CONTACT INFORMATIONFor the person completing this report.
NameLisa Warren
EmailEmail hidden; Javascript is required.
INFORMATION ABOUT THE BOARD
Official Name of the BoardAssignment Advisory Group (aka AAG)
Effective date of establishment12/2015
Authorizing Body or OfficialBOR Policy
Type of BoardStanding
Board Reports To (if applicable)Chancellor
Purpose

The Assignment Advisory Group (AAG) consists of four members, including the Chancellor, the Executive Vice President and Provost, the Faculty Senate Chair and Faculty Senate Vice Chair. The AAG's role is to officially commence the formal review process for new and revised policies and rules, and to assign them to either the Administrative Track or the Academic Track to focus the vetting process. The AAG designates which representative and other official university constituencies ("Review Groups") will be asked to officially provide review and comment relative to each proposal. (Note: any member or group from the university community is welcome to provide review and comment, whether formally assigned by the AAG or not.)

Scope of ImpactSystem
Authority

The AAG is responsible to make decisions which determine the path(s) that policy and rule proposals will follow during the Review and Comment period. (See ARP, Rule 1.10, Part 6. Sections C. 1. and 2.)

Chair for 2016-17 Academic Year
MEMBERSHIP
NameGarrey Carruthers
FirstGarrey
LastCarruthers
EmailEmail hidden; Javascript is required.
Co-Chair for 2016-17 Academic Year
Was there a co-chair for 2016 - 2017?No
NameGarrey Carruthers
Chair for 2017-18 Academic Year
FirstGarrey
Co-Chair for 2017-18 Academic Year
LastCarruthers
EmailEmail hidden; Javascript is required.
Is there a co-chair for 2017 - 2018?No
Additional Membership Details
What university function/office is responsible for appointments?

Regents Policy 1.10 and corresponding Rule 1.10 designate the four university officials who make up the AAG (Chancellor, EVP/Provost, Faculty Senate Chair and Vice Chair. The University General Counsel or designee provides procedural guidance and administrative support to the AAG.

Members are appointed byBy Position
Position appointment description

The membership consists of the Chancellor, the Executive Vice President and Provost, the Faculty Senate Chair and Faculty Senate Vice Chair. (See ARP, Rule 1.10, Part 6, Section C.) General Counsel attends the meetings to provide procedural guidance and administrative support.

Is membership representative?No
What are the terms of appointment?

n/a determined by position appointment

Are terms staggered?No
Are members subject to reappointment?Yes
Please explain the conditions under which members are subject to reappointment.

Membership will change in accordance with who holds the position appointments.

List board members for the 2016-17 academic year:For each member, provide name, title and college/department affiliation under the appropriate heading below (i.e. voting member OR ex-officio/non-voting member).
What is the process for filling vacant positions?

n/a

What is the process for selecting a chair?

Decisions are made by majority vote, with the Chancellor's vote controlling in the event of a tie. Technically, there is no chair.

Number of voting members4
Number of ex-officio/non-voting members0
Voting Members
Voting Member 1
Voting Member 1 NameGarrey Carruthers
FirstGarrey
LastCarruthers
TitleChancellor
DepartmentOffice of the Chancellor
Voting Member 2 NameDan Howard
Voting Member 2
FirstDan
LastHoward
TitleExecutive Vice President and Provost
Voting Member 3
DepartmentOffice of the Provost
Voting Member 3 NameChristopher Brown
FirstChristopher
LastBrown
TitleFaculty Senate Chair
Voting Member 4
Voting Member 4 NameRolfe Sassenfeld
DepartmentFaculty Senate
FirstRolfe
LastSassenfeld
TitleFaculty Senate Vice Chair
DepartmentFaculty Senate
Voting Member 5
Voting Member 6
Voting Member 7
Voting Member 8
Voting Member 9
Voting Member 10
Voting Member 11
Voting Member 12
Voting Member 13
Voting Member 14
Voting Member 15
Voting Member 16
Voting Member 17
Voting Member 18
Voting Member 19
Voting Member 20
Voting Member 21
Voting Member 22
Voting Member 23
Voting Member 24
Voting Member 25
Voting Member 26
Voting Member 27
Voting Member 28
Voting Member 29
Voting Member 30
Voting Member 31
Voting Member 32
Voting Member 33
Voting Member 34
Voting Member 35
Voting Member 36
Voting Member 37
Voting Member 38
Voting Member 39
Voting Member 40
Voting Member 41
Voting Member 42
Voting Member 43
Voting Member 44
Voting Member 45
Voting Member 46
Voting Member 47
Voting Member 48
Voting Member 49
Voting Member 50
Voting Member 51
Voting Member 52
Voting Member 53
Voting Member 54
Voting Member 55
Voting Member 56
Voting Member 57
Voting Member 58
Voting Member 59
Voting Member 60
Voting Member 61
Voting Member 62
Voting Member 63
Voting Member 64
Voting Member 65
Voting Member 66
Voting Member 67
Voting Member 68
Ex-officio/Non-Voting Members
Ex-officio/Non-Voting Member 1
Ex-officio/Non-Voting Member 2
Ex-officio/Non-Voting Member 3
Ex-officio/Non-Voting Member 4
Ex-officio/Non-Voting Member 5
Ex-officio/Non-Voting Member 6
Ex-officio/Non-Voting Member 7
Ex-officio/Non-Voting Member 8
Ex-officio/Non-Voting Member 9
Ex-officio/Non-Voting Member 10
Ex-officio/Non-Voting Member 11
Ex-officio/Non-Voting Member 12
Ex-officio/Non-Voting Member 13
Ex-officio/Non-Voting Member 14
Ex-officio/Non-Voting Member 15
Ex-officio/Non-Voting Member 16
Ex-officio/Non-Voting Member 17
Ex-officio/Non-Voting Member 18
Ex-officio/Non-Voting Member 19
Ex-officio/Non-Voting Member 20
Ex-officio/Non-Voting Member 21
Ex-officio/Non-Voting Member 22
Ex-officio/Non-Voting Member 23
Ex-officio/Non-Voting Member 24
MEETINGS & ADMINISTRATIVE SUPPORT
What university office/function provides administrative support to this board?

University General Counsel (aka UGC)

What are the requirements for the number of meetings to be held annually?

AAG meetings are typically monthly, and precede University Administrative Council meetings by several days.

Was the requirement for the number of meetings met?Yes
List of Meeting Dates

July 11, 2016
August 5, 2016
September 9, 2016
October 3, 2016
November 4, 2016 [met electronically]
December 2, 2016
January 6, 2017 [met electronically]
February 10, 2017
March 8, 2017
April 6, 2017

The AAG did not meet in May or June of 2017.

Major Accomplishments

The policy and rule proposals developed by members of the university community during the past academic year, received by the Assignment Advisory Group (AAG) to initiate the formal review and approval processes, are listed below. The guidance provided by the members of the AAG, to assign to either the academic or administrative track, and to seek review/comment from relevant university stakeholders, helps to streamline the process which culminates in final consideration and action by the Board of Regents (policies) or by the Chancellor (administrative rules/procedures).

It is an accomplishment in and of itself that many proposals are moving forward again. The number of complex or controversial policies/rules/procedures which have been able to be updated since the establishment of the AAG and review/comment protocols evidences the need for streamlining the reviews by the relevant stakeholders. In the past, proposals were not able to reach final completion, due to a perception that all NMSU constituencies must review all proposals, and if there was disagreement amongst different groups or individuals, that the proposal should not move forward for a vote.

July 11, 2016:
Proposed new Rule 2.89- Use of Preferred Name. At time of this report: this new rule has been adopted.

August 5, 2016:
Proposed new Rule 15.14 - Faculty Credentials. At time of this report, this new rule has been adopted.

Proposed amendment to policy 5.94.20, Intellectual Property and Patents, renumbered as 11.05, Intellectual Property Management. At time of this report, the amendment, superseding former Policy 5.94.20, has been adopted.

Proposed substantive amendment to Rule 5.94.20 - Intellectual Property and Patents, renumbered as Rule 11.05 - Intellectual Property Management. At time of this report, the amendment, superseding former Rule 5.94.20, has been adopted.

September 9, 2016:
Proposed amendment to Regents Policy 2.37 - Investment Management, re-numbered as 13.10. At the time of this report, the amendment has been approved.

Proposed New Regents Policy 17.00, Athletics. At time of this report: the proposed new policy has been adopted.

Proposed amendment to Rule 7.08 - Employee Health Center (revised to Employee Assistance Program). At time of this report, the amendment has been approved.

Proposed amendment to Rule 7.20.42 - Faculty Care Leave. At the time of this report, this amendment has been approved.

Proposed New Rule 16.20- Unmanned Aircraft Systems (aka Drones), regulating drones on campus. At time of this report, this new rule has been adopted.

October 3, 2016:
Proposed amendment to Rule 2.37-Investment Management, re-numbered as 13.10. At time of this report, this amendment has been approved.

Proposed repeal of Rule 4.40 - Layoff/Financial Exigency. At time of this report, the proposed repeal has been approved.

Proposed amendment to Regents Policy 1.05.20 to repeal Section E. At time of this report, this amendment has been approved.

November 4, 2016:
Amendment of Regents Policy 4.65, Security Clearance (Department of Defense). At time of this report, this amendment has been approved.

December 2, 2016:
Proposed New Regents Policy 10.00, Administrator Rights and Responsibilities. At time of this report, this new policy has been adopted.

Proposed Amendment to Rule 2.36 - Payment Card Industry- Data Security Standards. At the time of this report: this amendment has been approved.

January 6, 2017:
Proposed substantive revision to Rule 5.25.15 - Faculty Compensation upon Promotion. At the time of this report, and based on feedback received during the Review and Comment period, the faculty compensation rules were re-numbered 5.25 through 5.31, with additional proposed amendments within Rule 5.25 - Faculty Compensation-Adjustments, and within the original proposal 5.25.15 (re-numbered to 5.27). At time of this report, the amendments Rules 5.25 and 5.27, as well as the re-numbering of the other faculty compensation rules, has been approved.

February 10, 2017:
Proposed non-substantive amendments within Title 1 to Regents Policy Manual editing and restructuring the material, to facilitate future transition to web based policy manual. Policies affected were: 1.00, NMSU History and Mission, 1.01, Establishment and Mission, 1.02, BOR Authority and Responsibility, 1.03, Regents Committees, 1.04, Regents Awards and Recognition, 1.05, BOR Other Policies, and 1.06 NMSU Seal, as well as companion proposals to move or re-number current policies. At time of this report, all amendments have been approved.

Proposed New Regents Policy 2.00, Organizational Charts and Reporting Relationships. At time of this report, the new policy has been adopted.

Proposed repeal of Rules from Chapter 1 of the Administrative Rules and Procedures of NMSU (the ARP), due to duplication in the Regents Policy Manual (RPM). At the time of this report, the proposed repeal(s) have been approved.

Proposed New Rule 15.50 - Management of Health Information - HIPAA Compliance. At the time of this report, this rule has been adopted.

Proposed Revised Rule 6.55 - Distance Education. At the time of this report, this revised rule has been approved.

March 8, 2017:
Proposed new rule 6.67 requiring experiential learning component for academic programs - At the time of this report, this proposal has not been acted on by the Faculty Senate.

Proposed Amendment to Rule 6.26 - Credit Hour Calculation; Class Schedules and Catalogs - At the time of this report, the amendment has been adopted.

Three proposals for new Rules 14.69 - University Academic and Business Travel, 16.69 - Requirements for University Related International Travel, and 16.70 - Education Abroad, collectively re-structuring and substantively revising current Rules 2.69 -Travel, 2.69.1 - International Travel Generally, and 2.69.2 - International Travel in Countries Subject to U.S. Travel Warnings. At time of this report, these proposed amendments remain pending.

April 6, 2017:
Joint proposals for new Rule 5.10 - Student Academic Code of Conduct - Academic Integrity; and new Rule 5.11 - Procedures for Responding to Allegation(s) of Student Academic Misconduct are proposed to substantively revise the current Student Code of Academic Conduct. At time of this report, the six week review and comment period will run in mid-July, feedback will be addressed/incorporated into the drafts and will be submitted to the Faculty Senate in the Fall of 2017 for its consideration and action.

Proposed amendment to Rule 5.45.10 - Department Head Leaves, for clarity and consistency with amendments reducing leave accrual rates as adopted the previous year via amendments to other benefit policies/rules. At time of this report, the amendment has been adopted.
END OF REPORT


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