May 14, 2020

Minutes of the Board of Governors’
Missouri State University
May 14, 2020, 1:00 p.m.
https://missouristate.zoom.us/j/97954240407

Roll Call
Present – Ms. Craig Frazier, Chair
Ms. Amy Counts, Governor
Mr. Gabriel Gore, Governor
Ms. Beverly Miller Keltner, Governor
Ms. Lynn Parman, Governor
Ms. Carol Silvey, Governor
Ms. Carrie Tergin, Governor
Mr. Jay Wasson, Governor

Absent – Mr. Chris Waters, Governor
Mr. William Miller, Student Governor

Also Present – Clifton M. Smart III, President
Jim Baker, Vice President for Research and Economic Development & International Programs
Donna Christian, Director of Internal Audit and Risk Management
Jeff Coiner, Chief Information Officer
Ryan DeBoef, Chief of Staff and Assistant to the President for Governmental Relations
Rachael Dockery, General Counsel and Chief Compliance Officer
Brent Dunn, Vice President for University Advancement
Frank Einhellig, Provost
Steve Foucart, Chief Financial Officer
David Hough, Dean of the College of Education
Shirley Lawler, Chancellor of the West Plains Campus
Kyle Moats, Director of Athletics
Matt Morris, Vice President for Administrative Services
Wes Pratt, Chief Diversity Officer and Assistant to the President
Suzanne Shaw, Vice President for Marketing and Communications
Dee Siscoe, Vice President for Student Affairs
Rowena Stone, Secretary of the Board

Presiding – The presiding officer for the meeting was Mr. Craig Frazier, Chair of the Board of Governors. He called the meeting to order at 1:05 p.m. via Zoom webinar.

Approval of Minutes – Mr. Frazier mentioned that the first order of business was the approval of minutes for the open and closed meetings that took place on February 19 and 21, 2020. Ms. Carol Silvey so moved, receiving a second from Ms. Lynn Parman.

Motion passed 8-0.
Committee Reports – Mr. Frazier reported on the Executive Committee meeting held on March 18, 2020. He reported that the committee approved a Master of Fine Arts program in Dramatic Writing and a Master of Science program in Kinesiology. He shared that in closed session, the committee discussed the need for the university to make timely decisions in response to the coronavirus pandemic and approved a resolution delegating authority to President Smart through the end of the spring 2020 semester to make policies, directives, and decisions necessary for the university to respond to the COVID-19 threat.

Report on Coronavirus-related Events, Issues, and Decisions
COVID-19 update for Missouri and Springfield - Mr. Clay Goddard, Director of Health for Springfield-Greene County Health Department, and Mayor Ken McClure provided information and an overview of Greene County’s response to COVID-19. The report covered the symptoms of COVID-19, an overview of high-risk individuals, and prevention methods. Additionally, information on the timeline of events, orders, and number of cases in Greene County was shared.

Overview and Summary of Events - President Clif Smart and Mr. David Hall, Director of University Safety, provided information and an overview of Missouri State University’s response to COVID-19 on the Springfield campus. Mr. Hall shared information on Missouri State’s emergency management response team which worked with the Springfield/Greene County team to be consistent. The core executive team, led by a small steering team, was divided into several different branches which included academics, events, travel, business units, technology, auxiliary units, operational units, and West Plains. Mr. Hall also stated that ad hoc work groups have been created to address mask guidelines, employment policies, testing and contact tracing, return-to-work guidelines, signage, and barrier/shielding efforts.

Phase I: Transitioning to a New Work and Delivery of Classes Plan - President Smart provided information on the university’s phase I plan. He shared information on classifying employees are critical vs. non-critical workers. He reviewed how non-critical workers were placed in one of three categories: work from home, repurposing employees to other areas and tasks, or 2/3 pay no-work responsibility. Currently, there are 162 in the 2/3 pay category which saves the university around $200,000.00 per month. He stated that Missouri State is proud to not to have laid off or furloughed a single employee because of the COVID-19 pandemic.

President Smart called upon Dr. Frank Einhellig, Provost, to provide information on the transition to online classes. Dr. Einhellig highlighted that spring classes were moved to alternative delivery methods by March 30 and summer enrollment was transferred to all online. He shared that instructional support was enhanced for faculty which included providing Zoom licenses, trainings for transitioning of classes, and laptop computer loans. Dr. Einhellig covered policy modifications made to assist students and faculty with the transition. These modifications included removing restrictions to expand the pass/not pass grade application, broadening student admissions for summer and fall of 2020 without ACT/SAT scores, dropping the GRE/GMAT requirement for most graduate-program admissions, and extending the tenure clock by one year for pre-tenure faculty. He then highlighted additional supplemental student support which included program and degree adjustments, limiting project and research completion in some labs, offering online tutoring, keeping the Meyer Library computer lab open, providing internet hotspot connections, providing remote access to specialized software in certain labs, and creating a flexible final exam option. Additional communications were created to assist with the transition as well. Communications included instructor contacts with classes, information on tips and help for the transition, text and email options for the Student Success Hotline, website postings of COVID-19 information, and notifications of scheduled changes for summer and fall. Lastly, Dr. Einhellig shared that the Higher Learning Commission (HLC) requested a report for the university’s action in response to COVID-19 and reported that HLC was pleased with all measures taken.

President Smart then provided an overview and requested the ratification of the temporary COVID-19 Work, Compensation, and Benefits Policies (Miscellaneous No. 35-20). Ms. Beverly Miller Keltner made a motion to approve, receiving a second from Ms. Amy Counts.

Motion passed 8-0.

President Smart completed the review of phase I in highlighting the directives put in place as part of the response to COVID-19. Directives included extending spring break, moving classes online for spring and summer 2020, creating division critical worker plans, repurposing employees and moving others to the reduced pay/nonwork status, implementing a travel prohibition through June 30, cancelling university events through June 30, modifying parking restrictions, and the extending the tenure clock.

Phase II: Student Support - President Smart then provided an overview on the initial decisions and overview of phase II of the response plan. He shared that the university had hundreds of people involved in these efforts and that several individuals have been asked to report on their areas.

Dr. Dee Siscoe, Vice President of Student Affairs, shared an update on university housing. Highlights of her report included the moving out of students in a timely manner, consolidating remaining on campus students to three facilities, moving dining services to a “take-out” capacity, and providing room and board refunds to students.

Dr. Kelly Wood, Director of the Center for Academic Success & Transition, provided an updated on the Student Success Hotline and other contact efforts. Dr. Wood shared that the Student Success Response Team consists of 11 staff members that monitor and respond to emails and texts to help students work through their concerns and help them successfully remain in their classes. She shared information on other communication campaigns in with students were reached and discussed future possibilities for the hotline.

Dr. Keri Franklin, Director of Assessment, provided data on the Bears Care Online Transition Survey that was administered. Dr. Franklin shared that there was a 46% response rate in which feedback was received from 7,245 students. The survey assessed five main categories: physical well-being, mental well-being, learning tools, persistence/retention, and internal measures that covered topics of satisfaction with university communication and acknowledgement of helpful personnel. Overall, 95% of respondents said university administration communication was great/good/okay. Dr. Franklin reported that after students completed the survey, they received a confirmation email with information and links to resources such as counseling, the food pantry, housing, tutoring services, and the student success hotline information. She added that university departments were provided with names of students that indicated that they would like to be contacted.

Dr. Siscoe reported on additional calling strategies from the Division of Student Affairs. University personnel called 1,215 family members and current students and 475 family members of new students. Other calls were made to students that remained in ResLife, students who had questions and concerns about food and housing resources, and students who wanted information on mental health resources. She shared that the overall response to these calls was very positive.

Dr. Dave Meinert, Dean of the College of Business, reported on calling strategies completed by the colleges. He shared that student outreach efforts included emails to students after classes resumed, specific responses to Student Success Hotline inquiries, reminders to students to register for the summer and fall semesters, calls to students not logging in to Blackboard, and follow-up call requests received from the Bears Care Online Transition Survey. He shared that calls were completed by associate deans, department heads, advisors, administrative assistants, and graduate assistants from each college.

Mr. Ryan DeBoef, Chief of Staff and Assistant to the President for Governmental Relations, provided an overview of financial support available to students through the Foundation and CARES Act. Missouri State University created a three-phase plan for distribution of CARES Act funding. Phase one was a $250.00 payment to students with an expected family contribution (EFC) less than $12,000, phase two included an application process for students to receive financial assistance up to $1,000.00, and phase three covered the equitable distribution of the remaining funds available. Mr. DeBoef shared that students could also apply for the emergency scholarship fund through the Missouri State University Foundation. This fund is an existing scholarship program that provides financial assistance to students facing an unplanned and life-altering situation or hardship at no fault of their own. He reported that 114 scholarships totaling $80,000.000 was awarded this semester.

President Smart then provided an overview and requested the ratification of the temporary COVID-19 Student Policies (Miscellaneous No. 36-20) that included the housing/dining refund policy, modification to Op5.01-3 freshmen admission requirements to be test-optional for fall, modification to Op3.04-37 pass/not pass grading option policy, and the CARES Act emergency financial aid distribution policy. President Smart asked for a vote to ratify the policies. Ms. Lynn Parman made a motion to approve, receiving a second from Mr. Jay Wasson.

Motion passed 8-0.

President Smart then highlighted the directives put in place for Phase II. Directives included increasing the threshold from $200.00 to $1,000.00 for financial holds on university accounts, consolidating and repurposing student housing, the senior physical therapy tuition refund, rescheduling and conducting virtual commencements, extending various deadlines, graduating health care cohorts early, and establishing the return to finish scholarship.

Dr. Rob Hornberger, Associate Vice President for Enrollment Management and Services, concluding the report on Phase II by providing information on fall 2020 enrollment indicators and recruitment initiatives. Dr. Hornberger shared that indicators prior to COVID-19 were up. With current indicators, the university is up in applications and admits with first time new in college students (FTNIC). He commented that we are also up in applications but down in admits for new transfer students. Dr. Hornberger shared that the Common App and application fee waiver efforts have a potential positive influence on apps but a negative influence on yield. Additional indicators reviewed were housing contracts, confirmation fees, FAFSA filings, FTNIC scholarships numbers, SOAR numbers, and registrations. Dr. Hornberger then covered recruitment disruptions due to COVID-19 and alternative methods the university used to respond. President Smart shared that while indicators help the university to plan budgets, COVID-19 has been very challenging and enrollment data will come in late as a result.

Phase III: FY2020 Budget Revisions (details tomorrow) - President Smart provided a brief overview on Phase III: FY Budget Revisions. He shared that because of a $7.6 million dollar withhold from the state, the university has put a focus on preserving assets and conserving resources. He reviewed directives put in place that included building closures, a university wide hiring freeze, reducing part-time and student workers, evaluating and postponing all nonessential maintenance and repair projects, modifying various contracts, eliminating the summer internet class premium for faculty, voluntary executive pay cuts, and moving employees to the 2/3 pay category.

President Smart called on Mr. Steve Foucart, Chief Financial Officer, to cover ways in which the university can used phase II of the CARES Act funding to recover. Mr. Foucart covered two categories in which the university can be reimbursed. In category one, roughly $4.7 million for housing, dining, and other refunds provided to students in the spring semester will be requested. He shared that the second category is to cover any increase in cost to offer classes online for the spring, summer, and fall 2020 semesters. He shared that the Department of Education will continue to provide guidance on other areas in which the university can use these funds.

President Smart shared that a further analysis on the budget will be reviewed at the meeting scheduled the following day. He shared that the work the university has done to preserve assets has made up for most of the withhold that has occurred.

Phase IV: Recovery and Reopening Plans - President Smart provided a brief overview of Phase IV: Recovery and Reopening Plans. He shared that the executive team agreed that it is essential for the university to be open for the fall semester. He commented that due to the COVID-19 pandemic, state budget withholds, and uncertainty of enrollment numbers, the university is developing its recovery and reopening plans with caution. President Smart then called upon Dr. Einhellig to start a series of reports from various areas.

Dr. Einhellig highlighted academic reopening plans. He shared that Meyer Library was open with card access, MCHHS Clinics are doing limited operations, science research labs have limited use, advising continues mostly by Zoom, and academic department offices continue to telecommute for the immediate future. Reopening of offices and academic spaces will happen in phases with plans to practice social distancing within offices.

Dr. Einhellig then reported on preparations for the fall semester to enhance safety for students, staff, and faculty. These preparations include evaluating the risk of each class based on number of students, room size, and nature of the curriculum. Additionally, assessment of faculty preparedness to delivery classes in an alternate method would continue. Dr. Einhellig shared class adjustment strategies to reduce population density of classes. Dr. Einhellig concluded his report by sharing information on assistance for faculty through professional development and on infrastructure support to equip classrooms for enhanced online capabilities.

Dr. Siscoe shared information on the reopening plans for Student Affairs and auxiliary units. Highlights of her report included that Magers Health and Wellness, ResLife, and Housing and Dining remain open and that all other areas will gradually return to campus over the next eight weeks. She added that there is an increased focus on keeping reopening safe. She concluded her report by outlining the efforts to help transition students to be a bear. These efforts include campus visits and tours resuming, SOAR being reconfigured to one-day programs with half of the sessions on campus and half online, reopening the Bookstore, Foster Recreation Center, and the Plaster Student Union in modified formats, and reformatting traditional welcome activities.

Ms. Jen Cox, University Space Manager and Director of Support Services - Administrative Service, provided information on plans for on campus events. She shared that all events have been cancelled through June 30 and events scheduled in July and August will be based on state and local guidelines and university directives. Ms. Cox then reviewed the Event Risk Assessment that was created to help mitigate risks or make the decision to postpone events.

Mr. Kyle Moats, Director of Intercollegiate Athletics, provided information on reopening plans for Athletics. He shared the core principles set by the NCAA for the resocialization for college athletics. Mr. Moats reported that in June, the university would open facilities for voluntary workouts with additional focus on sanitizing, social distancing, and cleaning of facilities. He also shared that in July, practice would resume for fall sports with the NCAA and local rules and guidelines being met.

Mr. Matt Morris, Vice President for Administrative Services then shared highlights on the plans of the operations branch. He shared that 150 employees of the operations branch were classified as essential workers that continued to be on campus regularly. Mr. Morris shared that the operations branch reduced risk exposure for employees by using personal protection equipment, modified procedures on person-to-person contact, moved documents to a digital format, staggered clock-in times and staggered shifts to practice social distancing.

Mr. Jeff Coiner, Chief Information Officer, reviewed recovery and reopening plans with focus on technology. Recovery plans included updating Blackboard interfaces with additional training, creating a website with online resources, purchasing equipment and software licenses, adjusting staffing to support remote workforce and student needs, moving the Help Desk to Meyer Library, adjusting the computer lab layout to improve social distancing, and developing webpages to support emergency financial aid requests, pass/not pass options, CARES Act requests and tracking. Reopening plans included supporting the needs of faculty for alternative delivery of classes, expanding the ability to access computer labs to support more students while maintaining health and safety guidelines, making changes to customer facing spaces and procedures that promote social distancing practices, considering additional equipment and software needs for remote student and employee work, continuing to provide opportunities for staff to work remotely, balancing staffing needs to support on campus services with remote access and support, and continuing to develop and adopt innovative technology solutions that support the university’s goals.

Mr. Brad Bodenhausen, Associate Vice President of International Education and Training, provided a report on the recovery and reopening plans for international students and travel. He shared that the primary impact was on student mobility. Issues faced included shifting seated classes to online settings for China Programs, cancelling spring and summer Study Away programs, and international students in Springfield being unable to return home. Mr. Bodenhausen shared plans for operations from March to May that included providing crisis support to international students and adjusting the fall 2020 recruitment strategy. He concluded his report by sharing an enrollment outlook for international programs for fall 2020. The Springfield campus is projected to have significantly lower enrollment of international students, but the China campuses are expected to increase by over 150 students. Mr. Bodenhausen shared that due to COVID-19, there has been a loosening of regulations that allow international students to take classes online. He stated that the university plans to create blended options for customized cohort programs and new international graduate students to provide additional options to more students.

Dr. Dave Muegge, Director of Magers Health and Wellness Center, provided a report on the health of students and employees. Highlights of his report included information on efforts made by Magers Family Health and Wellness Center to remain open with additional precautions put in place. Dr. Muegge also shared data from the COVID-19 antigen testing at Magers with 59 normal results, 4 positive results, and 1 pending result.

Dr. Siscoe then reported on commencement plans for May graduates. Based on survey results, students prefer an in-person commencement ceremony over a virtual ceremony. As a result, May 2020 graduates will have the opportunity to walk at a special ceremony scheduled for October 18, 2020, or at one of the December 11, 2020 ceremonies. She shared that additional efforts were being made to congratulate students. These efforts include a video conferring of degrees on May 15, 2020 from President Smart, a welcome to the Alumni Association from Mr. Brent Dunn, Vice President for University Advancement, congratulation messages from college deans, and virtual celebrations for various populations and organizations.

Phase V: FY2021 (to be discussed tomorrow) - President Smart shared that focus of Phase V: FY21 Budget would be discussed the following day.

In the interest of time, Mr. Frazier recessed the May 14, 2020, Board of Governors’ meeting at 5:31 p.m. and scheduled the remainder of the meeting to be concluded the following day with a start time of 8:00 a.m.
The Board of Governors’ meeting returned from recessed on May 15, 2020 at 8:00 a.m.
Communications Report - Ms. Suzanne Shaw, Vice President for Marketing and Communications, provided a report on the communications efforts in response to COVID-19. She shared a timeline of specific communications, information on future planned communications, resources available to the campus community on staying informed, and videos with content specific related to the pandemic. Ms. Shaw also shared images of edits to the Missouri State webpage to welcome students back to campus and digital marketing plans to aid with recruitment. She concluded her report by highlighting specific social media efforts to keep students connected and excited about Missouri State University.

West Plains Campus - Dr. Shirley Lawler, Chancellor of West Plains Campus, provided a report on the West Plains Campus’s response to the COVID-19 pandemic. She shared that much of what the West Plains campus has done has mirrored the response taken by the Springfield campus. She shared a timeline of events for the Phase I transition for faculty, staff, and students. She shared information on Phase II: Student Support which included the GrizCare Helpline being established, contacting more than 1,000 current students to assist with any issue they were having, and administering a survey to students about the transition to online learning. Dr. Lawler then shared Phase IV: Recovery Plans which included the return to campus plan and the scheduling of a virtual townhall meeting to communicate plans to faculty, staff, and students. She concluded her report by providing an overview of the communications timeline for West Plains.

President’s Report – President Smart provided a report that covered the following topics:
Jefferson City Update – President Smart shared that the state budget was passed a week ago which included flat funding for all higher education. Governor Parson has indicated that there will be additional cuts and the university expects withholds on July 1, 2020. He stated that today is the last day that the legislature is in session and the university does not expect any impacts from legislature passed today.

SEM Update - The Strategic Enrollment Management (SEM) plan has been put on hold due to the COVID-19 pandemic. The steering committee has been repurposed to focus on short term recruitment and retention initiatives. The plan is to restart SEM planning at the same time the university begins plans on the next long-range plan.

Approval of 2020 Wall of Fame Inductees – President Smart then asked for approval of the 2020 Wall of Fame Inductees (Awards No. 91-20) approver former Missouri State University employees be added to the Wall of Fame. The 2020 recommended inductees are Dr. Michael Carlie, Dean Karen Horny, Mr. Paul Kincaid, Ms. Marcia Morriset, Dr. Howard Orms, and Ms. Judi Smith. Ms. Silvey made a motion to approve, receiving a second from Ms. Counts.

Motion passed 8-0.

Academic Affairs – Dr. Einhellig provided a report that covered the following topics:
Dr. Einhellig presented a resolution of appreciation for Dr. Saibal Mitra’s service as Chair of the Faculty Senate for 2019-2020 academic year. Moved and seconded, respectively, by Ms. Miller Keltner and Ms. Parman.

Motion passed 8-0.

Dr. Einhellig then recognized recipients of the Missouri State Foundation Awards for Teaching, Research, and Service for 2020. Recipients of the teaching awards were Dr. Kent Ragan of the College of Business, Dr. Kayla Lewis of Reading Foundations and Technology, and Dr. Kyoungtae Kim of Biology. Recipients of the research awards were Dr. Wenping Qui of Environmental Plant Science, Dr. Carol Miller of Finance and General Business, and Dr. Paul Durham of Biology.

Staff Senate
Ms. A’dja Jones, Chair of Staff Senate, shared a year in review of Staff Senate events and efforts. Highlights of her report included Staff Senate raising funds for breast cancer research and the Staff Senate Scholarship, providing professional development opportunities for staff members, increasing involvement in public affairs events, creating a new staff appreciation week initiative, and cultivating a deeper sense of community among staff. Additionally, Ms. Jones thanked the members of the 2019-2020 leadership team and introduced the 2020-2021 leadership team.

Mr. Morris presented a resolution to offer of commendation to Ms. Jones for her service as Chair of Staff Senate. Ms. Counts made a motion, receiving a second from Mr. Gabriel Gore.

Motion passed 8-0.

New Business
Mr. Frazier shared that last order of business was the appointment of committee members to the Excellence in Public Affairs selection committees. Mr. Frazier appointed Ms. Counts and Ms. Silvey to the faculty committee and himself and Ms. Parman to the staff committee.

Adjournment – Mr. Frazier adjourned the meeting at 9:00 a.m. on the motion of Ms. Counts, the second of Mr. Gore, and the unanimous vote of the Board.

Rowena Stone
Secretary to the Board