SAC for their newsletter. Shanley and Robin will combine their Dean Time notes, and Robin will write a story about the ADA Walk. It is hoped that the professional group photo of walkers will be available and if not, Robin will pick a few informal photos from the event to go with the story. An announcement of the camera and flower sale will be shared, too.
The next CoS SAC newsletter comes out in January and contributions are welcome.
Old Business
Shanley Yates reported on being in attendance at the College of Nursing Memorial Service and Dedication of the Bench with Mary. They were unable to be at the ceremony indoors due to conflicting information on the announcement of the service, dedication, and reception. They were, however, able to speak with the Dean and assure her that they actually were present, just not at the indoor portion of the service. The location of the bench was described in detail and the council seemed pleased that the tribute is good.
The meeting was adjourned at 10:20 am.
Submitted for approval by Sherry Jacobs, Secretary COSSAC Meeting Minutes: December 3, 2003Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Meyers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry), Robin Rarick (Chemistry), Shanley Yates (Chemistry), Susan Hautala (Dean’s Office), Lilian Schwartz (Ecology), Denise Slay (MCB), Mariah Freark (Planetary Sciences), Wolfgang Golser (Speech & Hearing Sciences), and Sherry Jacobs (Speech & Hearing Sciences). Departments not represented: Computer Science, Geosciences, Lab. of Tree-Ring Research, Mathematics, Physics, Steward Observatory. On leave of absence: Christina Siqueiros (Steward Observatory). Committee UpdatesCommunications: Robin Rarick reported that the CoS SAC main page (http://fp.arizona.edu/cossac/) will be updated by removing news of the ADA Walk and adding links to the CoS Staff Excellence Award process including nomination forms, deadline information, and the finalized date of Thursday, April 8 for the Spring Luncheon. The committee is investigating new ways of putting up photos on the website so that viewers can be offered the choice of a slide show or thumbnail pictures. The newsletter will be distributed the second week of January and will be dispersed over the Staff News listserv. It is currently 3 pages and there is room for more department news. The committee would especially like to note new or departing staff. If your department has any new staff, please pass along the information to them at rrarick@email.arizona.edu . The question of using the Staff News listserv to wish staff a happy Winter Break came up and it was decided to wait until January, at which time staff would be welcomed back and an announcement would be made that the listserv will be utilized to distribute the newsletter and make other announcements such as the Coffee Break with the Dean. Mentoring and Advocacy: Catalina Diaz-Silva will re-visit the format of the New Employee Welcome. The date of the next Meeting with the Dean is Thursday, February 12 from 9:30 to 10:30. There was a preliminary discussion regarding the possibility of spearheading a process for an award for a member of CoS staff in the same vein as is given to faculty, and for which faculty are rewarded and recognized campus-wide. Specifically, an award for enriching the environment for staff. Due to lack of time, members were asked to give this idea some thought so that discussion may continue at another date. Staff Recognition: Lilian Schwartz reported that the committee was not satisfied with its meeting with UA Catering and, therefore, met also with the Marriott and received very favorable information for the Spring Luncheon. The menu will be almost identical to what UA offered and they will provide table decoration at no extra charge. They are glad to accommodate our Hawaii Club dancers and musicians, too. The committee will carefully examine Purchasing’s requirements for using the Marriott and hopefully a contract will be signed soon. The date for the luncheon is Thursday, April 8. The committee is accepting nominations for the UA Star and the UA Star Group awards. The deadline for nominations is January 10. It was reported that at the UA SAC committee meeting, Dr. Saundra Taylor announced that she is searching for ways to give recognition to staff with greater frequency. Eva Gonzales shared the UA Star Award method and she (Dr. Taylor) wants to arrange a meeting with the Provost about implementing the same type of reward campus-wide. It is hoped that Mary or Eva or other CoS SAC member will be invited to the meeting to provide further details. The committee has finalized purchase of the flowers and cameras for the fundraiser at the College of Science Graduation Ceremony the afternoon of December 19. Cindy has requested members to sign up for at least an hour’s worth of manning the tables and Robin made the announcement of the sale on the listserv. It is anticipated that advisors, especially, will assure their students there is no need to fret if the family forgets to bring a camera. The meeting was adjourned at 10:45 am. Submitted by Sherry Jacobs, Secretary COSSAC Meeting Minutes - January 13, 2004Chairman Mary Carter called the meeting to order at 9:35 am. In attendance: Linda Meyers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Mary Carter (Chemistry), Shanley Yates (Chemistry), Susan Hautala (Dean’s Office), Lilian Schwartz (Ecology), Denise Slay (MCB), Eva Gonzales (Physics), Mariah Freark (Planetary Sciences), Wolfgang Golser (Speech & Hearing Sciences), Sherry Jacobs (Speech & Hearing Sciences), and Catalina Diaz-Silva (Steward Observatory). Departments not represented: Computer Science, Geosciences, Lab. of Tree-Ring Research, Mathematics. On leave of absence: Christina Siqueiros (Steward Observatory). Council Business Mary noted that the departments of Computer Science, Geosciences, and Laboratory of Tree-Ring Research do not have representatives to the council, and she will work on a report to be made in February on recruitment strategies. One plan she shared today is that UA Star winners from all departments could be invited to attend the council meeting in April in order to be able to participate in the election of new officers in May. Committee UpdatesStaff Recognition: Lilian Schwartz and Cindy Neal reported that the Flower and Camera Sale went well and quickly. Due to a sellout of flowers, and because there was a reception immediately following the ceremony, the sale was over sooner than expected. Unsold cameras were returned for a refund and the final profit to be added to the Staff Enrichment Fund is $230.96. As for upcoming fundraisers, nothing is planned for now but a Spring Commencement sale is on the committee’s agenda for discussion. Mary suggested a possible fundraising schedule might be a rotation of restaurant outings and flower/camera sales each semester, and requested that the committee create a "recipe” or a formula that future members could use as a guideline. Any nominations for the UA Star and the UA Star Group awards should be forwarded to the committee right away. The deadline for nominations was January 12. The contract with the Marriott for the Spring Luncheon was signed after verification with Purchasing that the university has a standing purchase order in place with the Marriott. Specifics of the contract: a total cost of $5,148 for 300 people at $17 each, including tax, gratuity, and decorations; the menu includes warm rolls, teriaki chicken, pineapple upside down cake, and coconut cream pie. The committee reported that the Marriott is enthused to have the College’s business. The dancers have been notified of the finalized date and Susan Hautala will double-check again that April 8 is on the Dean’s calendar. March 5 is the deadline for getting names to the committee from the departments of Staff Excellence awardees so that announcements can be created. The format of the community volunteer program, Christmas in April, has been changed so that it is now four smaller, individual-oriented events during the year, rather than one large, group-oriented event. Therefore, the name is changed to Rebuilding Together. News about this program is in the January newsletter, with a direct link to Rebuilding Together that contains details on the current project for interested volunteers. Mentoring and Advocacy: Catalina Diaz-Silva has been working on a schedule to hold council meetings at department locations. The February meeting will possibly be held at the Lab of Tree-Ring Research and the March meeting at the Mirror Lab. It is anticipated that staff who don’t normally attend the open meetings will want to attend these. Watch for an announcement on the bright blue bar on the CoSSAC web page for dates and locations. Catalina requested that the Council give her suggestions for guest speakers at future meetings. A flyer to accompany the Welcome Letter for persons newly hired in the College of Science will be created soon. A discussion followed that a congratulatory flyer for newly promoted persons can be made at the same time. Linda Myers-Regal will forward the name of at least one person with an artistic flair that might be willing to help with the layout of the flyer and Shanley Yates will create the verbiage that Catalina can merge into a file for the flyer. One difficulty in giving out the flyers is to make certain they are given to new hires, etc., and Eva Gonzales will find out from UA SAC where to get a distinctive list. The date of the next Meeting with the Dean is Thursday, February 12 from 9:30 to 10:30. It was suggested that Gail Burd be invited, as well as people who have recently been of assistance to the council. Mary requested that each council member identify 2 people from their department to invite. Mary led a discussion to encourage the committee to offer nominations to the council for university awards. Any member of the university that is recognized by the council to have made the College of Science a better place to work can be nominated, within award guidelines. Mary asked that council members keep their radar up for such possibilities and Sherry Jacobs offered to create a list of awards that are announced on 3D Memos Communications: Robin Rarick was unable to attend due to working on her department’s Orientation, so Mary reported that the January newsletter should be posted in each department in order for staff to become aware of it in case they were unable to open the link that was announced to all staff on the CoSSAC News listserv. A short discussion regarding the content of the newsletter followed. The issue of the problems with spam then arose, and discussion began on possible ways of circumventing the listserv being used to harvest e-mail addresses. It was decided that this discussion should be continued when the Communications Committee meets so that the committee can present some plans at the next CoSSAC meeting on how to handle the e-mail spam problem." The meeting was adjourned at 10:45 am. Submitted by Sherry Jacobs, Secretary College of Science Staff Advisory CouncilFebruary 10, 2004Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Meyers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry), Robin Rarick (Chemistry), Rachel Tapia (Chemistry), Shanley Yates (Chemistry), Lilian Schwartz (Ecology), Brooke Zang (Mathematics), Denise Slay (MCB), Bonnie Wood (Physics), Eva Gonzales (Physics), Mariah Freark (Planetary Sciences), Wolfgang Golser (Speech & Hearing Sciences), Sherry Jacobs (Speech & Hearing Sciences), and Catalina Diaz-Silva (Steward Observatory). Departments not represented: Computer Science, Dean’s Office, Geosciences On leave of absence: Christina Siqueiros (Steward Observatory) Guests present: Ana Martinez (Laboratory of Tree Ring Research) and Linda Breci (Chemistry/Biochemistry) Council Business The council meeting was held in the conference room of the Laboratory of Tree Ring Research and Mary made note that this is the first in the Annual Meeting Calendar with Guest Speakers and Varied Locations. Next month’s meeting will be held at the Steward Observatory Mirror Lab, and then the April and May meetings will return to the customary location at Gould-Simpson in order to finalize plans for the Staff Excellence Luncheon and to hold elections for the upcoming year. The newly formed council will then decide if meetings will be held over the summer. Mary is continuing to seek a representative for Computer Science and for Geosciences. An attempt will be made to contact the heads of those departments, and Mary also will mention to the group converged for Dean Time of the need for representatives. At least one person from Geosciences is confirmed to be at Dean Time. It is anticipated that several current members will step down after the May election of officers. Although the bylaws state that council members are restricted to two terms, Mary reminded the council that bylaws that do not work may be changed. Committee UpdatesCommunications: Robin Rarick reported that a “Volunteering” page has been added to the website (http://fp.arizona.edu/cossac/ ) and that the opportunity currently being presented is the Climb to Conquer Cancer. Soon, the Race for a Cure on April 18 will be added. This volunteering link was added as a result of CoSSAC’s stupendously successful effort in the American Diabetes Association fundraiser, which was featured in the UA SAC newsletter, which subsequently produced a variety of phone calls of inquiry. A heads up was given at the meeting that Chemistry will send out a challenge to all departments on behalf of the Race for a Cure. The possibility of the posted email addresses of council members being harvested to receive spam was discussed at length in a committee meeting, with no resolution. Several options of prevention were discussed by the council and it was finally decided that each person’s address is not solely on the CoSSAC page and, therefore, any effort made to prevent such harvesting would be useless since the addresses are available at several UA locations. Robin addressed the committee’s chosen mission of increased visibility. She stated that it is possible to make packets for new members if there is a timeframe decided on when a packet should be given, and it is possible that attractive, informative posters can be made that each department can place in an area that is common to staff. Mentoring and Advocacy: Catalina Diaz-Silva reported a wonderful response to the invitations for attendance at Dean Time. Thirty five invitations were sent out and only four “no’s” and one “maybe” were received. Shanley Yates reported that she has received requests from staff who had to be turned down that they be able to attend the next Dean Time (most probably in July). Eleven of fourteen departments will be at the event and it is likely there will be standing room only. Mary requested that council members be standees so that guests may be seated. Mary believes the new Associate Dean, Gail Burd, will be pleased to see a large audience of CoS staff who are interested in communicating with the Dean. Catalina requested that each council member give her their Cat Card number so that she can begin the process of security clearance for the Steward Observatory Mirror Lab tour at next month’s meeting. She will send a request to the listserv so that members may reply to her with their number. She informed the council that open-toed shoes will not be allowed on the Mirror Lab tour, for safety reasons. Staff Recognition: Cindy Neal reported that three UA Star awards were given out last week, as well as Save the Date notices that went out to all departments. The committee is currently working on prizes to give at the Staff Excellence Luncheon and it is hoped that the prizes will be small in quantity but large in quality. If anyone goes out to lunch, please try to request a donation of food, such as A burrito or A salad, in other words, an item since money cannot be accepted as a donation. If you collect a donation, please give it to Eva Gonzales. Invitations to the Luncheon will go out in March and names of department winners need to be turned in by March 29. A Spring fundraiser will be done with Pizza Hut because it offers several options for diners who want to participate. Details will be shared at a later date. As well, flowers and cameras will be sold at the College of Science graduation in May, prior to the UA ceremony. The meeting was adjourned at 10:10 am in order to tour the Tree Ring Research Labs with Rex Adams, Senior Research Specialist. Submitted by Sherry Jacobs, Secretary Supplement to CoS SAC February 10, 2004 MinutesAfter the meeting adjourned, Rex Adams of the Laboratory of Tree Ring Research came in to give us an overview handout of the department and to present a box of tree samples from which mementos could be selected. He then interpreted the large slabs of sequoia and pine that were displayed in the meeting room, prior to leading the group on a tour of two labs. The archeology lab we visited houses one of the two archives of dendrochronology (telling time by using trees). We viewed a scientist at work piecing together records created after viewing wood under a microscope, while surrounded by decades of wood samples and data. Rex explained that the department is looking forward to moving into a new building nearby in 2006. Then we visited the burn lab and met students who had just completed the task of smoothing slabs, and learned that at least one student’s study area in the Rincons was destroyed by last summer’s fire. During the walk between labs, Rex explained that the study of tree rings is related to studies of other earth elements such as climate, geology, hydrology, etc. He also explained the way that time dates are calibrated. At one point, when asked about the wood in cactus skeletons, Rex explained that cactus are not dateable in the same way that trees are, but told a tale of a researcher who was able to match evidence in a criminal case (a recovered saguaro) with an in-ground stump. by Sherry Jacobs, Speech and Hearing Sciences "I felt Rex Adams gave a very informative and engaging presentation of the work being done in the Tree Ring Lab; and I have more of an appreciation of what the process of deriving information from trees involves. Not only was the tour enlightening, but you could feel the enthusiasm Rex had for the science and techniques he employs in his work. Great Tour! What a treat!" Robin Rarick, Chemistry College of Science Staff Advisory CouncilMarch 9, 2004Chairman Mary Carter called the meeting to order at 9:40 am. In attendance: Cindy Neal (Biochemistry), Mary Carter (Chemistry), Robin Rarick (Chemistry), Susan Hautala (Dean’s Office), Lilian Schwartz (Ecology), Denise Slay (MCB), Eva Gonzales (Physics), Mariah Freark (Planetary Sciences), Wolfgang Golser (Speech & Hearing Sciences), and Sherry Jacobs (Speech & Hearing Sciences). Departments not represented: Atmospheric Sciences, Computer Science, Geosciences, Laboratory of Tree-Ring Research, Math, Steward Observatory On leave of absence: Shanley Yates (Chemistry) and Christina Siqueiros (Steward Observatory), Guests present: Malik Hawkins (Chemistry) Council Business The council meeting was held in the conference room of the Steward Observatory Mirror Lab. Mary welcomed Malik Hawkins to the meeting and thanked Catalina Diaz-Silva for making the arrangements for the recent meetings held in various College of Science locations and for the tour of the Mirror Lab after adjournment of today’s meeting. It is hoped that by meeting in various departments, the Council will become more known by CoS staff and appointed personnel. Next month the meeting will again be held in Gould-Simpson 1027 at which time nominations for officers will be accepted, with elections taking place in May. Two cards were passed around for signature: a congratulatory card for Associate Dean Gail Burd’s induction as Distinguished Professor, and a condolence card for the family of past council member Carole Anderson (Math). Mary announced that Chemistry is holding a Travel Policies training session with Jose Montante on March 17. Please contact her to sign up.Committee UpdatesCommunications: Robin Rarick reported that feedback from the departments has brought about a committee decision that CoSSAC posters for display in each department must be limited to 11” by 17”. Items that will be displayed on each poster should be: WHO is the department’s representative to the Staff Advisory Council (with perhaps a picture), photos of recent department winners of UA Star awards, a place to hold a couple of issues of the CoSSAC newsletter, and the website address (http://fp.arizona.edu/cossac/). The new Science logo will be displayed on the poster. Robin asked for department resources for printing the posters and was given two names in ARL, Jennifer Lawrence and Nirav Merchant, who might be able to help. The committee hopes to have poster kits to give to each department by May. Robin will change the logo on the website to display the new Science logo. Staff Recognition: Cindy Neal asked that UA Star nominations be turned in by tomorrow, March 10 and stated that she will actually accept nominations up to Friday. It was brought up that some people in the departments were getting slightly confused because the College of Science Staff Excellence award process was taking place at this same time. This led to further discussion about staff awards on campus in general. Mary explained there is the campus-wide staff award (the Billy Joe Varney Award for Excellence) which carries a monetary value, the College of Science Staff Excellence Award in which each department has a winner or winners every year with varying degrees of reward within the departments, and the CoSSAC UA Star award which was developed with the intention of recognizing efforts of staff in the College throughout the year and which has no cash award. The committee reported that the entertainment (Hawaii Club) is unable to commit to be at the Luncheon due to the time of day. Instead, it is hoped the Samoan Club might be able to provide dancers. The committee will meet with the Marriott to see the decorations that are planned, and Mary will also attend. It is possible that the decorations can be beefed up, in which case volunteers will be needed. This year’s awards will be framed and Cindy Neal needs the names of each department’s winner(s) by Monday, March 15. Denise Slay is working on the programs and they are looking very nice. The program will in color and will include an insert with a UA Star nomination form which will have on the back of it all the names of 2003/2004 staff to date that have received acknowledgement of their efforts. Mentoring and Advocacy: Catalina Diaz-Silva was unable to attend the meeting so Mary reported that the February Dean Time had a great turn-out and helped shape the Communication Committee’s poster kit. Discussion on the letter from CoSSAC to newly hired staff was postponed. The meeting was adjourned at 10:20 in order to view a video set up by Ann Klocko, Administrative Assistant, about the Large Binocular Telescope and to take a short tour of the Mirror Lab led by Karen Kenagy, Program Coordinator . Submitted by Sherry Jacobs, Secretary Supplement to CoS SAC March 9, 2004 MinutesThe video provided an excellent introduction to the facility and its history. In less than twenty minutes, the group learned how the planning, design and science are used in tandem to implement creative engineering and sheer ingenuity to create huge mirrors used in telescopes all over the world. The Mirror Lab is a world class facility and the only one of its kind on the planet Earth. The individuals who work together to build the honeycomb lenses of the telescopes have developed a series of steps that are precise and yield a very high quality product for vendors like Lockheed Martin. After the video, Karen Kenagy led a tour thru the facility where the Council could get a first hand look at the soaring ceilings that make up the Mirror Lab and consume the East side of the Football Stadium. Interesting facts were shared with the group about the process. Karen highlighted a few points about outside vendors, the planning time for transporting a final product, and the specs of the box that transports the finished product (The container is BULLET PROOF). The experience enlightened all who attended about the amazing work being done by the members of the Mirror Lab here at the UA. The time for the video and tour was enjoyed by all. Mary Carter (Chemistry) College of Science Staff Advisory CouncilApril 13, 2004Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Myers-Regal (Atmospheric Sciences), Cindy Neal (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry), Robin Rarick (Chemistry), Susan Hautala (Dean’s Office), Denise Slay (MCB), Bonnie Wood (Physics), Eva Gonzales (Physics), Mariah Freark (Planetary Sciences), Wolfgang Golser (Speech & Hearing Sciences), and Sherry Jacobs (Speech & Hearing Sciences). Departments not represented: Computer Science, EEB, Geosciences, Laboratory of Tree-Ring Research, Math, Steward Observatory On leave of absence: Shanley Yates (Chemistry) and Christina Siqueiros (Steward Observatory), Council Business About the Awards Luncheon: Mary commended the co-chairs and entire Staff Recognition Committee for the great luncheon the College enjoyed earlier this month. Eva told of a practical joke that was played on her when she showed up at the office with all the pineapples for the centerpieces. Susan said that she received phone calls from Geosciences and Computer Science the morning of the luncheon, asking about the staff festivities and, after giving them the vital information, suggested that they try to have a representative on the Council. Mary suggested that in the future, the SRC committee should try to have the dept. head or a supervisor speak a few words about the department Staff Excellence Award winner – perhaps the department’s main assistant could be asked to come up with a few words about the winner and share that with the dept. head if necessary. Robin stated that some of the pictures from the luncheon were unusable and that she would contact all the photo takers to compile an assembly for the web site, and then send out a notice on the staff listserv when the photos are available for viewing. Cindy explained the confusion about the coconut pie. The entertainment was not missed thanks to the captivating slide shows and the music. The committee is creating a customized thank you for the Marriott on the good food, decorations, and audio. The Year in Review: Nadine wrote a list as members recalled accomplishments in 03/04. The list will be given to Robin to post on the web site (http://fp.arizona.edu/cossac/). Each item was credited to the responsible committee and, from the list, items were picked that this Council recommends the next Council continue as a tradition. These suggested traditions will be highlighted on each committee’s page, which can be found at the main web site. Committee Updates Mentoring and Advocacy: Catalina was not present so Mary reported on Jason’s Deli on Oracle as a source for food for Dean Time because the price is comparable to what has been paid in the past AND they deliver. Mary also noted it would be good to make sure Gail Burd is invited to each future Dean Time. This will be a help in continuing the tradition in the event that the Dean is unable to meet with staff 3 times a year. Communications: Robin Rarick reported that the committee continues to work on 11” x 17” communication boards for each department to display Staff Excellence Award winners and the name of the council rep(s) among other things, including the website address (http://fp.arizona.edu/cossac/). If they need help assembling the boards, they will pick a day and time and ask for volunteers. Staff Recognition: Cindy suggested that the committee continue to have co-chairs, due to the success she and Lilian felt they achieved by having each other to bounce ideas off of before committee meetings were held. Cindy announced that they are in the process of contacting Trader Joe’s to see about purchasing flowers to sell at the CoS graduation ceremony on Friday, May 14. There are 5 cameras left from the Fall ceremony and they will sell those but do not plan to purchase more cameras for this sale. Other Discussion Nonrepresented Departments: It was suggested that Cindy, Mary, and who else personally visit Geosciences and Computer Science and try to encourage participation on the Council. Lilian or Cindy will forward Susan the list of people from those two departments who rsvp’d they would be at the luncheon, and Susan will try to recruit them. Nominations for Officers: Nominations should be sent to Sherry (sherryj@u.arizona.edu) by April 30. She will contact each nominee to see if they are willing to be on the ballot and will then make a ballot for each department and send it to each department’s council member(s) as an attachment. One vote per department. One ballot will be brought to the May 11 meeting. It’s a Wrap: Party at Mary’s house on May 15 or May 22 or June 5. The meeting was adjourned at 10:45. Submitted for approval by Sherry Jacobs, Secretary Supplement to CoS SAC April 13, 2004 Minutes ACCOMPLISHMENTS 2003/2004
** Council recommends these accomplishments continue as Committee traditions College of Science Staff Advisory CouncilMay 11, 2004Chairman Mary Carter called the meeting to order at 9:30 am. In attendance: Linda Myers-Regal (Atmospheric Sciences), Michael Brunke (Atmospheric Sciences), Cindy Neal (Biochemistry), Mary Carter (Chemistry), Nadine Gruhn (Chemistry), Robin Rarick (Chemistry), Rachel Tapia (Chemistry), Shanley Yates (Chemistry), Lupe Jacobo (Computer Science), Susan Hautala (Dean’s Office), Lilian Schwartz (EEB), Denise Slay (MCB), Bonnie Wood (Physics), Eva Gonzales (Physics), Mariah Freark (Planetary Sciences), Wolfgang Golser (Speech & Hearing Sciences), Sherry Jacobs (Speech & Hearing Sciences), and Catalina Diaz-Silva (Steward Observatory). Departments not represented: Geosciences, Laboratory of Tree-Ring Research, Math On leave of absence: Christina Siqueiros (Steward Observatory), Council Business Each department turned in one vote for officers for next year and Mary removed herself to the Dean’s Office to count the votes. As there was a tie vote for the office of Chair, Mary returned to the meeting to poll Council to learn find out if all departments had submitted a vote. Since the representative for Math was not present, Mary called Brooke Zang to learn what Math’s vote is. The officers for next year are: Robin Rarick, Chair; Lilian Schwartz, Co-Chair; and Mariah Freark, Secretary. Mary then called for volunteers for committee chairs. The Mentoring and Advocacy Committee will continue to be chaired next year by Catalina Diaz-Silva, Eva Gonzales and Lilian Schwartz will co-chair the Staff Recognition Committee, and the Communication Committee will be chaired by Rachel Tapia. Mary created a new membership title: Ambassador of Membership, given to Susan Hautala. Geosciences will have a representative next year once again, thanks to Susan. And Computer Science will have two rotating members: Lupe Jacobo and Ana Rodriguez. Committee Updates Staff Recognition: Lilian asked for a volunteer with a truck to help pick up flowers from Trader Joe for the Spring ceremony that the College of Science will hold to honor its graduates. Forty bouquets will be purchased and will be sold at the same two locations as at the Fall ceremony, as well as the few cameras remaining on hand. Many volunteers are needed. Future fund-raising will be driven by committee members Mentoring and Advocacy: Catalina reported that there will be a Dean Time in July. She will work with Susan on dates of availability for the Dean and also for the Assistant Dean. Catalina will take a voucher to Safeway to pick up the muffins, etc. Members were asked to give Catalina names of people in their departments to invite to this informal meeting of the minds. The rotating locations of council meetings was discussed and it was decided that the committee would come up with a location for every third meeting. Therefore, the schedule will be to meet at other sites than the Dean’s conference room in October, January, and April next year. Self-insurance and pay raises were discussed very briefly. There is no update on self-insurance, and the UA budget is in debate at the State Legislature. Communications: Robin reported that the posters will be distributed by the end of the month. She drew an illustration on the white board of the overall design of the communication board with placement of the 3 elements: the CoS SAC poster, the department rep information, and the CoS Staff Excellence Award winner(s). The red-backed board will have blue corners of the UA Science logo. Chemistry has a new portable backdrop for taking photos to be on display. The photos of award winners will also be added to the web site (http://fp.arizona.edu/cossac/). Other Discussion It’s a Wrap: Party at Mary’s house on May 22. Members informed Mary what food items they will bring to complement Mary’s main dishes. Mary announced she will walk in the Sunday, October 3 American Diabetes Association walk and anyone will be welcomed to walk with her. She will again lead the drive for university-wide participation. The meeting was adjourned at 10:30. Submitted by Sherry Jacobs, Secretary |
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