September 24, 2019 Minutes

Attendees: Behl, Benken, Bennett, Bill, Brazier, Gao, Henriques, Horton, Karteron, Taylor, Underwood, Whitcraft, Wu

Guests: Chris Frost, John de la Cuesta

1. Approve agenda (10:00)
2. Approve minutes
3. Announcements
   1. Operations updates
      1. Windows 7 (see section below for more information)
         1. Windows 7 reaches End of Life (EoL) on January 14th, 2020
         2. Min Yao, our Chief Information Office and Vice President of Division of Information Technology has given us a deadline of December 1st to update or disconnect devices from the network
         3. The Security Team, led by Aysu Spruill, attempted to reach a compromise with us, but the VPs decided it was too risky to make any exceptions
         4. At this time, no exceptions have been granted campus-wide
         5. All devices must run supported operating systems in order to be connected to the campus network
            1. Operating systems must be currently supported and getting security updates and patches from their manufacturers on a regular basis
            2. This applies to Microsoft Windows, all the Unix/Linux distros, and Apple MacOS
            3. Check individual vendors for the life cycle of their products
            4. Updates to instrumentation to upgrade to Windows 10 that is in the "$5,000 or less neighborhood" are to proceed with updating their systems. Responsibility for the cost will covered by grant/department/college as funds are determined to be available. Details are to be worked out with the department chair and the college office.
            5. For those updates where the originating company has gone out of business, or costs are higher than $5,000, the college will assist to find solutions to these more unique situations.
   2. Development update
      As the President's Office tries to figure out the President's calendar (especially in regards to the capital campaign), we are asked to submit requests >2 months in advance for any events that we'd want the President to attend/speak. By Oct. 1 we need to provide a list of events for the year. Please send dates/events to Maryanne this week. Be sure to note if it is an invitation to attend or speak, whether it is a courtesy invitation or high level request to be present. Events already on the radar: Nobel Laureate, CNSM Open House, Marine Bio Alumni Event
4. RS policies

   1. Off-Site F&A

      Discussion continued about CNSM's proposed policy to get faculty to request full F&A rates on grant submission, taking into account that the work is done on campus, even when field work/research is a portion of the activity. This proposed policy is consistent with policies on other campuses in regards to "field work" as being on-campus versus off-site for F&A.

      The policy was modified to provide explicit language that would make it clear to faculty that there are situations where not requesting the off-campus F&A rate can and would be approved.

      The Off-Site F&A policy was approved as amended. (See policy at the end of these minutes.)

   2. Progressive Distribution policy
      This policy was developed as a way to demonstrate that CNSM is taking steps to reduce RS accumulation and encourage RS spending by faculty.
      
      The Progressive Distribution policy was approved as amended. (See policy at the end of these minutes.)

5. Microbiology Move
   The repairs and renovations to the MICR building will need to occur in two phases.

   Phase 1, which will take place this academic year, will retrofit the ventilation (intake).

   Phase 2, which will take place ~3 years from now, will address the exhaust system (hoods and output).

   MICR renovations (phase 2) is at the top of the University's building priorities. The University will be paying for phase 2 renovations.

   Until that renovation takes place, use of the building will be managed by the Safety Office under Administrative Controls. This means that various safety precautions will be in place (safety precautions and protocols that differ from what is done in MLSC and HSCI). These include:

   • A small group of chemicals that are prohibited from use in MICR
     Prohibited Chemicals are: Osmium tetroxide, Hydrofluoric acid, Acrolein, Bromine pentafluoride
   • A group of chemicals that will be managed administratively. These chemicals will be restricted (in quantity or concentration). This will require us to order (and use) smaller quantities of these chemicals in MICR.
     Restricted Chemicals are: Ethyl ether, Conc. Hydrochloric acid, Glacial acetic acid, Conc. Nitric acid, Chloroform
   • Reduced quantities of chemicals in the hood at any given time
   • Training for spill responses (with mock spills during training)
   • A different set of safety training for students/faculty/staff who work in MICR than those who work in HSCI or MLSC. People who work in both settings will be trained for the more restrictive environment.

   This may mean that faculty who have been in MICR might need to move their research elsewhere for the roughly 3 years between Phase 1 and Phase 2. Renting space at Cal Tech, UCI or VA Hospital can be explored.

   These are short-term fixes until the University fixes the building appropriately.

   To mitigate the impact to faculty research we need to see if we can find them usable space elsewhere (we would like to avoid making them move back in only to move out again in 3 years). There are 8 faculty who will be displaced for these 4-5 years. Dean Bennett is particularly concerned that we protect our assistant professors. Chairs are concerned that we make these accommodations for current faculty without jeopardizing future hires. If we do not move the same faculty back into MICR between phase 1 and 2 perhaps we move in faculty who do not use the restricted chemicals or fume hoods or convert some spaces to graduate student offices.

   This will require the entire college to think creatively about space. Ideas discussed (without decisions being made yet) included

   • Shared Labs: While not ideal, this may be required for the next 5 years.
   • Research Lab Priority List: We may need to develop a priority or ranking for lab space that takes into account faculty status/activity levels when assigning space (emeritus, FERP, lecturers, non-productive/publishing faculty, FT faculty). These decisions differ by department and types of research and any decisions should be mission driven.
   • Renting Space Off-Campus: The VA Hospital has reached out to ORSP to see if we would want to rent space there. Perhaps faculty who collaborate with local off-campus partners could get space there.

   As we look for temporary solutions to the loss of function in the microbiology building, Chairs were tasked with three things.

   1. Identify people who could share labs – we need to look at this from a college perspective and for the collective good of CNSM. During these next 3-5 years we may need to share lab space. If we were forced to, which labs could be shared/split? Are there faculty who have labs which are underutilized?
   2. Identify people who could move to the microbiology building – i.e., people who do not use the restricted chemicals or people who do not use fume hoods
   3. Create a 5-year hiring that includes space allocations for new hires.

   Logistics of the parking area during renovations:

   We will lose 4-5 parking spaces in the lot behind HSCI, but we will get 4-5 spots in E7 for college vehicles. Boat trailers will go in the driveway leading to the lower level loading dock.

   Foundation parking lot (long term rental) might be an alternate location if needed.

6. Adjourn

Submitted by Dr. Laura Henriques, Chair, Science Education.

Meeting minutes APPROVED on Tuesday, October 1, 2019.

Upcoming Dates

• Friday, October 4 – CSU Department Chairs Workshop – 8:30 AM to 4:30 PM
• Monday, October 7 – University Awards Nominations due
• Friday, October 19 – Deadline for Graduate Research Conference Poster Registration
• Tuesday, October 22 – ORSP Funding for OA Publishing Workshop – 12:00 PM to 1:00 PM
• Thursday, October 25 – Department Chairs Third Thursday – 11:45 AM to 1:00 PM
• Thursday, November 14 – Fellows' Colloquium
• Tuesday, November 19 – Graduate Research Conference 4-7 PM
• Friday, November 8 – CNSM Research Summit

Documents

• Policy on the Use of CSULB Off-Site F&A
• Policy on the Progressive Sharing of Indirect Cost Recovery