Division of Student Affairs
2010-11 Annual Report
Department: Dean of Students Office
Person Completing Report: Michael Mardis
Executive Summary
This year we were able to achieve a number of significant accomplishments including
the Board of Trustees approving significant changes to the Redbook, the approval of the
recreation fee, and the approval of a new Code of Student Conduct. All these
accomplishments took two years of work and collaboration with many colleagues and
students at the University. These changes will have a lasting impact on campus and will
improve the quality of campus life.
Our most significant accomplishment was the ability to collaborate with colleagues and
students across campus to ensure a high level of service. The office is providing the
services, implementing the programs and developing the relationships necessary to
achieve our mission. The following is the mission for the Office of the Dean of Students:
The Dean of Students Office serves the University's most valuable asset - our students.
We promote a positive learning experience and make available opportunities for stu-
dents to achieve their full academic and personal potential by:
* Promoting a vibrant student experience
* Building relationships among students, faculty, staff, and the
community
* Upholding University standards and protecting student rights
* Empowering students to promote positive change in our world
To fulfill our mission, the office provides a variety of individual services to address the
needs and concerns of students. Our office is fortunate to collaborate and interact with
all areas of the University community in the course of the year. It was an exciting year
especially achieving the culmination of some long term initiatives. We would like to
take this opportunity to thank all our colleagues and UofL students for assisting us
during the course of this year. We understand that we depend on so many others to
help us fulfill our responsibilities at the University of Louisville.
Our office has actively sought out ways to connect with others. We have maintained a
high level of visibility at student events and have actively served on numerous campus
committees. Of significant note is the continued outstanding relationship with SGA this
year. Direct interpersonal interaction with student leaders is an important part of
developing a vibrant campus life. These interactions benefit the University as students
trust that we work with the objective of keeping them informed and as the priority.
We were able to positively impact the lives of our students. This accomplishment is
what we continually strive to achieve and will always be at the core of what we hope to
accomplish in the Dean of Students Office. The office is committed to continual review
of the services and programs that we provide. Working in collaboration with others, we
have outlined a number of strategic initiatives that will advance the needs of the
University. This report describes the programs and services provided by the Office of
the Dean of Students during the 2010-2011 academic year.
1. Programs and Services
This past year, CPC received funding totaling $115,750 from the Student
Government Association ($65,000), University Provost ($5,000), Dean of
Students Office ($20,000), Undergraduate Affairs ($10,000), Residence Life
($4,000), the Executive Vice President for Research ($250), College of Business
($500), Vice President for Finance ($10,000) and University Advancement
($1,000). Three hundred five applications were received requesting over
$383,500. Of those 305 applications, we were able to fund 184 events. Last
year, we received 227 applications for a total of $303,343.
SGA has advocated for the building of a new SRC for the past two years. This
year’s SGA under the leadership of Sana Abhari and Deep Aggarwal were able to
get the recreation fee approved by the SGA Executive Board, the Task Force on
Tuition and Fees, SGA Senate, Board of Trustees and the Council of Post
Secondary Education. Construction is scheduled to begin during the fall of 2011
allowing the building to open in the fall of 2013.
Representatives from student affairs and business affairs worked with SGA to
make some adjustments to the meal plan. Those changes included the addition
of swiping for friends at the Ville Grille, the extra meal a week on the resident
plan and the new ability to use meal swipes at the Global Market in the SAC. The
other big change was move for the 2011-2012 academic year that will allow for a
semester block of meals, as opposed to a weekly declining balance.
Dr. Mardis and Dale Ramsay worked with SGA representatives (Ahmed
Awadallah and Sana Abhari) to make significant changes to the student season
ticket process.
Our office worked with institutional research to better understand the impact of
Greek participation on retention and graduation rates. For the 2004 freshman
cohort Greeks students graduated at 62.5% while the all entering freshman rate
was 48.6 %.
Dr. Mardis worked with academic accountability and the Provost office to have
metrics for the SGA 2020 plan added to the University 2020 plan scorecard.
The University-wide persistence to graduation committee recommended the
implementation of a student engagement recording system that will facilitate
the collection of a variety of data including: leadership development, community
service & citizenship, service learning, campus involvement, honors & awards,
and employment.
Funds were identified to create a first ever NPHC Coordinator position. One of
the recommendations of the recently completed NPHC strategic plan was
“employing an NPHC advisor that is a full-time employee with his or her primary
job being the guidance of NPHC organizations”. Having a full-time position with
primary responsibility has long been desired by members of the NPHC
community.
It is anticipated that during the 20011-2012 academic year all divine nine NPHC
organizations will be active on campus.
The Dean of Students has worked closely with the Vice President for Student
Affairs and members of the Alpha Phi Alpha alumni chapter to determine how
Alpha Phi Alpha could return to active status at the University of Louisville.
The dean of students office implemented a new service that we are providing to
make students aware of family-friendly events.
On July 21, 2010 representatives from the dean of students office provided
dinner for the students and staff from the West End school.
Members of the dean of students office worked with COSW, planning design and
construction and the women’s center to identify locations on campus where
students and employees could express breast milk.
2. Major Accomplishments
This past year, CPC received funding totaling $115,750 from the Student
Government Association ($65,000), University Provost ($5,000), Dean of
Students Office ($20,000), Undergraduate Affairs ($10,000), Residence Life
($4,000), the Executive Vice President for Research ($250), College of Business
($500), Vice President for Finance ($10,000) and University Advancement
($1,000). Three hundred five applications were received requesting over
$383,500. Of those 305 applications, we were able to fund 184 events. Last
year, we received 227 applications for a total of $303,343
SGA has advocated for the building of a new SRC for the past two years. This
year’s SGA under the leadership of Sana Abhari and Deep Aggarwal were able to
get the recreation fee approved by the SGA Executive Board, the Task Force on
Tuition and Fees, SGA Senate, Board of Trustees and the Council of Post
Secondary Education. Construction is scheduled to begin during the fall of 2011
allowing the building to open in the fall of 2013.
Dr. Mardis and Dale Ramsay worked with SGA representatives (Ahmed
Awadallah and Sana Abhari) to make significant changes to the student season
ticket process.
Representatives from student affairs and business affairs worked with SGA to
make some adjustments to the meal plan. Those changes included the addition
of swiping for friends at the Ville Grille, the extra meal a week on the resident
plan and the new ability to use meal swipes at the Global Market in the SAC. The
other big change was move for the 2011-2012 academic year that will allow for a
semester block of meals, as opposed to a weekly declining balance.
It is anticipated that during the 20011-2012 academic year all divine nine NPHC
organizations will be active on campus.
The dean of students office implemented a new service that we are providing to
make students aware of family-friendly events.
The Dean of Students has worked closely with the Vice President for Student
Affairs and members of the Alpha Phi Alpha alumni chapter to determine how
Alpha Phi Alpha could return to active status at the University of Louisville.
Thirty-six parents were nominated for the third annual Parent of the Year Award.
The award ceremony went very well. Approximately 80 people attended the
event. Parents seemed truly appreciative of the recognition they received from
the University and from their son or daughter. Students were thankful for the
opportunity to express their love and appreciation to their parents in a more
public setting. The committee awarded two Parents of the Year for 2010, Patrick
John Hughes, nominated by Patrick Henry Hughes and Greg Cribbet, nominated
by Tim Cribbet for their similar and touching stories.
The most notable accomplishment of our office this year is the development of
relationships with students and other campus constituencies.
The DOS webpage has been updated and restructured in order to provide
students and faculty with a more user-friendly website. From June 21, 2010 to
June 21, 2011, approximately 8,788 unique computers visited the site (people
visited the site), 21,115 times (hits).
This year, the 12th Annual Student Awards were again held in the evening to
provide a more formal, memorable event. Nineteen different categories of
awards were presented with plaques, awards and certificates. Also, 15
departments presented awards to students. Joni Burke was awarded the
coveted Harold Adams Award for her outstanding contribution to student life.
At the second annual Graduation Day at the Downs, just over 1,200 tickets were
requested and a little more than 1,000 people attended the event held at
historic Churchill Downs. Churchill Downs helped sponsor the event by providing
free admission, and the Student Government Association and Alumni Association
purchased “Downs Dollars” that attendees could use for food and soft drinks.
The Dean of Students Office implemented a new service to make students aware
of family-friendly events.
The Code of Student conduct was revised and reviewed by the Student
Government Association and the Student Care Team prior to receiving final
Board of Trustees approval.
Coordinated the Student Affairs response to the Department of Education Clery
Audit request for information and materials, and represented the Dean of Stu-
dents Office on the University-wide coordinating committee that prepared for
the visit.
Persona Non-Grata protocol was established.
Completed Student Care Team recordkeeping protocol and made sure that all
processes required by protocol were in place.
3. Staffing Summary
Hired Laura E. Ulmer as Project Coordinator on July 5, 2010.
4. Activities and initiatives that support Academic Units
Conduct -The Dean of Students, Assistant Dean of Students, and Project Coordi-
nator are available to consult with all University academic and administrative
units to address and resolve student conduct related issues. With the implemen-
tation of the Student Care Team and growing knowledge of the services the DOS
office provides, the ADOS continues to see an increase in the number of calls and
consultations with faculty and staff on conduct issues. Some of this year’s issues
included: domestic assault, forgery involving University funds, sexual assault,
threatening behavior toward University employees, sexual harassment, and
weapons.
Hosting Graduate Assistants & Interns - The DOS supports undergraduate and
graduate interns as they pursue their studies and interests in higher education.
These students are critically important to our success as a unit and we believe
strongly in supporting our paraprofessional staff through experiential learning
opportunities. During the reporting period, our office hosted one master’s in-
tern and one undergraduate intern. The Dean, Assistant Dean, and Project
Coordinator also make themselves readily available for student class interviews;
class presentations; and class panel discussions when requested.
Internship details:
Mr. Lyston Skerritt – M.Ed. intern: was responsible for reviewing
Judicial Officer in order to facilitate changes that will increase our
reporting capabilities; researched our benchmark institutions
regarding suicide protocols; scheduling and updating hearing council
training information reflecting new Code of Student Conduct
revisions.
Mr. Nate Gilbert – Undergraduate intern: was responsible for
conducting benchmarking research on the following topics: Medical
Withdrawal Re-Entry Policies; Suicide Protocols; and Case Manager
Position Descriptions/Programs.
Support internship fairs - The Assistant Dean of Students and Project Coordinator
attended the School of Education and Human Development’s Internship Fair,
which is a mutually beneficial endeavor between our two departments. We
provided informational handouts and conducted signups for job interviews. This
is an excellent way for our office to interact with current graduate students and
new admits.
Records Checks - Last year, more than 749 non-academic misconduct records
checks were performed by the staff in the Dean of Students office. This service
was provided to numerous academic and non-academic University units in prep-
aration for employment and leadership positions, as well as University spon-
sored travel. Entities external to the University, such as the United States Office
of Personnel Management, the Federal Bureau of Investigation and others also
utilize this service
Absence Notifications (Cardinal Angels) - As a service to the University communi-
ty, our office provides absence notifications to the faculty of students unable to
attend classes for extended periods of time. Last year we processed 15 notifica-
tion requests from students, which involved researching each student’s enrolled
classes and notifying their faculty members.
Early Learning Center Advisory Board - The Assistant Dean’s service on this advi-
sory board not only supports the CEHD, but every academic and support unit on
campus through ensuring that the Center’s operations are based upon the te-
nants of best practices originally designed for it to be a model program UofL’s
student, faculty & staff children.
Recruitment Outreach - Michelle Clemons and Pam Curtis went to various loca-
tions in Northern and Western Kentucky (Covington and Owensboro) to provide
future students information about services and programming offered by the
Dean of Students Office, Student Activities, the Disability Resources Center and
Student Affairs.
Orientation Sessions - Dr. Mardis presented the opening session for parents dur-
ing summer orientation. During this 45-minute session he talked about what
would be different in college compared to high school and provided tips for help-
ing parents with this transition. He promoted the benefits of being involved on
campus and the availability and accessibility of resources. During selected ses-
sions he, along with Dr. Billingsley, provided the official welcome to all students
and parents on behalf of the University.
Student Care Team -The Student Care Team’s overarching mission is to focus on
the needs of a student in crisis while attempting to avoid disruption to the inte-
grity of the learning environment. To that end, our purpose is to share informa-
tion among appropriate offices to ensure resources are made available to stu-
dents; identify student behaviors that disrupt the learning environment; initiate
internal review of crisis situations and ensure follow-through and advise Univer-
sity officials on issues related to student crisis and how they may affect the inte-
grity of the campus community and the campus climate. For the reporting pe-
riod, the SCT focused on the following areas to support academic units: phone
consultations; training for a variety of departments across campus; and providing
the Faculty/Staff Guide to Helping Students in Distress to all employees in New
Employee Orientation.
GEN 101 Class - Dr. Mardis provided a two-page article for the College of Arts
and Sciences General Education 101 text book. The article focused on decision
making, and included questions for students to discuss and links to relevant in-
formation on campus.
Guest Speaker at Classes - Dr. Mardis was a guest speaker at the internship class
taught by Dr. Rhodes. Charisma Stigall coordinated student representatives
from various campus religious organizations to attend Dr. Cuyjet’s subculture
class. Dr. Mardis was a guest speaker at the class and talked about religious life
and spirituality on campus.
5. Activities and Services that Support Diversity
CPC - The Club Programming Committee (CPC) provided funding for a number of
events in 2010-2011 that contributed to diversity efforts on campus. To name a
few: 3rd Annual Freedom Ball, African American Recognition Reception, Diversity
Awards Banquet, Diversity Concert, International Banquet, International Fashion
Show, Mr. Black UofL Pageant, PINK, Porter Scholars Ball, and Queer Women’s
Health Discussions.
International Tea - The Dean of Students Office hosted an International Tea in
October. There were approximately 100 international students in attendance
along with staff from the Dean of Students Office, Disability Resource Center,
Intramurals and Student Activities. The staff interacted with the students and in-
formed them about our services and answered questions about our various
areas. Dr. Mardis spoke briefly about the importance of being involved and en-
couraged them to sign up and participate.
Outreach Lunches - The Dean of Students hosted seven luncheons during the
academic year for a diverse selection of students and student groups. Luncheons
were held for the following: SAB Leadership, Commuter Students, Health
Sciences Center Students and International RSO presidents and vice presidents.
For all meetings, the dean of students attended and the SGA president was also
able to attend many of the lunches. Other invited guest attended lunches if the
students worked closely with a particular staff member. Sodexo sponsored the
luncheons, so there was no cost to the University for these events.
Campus Ministers Outreach – Religious Life Association (RLA) - This year the
Dean of Students continued outreach to the campus ministers and attended
several meetings with this group to share information. Dr. Mardis also had indi-
vidual meetings with many of the campus ministers. He attended all RLA meet-
ings and served as the University Liaison to this organization. This year, Way Ru-
therford of Reformed University Fellowship served as the RLA convener.
For the second year in a row RLA hosted a joint event on campus. They hosted a
lunch and information fair at the Red Barn on the first Monday of the fall
semester. Over 11 campus religious organizations were in attendance. The DOS
staff worked with the card office and RLA members to develop a University RLA
ID card that could be used by RLA members. Beverly Wolford worked with
members of RLA and the card office to make sure those RLA members who had
submitted all the necessary requirements were provide a card. Beverly also
facilitated access to a UofL email address for many of the RLA members.
International Service Learning - Belize - This year Dr. Mardis took the leadership
of coordinating the ISL Belize spring break trip. Ten faculty/staff and 30 students
attended the spring break trip. The interdisciplinary service learning teams in-
cluded students and faculty from Dentistry, Communication, Justice Administra-
tion, and Nursing. They were in Belize for one full week. The trip included some
cultural and fun time at the Mayan Ruins called Xunantanich and snorkeling on
the barrier reef. The majority of their time was spent working in the villages of
Red Bank, Independence, and Georgetown. The villages are located in the Stann
Creek district which in the southern portion of Belize.
The team implemented a number of projects:
Dental Clinic
Workshops on Bullying and Conflict Resolution
Teaching and Work in Schools
In-home Wellness Check and Health Information
NPHC Advisor - The National Pan-Hellenic Council Advisor position, funded by
the Dean of Students Office, was held by Ms. Kellynn Wilson.
NPHC - As a result of a program coordinator resigning and due to an adjustment
in strategic programming objectives, funds were identified to create a first ever
NPHC Coordinator position. One of the recommendations of the recently com-
pleted NPHC strategic plan was “employing an NPHC advisor that is a full-time
employee with his or her primary job being the guidance of NPHC organizations”.
Having a full-time position with primary responsibility has long been desired by
members of the NPHC community. The timing is right for creating this position
as we are seeing a resurgence of NPHC members and activity on campus.
It is anticipated that during the 20011-2012 academic year all divine
nine NPHC organizations will be active on campus. Phi Beta Sigma
returned to active status on campus this year. The Dean of Students
has worked closely with the Vice President for Student Affairs and
members of the Alpha Phi Alpha alumni chapter to determine how
Alpha Phi Alpha could return to active status at the University of
Louisville. Student affairs staff has worked with the alumni chapter to
put a number of activities and support services in place to ensure the
group will be successful upon their return to campus. The return of
Alpha Phi Alpha reinforces the University’s commitment to
maintaining a vibrant campus community and providing additional
Greek-letter opportunities for students.
The dean of students office implemented a new service that we are providing to
make students aware of family-friendly events. This idea came from a student
outreach lunch with commuter and non-traditional students. The students
indicated that they received information about events but never knew which
ones their children could attend with them. As a result of that feedback, the
form used when departments or groups are submitting information has been
modified to allow for a family friendly option. A logo was designed to be used
when advertising family friendly events. Family friendly events are now
advertised in the SGA Weekly, student news feeds, student event calendar and
digital TV system.
On July 21, 2010 representatives from the dean of students office provided
dinner for the students and staff from the West End school. The participants
learned more about the community garden from Michael Anthony and some
students from the cultural center. They worked in the garden and were able to
pick some of the vegetables and take them home. Then Dr. Mardis took them on
a quick tour of campus. They returned to the cultural center and had dinner
with students and staff. The West End School students asked questions and
many were interested in what they would need to do to be students at the
University of Louisville.
Expressing Breast Milk - Members of the dean of students office worked with
COSW, planning design and construction and the women’s center to identify lo-
cations on campus where students and employees could express breast milk.
The hope was to identify private, clean locations, with electrical outlets that em-
ployees and students could use to express breast milk. Information about the
newly identified locations was sent to all students.
Provided substantial and ongoing feedback to members of the Bias Incident Re-
sponse Team (BIRT) as they continue to develop and work to implement their
work.
Initiated a review of the Speech and Distribution of Literature Policy to address
concerns brought forward by campus constituencies while remaining committed
to the principles of free speech.
6. Activities and Services that Support Community Service and/or Civic Engagement
Orientation - Dr. Mardis presented the opening session for parents during new
student orientation. His presentation entitled “Connecting You and Your Stu-
dent to the University of Louisville” was presented first thing in the morning at
all ten orientation sessions. Dr. Mardis also joined Dr. Billingsley in providing the
opening orientation welcome at most of the sessions on behalf of the President
and the Provost.
Advancement Initiatives - The “Bridge Builder Scholarship” fund was developed
by the Schmiedeler family to encourage and reward the development of student
leaders that demonstrate a commitment to "caring more about others than they
care about themselves". The scholarship is awarded to students who have dem-
onstrated servant-leadership by giving their lives to serving others. To be eligible
the student is required to: 1) live on campus, 2) maintain at least a 2.5 cumula-
tive grade point average, 3) be enrolled as a full-time student, 4) complete the
Freshman LEAD program during the first year of enrollment, 5) be involved in a
volunteer or service activity on campus, 6) have a positive influence on the UofL
campus, 7) submit an annual renewal form, and 8) complete the Free Application
for Federal Student Aid (FAFSA) and all other required financial aid applications.
This year the first three recipients were recognized. Each student received a
$1,000 scholarship. The students selected were Chelsea Bell, James Fischer and
Catherine Gardner.
Early Learning Center Advisory Board - The Assistant Dean of Students’ service
on this board supports the University’s Signature Partnership between the CEHD
and Project Women.
Meal Plan Appeals - Last year the Dean of Students Meal Plan Appeal account re-
ceived approximately 68 appeal requests for the fall 2010 and spring 2011 seme-
sters.
Family Scholar House Advisory Board - The Assistant Dean of Students’ service
on this board supports the University’s Signature Partnership between the CEHD
and Family Scholar House.
BRICC Coalition Steering Committee - Michelle Clemons, Assistant Dean of Stu-
dents, serves on the Building Resiliency In Campus Community (BRICC) Coalition
Steering Committee.
BRICC Coalition’s efforts to increase resiliency and reduce high-risk drinking and
substance use are targeted at multiple level strategies: individual, group,
organization and the broader community. The BRICC Coalition is housed at the
University of Louisville and presently has 120 individual members.
The BRICC Coalition works with many partners on and off campus
including Alcoholic Beverage Control, Athletics, Beam Global, Brown-
Forman, Office of Health Promotion, Louisville Metro Police
Department, PAL Coalition and University Police to make BRICC
Coalition strategies a reality. Over the past year the BRICC Coalition
has developed a strategic plan, expanded educational programs, held
successful drug toss events, changed policy and secured additional
funding.
West End School - On July 21, 2010, representatives from the Dean of Students
Office provided dinner for the students and staff from the West End School. The
participants learned more about the community garden from Michael Anthony
and some students from the Cultural Center. They worked in the garden and
were able to pick some of the vegetables and take them home. Then, Dr. Mardis
took them on a quick tour of campus. They returned to the Cultural Center and
had dinner with students and staff. The West End School students asked ques-
tions and many were interested in what they would need to do to be students at
the University of Louisville.
Dr. Mardis served as the University of Louisville student affairs representative for
Metroversity.
Dr. Mardis served on the Simmons College and UofL work group to facilitate the
development of a cooperative relationship that will support the academic, ad-
ministrative and enrollment efforts of Simmons College and extend UofL’s out-
reach to the local community.
Dr. Mardis served as a coach for Highland Youth Recreation Soccer.
Dr. Mardis spoke with students from Union County that were brought to a Col-
lege Day event hosted by Ernest Brooks, former Homecoming King and active
UofL alumni.
7. Staff Professional Development Activities and Programs
Dr. Mardis served on the NASPA Kentucky Advisory Board
Dr. Mardis was a member of NASPA, SACSA, ASCA, ACUI and ACPA.
Dr. Mardis served as NASPA Kentucky State Director in 2010-2011
Dr. Mardis was a NASPA Region III Advisory Board Member 2010-2011
Dr. Mardis served on the College Personnel Association of Kentucky Executive
Council
Dr. Mardis was a Program Reviewer for the 2011 NASPA Annual Conference
Ms. Clemons served as Program Reviewer for the 2011 National Association of
Student Personnel Administrators (NASPA) national conference.
Ms. Clemons served as an invited participant on the Council on Postsecondary
Education and the Century Council Binge Drinking Prevention Conference, April
19, 2011.
Ms. Clemons participated in the UofL sponsored Mental Health Symposium.
Ms. Clemons served on the local arrangements committee for the Donald Gehr-
ing Institute
Ms. Clemons attended the ASCA Round Table Workshop addressing behavioral
intervention teams, alcohol programs, and other mutual areas of interest.
Ms. Ulmer was an ACPA Conference Program Reviewer for the 2011 ACPA An-
nual Convention in Baltimore, MD.
Ms. Ulmer served as the ACPA Member-at-Large for entry level professionals on
the Governing Board.
Ms. Ulmer served on the ACPA/NASPA Consolidation Membership & Governance
subcommittee, as well as the Recruitment & Retention Team and Orientation
subcommittee.
Dr. Mardis co-presented with Dana Sullivan, “Exploring the Prevalence of Beha-
vioral Intervention and Threat Assessment Teams at Institutions of Higher Educa-
tion,” at the Southern Association for College Student Affairs Conference, No-
vember 2010.
Dr. Mardis co-presented with Tom Jackson, Joy Hart, and Cheryl Utz Bott, “Link-
ing transfer Students to International Education: A Partnership Between Aca-
demics and Student Services,” at the National Institute for the Study of Transfer
Students Annual Conference, January 2011.
Dr. Mardis co-presented with Christian Gamm, “Behavorial Intervention Teams &
Threat Assessment Teams: Exploring the Reasonable Professional Response,” at
the ACPA Annual Convention, March 2011.
Dr. Mardis presented, “Behavioral Intervention & Threat Assessment Teams: Ex-
ploring the Reasonable Professional Response,” University of Louisville, Student
Affairs Divisional Staff Meeting, October 27, 2010.
Ms. Ulmer presented, “Developing Metaphors to Drive Student Learning,” at the
2011 ACPA Annual Convention in Baltimore, MD.
8. Assessment Initiatives
Outreach Lunches - The Dean of Students hosted seven luncheons during the
academic year for a diverse selection of students and student groups. Luncheons
were held for the following: SAB Leadership, Commuter Students, Health
Sciences Center Students and International RSO presidents and vice presidents.
For all meetings, the dean of students attended and the SGA president was also
able to attend many of the lunches. Other invited guest attended lunches if the
students worked closely with a particular staff member. Sodexo sponsored the
luncheons, so there was no cost to the University for these events.
Retention and Graduation Assessment for Greek Life - The University 2020 plan
has as an objective that by the year 2020 the University will have a 60% gradua-
tion rate for incoming freshman. Our office worked with institutional research to
better understand the impact of Greek participation on retention and graduation
rates. This year additional analysis was provided that looked at retention and
graduation rates for each individual Greek organization (Appendix F). This in-
formation was provided to the Greek leadership and the Presidents of each
chapter.
Dr. Mardis had lunch with the students and went over the results. He has
challenged them to look at ways to increase the number of members that are
successfully graduating. Also in Appendix F, is a letter to Greek Council
Presidents about retention and graduation initiatives.
CPC Assessments - In an effort to solicit feedback and measure the effectiveness
of the CPC process, a survey was sent to each RSO that received funding from
the Club Programming Committee. The survey contained questions such as: Did
the program enhance the quality of Campus Life; engage the student body; pro-
vide an opportunity for students to building relationships with other students,
etc. Although only 62 groups responded to the survey, 73.1% indicated that
their program enhanced campus life at the University of Louisville and engaged
the student body. 80.8% of the groups responded that their program provided
opportunity for students to build relationships with other students. Over 67%
thought the University should increase funding for CPC, and 88.5% thought CPC
funding helped create a lively campus community and encourages co-curricular
activity and campus involvement. See Appendix G.
Suicide Protocol - Conducted review of best practices in effort to centralize one
practice for all campus and to incorporate a counselor-on-call component
Persona Non-Grata Protocol - List reviewed to ensure accuracy across the DOS
and Peoplesoft lists; corrections made and weaknesses in process were identi-
fied and corrected. See Appendix I
Student Care Team - Finalized Student Care Team record-keeping protocol. See
Appendix H
Compassionate Medical Withdrawal Re-Entry Policy and Case Management - Re-
searched benchmark institutions for policies; case manager position descriptions
and programs reviewed and new position requested per best prac-
tice/benchmark review.
Judicial Officer Data Entry Review - Review of reporting needs encouraged the
addition of static fields to monitor student’s demographic information at the
time of each incident. See Appendix J.
Speech and Literature Distribution Policy - Policy reviewed by several depart-
ments across campus to ensure safe and educational free speech; policy and
procedures reviewed with staff who monitor events to ensure all are trained
properly.
Clery Audit - The University, including DPS, DOS and HRL was audited by the De-
partment of Education to evaluate compliance with the Jeanne Clery Disclosure
Campus Security Policy and Campus Crime Statistics Act in May 2011 for the re-
porting year 2009.
Conduct Program Review - A review to include evaluating the UofL conduct pro-
gram compared to the CAS Standards and a review of all UofL non-academic
conduct policies & procedures (Code of Student Conduct, Code of Student Rights
and Responsibilities, Sexual Misconduct Policy, RSO Code of Conduct, Speech &
Distribution of Literature Policy and the Alcohol Policy). The consultant, John
Lowery, Ph.D. provided a report at the conclusion of the evaluation, summarized
findings and made prioritized recommendations for consideration. Priority rec-
ommendations included: 1. removal of the discriminatory harassment definition
and accompanying code section as it violates the First Amendment; an alterna-
tive Stalking definition and code section was added 2. recommendation for addi-
tional staff 3. general revisions of the Code including defining certain terms more
clearly, adding students to hearing boards, giving final authority to the DOS, ap-
peals decisions solely to the VPSA, adding interim administrative action and clari-
fying hearing procedures.
The Code of Conduct has been revised and most, if not all, of the consultant’s
recommendations were adopted. Laura Ulmer was hired as an additional staff
person and the Program Assistant Sr. position was refilled. The DOS office has
worked on clarifying policy statements, procedures, and protocols this year as
well as our web site and the Student Handbook to ensure that students and staff
are better informed about our services and policies. We are beginning to revise
the RSO Code of Conduct and will incorporate it into the Code of Conduct as
recommended by the consultant and will begin training hearing boards that will
include students.
Student Involvement Record Keeping - The University-wide persistence to gradua-
tion committee recommended the implementation of a student engagement record-
ing system that will facilitate the collection of a variety of data including: leadership
development, community service & citizenship, service learning, campus involve-
ment, honors & awards, and employment.
Student Affairs staff has collaborated with a number of other departments (IT, IR,
faculty, UG Affairs) to begin development of a system to collect this data. The
system would also collect student involvement in “high impact practices.” The data
will be utilized to more clearly understand the impact student engagement has on
retention and graduation of students.
The Strategic Technology Executive Committee (STEC) approved the first phase of
this project that will include developing a project scope, determining effort of staff
time and a commitment of IT staff resources. The IT staff will use the existing
PeopleSoft system to try and capture as much data as possible. The second phase
would include integrating other systems that currently capture student data (ID card
system, Simplicity, and Digital Measures).
Once data exists regarding level and impact of student engagement, the data would
be used to make appropriate program modifications and resource allocation
decisions to enhance student success. Students would gain the added value of being
able to record their involvement and produce a document for their collegiate career.
Once the student record keeping system is in place, the University could develop a
comprehensive system to collect involvement and service information for faculty
and staff.
2020 Strategic Plan - Dr. Mardis worked with academic accountability and the Prov-
ost office to have metrics for the SGA 2020 plan added to the University 2020 plan
scorecard.
9. Top Goals for the Department/Program
Continue to expand student leadership programs and increase funding to assist with
student retention efforts
Revise RSO Code of Student Conduct or have student organization conduct policies
added to the Student Code of Conduct.
Revise the Hazing Policy to make sure that it is consistent with state law and the re-
cently revised Code of Student Conduct
Explore the possibility of implementing student learning objectives and assessments
for SGA.
Revise Speech and Distribution of Literature Policy to make sure it is accurate with
current practice and in compliance with the law.
Continue to engage other campus constituencies in a dialogue to determine the fea-
sibility and benefit of developing an “Essence of a Cardinal” creed/motto.
Work with the Commission on the Status of Women and the BRICC Coalition to de-
velop and implement prevention and training programs for students addressing
high-risk alcohol and drug use, sexual assault prevention, sexual harassment preven-
tion training and other campus safety resources, policy resources and services.
To advocate for a full-time case manager position.
Develop a “responding to difficult student situations guide” that will be shared with
faculty and staff.
Publish conduct protocols on the web in a staff-only view section.
Incorporate Clery Audit findings and recommendations into standard operating pro-
cedures as needed.
Continue student outreach lunches and other initiatives to connect with students.
Continue reviewing all aspects of the Speech and Distribution of Literature Policy
including a review of how for-profit businesses are approved to distribute informa-
tion on-campus.
Continue ongoing selection and training of Student Conduct Hearing Council mem-
bers. Explore the use of national resources, such as the Student conduct Board
Handbook, released by the ACPA Commission for Student conduct & Legal Issues.
Continue to work with members of the Student Care Team to provide a regular op-
portunity for communication between departments, ensuring that all the resources
of the University of Louisville are available to students in crisis. Utilize multiple me-
thods of communication to get our message out, including our web page, University
e-mail, departmental presentations, etc.
Continue working with SGA and others on campus to strengthen CPC and increase
the opportunity for RSOs to receive funding. Work with Glenn Gittings, Director of
Special Programs, to identify funding opportunities for CPC.
Explore feasibility of Dean of Students staff having off-campus access to Judicial Of-
ficer and PeopleSoft so information can be accessed during an emergency.
Continue to monitor PNG list and protocol to make sure that all processes required
by protocol are being maintained. Check to make sure all PNG lists coincide with
that of the Registrar’s Office.
Ensure that all staff utilizing Judicial Officer receives appropriate training.
Continue to work with the College of Education and Human Development to provide
quality experiential opportunities for graduate student internships and assistant-
ships.
Develop static field protocol for Judicial Officer and make sure protocol is in place to
generate more reports.
Develop internal DOS schedule of annual activities and a corresponding timeline for
each to be completed (e.g., electronic distribution of the Code of Conduct each
semester, PNG list review each semester, etc.).
Update the Student Conduct Hearing Council Blackboard site with training informa-
tion and case studies.
Explore student conduct data management systems for a potential replacement of
the Judicial Officer system in the future.
Maintain accurate records of Student Care Team meeting agendas, minutes, and fol-
low-ups in Judicial Officer and in hardcopy files.
Implement a pilot program of a student-run mediation initiative through collabora-
tion with the Office of the Ombuds and the Counseling Center.
Assist in overall operation of Living Learning Communities in addition to adding a
specific control group of First Year Students who are not participating in LLCs to
compare their development over the first year.
To hold the “Academic Affairs & Student Conduct: Making the Most of the Student
Experience” on campus at the University of Louisville in 2012.
10. Issues and Challenges for the Department During 2010-2011 and Beyond
Budget - The state budget crisis continues to have a negative impact on the entire
University community. People are being asked to do more with fewer resources.
The University has had to deal with ongoing concerns regarding the possibility for
additional budget cuts. Staff members remain concerned; students are concerned
about tuition increases and the economy. The staff is pleased that the University
was able to provide a three percent salary increase for the upcoming fiscal year (July
1, 2011), and appreciates the staff morale activities sponsored by University admin-
istration, such as the Ice Cream Social. Staff feel these events demonstrate that Uni-
versity leaders are appreciative of their efforts and dedication.
Student Care Team (SCT) - It will be important for the University to continue to eva-
luate the best practices as it relates to behavioral intervention teams. It will be im-
portant to continue to advocate for the creation of a Case Manager position for the
UofL SCT. This is quickly becoming more common for institutions of our size and
complexity. The SCT will need to continue to evaluate national trends, legal stan-
dards, reasonable professional actions, and campus climate to determine if modifi-
cations in the purpose or functions of the SCT are appropriate.