UTMB Faculty Senate

January 13, 2014



I.           The meeting was called to order at 4:30 pm by Dr. Lisa Cain, Faculty Senate Chair.


II.        The Approval of the December 9, 2013 minutes.  The minutes of December 9, 2013, were voted on and approved by email on December 20, 2013.


III.        Provost, VP and Dean’s Report

              Executive Vice President, Provost and Dean, School of Medicine – report submitted by Dr. Jacobs and reported by Dr. Cain.

              VP for Education and Dean, School of Nursing – reports provided by Dr. Watson.

              VP and Dean, School of Health Professions – no report submitted.

              VP and Interim Dean, Graduate School of Biomedical Sciences – report provided by Dr. Niesel.


IV.     Conflicts of Interest, Conflicts of Commitment, and Outside Activities – Craig Conway, JD, Office of Institutional Compliance

                   Mr. Conway presented a PowerPoint presentation.  Listed below are a few highlights from his presentation: 


The Conflicts of Interest Program

Conflicts of Interest (and related areas) at UTMB encompasses:

·       Research Conflicts of Interest – IHOP 6.5.1.

·       Ethical Interactions with Industry – IHOP 6.5.2.

·       Individual Conflicts of Interest and Conflicts of Commitment – IHOP 6.5.3.

·       Institutional Conflicts of Interest – IHOP 6.5.4.

·       Gifts, fundraising, raffles, etc. – IHOP 6.5.5.



IHOP 6.5.3:  Individual Conflicts of Interest, Conflicts of Commitment and Outside Activities   

       Policy Background

  August 2012

·       Board of Regents amended 30104:  Conflict of Interest, Conflict of Commitment, and Outside Activities.

·       Original implementation date was January 2013.

·       UT System incorporated the Regents’ policy into UTS 180.


September 2013

·       Final Policy published.

·       Implementation scheduled for February 2014.


       Policy Basics

·       UT System requirement – standard across all U.T. Institutions.

·       Purpose is to provide transparent system of disclosure, approval, and   documentation of outside activities.

·       Utilizes a website/database operated by U.T. System; employee will input information.


         Prior Approval

              A UTMB employee must obtain prior approval before engaging in an outside activity.

              Who has to get prior approval?

1.     Full-time faculty

2.     Full-time exempt staff

3.     Full-time nurses – except LVNs and nurse assistants.

4.     Full-time nonexempt staff

         – authorized to execute contracts on behalf of UTMB

         – have authority to exercise financial discretion.

5.     Part-time faculty – only if the activity reasonably appears to create a Conflict of Interest (COI).

6.     Part-time exempt staff – only if the activity reasonable appears to create a COI.

7.     Part-time nurses – only if the activity reasonable appears to crease a COI.


What requires prior approval?

1.     All outside employment or other compensated activity.

2.     Service on outside boards – if compensated

3.     Any uncompensated activity or board service that reasonably appears to create a COI or Conflict of Commitment (COC).

4.     Any activity or service on a non-personal outside board that is requesting to be conducted during normal work hours (UTMB time).


Prior Approval Routing Process

       Employee submits prior approval form

       Form route to COI office

              COI Office determines if permissible or not.

              Supervisor approves or denies the activity.

              If not permissible under the policy, employee may not engage in the activity, but may appeal.

              Approved activities may require a management plan PRIOR to starting the activity.

              Approval lasts for one year.



·       Disclosure is retrospective, while prior approval is prospective.

·       Will require certification of previous year’s activities and interests.

·       Additional information may be required.


Information required to be disclosed

·       A description, including the range of compensation or financial interest, of any substantial interest in a business entity that reasonably appears to create a COI (disclose within 30 days of acquiring the interest)

·       A description of gifts over $250 given to you or your immediate family members, but only if the gift reasonable appears to create a COI (disclose within 30 days)

·       Any activity or substantial interest in a business entity of immediate family members that reasonably appears to create a COI


Other Policy Points

              Public display of information

·         Managed conflicts (nature/extent of activity, range of comp, if over $5,000).

·         All information disclosed by Chancellor, UTS Exec. Officers, institution presidents.

UT System is developing the website.  Contact:  www.utmb.edu/coi or coi.in@utmb.edu


V.      Education Metrics – Dr. Steve Lieberman, Senior Dean for Administration

                   Dr. Lieberman provided an Education Metrics handout.   

                            Efforts during FY14:

                                         Expand/modify IT infrastructure:

                                                       All types of student teaching

                                                       All schools

                                                       Interprofessional education efforts

                                         Full year date collection (summer ’13, fall ’13, spring ’14) projections and actuals

                                         End of year “true-up” – differences between actuals and projections → incentive/PBA

                                         Development of quality measures



              Annual updating of methodology to refine system & correct inequities

              Incorporate incentive payments for quality into FCIP


Dr. Lieberman asked that the Senators be ambassadors and share the Teaching Metrics Handout with all faculty.  There were some questions regarding dissertation chair and dissertation committee members, team taught courses, and on-line courses.

Dr. Cain asked that the Governance committee collect input from the Senators on regarding the application of the Teaching Metrics document to their specific departments and faculty.  The Senators should send their input to the Governance chair, who will then provide a report to Dr. Cain. Dr. Cain will send the report to Dr. Lieberman.


VI.     Other Business

              Dr. Graham reported for the IHOP Committee on two policies.  The policy on Selection, Appointment, Roles and Responsibilities, Evaluation, and Training of Department Chairs at Academic Institutions.  The FAC approved and this and is giving the Faculty Governance bodies at each intuitions an opportunity to provide additional input.  The UTSYS FAC Health Affairs reviewed the policy draft and made additional suggestions. Dr. Graham asked the UTMB Faculty Senate for approval of the policy. A motion was made and seconded and approved with no one opposing the policy.

              Dr. Graham discussed the draft Model Policy on Faculty Peer Observation of Teaching.  Please send your comments regarding this policy to Dr. Graham and Dr. Cain. 


The meeting was adjourned at 6:02 pm.