FPC Meeting- November 17, 2025

FPC Meeting Minutes 1.26.2026.docx
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  Fpc meeting minutes 11 17 2025
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  Fpc meeting minutes 1 26 2026
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  FPC Meeting — November 17, 2025

  Time & Location: 2:00pm, Rosenberg Room

  Attendees

  • Chair & Chair Elect: Tara Mathien, Caitie Gallingane
  • HDOSE: Sara Jean-Philippe, Tuuli Robinson, Melissa Mariani
  • SESPECS: Katy Chapman, Kyena Cornelius, Hannah Matthews, Alyce Kay Emery
  • STL: Sara Smith, Brady Nash, Avery Closser, Lori Dassa
  • Guests: Helena Mawdsley, David Miller, Albert Ritzhaupt, Swapna Kumar
  • Attended Via Zoom: Magdi Castaneda
  • Absent: Nelson Brunsting, Lindsay Byron

  Welcome & Approval of Agenda

  Meeting called to order at 2:03 pm. Motion to approve agenda by Brady Nash at 2:05 pm. Caitie Gallingane and Sara Smith seconded with consensus of the group. No abstentions or objections.

  Approval of Last Meeting’s Minutes (October 20, 2025)

  Motion to approve October minutes by Kyena Cornelius at 2:08 pm. Seconded by Brady Nash and approved by consensus of the group. Minutes stand approved at 2:08 pm.

  Announcements / Reminders

  • N/A

  Deans’ Reports

  Associate Dean Thomasenia Adams

  • Grant activity for fiscal year starting 7/1/25: 62 proposals submitted, 22 awarded, $4.4 million awarded
  • Teacher/Scholar of the Year award application due to OER by Nov 20
  • Committees in process with faculty development:
    • Tenure & Promotion committee
    • Sabbatical and PDL committee — reviewing applications; updates expected Nov 20
  • PTR process is active for next cohort of faculty members
  • OER is offering a session with Jim Burke (Advancement office) on Nov 19 at 11:00am in the Rosenburg Room
    • Focus: how to translate research for private donors and foundations, relationship-based funding, and telling your story
    • Avery Closser asked if the session will be recorded — Dean Adams will look into it

  Associate Dean Elayne Colón (Updates via Tara Mathien)

  • EduGator Central: Lori and Jordan attended recent FASPA conference representing online undergrad and grad programs
  • Scholarships: EduGator Central is working with the Dean’s office to establish faculty scholarships; portal opens mid-spring for fall. Questions: contact Dean Colón or Aaron Ganas
  • SAM initiative: implementation underway with trainings and meetings. Questions: contact school office manager, graduate coordinator, or Aaron Ganas
  • Advisor I position open; closes Nov 20. Share with recent grads or other interested parties

  Associate Dean Erica McCray (Updates via Tara Mathien)

  • Personnel Affairs:
    • Met with faculty mentors to discuss strategies for new faculty and mentors; building a resource hub including effort reporting; drafted a research guide for post-docs
    • Core HR has established return-to-work exception requests; search committees running business as usual. Questions: contact Associate Dean McCray or Ellen Young
  • Community engagement: Thank you to those who participated in the Halloween recess and door decorating contest
  • International Education Week events:
    • COE International Fair: Nov 18, 11:30am–2:00pm, Norman Conference Center
    • Global Trivia: Friday, 11:00am–12:00pm, Norman Conference Room

  Dean Glenn Good (Updates via Tara Mathien)

  • Updates saved for a future conversation

  Invited Guests: Kayla Sharp & Domenic Durante — Accessibility Requirements for Spring Courses

  Background

  • Tara Mathien: Accessibility is a front-and-center issue. Guests invited to share guidelines and support resources for faculty
  • Domenic Durante: Assistant Director of Educational Programs; Title II regulations require websites and online courses to be accessible
  • Kayla Sharp: Assistant Director of Operations

  Website Accessibility (Kayla Sharp)

  • Transitioning sites to a new theme with accessibility features; current theme does not meet all WCAG 2.1 AA guidelines
  • Hiring a part-time accessibility expert to assist
  • April 24 deadline applies across the university; includes PDFs and external links
  • Auditing sites and will send content lists to school directors for review
  • Not enough time to audit all PDFs and images manually
  • If you have content that must remain on your site, email kaylasharp@ufl.edu
  • Text embedded on existing sites will carry over during migration
  • Requirements include proper heading structure and navigability
  • Areas of concern: diagrams, graphs, charts
  • For questions or concerns about the website, submit a Help Desk ticket or email Kayla directly

  Canvas Course Accessibility (Domenic Durante)

  • Online courses must also meet accessibility standards; many courses already comply
  • Recommendations:
    • Clean up old course materials
    • Run TidyUP to scan your course for inaccessible files
    • Use SensusAccess to convert non-compliant PDFs to accessible formats
    • Ensure all videos have closed captions — including announcements, icebreaker videos, and student introduction videos
    • YouTube has auto-captioning available
    • URL links must be hyperlinked with descriptive text (not raw URLs) for screen reader compatibility
    • Transcripts required for all recordings; audio feedback can be converted to transcripts
    • Individual video feedback to one student does not require captions; feedback to multiple students must follow accessibility best practices
  • Support available:
    • Webinars, open office hours, and video tutorials
    • Upcoming webinar on TidyUP
    • Contact the Help Desk (ticketed system; link in website footer)
  • Accessibility target is 100%; document your progress and efforts
  • Focus on spring courses first; start now so you can potentially work on improvements in December
  • Use Ally (in Canvas instructor tools) to check accessibility scores
  • Policy goes into effect April 24, 2026; the institution — not individual faculty — is liable
  • Spring will include additional webinars and office hours; work will continue beyond April each semester

  Q&A Highlights

  • Albert Ritzhaupt raised concern about marketing content (e.g., EdD program materials) being removed without approval; Kayla confirmed it is case-by-case and part of a larger conversation with the communications team
  • Swapna Kumar: concern about HTML content converted to PDF and course descriptions potentially lost; Kayla will alert the team to move EdTech PDFs back over
  • Helena Mawdsley: asked about other university resources; Domenic will share a list by email, including SensusAccess
  • Tara Mathien: bring this information back to your schools and make sure the message reaches doctoral students

  Discussion and Action Items

  Committee Discussion Follow-Up — Tara Mathien

  • Thank you for updating the committee makeup document
  • FPC website and committee pages will be undergoing updates; review your committee webpage and send a list of needed changes to Tara Mathien, Caitie Gallingane, or Eve Kung by Dec 3. Changes will be reviewed at the Dec 4 meeting

  Committee Updates

  • Budgetary Affairs (Tuuli Robinson): Has not yet met. Frequency is up to the committee based on volume of activity
  • College Curriculum (Caitie Gallingane): New curriculum system transition underway; current system shutdown and migration timeline unknown. If you have not submitted a new request, wait until January. Training on Zoom held last week (2 hours); additional trainings available
  • Faculty Affairs (Nelson Brunsting, absent; update via Albert Ritzhaupt): Met in October; discussed revisiting T&P guidelines and alignment with PTR; decision to keep them separate
  • Lectures, Seminars & Awards (Magdi Castaneda): Reviewing doctoral dissertation advising award nominations; committee meeting Friday to discuss selection. Suzanne Chapman is alternate on the FPC
  • Long Range Planning (Kyena Cornelius): Will be reviewing the strategic plan
  • Research Advisory (Hannah Matthews): Reviewed Seed Fund grant; 9 applications received, 6 forwarded. Feedback being compiled; next steps include spring awards
  • Technology & Distance Ed (Katy Chapman): Met Nov 12; discussed accessibility. Using Clipchamp for weekly videos with closed captions. Upcoming spring webinars: AI in courses (Jan 14/15 with Balser); AI with legal literacy or agentic AI (February with Chris Thomas and others); student AI use discussion (March). Next meeting: Dec 3
  • Elections Committee (Nelson Brunsting, Hannah Matthews, Sara Smith): N/A

  Discussion: PTR Process & FEA System Issues (Albert Ritzhaupt)

  • PTR process with the new FEA system has implementation problems: inaccurate data sources, presentations not populating correctly, no ability to edit entries
  • Annual evaluations will be based on this system; currently takes hours to complete
  • STL hired an assistant to help populate data; faculty should be aware and communicate the issue to colleagues
  • Hannah Matthews: system was broken until July during her tenure process; packet was due in early September
  • Faculty are required to enter data back to 2021; question about ethics of current data requirements raised; will be brought to Faculty Senate
  • Tara Mathien: Faculty Affairs may be the appropriate venue to discuss this further; document committee work and upload minutes to Teams

  Discussion: REM Minimum Methodology Course Ad Hoc Committee

  • Representatives from each school: Ritzhaupt, Hannah Matthews, and Walter Leite for HDOSE
  • Committee will convene Wednesday to receive its charge from Dean Colón’s office
  • Will review 4 previously submitted courses and put out a call for additional submissions; all schools are encouraged to submit courses for consideration
  • David Miller clarified: the committee approves non-REM courses for the list, not voting on REM course designation

  Discussion: AI Policy for COE

  • Tara Mathien: Question raised about whether the college should have an AI policy; some peer institutions have college-level statements, others leave it to departments
  • Key perspectives:
    • Avery Closser: importance of maintaining faculty autonomy; approach depends on the course
    • Brady Nash: a detailed cross-department policy may be difficult; a broad procedural statement could be helpful; mixed messaging currently exists
    • Caitie Gallingane: faculty should have flexibility for their courses; having a shared process for handling suspected violations (e.g., referring to honor court) would be valuable
    • David Miller: consider coordinating with UF’s AI center and understanding their role
    • Tuuli Robinson: policy needs to address integrity at multiple levels; something to guide awareness and set limits, varying by department
    • Hannah Matthews: one broad policy may not serve all programs; encourage faculty to think about purpose and context
  • Tara Mathien: may be more helpful to share existing university resources and links; invite faculty doing AI work to discuss; share with colleagues

  University College Council Updates — Tara Mathien

  • October meeting discussed President Landry’s appearance at senate and proposed constitutional changes; items highlighted in red on the senate website impact faculty
  • H-1B visa: still awaiting guidance from the Department of State regarding expiring visas and asylum cases

  Additional Items

  • COE Charity Drive: winner is Ronald McDonald House; more details to come
  • Chop & Chomp Food Drive running until 11/30 (EduGator Central drop-off)
  • Magdi Castaneda will be on PDL next semester; Suzanne Chapman will take her place on FPC

  Adjournment

  Motion to adjourn by Sara Smith at 3:32 pm. Sara Jean-Philippe seconded with no objections or abstentions. Motion passed unanimously.

  Remaining Meetings

  • December — NONE
  • January 26 — Rosenberg
  • February 23 — Rosenberg
  • March 23 — Rosenberg
  • April 20 — Spring Faculty Meeting