Eastern Oregon University

University Council Student Affairs Committee


March 5, 2010


Present:  Cory Peeke, Tawnya Lubbes, Christy Oliveri, Patti Girrard, Stephen Jenkins, Camille Consolvo, Colleen Dunne-Cascio, Hailey Wolcott,

    Russell Waisanen, An Do, Chris Heidbrink, Andy Weidert

  1. Approval of the Minutes: The Minutes of the February 5, 2010 meeting were approved as revised.
  2. Action Items
    1. Room and Board Rates – Jenkins gave an overview of the proposed room and board rates for 2010-2011. A discussion took place. It was mentioned that an Alikut (ret) category was added. This category is designed for returning students who sign up for next year. There will be a rate freeze at this year’s rate. It was asked whether or not a fee waiver for those desiring to remain in the residence halls during breaks could be considered. Jenkins indicated that it would be required to have RAs on staff if residents are in the halls so there would be staffing costs as well as utility costs. Jenkins indicated that he would look at the fees and the request. A question arose regarding whether or not students that previously lived in the residence halls and left but want to return, would the freeze rate apply to them as well? Yes. A motion was made and seconded to approve the 2010-11 Room and Board Rates.
    2. Facilities Use Policy – Jenkins gave an overview of the proposed Facilities Use Policy indicating that the current policy is quite old, terribly written and not applicable to the current uses. The policy was redrafted and categories of use were paired down to only five (5). A discussion took place. Jenkins is requesting input from the committee. Any comments should be forwarded to Jenkins. The policy will be forwarded to legal council for review while committee reviews. We will also check to see if there are OARs associated with this policy.
    3. Spring term meeting dates – it was determined that the committee will meet on April 9, and every two weeks thereafter (April 23, May 7 and 21, and June 4). The meetings will be held from 3-4:30 p.m.
  3. Information Items/Updates
    1. Approved Policies – the Medical Withdrawal Policy, Missing Persons Policy, and the Classroom Decorum revision were submitted to University Council and approved. University Council submitted the policies to Faculty Senate for review. During Faculty Senate there was a discussion regarding the formation of an executive committee for policies with a 3rd party. The objective is to facilitate better communication between groups. The Director of Student Relations will notify the campus community of the implemented policies. The Classroom Decorum website will be revised and will include contact information if there are any questions.
    2. Time, Place, and Manner Policy – went to University Council last week and was approved and forwarded to Faculty Senate. The Policy was approved.
  4. Discussion Items
    1. Budget and Planning – Jenkins mentioned that Student Affairs submitted ten (10) program initiatives and four (4) were approved. Two of which are OrgSync and Map Works software programs.
      • Map Works will be utilized for first year students and retention. Students will be asked to complete a 15 minute survey. Their responses will be entered into the program and a profile of the student’s potential risk and success. It will allow for specific staff (HUM facilitators, advisors, etc.) to be aware of the potential risks and allow for earlier intervention. There is a comment section that will allow staff to comment on efforts made and strategies implemented for the student’s success. It is web based and will require a login. The Retention Advisory Group will be looking at the program and will identify how to implement the program campus wide.
      • OrgSync is a management system for clubs and organizations. Features include a calendar for events, a financial system, opportunities for student organizations to have their own section and website, it connects to facebook, paypal, election opportunities, polling, and provides an opportunity for co-curricular transcripting. All students (including online) will have 24/7 access. Security is provided by the company. Students will provide information that is entered into OrgSync. The University does not have to provide any information. A discussion took place. It was asked whether or not there would be a Video Conferencing option. The company is looking into providing the option.

It was mentioned that both programs will be implemented by the end of the summer. It was also mentioned that the programs are not cheap. It was mentioned that it will only take 2 ½ students to be retained to pay for the MapWorks program.

  1. For the Good of the Order
    1. Men’s and Women’s Basketball championship berths will be telecast on campus. Women will play on Wednesday and men will play on Thursday.
    2. Track and Field will be at the Nationals Monday and Wednesday.


The meeting was adjourned at 3:55 p.m.


Minutes submitted by Colleen Dunne-Cascio


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