UTMB Faculty Senate
October 10, 2005
Caduceus Room 4:30 p.m. – 6:00 p.m.
Members Present: T. Albrecht, J. Alperin, W. Au, S. Ayachi, C. Baker, C.
Boodley, B. Budelmann, B. Camune, A. Cass, C. Christiansen, E. Cuellar, D.
Freeman, J. Gallagher, P. Gallagher, K. High, N. Hughes, R. Johnson, R.
Leonard, S. Leitch, K. Mossberg, M. Olson, V. Parisi, C. Phillips, L.
Primeau, R. Rahr, K. Rasmussen, J. Stobo, S. Weaver, and M. Winter.
I. Approval of Agenda of 10/10/05
II. Approval of Minutes of 08/08/05
III. President’s Comments – Dr. Stobo
• In the aftermath of Hurricane Katrina, UTMB saw 500 people and admitted
50. UTMB also ran a clinic for 14 days at Moody Memorial First United
Methodist Church and spent several days planning for the care of evacuees to
be housed on cruise ships in the port of Galveston which ultimately did not
• We were able to watch Hurricane Rita develop. On Tuesday, September 19,
students from all four schools and non-essential employees were let go to
prepare for evacuation. As of Wednesday morning, UTMB had 427 patients who
were either discharged or evacuated in a 12-hour period. UTMB estimates that
91 ambulances, 32 helicopters, 5 planes, and numerous public and school
buses were involved in the first full evacuation of the institution’s
• Approximately 170 patients went to Seton in Austin and 32 to the UT Health
Center in Tyler. Patients were given discharges orders/notes.
• The day before the storm approximately 250 employees left campus, 130 of
whom evacuated on two C130s. Approximately 400 faculty and staff volunteered
to remain in order to provide emergency health care services and preserved
vital functions within the institution. The emergency room remained open and
was used to care for the fire victim rescued from Saturday’s fire.
• Dr. Parisi evacuated to Dallas/Fort Worth and worked with our evacuees
• The institution remained in emergency mode until Tuesday morning. Clinics
reopened on Wednesday.
• The total cost of the evacuation is estimated to be in the $25-30 million
range. The institution is using appropriate means to try to recover costs.
• Dr. Stobo reported that the institution’s budget shortfall is $25 million.
Operating margins are very thin, operating revenue vs. operating expenses.
Our debt to equity ration exceeds the benchmark. UTMB received a $50 million
cut from the legislature. The institution is applying with FEMA, state and
federal government to recap the shortfall.
• As a result of the evacuation, the institution has built a better
relationship with city government and city planning.
• Karen Sexton was appointed to the Governor’s Task Force for Evacuation
IV. Chair’s Comments – Dr. Winter
• Dr. Winter asked the Faculty Senate for a volunteer to serve on the
Institutional Educational Effectiveness Committee (IEEC). Barbara Camune
volunteered to serve.
• Dr. Winter also asked the Faculty Senate for a volunteer to serve on the
Computing Standards Advisory Group. Raleigh Johnson volunteered to serve.
V. Chair-Elect Comments – Dr. Baker
• Christine Baker advised that she had just returned from the two-day
Faculty Advisory Council meeting in Austin. Dr. Baker attended presentations
from the Vice-Chancellors, and other presentations on the budget and
planning process for the Board of Regents. Numerous UT System components
reported activities on their campuses related to: 1) hurricane evacuees, 2)
effective teaching and enhancing faculty development, 3) progress on SACS
self studies, 4) bridge funding opportunities and local resources and money
for grants. Reports were provided from the various UT components on
system-sponsored ORP contributions, ranging from 6 ˝% to 8 ˝% (UTMB
Galveston is 8 ˝%). Phased-in retirement opportunities were also discussed.
Governance, academic affairs and student outcomes, faculty quality, health
affairs, and Family Medical Leave Act (FMLA), including maternity leave were
some other topics that were discussed and will be further researched by FAC
VI. Past Chair’s Comments – Dr. Budelmann
• Dr. Budelmann asked the Senators to please promote the Faculty Lounge.
The Faculty Lounge was a special project of the Faculty Senate. The Faculty
Lounge is open to all Faculty. As part of the grand opening, there will be
no membership fee until the end of October. Beginning in November, Faculty
must be a member to have access. Monthly dues will be $20 per month.
Interested Faculty may find and complete a membership application by going
to the UTMB website at www.iUTMB.edu/facultylounge. Faculty are encouraged
to email comments regarding the Faculty Lounge (specifically
changes/improvements they would like to see) to any member of the Executive
Committee (Winter, Baker, Budelmann, Rahr, Camune, or Boodley).
VII. Task Force Research Enterprise – William New
• William New gave a Research Services Update by PowerPoint presentation.
• Regarding issues in service, Mr. New reported that he had met with a
number of Department Chairs and Principal Investigators and that there is a
theme to the issues that need improvement. Issues for improvement include
the need for better communication between the research community and
research administration, better financial accounting to departments,
effective pre-award advice and support, effective new award setup and
reporting out and terminating old grants, and a more systematic approach to
the evaluation of cores and centers. Additional goals would be to establish
a stronger stability in the research services organization and to reduce
staff turnover; to provide a mechanism for a regular critical assessment of
institutionally-sponsored research activities, “internally funded” or
“departmental” research; and mechanisms to assure the best use of internal
resources (space and funding) to support the research programs.
• Mr. New reported on his work with an Ad hoc Research Space Committee
comprised of senior UTMB faculty. The goal of the group is to propose a
space policy which will clarify the criteria for assigning more space or
reassigning space and describe the process for requesting more space. The
group will also recommend to UTMB management processes by which to involve
faculty in long-term space planning.
• Regarding issues in compliance, Mr. New advised the Faculty Senate that
the UT System is quite focused on the Level of Effort Certification and that
all UT components are aggressively developing strategies to improve Level of
Effort reporting. Most Academic Medical Centers are scrambling also. Ann
Elbert is working with the department administrators in reviewing all FY05
certifications to fix last year’s problems and to bring our reporting
current. There will be training for all involved with the Level of Effort
process, including Principal lnvestigators.
• Mr. New advised that in regards to the Research Services Organization,
directors are well informed on issues and are competent. Staffing turnover
is still a problem, but not as much as a couple of years ago. It is
difficult to perform to one’s personal standards because the working
conditions have been aggravated by a poor PeopleSoft installation creating
an unstable environment where reconciling financial data and handling
day-to-day activities is a struggle, with staffing shortages and the impact
that turnovers all occurring in a two-year period where UTMB’s funding grew
by 50%. This has been a challenging environment to manage in, and his
directors have done admirably. He is currently working with the Research
Services Directors to fill vacancies to improve the working environment. The
PeopleSoft systems are gradually improving, but it will take another year or
more before the grant modules work as we wish and all the financial data is
up to the standards we wish.
• In regard to expanded services, Mr. New reported that he would like to
develop a resource to support clinical trials and other resources to support
large, cross departmental grant submissions. While Research Services can do
anything, they can’t do everything and the current focus should remain on
improving the basic administrative services organization that supports grant
submissions and administration. Once this basic business is improved, he
will seek to expand services to support the research faculty in new ways.
VIII. Conflict of Interest (COI) Policy Revisions – Wishon/Perachio
• Dr. Adrian Perachio and Angela Wishon gave the Faculty Senate an update
on Conflict of Interest policy revisions. The Senate was provided with
copies of the Conflict of Interest Committee, Points to Know about the
Conflict of Interest and Commitment Policy, Proposed Changes to Conflict of
Interest and Commitment Policy, UTMB Conflict of Interest and Commitment
Policy Revision Matrix, Conflict of Interest Disclosure Forms Review
Process, and the Conflict of Interest and Commitment Policy.
• They advised the Senate that the COI Committee is trying to be proactive
and are trying to address conflicts before they occur.
IX. Senate Business
• Dr. Parisi advised the Senate that a reorganization of the Dean of
Medicine’s office had been completed.
• Dr. Parisi gave the Senate a PowerPoint presentation of the Proposed UTMB
Austin Governance Structure. Dr. Stobo is serving on the search committee
for the UT Austin presidential search.
• Dr. Christiansen congratulated Dr. Beach on an outstanding Best Practices
Teaching Retreat and encouraged others to express appreciation to him and
the members of the planning committee.
Senators’ and Faculty Concerns – Update
• No new concerns were received.
Meeting adjourned at 6:05 p.m.
Committee Meetings followed.
Next Faculty Senate Meeting: November 14, 2005 at 4:30 p.m. in the