Galveston Quick-Look Assessment Implementation

Stand up a College of Marine Science and Maritime Studies at Texas A&M at Galveston.

• Lead: Chief Academic Officer (CAO), in collaboration with the EVP and Provost of Texas A&M, and with necessary support from the VP and Chief Operating Officer (COO) of Texas A&M at Galveston.
• Deadline: Aug. 1, 2024
• Status:
  • April 12: Official approval from the Texas Higher Education Coordinating Board (THECB) for the creation of the new college was received on April 4, and the internal organizational structure plan is complete. Weekly meetings with the main campus Marketing and Communications project team continue to strategize and implement the branding and marketing efforts in support of the new college. The marketing vision is in place, along with a cost estimate to carry forward that vision. Planning internal communications and FAQs to campus stakeholders and communications for the New Student Conferences slated for this summer are underway.
  • March 8: Requests for approval have been routed to The Texas A&M University System and will then be sent to the Texas Higher Education Coordinating Board. Dr. Debbie Thomas, Galveston’s CAO, is engaged in weekly meetings with the central project team at the main campus to strategize and implement the branding and marketing of the new college. Bi-weekly meetings of the college leadership team began Feb. 27 and the campuswide new college committee on Feb. 29. The leadership team will continue to serve Academic Affairs at the Galveston campus and discrete college functions consisting of the Dean, Executive Associate Dean, Senior Associate Dean for Research and Graduate Studies, fulfilled in the interim period by the CAO, Associate Vice President for Academic Operations and Chief Research Officer respectively. The finance and administration responsibilities for the college will remain under Galveston’s Associate Vice President for Finance and Compliance Officer. Meetings with the broader committee are focused on ensuring that the marine and maritime mission elevate the student experience and do not result in any siloing.

Establish a dotted-line reporting relationship from the Associate Dean for Engineering in Galveston to the VP and Chief Operating Officer (COO) of Texas A&M at Galveston.

• Lead: EVP and Provost, in collaboration with Dean of Engineering, Galveston Chief Academic Officer (CAO) and Texas A&M VP for HROE
• Deadline: May 1, 2024
• Status:
  • April 12: A draft memo has been created seeking feedback on how best to codify and formalize this relationship. Feedback from involved parties is being sought the week of April 15 for possible execution by May 1.
  • March 8: Discussions have started on how to set up this reporting relationship. Functionally, the individual in this position has been a critical team member for the Galveston campus’ VP and COO and CAO. Codifying and formalizing a dotted-line relationship still needs to be finalized.

Do not hire more Oceanography faculty for Galveston. The Galveston Chief Academic Officer (CAO) will work with the Dean of Arts and Sciences, the Oceanography department head, and departments in Galveston to improve integration wherever possible between the departments.

• Lead: Galveston Chief Academic Officer (CAO), in collaboration with the Dean of Arts and Sciences, the Oceanography department head and departments in Galveston
• Deadline: Changes that make courses in multiple departments available to provide more student flexibility in course selection should be in place for AY24/25.
• Status:
  • Complete

Create a task force to make recommendations for specific offices, such as the Center for Teaching Excellence (CTE) in College Station and the Center for Teaching Innovation in Galveston, to strengthen collaboration and to examine research development support for Galveston faculty.

• Lead: EVP and Provost
• Deadline: June 1, 2024
• Status:
  • April 12: The task force held their initial meeting during which Dr. Debra Fowler, executive director for the Center for Teaching Excellence (CTE) and fellow CTE leadership expressed enthusiasm for providing in-person workshops in Galveston. Galveston team members have been tasked with identifying themes or emphasis areas that would engage a broad group of instructors to maximize the impact of CTE travel to Galveston. Discussions extended to involve the Galveston Faculty Advisory Committee and the Academic Leadership team. It was collectively agreed that summer is not the most opportune time due to the Summer Sea Term training cruise. The next focus for the task force is identifying the best time in the academic year for the workshops.
  • March 8: Drs. Debbie Thomas and Michael Johnson met in early March to kick off the task force, discussing the goals and nominating members to serve on the task force. The initial task force meeting has been scheduled for the week after Spring Break where a plan of action to complete the stated goals will be developed.

Submit a formal proposal for the use of Available University Funds (AUF) to address Galveston’s highest priority strategic needs. Proposal should include some provision to address faculty and staff salary equity concerns.

• Lead: Galveston VP and Chief Operating Officer (COO)
• Deadline: June 1, 2024
• Status:
  • March 8: A partial request has been submitted for immediate infrastructure needs. A complete request to address faculty and staff equity concerns will be submitted prior to June 1, 2024.

Reestablish a centralized enrollment services unit at Texas A&M at Galveston. Return personnel and/or positions to the new centralized enrollment services unit. Continue coordination and alignment with College Station recruitment and admissions services.

• Lead: Chief Academic Officer (CAO) in Galveston, in coordination with the Texas A&M Vice Provost for Academic Affairs
• Deadline: Aug. 1, 2024
• Status:
  • April 12: The creation and posting of the new scholarship management position (with a dotted line reporting to the Galveston Campus Director of SES) is in progress. The timing of when the reporting lines of the recruiters and director will shift back to Galveston is also in progress. The Galveston campus financial aid team has been trained to certify Veterans with a process for handling all dimensions of Veteran financial aid. The recruiting team structure and engagement with Texas A&M’s main campus is complete.
  • March 8: Conversations with the Assistant Vice President of Scholarships and Financial Aid and the Assistant Vice President and Executive Director of Admissions at the main campus are informing how to restructure Galveston’s Student Enrollment Services (SES) to resemble the new unit at Texas A&M University’s main campus, Enrollment Management. Coordination is underway with the Texas A&M Vice Provost for Academic Affairs to shift the reporting lines of the recruiters and director back to Galveston. Financial Aid at Galveston will remain a solid line to the main campus and become a fully integrated dotted line to the Galveston campus. The director of SES and the new FTE to oversee campus scholarship management will also have a dotted to Galveston’s Director of SES. The prospective student center planned for Galveston is not moving forward as initially envisioned, but there is a desire to continue reimagining how to proceed. The recruiters coming back to Galveston will no longer have a split focus and will recruit exclusively for local campus programs; however, they will continue to attend recruiting team meetings with colleagues across the university and all Prospective Student Centers (PSCs) will continue to promote Galveston degree programs as part of their universitywide recruiting.

Establish a task force to integrate Galveston into the College Station term code to remove any barriers in the existing structure.

• Lead: Vice Provost for Academic Affairs, in coordination with VP for Technology Services and Galveston Chief Academic Officer (CAO)
• Deadline: Aug. 1, 2024
• Status:
  • April 12: The task force was established, and meetings were held Feb. 27 and March 19. A team is mapping the business processes necessary to serve students that are registered in both College Station and Galveston in the same term. The mapping will be complete by the deadline; however, the implementation will take longer depending on the different services (Academic Analytics, Admissions, Registrar, Scholarships and Financial Aid, Student Billing Services, etc.) impacted and academic calendar. After business mapping is complete, the findings will be presented to the Vice President for Planning, Assessment and Strategy.
  • March 8: A task force has been established and the first meeting was held the week of Feb. 26.

Create a new position in Galveston to ensure access to all necessary accounting information that will also be involved in scholarship management and be able to certify veteran benefits.

• Lead: Galveston Chief Academic Officer (CAO), in coordination with AVP for Scholarships and Financial Aid, Texas A&M VP for HROE and VP and Chief Financial Officer (CFO)
• Deadline: Aug. 1, 2024
• Status:
  • March 8: The Galveston campus’ financial aid team is being trained to certify veteran benefits and now has a process for handling all dimensions of financial aid for veterans. Part of this process is ensuring a student veteran is not transferred to another office to receive assistance. An immediate line of communication is open for collaboration with colleagues to support a student veteran’s needs.

Examine transportability options and make recommendations for scholarships and financial aid programs between Texas A&M at Galveston and main campus.

• Lead: Vice Provost for Academic Affairs and AVP for Scholarships and Financial Aid
• Deadline: June 1, 2024
• Status:
  • April 12: The AVP for Scholarships and Financial Aid continues to work through scholarships at Galveston and College Station to ensure they are equitable. Different state appropriations for College Station and Galveston make this challenging, in addition to the differing costs of attendance.
  • March 8: This is in progress with efforts led by the Vice Provost for Academic Affairs and Assistant Vice President for Scholarships and Financial Aid.

Pursue both a $1,000 threshold waiver and differential tuition waiver for license options for students. The latter will be addressed at the February 2024 Texas A&M University System Board of Regents meeting.

• Lead: Galveston VP and Chief Operating Officer (COO), in coordination with Galveston Chief Academic Officer (CAO) and VP and Chief Financial Officer (CFO)
• Deadline: May 1, 2024
• Status:
  • March 8: License options student tuition updates are complete. The Galveston Associate Vice President for Finance and Compliance Officer is working with student business services for proper coding in billing systems. A study of impact is also in progress for the $1,000 scholarship waiver.

Develop milestones and timeline for implementation of a direct admissions pathway to engineering majors offered on the Galveston campus.

• Lead: EVP and Provost, in coordination with the Dean of Engineering and Galveston CAO
• Deadline: May 1, 2024
• Status:
  • Complete
  • March 8: Beginning with applications for the fall 2025 semester, students admitted to engineering programs at Galveston will be admitted directly to a major as opposed to being placed in a general engineering designation as they are in College Station. This will provide both a smoother process for students and a potential recruiting advantage to support the programs on the Galveston campus. This plan has been developed with input from Galveston, College of Engineering, Admissions and Enrollment Management leadership.

Develop milestones and timeline for implementation of a pathway through Entry to a Major (ETAM) to the Marine Engineering Technology program for students in the Engineering at Galveston program.

• Lead: EVP and Provost, in coordination with Dean of Engineering and Galveston Chief Academic Officer (CAO)
• Deadline: May 1, 2024
• Status:
  • April 12: Discussions have started on how to set up and appropriately refer students to the Marine Engineering Technology program.
  • March 8: Discussions have started on how to set up and appropriately refer students to the Marine Engineering Technology program.

Create an arrangement that allows students to utilize recreation centers, parking, and dining service options on main campus or in Galveston without additional cost, which is already in the works and on track to be completed.

• Lead: Galveston VP and Chief Operating Officer (COO), in coordination with Texas A&M SVP and COO
• Deadline: Aug. 1, 2024
• Status:
  • March 8: Planning is underway for utilization of all recreation centers by students without additional cost. This has been completed for dining services and parking options.

Develop templates for enhanced and tailored communications (e.g., CODE MAROON announcements) that consider audiences on branch campuses, higher education centers and teaching sites.

• Lead: Texas A&M Marketing and Communications (MarComm), in coordination with Galveston VP and Chief Operating Officer (COO) and Texas A&M SVP and COO
• Deadline: May 1, 2024
• Status:
  • March 8: On March 1, the Texas A&M Vice President and Chief Marketing and Communications Officer communicated broadly that the central MarComm team will empower unit marketing and communications teams to perform their duties successfully through collaboration. This will need to occur in two phases due to the complexity associated with current communication platforms. In phase one, the central MarComm team will collaborate with academic units, divisions and remote/branch campuses as collective platforms and systems are identified, including their use cases, by May 1. In addition, an interim solution and assets for local teams to communicate with their respective audiences will be delivered by May 1. In phase two, the necessary, corresponding templates and assets for enhanced and tailored communications will be developed and provided to enhance the local teams’ efforts in communicating with the various Texas A&M constituencies, internally and externally.

Maintain current Division of Student Affairs organizational structure. Enhance Galveston counseling services.

• Lead: Texas A&M at Galveston Associate VP for Student Affairs and Associate Vice President, University Health Services
• Deadline: Aug. 1, 2024
• Status:
  • April 12: The Galveston Associate VP for Student Affairs and Associate Vice President from University Health Services met on the possible collaboration to enhance counseling services at Galveston. The Galveston campus continues to see some of the highest usage rates of TELUS Health Student Support App, which enhances the locally provided counseling services. The process to develop a memorandum of understanding (MOU) with Student Disability Services is in development to enhance Galveston’s counseling services by allowing current Galveston personnel to counsel students.
  • March 8: The maintenance of the current organizational structure is in place and enhancement of counseling services is in progress, with an expected completion date of Aug. 1.

Marine Biology and Marine Sciences will remain separate departments. Investigate ways to meet student desires to take courses from both departments. Conduct a review of all minors advertised at Texas A&M at Galveston to ensure they are available within existing processes and course offerings.

• Lead: Galveston Chief Academic Officer (CAO) and department heads for Marine Biology and Marine Sciences
• Deadline: May 1, 2024
• Status:
  • April 12: The review of academic minors remains underway with the process for identifying and addressing low-enrolling programs nearly finalized.
  • March 8: The review of academic minors is underway, coinciding with the Executive Vice President (EVP) and Provost’s task force for minors and certificates. Any minors with enrollments/graduates falling below the threshold for low-performing programs will be evaluated for strategic need and value, and a plan will be developed to ensure enrollment growth.

Do not rename the Department of Liberal Studies.

• Status:
  • Complete

Decisions to not relocate the Department of Oceanography to Galveston, and to retain the GERG building, were made in fall 2023.

• Status:
  • Complete

No changes will be made to reporting structure within Facilities and Energy Services. Provide clear, routine visibility of long-term maintenance plans and planned improvements to existing facilities and enhance visibility/status of SSC work orders and projects.

• Lead: Texas A&M at Galveston Associate VP for Administration and Auxiliary Services
• Deadline: June 1, 2024
• Status:
  • April 12: There is now increased visibility on long-term maintenance plans, and improvements on existing facilities are complete. Once the new facilities services agreement language is drafted, the progress on addressing immediate needs through SSC will be resolved. Completion is expected by Sept. 1. Additionally, the proposal to add new positions to address locksmithing and access control, and work order oversight is routing for approval by campus leadership.
  • March 8: Galveston’s long-term maintenance plans and planned improvements to existing facilities (deferred maintenance plan) was included as part of The Texas A&M University System’s agreement. Galveston has been engaged through this agreement for the last three years, updating the plan by removing projects completed during the year and adding newly deferred tasks. Moving forward, Galveston leadership will receive an annual brief on the state of the deferred maintenance plan so those critical costs can be incorporated into the broader annual budget discussion. These annual briefs have already begun with the inaugural brief to the executive team during the Feb. 12 meeting. Differing from the main campus, Galveston’s work order system is managed by a third-party vendor. Status and visibility of campus work orders have been difficult throughout the term of the current contract. The approved language for the new Brazos County agreement (which includes Galveston) requires both parties to have “full access to the system for transparency and collaboration.” Further, the campus has preliminary plans to enhance work order oversight through the creation of new positions that will have responsibilities in locksmithing, access control and other facilities-related tasks. More details on these positions are included in the Centralization of Technology Services updates of this implementation status report.

Do not decentralize the business staff. Ensure each department has at least one administrative staff person to support the additional duties not already supported by centralized staff. Work justification for any additional positions through the EVP and Provost, Texas A&M HROE and Chief Financial Officer (CFO) offices.

• Lead: Galveston VP and Chief Operating Officer (COO) in coordination with Galveston Chief Academic Officer (CAO), department heads and Texas A&M VP and CFO
• Deadline: Sept. 1, 2024
• Status:
  • March 8: Budget impact and needs are being assessed by each department, and evaluations for each decision are in progress.

Review and make recommendations to improve purchasing and contracting support in Galveston.

• Lead: Texas A&M VP and Chief Financial Officer (CFO)
• Deadline: May 1, 2024
• Status:
  • April 12: A meeting is scheduled for April 25 in Galveston to include the Texas A&M CFO, the Texas A&M Business Services Unit, the Galveston Associate Vice President for Finance and Compliance Officer, and other interested Galveston colleagues to discuss and formulate recommendations for improved support.
  • March 8: Purchasing and contracting support in Galveston is under review. The Division of Finance and Business Services’ Continuous Service Improvement Governance Group, the Texas A&M Business Services Unit and Associate Vice President for Finance and Compliance Officer will meet to formulate recommendations for improved support.

Conduct market analysis for Galveston staff salaries and make recommendations on adjustments to compensation levels; implement as resources become available.

• Lead: Galveston VP and Chief Operating Officer (COO) in cooperation with Texas A&M HROE office
• Deadline: Aug. 1, 2024
• Status:
  • March 8: Preliminary study is underway through Texas A&M’s HROE division.

Return or add a Director of HROE position to Galveston under the VP and Chief Operating Officer (COO). Reassign or separate Central HROE Hub 5 duties.

• Lead: Texas A&M VP for HROE, in coordination with Texas A&M at Galveston VP and COO
• Deadline: Aug. 1, 2024
• Status:
  • April 12: Discussions have continued with HROE leadership and the Galveston VP and COO. Most recent topics include the appropriate “level” of position to embed in Galveston based on function and reporting structure. Plans are trending toward recruiting an HR Manager-level position and working to perfect the reporting structure such that communication is optimized with the Galveston VP and COO and main campus HROE team.
  • March 8: Preliminary discussions have begun with HROE leadership and the VP and COO at Galveston. Dialogue includes the reflection on the relevance of the observations and assessment of HROE and payroll services rendered to the Galveston campus. Information is being gathered to help shape the conversation regarding the proposed change to reporting structure and impacts on efficiency and resulting additional costs.

Keep current structure in place for Technology Services. The Galveston Technology Services lead will work under the operational control of the VP and Chief Operating Officer (COO). Organizational descriptions/charts should reflect a dotted-line reporting relationship.

• Lead: Texas A&M VP for Technology Services in coordination with Texas A&M at Galveston VP and COO
• Deadline: April 1, 2024
• Status:
  • April 12: Two meetings have already been held during the spring semester, and Technology Services leadership will meet again with the Galveston leadership team to ensure any questions or concerns are addressed. The Technology Services lead in Galveston will work under the operational control of the Galveston VP and COO which matches the reporting structure at the main campus. Organizational descriptions and charts now reflect a dotted-line reporting relationship as of April 1.
  • March 8: Technology Services leadership will meet with the Galveston leadership team again to ensure any questions or concerns they have are addressed. The initial meeting scheduled for mid-February was postponed due to unanticipated scheduling conflicts among required attendees but is set to be rescheduled for March. It will be recommended that the same working model be implemented for the Galveston teams that is now in place for the local teams at the main campus.

Move physical security controls and keys under the direct control of a Texas A&M at Galveston employee.

• Lead: Associate VP for Administration and Auxiliary Services
• Deadline: April 1, 2024
• Status:
  • April 12: The proposal to move physical security controls for building access and keys under direct control of a university employee is routing for approval by campus leadership. After approval is obtained, implementation is expected upon the conclusion of the current facilities services agreement, estimated to be received by Sept. 1.
  • March 8: The campus followed Texas A&M System guidance when negotiating the current facilities services agreement and included the responsibility for locksmithing and access control in the current contract. Preliminary plans return these responsibilities to the university at the transition to the new Brazos County agreement (anticipated to occur on Sept. 1), creating two new positions and including the reclassification of one current position. Budget impact is still under review.

Host an IT forum in Galveston each semester to engage Galveston faculty and staff directly.

• Lead: Texas A&M VP for Technology Services in coordination with Texas A&M at Galveston VP and Chief Operating Officer (COO)
• Deadline: First forum no later than May 1, 2024
• Status:
  • April 12: The first quarterly meeting with the staff and faculty at Galveston is set for April 24.
  • March 8: The forum is being coordinated for April, prior to the first deadline of May 1.

The Texas A&M at Galveston Marketing and Communication lead will report directly to the Texas A&M at Galveston VP and Chief Operating Officer (COO). Remainder of the team remains centralized but operating under the operational direction of the VP and COO. Organizational structure and charts should reflect this change.

• Lead: Galveston VP and Chief Operating Officer (COO) and Texas A&M VP for HROE coordinate with Texas A&M VP and Chief Marketing and Communications Officer (CMO)
• Status:
  • April 12: The Galveston-based MarComm lead (and their respective team) now report directly to the Galveston VP and COO, and those changes are reflected in Workday.
  • March 8: In coordination with the VP and CMO, HROE has helped shape a business plan that aligns with the recent announcement to restructure the Division of Marketing and Communications through a phased approach. As part of the Quick-Look Assessment implementation for the main campus, all local MarComm teams will be re-established, staffed and resourced at/by the unit level, reporting directly to the leaders within those units during phases one and two, which includes the remote and branch campus teams. A central MarComm team will be redefined as part of phase three. The reporting structure updates for the Galveston-based MarComm team are on track to be completed by April 1.

There is no change required for the rebuild of University Libraries. The Chief Academic Officer in Galveston will set a periodic visit schedule for the Director of University Libraries to the Galveston campus.

• Lead: Galveston Chief Academic Officer (CAO)
• Deadline: First visit no later than May 1, 2024
• Status:
  • Complete
  • March 8: The first visit to the Galveston campus took place in February.

Conduct market salary analysis for academic advisors and build a plan to address equity concerns as resources become available.

• Lead: Galveston VP and Chief Operating Officer (COO) in coordination with Galveston Chief Academic Officer (CAO) and Texas A&M VP for HROE
• Deadline: Aug. 1, 2024
• Status:
  • Complete

Ensure all students have in-person access to academic advisors for all Galveston academic degrees, minors, and other programs.

• Lead: EVP and Provost, in coordination with Dean of Engineering, and Galveston Chief Academic Officer (CAO)
• Deadline: Aug. 1, 2024
• Status:
  • Complete

Offer a New Faculty Orientation program later in the Fall or in the Spring semester for new Texas A&M at Galveston faculty who participate in the Maritime Academy’s summer cruise.

• Lead: Vice Provost for Faculty Affairs in coordination with the Texas A&M at Galveston Chief Academic Officer (CAO)
• Deadline: Plan in place no later than May 1, 2024, so incoming Texas A&M at Galveston faculty can be notified

Conduct an equity analysis of faculty salaries at Texas A&M at Galveston and provide results to Galveston CAO.

• Lead: Vice Provost for Faculty Affairs with VP for HROE
• Deadline: Dec. 1, 2024
• Status:
  • April 12: The draft report prepared by Dr. Lench has been shared with the ad hoc committee and preliminary observations show that Galveston’s tenured and tenure-track faculty (TTF) salaries are lower than their counterparts at the main campus; the gap between TTF Galveston and main campus salaries increases with rank with the highest difference being for full professors; the difference in academic professional track (APT) Galveston and main campus faculty members are relatively low; and indicators of merit like Scholarly Research Index (Academic Analytics) do not appear to account for salary differences between Galveston and main campus faculty.
  • March 8: A small group has been identified to advise on the faculty salary concerns specific to the Galveston location. This includes two members of the Galveston faculty selected by the Dean: Michelle Mitchell representing Academic and Business Performance Analytics (ABPA) and Dr. Heather Lench representing the Vice Provost for Faculty Affairs. We are currently scheduling an initial meeting. The questions addressed by the salary study will be informed by this group but will likely include: 1) salary comparisons to similar units in Tier 1 research institutions nationally, 2) analysis of internal compression issues and comparing compression issues to main campus, 3) comparison of salary to main campus at different faculty ranks and titles, and 4) analysis of each of these questions considering the local labor market within the Galveston location.

Develop plan for any required equity adjustments for Texas A&M at Galveston faculty as resources become available.

• Lead: Galveston VP and Chief Operating Officer (COO) and Galveston Chief Academic Officer (CAO)
• Deadline: May 1, 2025