MINUTES OF THE MEETING OF THE ADMINISTRATIVE BOARD OF THE GRADUATE SCHOOL

December 11, 1997

PRESENT: George T. Barthalmus, Salah M. Bedair, Fonda J. Daniels, Edwin R. Gerler, John G. Gilligan, Bruce Hammerberg, Margaret F. King, Charles R. Knoeber, John R. Kolb, Elana L. Leithold, Charles D. Livengood, Carolyn R. Miller, John C. Park, C. David Raper, Jr., Robert S. Sowell, Paul Tesar, Beth E. Wilson and Nanda W. Irons (Recorder)

ABSENT: Abdel-Aziz Fahmy, Thoyd Melton, Daniel L. Solomon, Debra W. Stewart,

GUESTS: D. Mason Pharr, 1997-98 Administrative Intern in the Graduate School; D. Lester Holley, Jr., Director of Graduate Programs, Department of Forestry

1. The minutes of the November 20, 1997 meeting were approved.
   
   
2. Announcements:
   • Dean Debra Stewart was absent from today's meeting since she was traveling in Taiwan and Hong Kong for the purpose of organizing NC State alumni in those areas. Dr. Robert Sowell conducted the Board meeting in her absence.
     
     
   • Dr. Salah M. Bedair has been reelected to represent the College of Engineering on the Board for a second term, continuing through December, 2001.
     
     
   • A summary sheet was distributed showing responses received from colleges and departments to date, regarding their preferences for continuing the requirement of a Graduate School Representative at their doctoral oral examinations. Departments and programs which have not responded are required to have a Graduate School representative assigned to all doctoral committees and present at all doctoral oral examinations until the Graduate School is notified otherwise.
     
     
   • The "Policy on Social Security Exemption for Graduate Students," as stated in a memorandum dated November 25, 1997, addressed to Deans, Directors and Department Heads, from Brian Simet in the Payroll Office, will be rescinded.
   
   
   
3. Approval of the Awarding of Graduate Degrees at the Fall (December 17) 1997 Commencement

   A motion was made and seconded, and passed that the Board approve the awarding of graduate degrees at the December 17, 1997 Commencement to those candidates identified by the Graduate School as having successfully completed the requirements for their respective degrees.

4. Request for a Master of Science degree candidate in Forestry to receive a very long extension of time to complete his degree

   Dr. D. Lester Holley, Jr., Director of Graduate programs in the Department of Forestry, presented a request to the Board from a former student, who began a Master of Science Program in Forestry in 1981, to receive an extraordinarily long extension of time in which to complete his degree. Because of the extenuating circumstances, combined with the fact that the student and his department have worked out an acceptable plan for additional course work and the writing of a thesis, a motion was made, seconded and passed to approve a time extension until December, 1999. The student will be required to file a new application for admission and a new plan of graduate work.

5. Recommendation from Committee Developing Guidelines for Electronic Submission of Theses and Dissertations

   Dr. C. David Raper, Jr. presented the following recommendation to the Board from the Committee Studying Electronic Submission of Theses and Dissertations:

   "In an attempt to encourage students to submit their theses and dissertations electronically, the Committee to Study Electronic Submission of Theses and Dissertations has made the following recommendation to be forwarded to Vice Provost and Dean Debra W. Stewart and then to the Administrative Board of the Graduate School for their approval:

   If a student submits his/her thesis or dissertation electronically, that student will not have to submit three hard copies to the Graduate School as is currently required.

   This recommendation is intended to bridge the transition period between the current requirement of the submission of three final hard copies and possible future mandatory electronic thesis and dissertation submission."

   After discussion, a motion was made, seconded and passed to approve the recommendation. Note that departments/committees may continue to require hard copies of theses and dissertations.

   Students should be reminded, when submitting theses and dissertations electronically, to use a high quality scanner to ensure excellent resolution of pictures, especially microscopic sample photographs, so that these images can be downloaded at a sharp resolution level. Advisory Committees should check the resolution quality of the on-line thesis or dissertation as a part of the approval process.

6. Definition/appointment requirements for Graduate Teaching, Research, and Service Assistants and Graduate Fellows

   Dr. Sowell distributed a third draft, dated 12-11-97, of an information handout regarding definitions, appointment requirements, eligibility for benefits, and responsibilities for Teaching Assistants (TAs), Research Assistants (RAs,) and Service Assistants (SAs), and Graduate Fellows. He pointed out revisions made since the last draft and asked Board members to discuss them with their constituents in the colleges/departments and return with comments and suggestions at the next Board meeting.

7. Course Actions:
   

   TE (MAE/ECE) 617	Multivariable Linear Systems Theory, 3(3-0) - New course.	Approved.
   ANT 516	Introduction to Qualitative Research Methods, 3(3-0) - New course.	Approved.

   
   
8. Next Scheduled Meeting:

   January 8, 1998
   10:00 a.m. to 12:00 noon
   Alumni Conference Room