Minutes of the

Council for the Advancement of Standards in Higher EducationExecutive Committee Meeting

Baltimore, MDFour Points by Sheraton (BWI)

September 13-15, 2012

Members Present: Laura Dean, PresidentDouglas Lange, SecretaryPat Perfetto, TreasurerMatthew Weismantel, Member-at-LargeDeb Garrett, Member-at-LargePat Carretta, Member-at-LargeDorothy Mitstifer, EditorMarybeth Drechsler Sharp, Interim Executive Director

President Dean called the meeting to order at 2:06 PM. Executive Committee members spent a few minutes catching up with one another. President Dean pointed out that this is the first meeting ever of either the CAS Executive Committee or Board Meeting without a founding member present. Phyllis Mable's memorial materials were shared along with a description of how nice the memorial event was at One Dupont Circle. President Dean proposed that we spend time at the Board meeting in November remembering Phyllis at a time where the discussion can also naturally evolve into the wine reception.

M. D. Sharp presented her report on the need to address a new process for fulfillment. She has been able to do some press releases but has been swamped with fulfillment orders.

M. D. Sharp confirmed the locations of the meetings in 2012 and 2013:

November 10-11, 2012, Executive Committee Meeting, Sheraton Four Points, Baltimore, MD

November 11-13, 2012, Board of Directors Meeting, Sheraton Four Points, Baltimore, MDFebruary 7-9, 2013, Executive Committee Meeting, Washington, DCApril 13-14, 2013, Executive Committee Meeting, Sheraton Four Points, Baltimore, MDApril 14-16, 2013, Board of Directors Meeting, Sheraton Four Points, Baltimore, MDSeptember 12-14, 2013, Executive Committee Meeting, Washington, DCNovember 9-10, 2013, Executive Committee Meeting, Sheraton Four Points, Baltimore, MDNovember 10-12, 2013, Board of Directors Meeting, Sheraton Four Points, Baltimore, MD

M. D. Sharp continues to work with member associations on the linkage site to ensure that current functional area standards and guidelines are being displayed for each member association.

President Dean asked the CAS Executive Committee to review the proposed MASTER’S-LEVEL STUDENT AFFAIRS PROFESSIONAL PREPARATION PROGRAMS standards and guidelines. The committee reviewed the standards and guidelines and approved them for vote at the CAS Board of Directors meeting in November. President Dean will convey the changes from the CAS Executive Committee to G. Henning, chair of the revision committee.

The Executive Committee recessed at 6 PM.

September 14, 2012Day 2

President Dean called the meeting to order at 8:40 AM.

D. Lange, CAS Secretary, provided an update on sales and marketing for the newly released products. Sales remain strong. Two mailings have been completed. CAS will be represented at both ACPA and NASPA spring conferences. The sales report is attached as Appendix A.

In addition, D. Lange presented the work of the committee to review the Marketing and Dissemination Procedures. The work was conducted by S. Komives, C. Henry, M. D. Sharp, and D. Lange, as chair. The updated procedure is included with the sales report in Appendix A. The report will replace the current language in the CAS Policies and Procedures Manual.

The executive committee discussed the request to translate the CAS Book of Professional Standards into Chinese. M. D. Sharp will identify legal counsel and D. Lange will respond to the request to let them know that CAS is in agreement to move forward with their request.

D. Mitstifer reported the cost to print the 5,000 copies of the Book of Standards. There are 120 more pages in the 8th Edition as compared to the 7th Edition.

President Dean provided her report. She has been asked to write a chapter on assessment for a New Directions book about CAS. She has been invited to present at the ASHE conference and will ask CAS Board members if someone is available to go. She discussed the future work of the nominations committee. In the spring 2013 CAS Board of Directors meeting, the Board will need to elect a President-elect, Public Directors, and the Outreach Member-at-Large position.

President Dean will contact CAS Board members who might be interested in serving as the new chair for the CAS Research Committee.

When requests are made for a copy of the CAS products purchaser’s list, the list’s release will be limited to only research purposes. Any request will be forwarded to the CAS President for a decision as to whethe CAS will release the purchaser list or not.

M. Weistmantel provided the survey results on the “New CAS Protocols and Process.” The results are in Appendix B. M. Weismantel and P. Carretta will provide training on the Wiki at the upcoming November CAS Board of Directors.

President Dean gave the Executive Committee a status update of the appointment of new committee members and chairs. D. Mitstifer has agreed to chair the Financial Aid standards and guidelines committee that needs to be quickly completed.

Member at Large P. Carretta reported that she has been in touch with the Interim CAS Executive Director about training of new CAS Board members. She reported that 3 general training areas that members still need training for: good outcomes statements, how do individuals assess them (measuring) and conducting a program review. Her report is attached at Appendix C.

P. Perfetto, CAS Treasurer provided an update on the finances of CAS. It was agreed that P. Perfetto, M. D. Sharp, and Dottie Seville, will meet to make recommendations for streamlining the financial process in the office.

He reported that there is $121,660 in checking and $391,071 in Merrill Lynch investment.

P. Perfetto distributed the information sheet as to how to update the CAS Directory. Responsibility for updating CAS Directory has been transferred to the Interim Executive Director, M. D. Sharp.

The Executive Committee reviewed the proposed revisions of the HOUSING AND RESIDENTIAL LIFE PROGRAMS (HRLP) standards and guidelines. It was agreed to continue with the review of the HRLP with the chair and subject expert. President Dean will visit with L. Jensen, the chair of the revision committee.

D. Garrett, Member at Large for Outreach, provided her report. She stated that her first priority was to build a clearinghouse of resources that professionals can obtain on the CAS website. At the November CAS Board of Directors meeting, she will lead a discussion on the topic of developing CAS communities of practice users groups.

M. D. Sharp brought up concerns about easily updating the CAS website. It was moved by D. Garrett and seconded by D. Mitstifer to seek and remedy problems and given an allowance of $1500 to manage the needed changes. This will give CAS the flexibility to change the CAS website more easily within house rather than contract for work to be done by a vendor. Motion carried.

President Dean asked the CAS Executive Committee to think about the new role of the Executive Director position and help her set priorities for the responsibilities. The Interim Executive Director provided her perspective of upcoming high priorities.

President Dean recessed the meeting at 5:15 PM.

Day 3September 15, 2012

President Dean called the meeting to order at 8:47 AM.

M. D. Sharp asked for clarification of the management of the CAS Listserv. Some associations are sending confusing messages as to who should be on the CAS Listserv. M. D. Sharp will work with P. Perfetto for the CAS Executive Director to manage the CAS Listserv. Some CAS emeriti members have asked to be removed from the CAS Listserv.

M. D. Sharp provided some feedback for future marketing materials. Purchasers are confused at to what exactly is in a Self-Assessment Guide (SAG). More explanation needs to be printed in our publications for purchasers. She will send her edits so that the new brochures can include her remarks.

ERIC has asked that they be allowed to catalog our products. M.D. Sharp will continue to follow up on the request.

D. Lange suggested that we craft RFPs to look at the future needs of CAS in alignment with the newly adopted strategic plan – for printing, for Internet sales, for hosting our CAS domain, etc. It was agreed that CAS needs to move forward with the suggestion. He further suggested that a group be convened in the near future to tackle many of these issues facing CAS. President Dean will set a date and determine who will attend the planned retreat.

President Dean announced that The Network organization will be withdrawing from CAS due to lack of funding.

President Dean distributed the website “hits” report and the list of the sales generated through the CAS store. They are available by request to the CAS Secretary.

President Dean asked that we plan the budget for the new year, FY13. It was moved by L. Dean and seconded by D. Lange that CAS donate $1,000 to the Phyllis Mable New Professionals Institute by ACPA. P. Perfetto, CAS Treasurer, will send the approved budget to the CAS Executive Committee. P. Perfetto moved and D. Garrett moved that the budget be approved. Motion passed.

President Dean moved and D. Garrett seconded that CAS table the “CAS Annual Report” until there is more clarity about its usefulness. Motion carried.

President Dean asked that we continue to delay decisions about having the Texas A&M Corpus Christi present for the Miller Award, and further discussion about testing center standards and guidelines.

President Dean will be working with M. D. Sharp about identifying legal representation for CAS to help guide us with planning issues.

President Dean will be following up with Past President Komives about the task of CAS By-Laws revisions.

D. Garrett moved and D. Mitstifer seconded that the meeting be adjourned at 11:11 AM. Motion passed.

Respectfully submitted,

Douglas K. Lange, CAS Secretary(CAS seal)

Appendix A

September 12, 2012

TO: CAS Executive CommitteeCAS Board of Directors

RE: CAS Marketing and Sales

CAS conducted two mailings announcing the release of its new publications.

We have mailed books of “CAS Professional Standards for Higher Education” and CDs of Self Assessment Guides to Board members or their designee. In addition, our Executive Director supplied her office with 50 copies of the book of CAS Standards, and 50 CDs of Self-Assessment Guides and distributed them to according to the updated CAS Policies and Procedures Manual guidelines. The new guidelines for “Marketing and Distribution” are attached to this memorandum.

In the spring of 2013, CAS will make a postcard mailing to those that have registered for the ACPA and NASPA meetings (approximately 8000.) CAS will have a booth at both meetings and sell our books and CDs. We will have pens and brochures to distribute as our “giveaways” and Marybeth and I have committed to staffing the booth. Other members of the Executive Committee are welcome to help staff.

If necessary, a limited mailing will occur to capture year end dollars in college and university budgets.

Sales as of May 1 – September 12, 2012

Product Original Order

Remaining in Stock

SOLD

Book of Standards 5000 3735 1265

Book of FALDOs

n/a 41

CD of SAGs550 122 428

Individual SAGs

n/a 249

Marketing and Dissemination Procedures

Marketing and sales and promotion of CAS materials are the

responsibility of the Board of Directors acting under guidance of the

Executive Committee. Each Director/Alternate Director is responsible for

communicating to their respective associations, organizations, or

corporations information about the work of CAS and is expected to assist in

the promotion of sales of CAS documents to their respective organizations.

CAS should provide complimentary copies of its published work (both

CD and Book of Professional Standards in Higher Education) to the leaders

of the following organizations:

American Association of Community CollegesAccrediting Commission for Community and Junior CollegesAmerican Council on EducationAmerican Association of State Colleges and UniversitiesAssociation for the Study of Higher EducationAssociation of American UniversitiesAssociation of American Colleges and UniversitiesCouncil for Higher Education AccreditationNational Association of Independent Colleges and UniversitiesNational Association of State Universities and Land Grant CollegesNational Institute for Learning Outcomes AssessmentThe eight (8) regional accreditation agencies (Middle States, New England-CIHE, New England-CTCI, North Central, Northwest, Southern, Western-ACCJC, and Western-ACSCU) and, the US Department of Education

After each published Book of Professional Standards in Higher

Education, the CAS Executive Director sends a (1) complimentary copy of

the book to:

ACT

American Indian Higher Education ConsortiumAssessment Conference (of IUPUI – Banta)Association of Catholic Colleges and UniversitiesAssociation of Community College TrusteesAssociation of Governing Board of Universities and CollegesAssociation of Jesuit Colleges and UniversitiesAssociation of Research LibrariesCenter for Higher Education Management AssociationThe College BoardCouncil for the Advancement and Support of EducationCouncil for Christian Colleges and UniversitiesThe Council on Governmental RelationsCouncil of Graduate SchoolsCouncil of Independent CollegesEducational Testing ServiceHigher Education Mental Health AssociationHigher Education Research Institute National Association for Behavior Intervention TeamsHispanic Association of Colleges and UniversitiesNational Association for Equal Opportunity in Higher EducationNational Association of College and University Business OfficersNational Council of University Research AdministratorsWomen’s College Coalition

The CAS Executive Director is authorized to send a complimentary

copy of the Book of Professional Standards in Higher Education and a

complimentary CD of the SAGs to sitting presidents or Executive Directors

of member associations. Instructions in a letter, that will be sent under

separate cover from the CAS Executive Director, will include that the

volume and CD should be transferred to the president’s successor or

retained in their association library.

Each Director of the CAS Board of Directors will receive a

complimentary copy of the CAS Book of Professional Standards in Higher

Education.

The Executive Director should ensure the maintenance of a record of

all complimentary copies issued and report periodically to the Executive

Committee such activity.

Complimentary copies (1 each) of standards and guidelines may be

made

available to presidents or CEOs or corporations of the assessment industry

(Campus Labs, Noel Levitz, Educational Benchmarking (EBI), and Weave.

Member associations, organizations, and corporations may reprint

sponsored functional area standards and guidelines in their organization

journals or other house organs.

When faculty members use the book for class that they are teaching

and order them for the class, the faculty member would receive a

complimentary desk copy.

CAS should assemble a newsletter editor directory so that it can

better communicate with members associations. A comparable directory

should be developed academic preparation programs chairpersons.

Appendix B

RESULTSNew CAS Protocols and Process Assessment

Name

Zack WahlquistDeb BoykinDennis GregoryPaulaGavin HenningDeb GarrettMarjorie Savage

Tony EllisDan BureauMarsha Miller

Loren RullmanTom FlynnKaren AgeeRalph Johnson

What is your current role(s) within CAS?

Alternate DirectorAlternate DirectorAlternate Director, Committee Member, Committee ChairDirectorAlternate DirectorExecutive Committee MemberDirectorAlternate Director, Committee MemberAlternate DirectorDirector, Committee Member, Committee ChairAlternate Director, Committee MemberDirector, Committee Member, Expert MemberDirector, Committee Member, Chaired one of the first two reviewed with the new processAlternate Director, Committee MemberDirectorDirectorDirector

Approximately how many years have you been involved with CAS?

6.86 Years

Approximately how many standards have you reviewed during your involvement with CAS?

18.65 Standards

Which standards(s) have you reviewed for which you are providing feedback via this survey?

General StandardsGeneral Standards, Conference and Events ServicesGeneral StandardsGeneral StandardsGeneral StandardsGeneral Standards, Conference and Events ServicesCampus Police & Security, Transfer Student Programs, FSAPCampus Police & Security, Sexual Assault & Relationship Violence Prevention, Transfer Student Programs, Fraternity and Sorority Advising ProgramsGeneral Standards, Conference and Events Services, Transfer Student Programs, Fraternity & Sorority Advising ProgramsCampus Police & Security, Sexual Assault & Relationship Violence Prevention, Transfer Student Programs, Fraternity & Sorority Advising Programs, Substance Abuse ProgramsConference and Events Services, Campus Police & Security, Sexual Assault & Relationship Violence Prevention, Transfer Student Programs, Fraternity & Sorority Advising Programs, College UnionConference and Events ServicesGeneral Standards, Conference and Events Services, Campus Police & Security, Sexual Assault & Relationship Violence Prevention, Transfer Student Programs, Fraternity & Sorority Advising ProgramsGeneral Standards, Campus Police & Security, Sexual Assault & Relationship Violence Prevention, Transfer Student Programs, Fraternity & Sorority Advising ProgramsConference and Events Services

How helpful were the instructions and information provide to on the implementation of the new CAS protocols?

1 Extremely Helpful - 5 Extremely Unhelpful

1.824

How useful and helpful was the conference call for CAS Directors to review the proposed standards with the committee chair and experts?

1 Extremely Helpful - 5 Extremely Unhelpful

2.153

How useful was the CAS Confluence Wiki resources as you reviewed the proposed standards?

1 Extremely Useful - 5 Extremely Un-useful

2.05

Was there enough time allocated within the CAS protocols for you to complete a full review of the proposed standards?

1 Plenty of Time - 3 Not Enough Time

1.35

Are there other tools or resources that you are aware of, that could have made your participation in the standard review process easier or more productive?

"Would have liked to receive a copy of the changes they were presenting to the board in advance of the meeting."

"Better time management on my part..... even when I set aside time to review for this past meeting, work priorities higher than CAS got in the way.....

And I probably haven't used the wiki enough to become comfortable with it...

These are my issues - not those of CAS!"I don't think so.

Wikis aren't my favorite; I find them cumbersome. I much prefer to work on group projects such as standards reviews with Dropbox Word documents in "track edit" mode. Track edit chooses the color for us and let's us see what others have suggested.

The Wiki is better than not having it, but I'm told there are some amazing new collaboration tools on the market now (free and paid) that might make expert and Director review easier, and the nature/specifics of the changes more apparent. I've noticed many committees do their editing in MS Word so "track changes" can be used and it's just hard on the Wiki. I'm wondering if the Wiki was great when it got created, and technolgy options have caught up?

How easily were you able to use the editing resources on the CAS Wiki Confluence to complete the task of reviewing the proposed standards?

1 Extremely Easy - 5 Extremely Difficult

2.43

How efficient and on task was the Director's meeting at which these standards were reviewed?

1 Completely on Task and Efficient - 5 Extremely Off Task and Inefficient

1.29

Was the Director's meeting at which these standards were review more efficient and on-task than previously experienced under the prior CAS review process?

1 More on Task - 3 Less on Task

1.06

Please describe how substantive the discussion was at the Director's Meeting where these standards were reviewed?

1 Much More Substantive - 5 Much Less Substantive

2.5

Do you feel that the approved standard(s) at the Director's Meeting using the new process were:

1 Much More Robust - 5 Much Less Robust

2.18

How satisfied are you overall with the new CAS protocols and processes?

1 Extremely Satisfied - 5 Extremely Unsatisfied

1.59

Were there any specific frustrations that you can describe related to the new CAS protocols and processes?

The challenge for me is making the time to review the standards on my own. I admit that this is my own issue. With the previous process, I reviewed the standard as part of my

preparation for the meeting. I need to do a better job building the review into my schedule. I don't think this is a big issue, just a transition issue.

If you can't participate in the telephone conference call, you have no idea what is being proposed to the board for approval. Is there a way to provide a transcript of the phone call or highlights?

"The tools are only as good as far as they are used.... I am guilty of not taking the time to use them ahead of time, except for one conference call. The more recent conference calls all fell within spring break....

With the old way, I could sit and review standards the night before the meeting - which I often did. Probably not the best way to operate, but clearly I haven't adjusted to the new way of doing it."I worry about the amount of feedback (or lack thereof) in the new process.

This is a MUCH better process - thanks for the vision in creating it. In my opinion, there is a lot of wisdom in the room to think more deeply about learning, leading, context, education, leadership... with less time "editing" in Director meetings, maybe we could spend more time on high order issues that affect our work, affect how standards are implemented in practice?

The wiki was not a very intuitive tool, so we spent a fair amount of time trying to come up with a way to manage the editing process of the document.

I was traveling during the conference calls and couldn't participate in those--which frustrated me (though maybe not the review committee chairs). I'm fine with sending questions and comments by email and Wiki, but on a conference call the communication is sometimes faster and more direct. I always have questions about why something is there or worded the way it is, and conference calls (in the revision of standards, such as the new General Standards) were very helpful in straightening out my thinking.

Did the time spent at the CAS Director's meeting using the new process seem:

1 Much More Productive and Efficient - 5 Much Less Productive and Efficient

1.6

What changes, if any, would you suggest that could help improve the new protocols and processes?

Perhaps sending the revised document out as an attachment as well as directing everyone to the wiki - where one would have to go to make suggested changes....Perhaps assign directors that are not on revision committees to "feedback teams" and assign them to standards to ensure there are reviewers at that final stage. It was also

suggested that those that review the documents in the wiki should put their name (at least) in as a comment so it will be known that they reviewed the document. Also, someone suggested that the Director review in the wiki should happen at an earlier stage in the process so that their input can benefit the process more effectively.

"Somehow the process for final revisions to the transfer standards seemed backward. We had the conference call before all suggestions were received.

Also, I like hearing others' comments as they make me think about proposed standards in new ways. That said, it appears to be difficult for all on the Board to focus on content rather and copy editing so maybe this process is better. "

The only thing I find difficult is that all standards seem to converge at the same time, and they converge at exceptionaly crazy times on campus (particularly the spring - banquets, commencement, etc.). That is, the conference calls and the review periods are all simultaneous and condensed just before the meetings. If we could stagger them somehow, it woudl be so much easier for a Director and, I should think, we might get more participation and more robust review. Just a thought... All in all, this is GREAT change.

It has been so many years since I actively participated in a review in the old process, it is hard for me to compare the two. As a committee member/subject matter expert on the new process, I can say it worked well for us. (Loren Rullman's leadership of the team also could have contributed to how well it worked.) The wiki was hard to use in managing the document and feedback from Directors. However, we did get some good feedback through the wiki review process. I don't think the conference call was very helpful, but at least we felt comfortable that anyone that wanted to provide input had the opportunity in more than one format. I thought the discussion at the Director's Meeting was thoughtful and on point. I appreciated being included in the process.

"Is there a function of the Wiki that permits extended comments on the ""issues"" that crop up from time to time in the standards and guidelines? Could the problem areas thus be highlighted earlier in the process for directors who are reading the revised standards without the committee's understanding of the history of the changes?"

Appendix C

Member Development Options: a series of training sessions for members that they in turn can build on and take on road,

i.e., conference sessions, local or regional sessions for colleagues, within their own institutions

Topics:Include sample materials that members can modifyAdapting materials to your sessions….

Writing good learning outcome statements Assessing learning outcomes Conducting a Program Review

– Overview of Recommended Process / Best Practices– Establishing and training teams– Gathering evidence/data and using evaluation/rating scales (SAGS)– Producing a quality report– Single function review vs division-wide vs multi-campus

WIKI re-training Ways of structuring conference sessions / presentations at their professional

associations…if you only have 50 minutes, 90 minutes, pre-conference session…and the resources available to you

Panel of best practices and lessons learned

Appendix D

CAS 2012 2013 Budget Approved by CAS Executive Committee 9/15/12‐

Income:Gen & Admin Income:

Dues

FY12 13‐Budget

(Approved 9/15/12)

$16,000.00Interest $30.00Sales Books & CD's Other‐ ‐ $235,000.00

Gen & Admin Income:Transfers to/from Investments: Total Income:

$251,030.00

$251,030.00

Gen & Admin Expenses: Accounting $4,800.00Archives $500.00Audit $2,000.00Awards $2,800.00Bank Charges $12,000.00Board Meetings $21,000.00Contingency/Other $3,330.00Dues & Fees $2,000.00Editors $0.00Exec Comm Mtgs $24,000.00Fulfillment $22,000.00Grad Assistant (Editor's) $2,000.00Insurance $1,300.00Marketing (+ postage/shipping) $43,000.00Office Equipment $1,000.00Outreach Meetings $5,000.00Printing $10,000.00Production of CDs $24,000.00PT Exec Director $32,000.00Public Relations $500.00Rent $12,500.00Research Grant $3,000.00Staff Support $2,000.00Standards Meetings $1,000.00Stratgic Planning $8,500.00Supplies $1,000.00Telephone $2,300.00Travel/Lodging/Food Exec Dir‐ $3,000.00

Website $1,500.00WIKI $3,000.00

Total Gen & Admin Expenses: $251,030.00Projected Income Less Expenses: $0.00