xt7pzg6g274h https://exploreuk.uky.edu/dips/xt7pzg6g274h/data/mets.xml Lexington, Kentucky University of Kentucky 19470522 minutes English University of Kentucky Contact the Special Collections Research Center for information regarding rights and use of this collection. Minutes of the University of Kentucky Board of Trustees Minutes of the University of Kentucky Board of Trustees, 1947-05-may22-ec. text Minutes of the University of Kentucky Board of Trustees, 1947-05-may22-ec. 1947 2011 true xt7pzg6g274h section xt7pzg6g274h 

     Minutes of the Meeting of the Executive Committee of the Board
of Trustees, University of Kentucky, May 22, 1947.

     The Executive Committee of the Board of Trustees of the Univer-
sity of Kentucky met in the President's Office at 10:30 am., Thurs-
day, May 22, 1947.   The following members were present:  Judge
Richard C. Stoll, Qhairman; H. D. Palmore, Thomas Cutler, J. C. Ev-
erett, and R. P. Hobson.  President H. L, Donovan and Comptroller
Frank D. Peterson, Secretary of the Board of Trustees, were also

     A. Minutes Approved.

     Upoh motion duly made, seconded and carried, the minutes of the
Executive Committee of January 24, 1947, were approved as published.

     B. Approval of Purchases Made by the Comptroller.

     President Donovan submitted letter from the Comptroller listing
documents by numbers which have been used in making purchases for
the University for the period November 1, 1946, to and including
March 31, 1947.

                                         April 2, 1947
    Dr. H. L. Donovan, President
    University of Kentucky

    My dear President Donovan:

         I submit a list of state requisitions, advices of
    emergency purchases, special purchase orders, food con-
    tracts and departmental purchase orders which have been
    made by the Comptroller's Office between November 1, 1946
    and March 31, 1947, inclusive.   These purchases have not
    been approved by the Executive Committee of the Board of
    Trustees.   The listing below gives the numbers of the
    documents requesting the purchases or actually issued as
    purchase orders, which documents are made a part of this
    record and are held in the Office of the Comptroller sub-
    ject to inspection.   The purchases have been made on
    properly drawn documents at the requests of the various de-
    partments and have been charged against available funds.
    The list follows:



     State requisitions             463 to 924 inclusive
     Emergency purchase orders     1668 to 3543    "
     Special orders                 1750 to 4633    "
     University departmental orders 6040 to 6265   "
     Library departmental orders    5387 to 5800    "
                                    7001 to 7087    "
     Contracts                         1to    23     "

          The record of the above purchases is respectfully
     submitted with the request that they be approved by the
     Executive Committees thereby ratifying the action of the
     Comptroller in making such purchases,

                                    Very truly yours,

                                  (Signed) Frank D. Peterson

     Members of the Executive Committee asked questions concerning
various documents and, after due consideration, upon motion made,
seconded and carried, the purchases made by the Comptroller's Office,
as listed above, were authorized, ratified and approved.

     C. Request of Dr. L. 'W. Cohen.

     President Donovan read a letter from A. Lawrence Sherman, at-
torney for L. W. Cohen, Professor of Mathematics, who has engaged
Mr. Sherman to request refund of insurance premiums deducted from
Doctor Cohen's salary to cover insurance premiums due during his
leave of absence from the University.

     After reading the letter, President Donovan reviewed the ques-
tion involved and referred to action of the University of Kentucky
Employees' Insurance Committee which had before it Doctor Cohen's

     The following letter from Dean Edward Wiest, Chairman of the
University of Kentucky Employees' Insurance Committee, was read,
further clarifying the issue involved.



                                     February 4, 1947

Dr. L. H. Cohen
Department of Mathematics
University of Kentucky

My dear Dr. Cohen:

The University of Kentucky Employees' Insurance Committee
met in President Donovan's office on February 3, 1947, with
nine of the eleven members present and among other items
considered your claim that an improper amount for group
life insurance premiums was deducted from your salary check
of September, 1946.   The facts of the case were reviewed
and found to be as follows:

     (1) When you went on leave on July 1, 1942, you
     had prepaid your insurance for July, August, and
     September; you did not give notice that you wished
     to discontinue the insurance; and you did not ask
     for a refund of the premium you paid in advance.

     In view of these facts the Secretary of the Commit-
     tee naturally assumed tlvat you wished to continue
     your insurance. It should also be said that our
     contract with the Prudential Insurance Company, as
     indicated in the master policy, provides that members
     of the group may be allowed to keep their insurance
     in effect when they are on leave.   Also it has been
     our experience that faculty men are very anxious that
     the protection afforded by our group life insurance
     be continued when they go on leave, and it was there-
     fore the policy of the Committee to continue the
     Insurance so long as no specific request was made to
     have it discontinued.

     (2) The clerk in the Comptroller's Office, who has
     charge of the insurance records, states that you
     were sent several notices to the effect that the
     premiums on your insurance were due.   She further
     states that the address to which the notices were
     sent was secured from Dean Boyd's office,   Dean Boyd
     corresponded with you and received communications
     from you concerning the extension of your leave of
     absence.   The insurance notices were not returned,
     and the presumption therefore is that they were de-

     It is now evident to the Committee that the continuance
     of insurance in the absence of specific authorization
     from the member on leave is too generous treatment;
     and to protect the local insurance account against loss,
     the Committee agreed at its meeting on October 28, 1946,



     that in the future no payment of a premium in be-
     half of a member on leave shall be made If he
     fnals to reply to a notice that the premium is due.

     (3) You, of course, know that the mount of the
     premium that was paid for you while you were on
     leave, was paid out of the local insurance fund.
     Upon your return it was deducted from your salary
     check and returned to the insurance fund.   This
     is the amount you now ask be paid you.   You know
     too that a memberts insurance premium can not be
     paid out of state-appropriated funds.   The amount
     you ask for would have to come out of the local
     insurance fund which has been accumulated by re-
     taining portions of the group dividends.   If the
     amount were paid you, it would have to be paid
     with money that belongs to other members of the

In view of all these circumstances and especially because
you enjoyed the benefit of the protection of the insurance
for the period in question, the Committee unanimously voted
that the amount deducted from your salary check of Septein-
ber, 1946, which covers the premiums paid for you while you
were on leave, should not be returned to you.   All the
points made in this letter were separately agreed upon by
the Committee, and the Chaiirman was instructed to write you

                               Very sincerely yours,

                               (Signed) Edward Wiest, Chairman
                               University of Kentucky Employees'
                               Insurance Committee*

                               The Committee
                                  Charles Barkenbus
                                  Cecil C. Carpenter
                                  Alvin E. Evans
                                  E. F. Hartford
                                  J. B. Kelly
                                  L. H. McCain
                                  Frank D. Peterson
                                  H. A. Romanowitz
                                  Leo M. Chamberlain
                                  Herman L. Donovan
                                  Edward Wiest,



     The request was discussed, and upon motion,duly made, seconded
and carried, the Committee declined to approve the request, and di-
rected the Comptroller to refer the matter to the Attorney General.

     D. Governing Regulations of the University of Kentucky Revised.

     President Donovan stated that he had felt for some time that
the Governing Regulations of the University of Kentucky should be
revised and brought up to date, and submitted typewritten copies of
the proposed Governing Regulations, which were read in entirety, and
.,.re copied herein.

                        VERSITY OF KENTUCKY
                           April, 1947


         I. The Board of Trustees

            1. Powers
            2. Membership
            3. Meetings
            4. Officers
            5. Committees
            6. Order of Business

        II. The President of the University

        III. The University Faculty

        IV. The University Assembly

        V. The Faculties of the Colleges

        VI, The Graduate Faculty

        VII. Departmental Staffs

      VIII# Administrative Officers

            1. Introductory Statement
            2, The Vice President of the University
            B. The Dean of the University
            4. The Comptroller of the University
            5. The Deans of the Colleges
            6. The Dean of the Graduate Sohool
            7. The Director of Public Relations
            8. The Director of Athletics
            9. The Dean of LMen
            10. The Dean of Women
            11. The University Registrar



                 12. The University Librarian
                 13. The Director of University Extension
                 14. The Director of the University Health Service
                 15. The Director of the University Personnel Office
                 16. The Director of the University Radio Station
                 17. The Executive Secretaries of the University
                        Y.M.C.A. and Y.W.C.A.
                 18. The Chief Engineer of the Division of Main-
                        tenance and Operations
                 19. The Director of the Agricultural Experiment
                 20. The Director of the Agricultural Extension
                 21. The Heads of Academic Departmentei

           IX, The Conduct of University Business

                  1. Budgetary Control
                  2. Fund Acoounting
                  3. Purchases and Payments
                  4. The Use of Universityr Property
                  5. Financial Reports

            Xs Regulations Affecting the Teaching and Research
                  Staff and. Other Employees of the University

           XI. Amendments

                     1. The Board of Trusteesl

     1. Powers

     The government of the University of Kentucky is vested by law
in the Board of Trustees.   Within the limits set by the State Con-
stitution and the federal and state laws, the Board of Trustees is
the final authority in all matters affecting the Institution, and it
exercises jurisdiction over the institution's financial, educational
and other policies, and its relations with the state and federal
governments.   The Board entrusts the execution of its plans and
policies, together with the internal government and administration
of the University, in all its functions, to the President and other
administrative officers, to the University Faculty, end to the facul-
ties of the colleges, in accoldance with the governing regulations
appearing herein.

*Section I contains essentially the same statements as Paragraphs
1-6 in the Governing Regulations of 1918, but published in June,
1936.   Most of the material in this section is covered by statute,
KRS 164.100 to 164.190.   Changes from the GCR., 1936, are in terms
of our current practice,   The statement was prepared by the Commit-
tee of Fifteen.



      2. Membership
      The Board of Trustees shall consist, as authorized by law, of
 the Governor of the State, the Superintendent of Public Instruction,
 and the Commissioner of AgrIculture, ex officio, and twelve members
 appointed by the Governor, three of' whom shall be alumni of the Uni-
 ver8ity and three, members of the State Board of Agriculture.

     3. Meetings
     The Board of Trustees shall meet at least four times a year.
The dates of these meetings, as provided for by law, are as follows:
the third Tuesday in September, the second Tuesday in December, the
first Tuesday in April, and the Tuesday preceding the regular annual
commencement.  Special meetings of the Board may be called by the
Chairman, or by any three members of the Board upon giving ten days'
notice of the meetingiU.writing to each member.   The business to be
transacted at all special meetings shall be specified in the notice
of the meeting.  The Secretary of the Board shall issue written
notices for all regular and special meetings.  All meetings shall be
held on the campus of the University, uhless otherwise specified by
a majority vote of the Board.

     A majority of the whole Board shall constitute a quorum for the
transaction of business,   The President of the University shall at-
tend all meetings of the Board of Trustees.

     4. Officers

     The Governor of Kentucky shall be the Chairman of the Board of
Trustees.  Annually at the June meeting the Board shall elect a
Vice-Chairman and a Secretary.   In the absence of the Chairman, the
Vice Chairman shall preside,   The Secretary shall iep the minutes
of all meetings, issue notices of meetings, and provide for the pub-
lication and distribution of the minutes ti accordance with instruc-
tions from the Board.

     5. Committees

     The Board of Trustees shall elect annually an Executive Commit-
tee to be composed of five members of the Board, and at the same time
designate one member of the Committee to serve as its Chairman. This
Vommittee shall have such powers as may be delegated to it by the
Board, but in general it shall exercise oversight over the financial
and business interests of the University, and it shall possess the
sane powers as the Board during the periods between meetings of the
      The Executive Committee shall meet once each month of the regu-
lar school year in the office of the President.   Special meetings
may be held as necessary on call of the Chairman,   The Secretary of
the Board of Trustees shall act as Secretary of the Executive Com-
mi ttee,



      The Executive Committee shall submit to the Board of Trustees
 for its approval a complete record of all actions tken, provided
 that the authority of the Board to revise the acts of the Executive
 Committee shall not extend to the rejection of any valid or any
 authenticated expenditure of money by the Committee.   The President
 of the University shall attend all meetings of the Executive Commit-
      The Board of Trustees shall have no standing committees other
 than the Executive Coamitt'ee, but it may appoint special committees
 at such times and for such purposes as it deems desirable.

      6. Order of Business

      The order of business at meetings of the Board of Trustees shall
be as follows:

               a. Call to order
               b. Reading of minutes
               c. Approval or modification of minutes
               d. heading of minutes of thu Executive Committee
               e. Reports of committees
               f. Report of the Comptroller
               g. Reports and recommendations of the President
                  of the University
              h. Other new business
              i. Adjournment,

                    II. The President of the University*

     The President of the University is the executive officer of the
institution and of all the work associated with it, and ex officio
a member of all faculties,   As such executive officer, he shall have
full charge of the administrative activities of the University; and-
all deans and directors, the Comptroller, the Librarian, and all other
subordinate officers and agents of the Uriversity shall be subject to
his supervision and direction    He shall also serve as the official
medium of communicationbetween the Board of Trustees, on the one hand,
and the University Faculty, administrative officers, individual mem-
beirs of the staff, student organizations, and students, on the other.
He is responsible to the Board for administering the educational and
business pclicies of the institution, subject only to the law and the
University rules and regulations prescribed by the Board of Trustees.

     The President shall call meetings of the University Faculty and
of the Assembly and shall preside over them.   He may 41so call meet-
ings of the various college faculties.   It is the duty of the Presi-
dent to make recommendations relating to the general policy of the
Institution and to the maintenance of coordination among its several

* The section beginning at this point and closing at the asterisk on
page 12 is from the original report of the Committee of Fifteen al-
ready approved by the Board of Trustees,



      It is the function of tho President to see that the rules and
 the regulations of the Board of Trustees and of the University Facul-
 ty are enforced.   It is also his duty, directly or through the va-
 rious University officers, to administer (a) all budgetary matters
 (other than approval of the budget by the Board of Trustees), includ-
 ing all business and financial activities; (b) all personnel mat-
 ters, including appointments, promotions, transfers, changes of pay,
 retirement, and staff discipline; (c) the application of University
 rules relating to studies; (d) the admission and classification of
 students; (e) registrations and class assignments; (f) curricula and
 courses of study; (g) research and teaching; (h) all physical facil-
 ities, including libraries, laboratories et cetera; Ci) University
 commencements and other convocations; (j5 student discipline; (k)stu-
 dent activities; (1) student social life; (m)University publications;
 (n) the University calendar and modifications in it; (o) public re-
 lations; (p)athletics and military training; and to perform all
 other administrative functions, whether expressly enumerated herein
 or not, necessary or appropriate for the effective operation of the

      The President also shall provide for the application of the
rules of the Board of Trustees and of the University Faculty to in-
dividual cases, and may authorize in extraordinay instances suspendi-n
the application to a particular case of a rule of the University
Faculty, except a condition of admission and except the number of
credits and quality points required for graduation.   It is assumed
that the authority to suspend rules in individual cases will be dele-
gated by the President to the appropriate administrative officers and
that these officials will be responsible for the strict enforcement
of the spirit of the regulations in all cases.   When a rule is sus-
pended or otherwise abrogated in an individual case, the action shall
be taken by the administrative official most immediately concerned.
If the action directly involves a member of the teaching staff or
another administrative officer, the approval of such person or per-
sons shall be obtained before the suspension or abrogation of the
rule is approved,   In all cases a report of the special action in-
volving the suspension or abrogation of a rule shall be made to the
Registrar on the regular petition form.   The Registrar shall record
the action in the appropriate manner and shall be prepared at any
time to submit to the University Faculty a report on all such actions,
showing in each case the rule suspended and the person or persons ap-
proving the action.

     In the event of inconsistency between the President's administra-
tive action and the educational policy of the'University Faculty, the
President shall arrange for a consideration of the matter at a meeting
of the University Faculty,   He shall then transmit to the Board of
Trustees the viewpoint represented, together with his recommendation,
Action by the Board shall not, However,. preclude further communication
with the Board by the University Faculty, provided that the Board
shall be addressed i.all cases through the President.



      The President, incident to the administration of the institution,
 may not only utilize subordinate administrative officers at his dis-
 cretion (subject to general Board regulations) but may also appoint
 or have appointed such temporary or standing committees of the teach-
 ing, research, or administrative staff as he may deem wise, including
 an advisory or administrative cabinet.   Standing committees shall
 be appointed annually.

                      III. The University Facult

      The University Faculty is the agency through which the educa-
 tional policy of the institution is determined.   It has no manage-
 ment or administrative functions, either tn.itself or through the in-
 strumentality of its committees, administrative matters being ex-
 pressly reserved to the President of the University and to such other
 officers as he may authorize, consistent with the rules and regula-
 tivns adopted by the Board of Trustees.   The membership of the fac-
 ulty shall consist of the President, who shall be ex officio chair-
 man; the Vice President, who shall preside in the absence of the
 President; the Dean of the University; the Dean of the Graduate
 School; the dean of each college; the Dean of Men; the Dean of Women;
 the Registrar, who shall be ex officio secretary; the Comptroller;
 the Director of Extension; the Librarian; the Professor of Military
 Science and Tactics; the President of the Student Government A5socia-
 tion; and of 39 elective members of the teaching and research staff
 of the rank of assistant professor or above distributed as follows:

 Groups                     Number of             Initial Term of Of-.
                        Representatives                 f ice
                                                3 3yrs  2 yrs     1 yr.
Literature, Philosophy
  and Arts                    7                 2.       3        2
Social Studies                3                 1        1        1
Physical Sciences             4                 1        2        1

Biological Sciences           4                 1        1        2
Athletics                     1                 1         0        0

Agriculture                   7                 2         2        3
Home Economics                1                 1         0        0
Engineering                   5                 1         2        2

Law                           1                  1        0        0
Education                     3                 1         1        1
Commerce                      3                 1        1        1
                             39                13       13       13

     AftOr the first term, each member shall be elected for three
years. At the expiration of any term, a member shall be ineligible
for reelection until after one year has elapsed,    The Faculty may
Cause this distribution to be restudied and adjusted after three
years and every six years thereafter.   The election of representa-
tives to the Faculty shall be by letter ballot, and shall be



conducted in each group for the representatives Prom that group by
a committee appointed by the President, in the case of the first
election, and thereafter, by a committee of the University Faculty.
At the first election the length of term of each member shall be de-
termined by lot.   The individuals receiving the highest numbers of
votes in each group shall be elected with the result of a tie being
determined by let.   To fill a vacancy the President of the Universi-
ty shall appoint a member from the eligible members in the group
affected to serve until the next election.   Individual attendance
records shall be maintained and reported in the minutes.   Non-atten-
dance shall be cause for the Faculty's dropping a member.   No al-
ternate or substitutes shall attend nor shall there be voting by

      Except as such functions are expressly reserved to the Board of
 Trustees and the President of the University, the University Faculty
 has and shall exercise jurisdiction ovar all matters of University
 educational policy.   It is authorized to make regulations to pro-
 mote the educational interests of the University as a whole with
 respect to (a) studies, including schedules of classes, numbering and
 classification of courses, credit for foreign languages and extension
 work, probation, repeated failures, student load, transfer between
 curricula of different colleges, unsatisfactcry scholarship and
 attendance, examinations, credits, marks, and student standing; (b)
 admission and classification of students and requirements for gradu-
 ation; (c)approval of curricula and courses; (d) the University
 libraries; (e) commencements and other convocations; (f) student dis-
 cipline, including non-attendance; (g) student social and extra-
 curricular activities; (h) the awarding of honors; and other matters,
 whether or not enumerated herein, concerning the educational program
 of the institution as a whole.

     The Faculty may perform these functions directly or through the
use of standing or special committees which it may authorize fo~r ap-
pointment from personnel eligible for Faculty membership, but neither
the Faculty nor its committees shall have authority to perform ad-
ministrative, as distinguished from policy-making, functions.    In
case of an issue between a college faculty and the University Faculty
concerning jurisdiction over a particular function, the quewtion of
Jurisdiction shall be determined by the President.    No degree, how-
ever, shallb conferred except on recommendation of the University

     The University Faculty may address the President, or through
him the Board of Trustees, respecting any University matter.

     The Faculty shall hold regular meetings on the second Monday of
each month during the school year, and special meetings at the call
of the President or at the call of its secretary on written request
of teh meubers.



                      IV. The University AQsembly

      The University Assembly shall consist of all officers and em-
 ployees of the institution, including the Experiment Station and
 Apricultural Extension staffs.   It shall meet on call of the Presi-
 dent or on written request of ten members.   The Assembly may ex-
 press its view on any matter affecting the University and may make
 recommendations to the University Fnculty, the President, or through
 him to the Board of Trustees.*

                      V. The Faculties of the Colleges**
      The faculty of a college shall consist of its dean and all its
personnel,having the rank of assistant professor, associate profes-
sor, or professor.   Membership, including voting privileges, may,
however, be extended by the faculty itself to any other person as-
signed to it for administrative work, teaching, or research.    The
dean or other administrative head of the college may call a meeting
of the college faculty whenever it seems advisacle to him, or when-
ever requested to do so by one-fourth of the membership.    A meeting
of a college faculty may also be called by the President of the Uni-

     Within the limits established by the regulations of the Board
of Trustees and the policies and rules of the University Fn.culty,
the faculty of a college shall determine the educational policies of
that division.   It shall make recommendations to the University
Faculty on such matters as require the final approval of that body,
and it may make recommend.f.tions on other matters to the University
Faculty, to the President, or to other administrative officials.
The academic or scholastic requirements of a college may exceed, but
not be lower than, those established for the institution as a whole
by the University Faculty or the Graduate Faculty.

                       VI, The Graduate Faculty

     The members of the Graduate Faculty shall be appointed annually
by the President of the University on recommendation of the Dean of
the Graduate School,   Membership, however, shall be limited to those
who, during the previous year, have taught courses numbered 200 or
above or have directed the research of graduate students, or to those
who have evinced a continued interest in graduate study,

     The Dean of the Graduate School may call a meeting of the Grad-
uate Faculty whenever it seems advisable to him, or whenever request-
ed to do so by one-fourth of the membership.    A meeting of the Grad-
uate Faculty may alsr' be called by the President of the University.

*  The sections.of the report ending at this point and beginning with
the asterisk on pge 8 is from the original report of the Committee of
Fifteen already approved by the Board of Trustees.
** Sections V, VI and VII are amended versions of parts of the G.R.,
June  1936, Amendments have been made in terms of current practices,
and the statements are in each case those prepared by the Committee
of Fifteen.



      Within the limits established by the regulations of the Board
of Trustees and the policies and rules of the University Faculty, the
Graduate Faculty shall determine the requirements and standards to
govern all graduate work.  It shall make recommendations to the Uni-
versity Faculty on such matters as require the final approval of that
body, and it may make recommendations on other matters to te Uni-
versity Faculty, to the President, or to other administrative of'
fici,.als.  No honorary degree shall be granted by the University ex-
cept on recommendation of the Graduate Faculty.

                        VII. Departmental Staffs

     Each departmental staff shall consist of professors, associate
professors, assistant professors, instructors, and graduate assist-
ants who may be appointed to give instruction or to conduct experi-
merits and research in one of the departments established by the
Board of Trustees.   Tile head of the department has  general direc-
tion of the work of the department.   In this capacity he makes de-
partmental reports and is responsible tr the work of the department.

     The departmental staff has jurisdiction, with the approval of
the dean and President, over matters concerning its own internal
policies, in so far as these do not conflict with other departments
or with the rules and regulations of the University Faculty.   It
determines the organization of the work of the department, recommends
to the dean and the faculty of its college new courses when deemed
advisable and consults with them in regard to matters of department-
al policy.   The head of the department recommends to the dean the
appointment, promotion or removal of members of his staff, which
recommendations are to be transmitted to the President with approval
or disapproval.   Members of the staff may make recommendations to
the head of the department.

                        VIII,  Administrative Oi'ficers'

     1 Introductory Statement

     In enumerating the functions of certain administrative officers
in the following paragraphs the intent is primarily to define in a
general way areas of authority and responsibility and to avoid over-
lapping of duties.   In