Loyola University Chicago

FACULTY AFFAIRS UPC
Minutes of the Meeting of
November 16, 2007

REVISED

PRESENT: Pat Simpson, Chair, Harvey Boller, Heather Cannon, Pamela Caughie, Donna Halinski, Gloria Jacobson, Susan Mezey, Tim O’Connell, David Prasse, Peter Schraeder.

GUESTS: Jim Sibenaller, Joe Bazeley, David Hecht

Minutes taken by: Francesca Pirovano

1. Introductory Matters:
   The Chair called the meeting to order at 8:30 a.m.

   It was decided to table the approval of the minutes to the meeting of December 7, 2007.

2. New Business:
   Information Security Policy
   Jim Sibenaller, Director – Enterprise Architecture and Project Management Office, and Joe Bazeley, Information Security Officer, provided background on the policy.

   It was noted that the version of the Information Security Policy in front of the committee is not the final draft as the policy is still being revised.
   It was clarified that the data stewards will not be responsible for running the sweeps; they are responsible for organizing them, with individuals running them.

   A concern was raised as to the feasibility of finding volunteers from each department to serve as data stewards. It was noted that at other universities professionals run the scans and it was recommended that IT provide staff members to serve as data stewards. Jim Sibenaller and Joe Bazeley will present this recommendation to the steering committee.

   It was clarified that two phases must be completed to secure personal data in computers. The first stage consists of identifying files with personal information (i.e., social security numbers) and deciding whether or not to keep them. The second stage consists of encrypting these files on the computers.

   A concern was raised as to exactly what would be searched in the computer scans. It was clarified that the primary purpose of the scans would be to find social security numbers, but there are 12 algorithms that can be used. Joe Bazeley will provide the committee with a list of the 12 algorithms and what they are used to find. 

   A concern was raised about the fact that the proposal does not refer to FERPA, or the
   Buckley Act.

   It was noted that the policy as presented to the FA-UPC seemed punitive even though that was not its intention.  It was also noted that the policy should be more explicit about the purpose of the scans and less explicit about its implementation.

   The committee will discuss this proposal at its December 7th meeting, as Jim Sibenaller and Joe Bazeley will provide the updated policy and the recommendations from General Counsel and the Staff UPC by this date.

   Medical School Change in Tenure Policy
   David Hecht, Professor, and chair of the Medical School Committee on Appointments, Rank and Tenure (CART) provided background on the proposal.

   A concern was raised regarding the proposal’s seemingly contradictory motives: It allows faculty increased time in which to receive tenure (a range of 5-7 years), but at the same time, it raises the requirements for attaining tenure. Dr. Hecht replied that with the new standards being slightly more demanding than those currently in effect and the expanded time frame, achieving tenure will be more realistic for tenure track faculty and there will be more information with which to judge the merits of the faculty applying for tenure.

   It was noted that although the CART Committee is still debating the requirement that a tenure track professor have two simultaneous grants at the time of tenure application, it unanimously supports this proposal. It was also noted that the proposal has not been reviewed by the chairs or the faculty at large.

   It was clarified that current tenure track faculty will be held to the tenure criteria which were in effect when they joined the university.

   The committee agreed that although its responsibility is to approve or reject the modification in the length of time necessary for tenure and not the criteria for tenure, because both time and criteria are linked in the proposal, the committee will wait for the final draft before making any final decisions about the policy; it will continue to discuss it at its next meeting.

3. Old Business:
   Faculty Handbook
   It was noted that the regularly scheduled FA-UPC meetings do not allow adequate time for the discussion about the Faculty Handbook. One member suggested that the committee should hold a retreat in order to discuss the Faculty Handbook and suggested seeking additional compensation for the time spent at this retreat.

   The Chair will request that the Provost, General Counsel, and Vice President of Health Sciences submit their recommendations to the committee before the next FA-UPC Meeting on December 7, 2007.

   Future Meetings
   The next Meeting will be on December 7, 2007.
   The meeting was adjourned at approximately 10:30.

Respectfully submitted,
Francesca Pirovano