College Council Meeting Minutes - February 13, 2026

 

Present

  • Mili Makhijani, Chair
  • Melissa Archbold
  • Nicolette Fiore-Lopez
  • Phillip Elliott
  • Martha Maffei
  • Scott Reich (Zoom)
  • Jayda Jarvis 

Call to Order/Welcome

  • Chair Mili Makhijani called the College Council meeting to order at 12:30 p.m. on Friday, February 13, 2025. Chair Makhijani took time to acknowledge Dr. Sams and the University for their efforts in AI. Chair Makhijani discussed the prevalence of AI, noting that the Massachusetts Supreme Court has received its first cases involving students accused of writing AI-generated papers. There was a huge article in Newsday this week about an Adelphi case in which a student prevailed. Chair Makhijani believes there will be a hearing on AI programs, and she is glad that SUNY Old Westbury is trying to stay ahead of it. Acknowledging that everyone received a copy of the October 3, 2025, College Council meeting minutes. The chair called for a motion to approve the minutes. Dr. Fiore-Lopez motioned to accept, seconded by Dr. Phillip Elliott. 

President's Report 

  • President Sams began his President’s Report by providing greetings from Albany, New York and mentioned that it will make sense to bring a presentation on what we are doing in AI to the next Council meeting. This presentation will not only be insightful, but will give you a really good sense of what we’re trying to do and why you should be excited about it, even beyond what you’ve already shared. 

  • President Sams shared that it is fair to expect that at some point, as we develop policy around AI, some of that, particularly, around conduct matters, are going to be what you’ll have to vote on and ratify anyway. 

Year in Review

Division Reports 

  • President Sams started by providing a recap of the items that he shared in his State of the University address. President Sams started with divisional reports, where we reported on a lot of good news, from the ways we are supporting our students to our faculty’s intellectual and scholarly prowess. 
  • Discussed some really impressive numbers that he will highlight from the faculty. We also saw some numbers that position us well for the R2 Carnegie Classification designation, which requires approximately $5 million in research. We are currently just about $700,000 shy of that goal. 
  • President Sams encouraged all to look at the State of the University PowerPoint, and to really go into this area of the division report because you will be really heartened and impressed by the work of those around the table and everyone across the university. 
Athletics
  • Final update of the year-long set of concerns that had occurred in Athletics. Being put on probation for a year, fined $1,250.00. As well as my announcing some adjustments in terms of overseeing our athletic platform. I have asked my Chief of Staff to partner with the Vice President of Student Affairs and oversee athletics. The Chief of Staff will primarily focus on operational and budgetary concerns, as well as structural improvements in athletics. Randall will continue to oversee the student experience, including recreation and intramurals, as well as the student-athlete experience. 
Information Technology
  • We were really glad to report that we had cleaned up many of the challenges of but we also again in the same spirit with which we tackled the athletics issue, I asked the Chief of Staff to help with overseeing the leadership of it with an eye toward greater responsiveness and just tightening up some of the leadership concerns that emerged in the post mortem analysis of mainly two events that occurred around it.
Campus Safety 
  • We discussed campus safety concerns that emerged last semester, more specifically, two items in particular: one, an armed robbery that we reported last fall, and secondly, some vandalism that was taking place in a bathroom on the same level as our dining hall. The vandalism has stopped following initial intervention, and we have reported a set of actions we are taking to ensure this never happens again, including deploying safety officers in each of the Woodlands residential areas. 

Other Updates/60th Anniversary

  • President Sams noted how robust and exciting the 60th anniversary activities have been, and pointed out that two of the more notable efforts coming up on the horizon will be the Presidential Award. We’ll be inaugurating a President’s Award to recognize someone nationally who embodies the values and work in their life’s work that reflect what we value here at the University.
  • Finally, the Own Your Future Gala is scheduled for Thursday, April 16, 2026, at the Heritage Club at Bethpage.

Budget, Enrollment & Advancement 

  • We were very proud of the fact that despite being at the start of the cliff, our applications are still on the increase. We’re currently at 1.3% over last year, which was a banner year. We took a moment to congratulate and thank our enrollment management team for their tremendous work, and we noted how happy we are about it. 
  • Next, we talk about the budget, how, once again, our budget is balanced with a reduced amount of use of our reserves. But in the same conversation, I put a call to our Planning and Budget Committee that this year they would reduce the amount of reserves in terms of what we’re planning for this year by an extra million dollars to go from about $3.3 million to $2.3 million, with the expectation that next year they will erase the use of our reserves going forward. Middle States made us very aware of that. We were not engaging in good practice through the use of our reserves to balance our budget and made us to commit to erasing our reliance on reserves for doing that.  
  • Finally, we noted that Advancement continues to increase its fundraising prowess, approaching the $1 million a year mark, going from about $250,000 when I first arrived and just being very happy and proud of our advancement team in that regard. 

SUNY System Updates

  • President Sams provided an update regarding the budget as it relates to the uncertainty that comes with the ongoing activity at the federal level and how the state has to be poised to be able to compensate for any important deficiencies that may emerge. 

Capital Projects

  • President Sams discussed capital projects, looking at the schedule for the natural science building. The Natural Science Building is currently on schedule, with the primary expectation that we will receive the annex sometime in late spring/early summer, which will add 21,000 square feet of new construction, including laboratory and classroom space.
  • President Sams also noted other projects that were going on around campus, noting about $2 million worth of projects across the campus. 

Looking Ahead

Performance Planning 

  • Noted that we had approximately 38 proposals, which we are really excited about, and over $2 million represented in those proposals. 

Leadership Concerns

  • Reflecting some of the longstanding concerns that we have, most especially just the ongoing challenges budgetarily in terms of our capacity, needing to meet our demands from students, demands that come from the government. 
  • President Sams talked about the increasing hostility toward higher education and the challenges of navigating and really performing at a high level. 

Putting Students at The Center of Our Future

  • President Sams talked about a discussion about ROI in terms of really focusing on the return on the student’s investment, making that case to our students, understanding the relationship as it relates to increasing the number of programs that we offer academically, as well as putting some excitement in our established program with an eye toward recruiting and bringing in students who would not have previously brought into the school, and meeting ultimately what we identified to be an 500 student gap between where we are and where we want to be by 2030. 
  • President Sams discussed the statement that we have to go after those 500 students by animating even more what we’re doing and creating new academic programs that will bring in students who would not have previously considered us. 

STEAM Advancement

  • President Sams talked about a conversation within the context of our work on STEAM and future efforts in STEAM. As Chair Makhijani pointed out, we talked about AI to EI Ethical Intelligence, which was the theme of our initiative, our moonshot effort in regard to AI. 

Student Success and Academic Momentum

  • President Sams discussed the focus of putting our students at the center, redoubling our commitments to ensuring student success, making sure we’re doing our level best to make sure that students are coming in, through and out. In other words, graduating and affirming our commitment: if they do their part, we, as an institution and as a university, will do our part to help them graduate. 
  • Associated with this was our commitment to Academic Momentum. President Sams encouraged all to look at the State of the University slide deck, as you will see slides that clearly show the data that drives this effort, especially getaway courses, their retention, and their graduation. Dr. Sams talked about governing ourselves accordingly as it relates to driving our students all the way to graduation and making that work even at a more robust level. 

Professional Development and Achievements

  • Dr. Sams talked through some achievements, patting ourselves on the back for the great work that we’ve done, and expressing appreciation to some of those who’ve done that work. 

Comments/Questions

  • Chair Makhijani asked Dr. Sams to briefly discuss retention issues. Dr. Sams noted that our retention over the past five to ten years has fluctuated and that we haven’t had much stability. Also, over the past five years, we’ve seen some slippage, most especially retention. Noting that we want to move 80% of our students from their first year to their sophomore year. Dr. Sams also discussed graduation rates that are or were lower than the SUNY and sector averages, around 37% at the 100% rate. 
  • Chair Makhijani asked if we know of the 30% that are not being retained after the first year, are transferring to other institutions, or are mostly dropping out? Dr. Sams a mix, all over the place. Dr. Sams also talked about how we have recognized that our black and brown men are the most difficult to retain; that’s a national challenge. They are not necessarily dropping out, they are stopping for a year-long period to work to bring income into their families and return to us.
  • Dr. Fiore-Lopez asked Dr. Sams to expand on and add dynamism to the curriculum. Dr. Sams says this relates to how we title our courses, which lure them in and add more excitement and dynamism to that traditional liberal arts offering. 
  • Dr. Elliott discussed the financial aid form and the challenges around it, and asked if it has been resolved and if relates to any of the retention issues? Dr. Sams reported better treatment on FAFSA this last cycle compared to prior cycles. President Sams also noted that we’re not facing the kind of challenges we faced a year or two ago. 
  • Council member Archbold asked if surveys are being conducted with students to get a better understanding of programs or courses that they might want to be in alignment with their interests. Dr. Sams said yes to utilizing student input, especially through the enrollment dynamic, where enrollment informs what students are not capturing because we don’t offer what they are interested in. Dr. Sams mentioned that we are using nationally guided data that informs us what’s on the horizon, what’s imminent, and what’s on the horizon from a workforce development standpoint, the kind of opportunities our students will be facing five years from now, and making sure we are tweaking the curriculum to prepare them for that and make them relevant in that regard. 

New Business

Civility and Community Statement – Mr. Elliott Dawes

  • Vice President for Institutional Excellence Mr. Elliott Dawes discussed a draft civility and community statement that is related to campus climate issues. 
  • In this, members of the Office of Institutional Excellence want to promote statements that support our students and statements that support a good environment at SUNY Old Westbury. 
  • The statement that has been presented to the Council members is patterned after civility and unity statements that other SUNY Colleges and Universities have adopted
  • Mr. Dawes explained that the language was adopted from our own mission and vision statements.
  • Mr. Dawes also noted that this statement has been reviewed by the executive committee of the faculty. 
  • Chair Makhijani asked If a violation of any part of this is not intended to result in disciplinary action and it doesn’t go in the student code of conduct, why is the council voting on it? Dr. Sams explained that while it does not punish someone who violates the spirit of the document, I do think it will be part of the student code of conduct. It will not have a direct punishment; our expectation is that it will be in the overall body of the student code of conduct. Chair Makhijani noted that the preamble would be best. 
  • Chair Makhijani inquired why the New York State Executive Law wasn’t listed on the second page. Chair Makhijani noted that once you start including, you either list everything or nothing. Mr. Dawes relayed that he is happy to insert other rules or regulations that refer to. 
  • Council member Archbold discussed that the intent of this right seems to be gracious for students, especially for underrepresented communities. 
  • Chair Makhijani asked the council for a motion to adopt the civility and community statement as drafted in our packets. Council member Archbold motioned, seconded by Council member Maffei.

Recording Policy - Dr. David Lanoue

  • Provost Lanoue presented a draft recording policy to the Council members. Dr. Lanoue began by talking about how faculty members are very and rightly concerned that student can record in their classes without them knowing it. With this, it affects the class and affects the professor’s confidence in being able to speak freely. 
  • Dr. Lanoue noted that the faculty has asked us to consider as a recording policy, that would state as this one does, that nobody is allowed to record things that go on in the classroom, things that go on in office hour meetings, and advising meetings without the consent of the instructor or the person that is holding the office hours or the meeting. 
  • Three key expectations include: the professor has the right to record the class, students with disabilities, and students who are recording toward making a complaint to a relevant authority. 
  • Chair Makhijani asked about the difference between a recording device and a device that converts audio to written form. Provost Lanoue said that we will need to revisit transcriptions as this particular document will cover it. 
  • President Sams mentioned that transcription can be interpreted as note-taking. We want our students to take notes, and in any way, we want to clarify that we should. 
  • Council member Elliott noted that audio recordings are not accurate, as they have different words, spellings, and nuances. Dr. Elliott talked about having something in the policy that says note-taking and transcriptions are not to be viewed as accurate by the speaker or by us. 
  • Chair Makhijani commented that because this results in disciplinary action if you violate it, the policy needs to be clear on what’s allowed and what’s not allowed. 
  • Council member Archbold commented that the purpose behind this proposal is not to mock the faculty that is teaching the lecture, but rather to provide students who are disabled or have challenges with the visualization of a lecture. 
  • Chair Makhijani raised a concern that if students don’t misuse devices for the few who may have. Student may need to see it again, may need to hear the lecture again. 
  • Council member Elliott inquired if we have looked at other documents similar to this or have we looked at policies similar to this within the SUNY system. Provost Lanoue confirmed that we have looked at other policies similar to this. 
  • Council member Fiore-Lopez commented that it seems to her that we’re penalizing all students and that it has to do with intent. 
  • Provost Lanoue noted the developing consensus of the Council and that it will be brought back to a later meeting. 
  • Chair Makhijani asked for a motion to table this resolution to the next meeting scheduled for March 13th, motion made by Council member Reich.

Middle States Self-Study Campus Visit - Dr. David Lanoue

  • Provost Lanoue discussed the Vice President liaison campus visit scheduled on Monday, February 23rd. 
  • Key points within his PowerPoint are the following: 
    • Terminology: Middle States Commission on Higher Education, Self-Study process, and Standards of Accreditation
    • MSCHE Standards - I - VIII: Standard seven relates to the College Council. Middle states wants to see evidence on how you are meeting each standard.
    • Working Groups: Each stakeholder is represented on campus to include the Council, Faculty, Staff and Students. 
    • Timeline: 
      • Year 1 (2025-2026): Self–study design creation and visit. Building the infrastructure for review, generating and gathering evidence.
      • Year 2 (2026-2027) Assessment, evidence generation and gathering, implementation, and closing the loop.
      • Year 3 (2027-2028): Self-study drafting, assessment, evidence generation and gathering, implementation, and closing the loop activities.
      • Fall 2028: Visit and reaccreditation
      • Chair Makhijani asked if the Council can receive the recommendation from the last reaccreditation visit for the March meeting.
  • Purpose of the VP Liaison Visit: Formative checkpoint, not a final decision
  • Council member Elliott mentioned that the accreditation team wants to see evidence of Council participation (i.e. Motions)  
  • VP Liaison Visit - Meeting Agenda: College Council (Working Lunch) 12:00 PM - 12:45 PM

Council Members - General Comments

  • There were no comments from the council members

Faculty Representative: Dr. Stephanie Schneider

  • Dr. Stephanie Schneider was not present to report. Chair Makhijani asked if the council could receive an update from the Faculty Senate Vice President if the chair is unable to attend the meeting. 

Alumni Representative: Dr. Lorraine Cochrane

  • Dr. Cochrane was not present to report. 

Student Representative: Ms. Jayda Jarvis

  • Ms. Jarvis discussed the Student Government's work on an advocacy fair scheduled for March 5th and parking referendums on how students are being ticketed from University Policy. 

Open Meeting

  • Chair Makhijani reviewed the upcoming dates and asked for a motion to adjourn. Council member Dr. Fiore-Lopez moved the motion to adjourn, and Council member Ms. Martha Maffei seconded the motion. All voted in favor.