General Assembly
Minutes from March 29th, 2006
Download Word File: Minutes 03/29/06
General Assembly Meeting
March 22nd, 2006
Johnson 200
Notes by Kenna Cottrill
Kara Ableson & Matt Kuzio welcomed students to the General Assembly discussion of Facebook. Earic Peters, Associate Dean of Students, would discuss student and administration’s concerns, information gathered from technology conferences, administration’s uses, and potential dangers.
Associate Dean Peters gave a brief history of himself, noting that when he was in college, he had old Macintosh computer that had only 1 MB of RAM. He noted that all the new “technology stuff is so strange to me.” Associate Dean Peters noted that Facebook, Myspace, and blogs represent a new era for higher education and K-12. There’s even Facebook for High School. There are many challenges for administrators and students, particularly around safety issues and concerns. Administrators must discuss what their roles and responsibilities are regarding safety, as well as what students’ responsibilities are to self and community. He hoped this discussion would be more of a dialogue than him talking; he wants to hear students’ concerns and share administrator’s concerns
Associate Dean Peters noted that during a conference of Senior Student Affairs staff in January and across the board, one of the top 10 listed concerns that institution faced was Faceboook, Myspace, and blogs. Institutions are concerned because there are cases of students having been murdered, raped, or harassed because of information on Facebook, Myspace, and blogs. Associate Dean Peters asked how many students had their names, room numbers, cell phone numbers, and other personal information on the web, and many students raised their hands to each. Associate Dean Peters noted that his main concern was related to students being safe on-line and that he’s worried that students don’t know how to be safe on-line.
He also noted how important and positive it is that student are able to connect to friends on–line. He noted the difference between Myspace and Facebook, noting that anyone can be on Myspace because even his 13 year old niece has a profile even though you must be 17 years old to use it. Facebook is safer, because people must have a .edu address to be a member.
Administrators have started a discussion about what it means for Student Affairs—that the need to collect information by attending to conferences, read articles, is high; how Facebook, Myspace, and blogs creates liability situations for the institution which puts the at risk. What if a judicial case arises, can Facebook be used as evidence? Student Affairs needs legal advice. There are various cases of Facebook suing institutions and vice versa. There are some situations where safety is involved, and it’s okay to use information on Facebook.
Matt Kuzio asked what kind of cases had been of particular interest. Associate Dean Peters noted that there have been judicial cases around the country using Facebook regarding alcohol and harassment—no cases have occurred at Oxy. What’s important to understand is that Student Affairs wants to create a system where students are safe and have freedom and opportunity to explore. Student Affairs is still looking at what technology means to them, while fitting in with safety and legal issues.
Kara Abelson noted that a lot of events are posted on Facebook, students are using it to find out about events, such as PB and KOXY events, would the College move toward making sure that publicity is in line with the College’s publicity policies? Associate Dean Peters thought this was a great question. He did not know how that’s going to work out, but it will be part of the discussion. If ASOC is promoting Facebook as an official communication, but if we don’t own and cannot control Facebook, especially in terms of harassment or defamation, what does it mean for community and how we interact in community? It is also a legal issue. He also wondered if, from a policy standpoint, can an organization use Facebook an official means of communication when the College has official means of communication?
Matt wondered what the College was thinking regarding using Facebook for unofficial communication. For instance, if events are not posted on official communications because they do not fit in with policies, what tools can students use and have access to? He felt that this is where boundaries can slick. Associate Dean Peters wondered what the difference was between official and unofficial communication. For instance, if a message is from ASOC, that’s official; if it’s from PB, that’s official. If a message is from Matt Kuzio, that’s unofficial and that’s a different thing.
Ali Raymond noted that in Facebook, a student can individually block administrator’s access to her profile, but she wondered if a student could block information about a party. She is uncomfortable with administrators on Facebook, believes there are ethical issues when it is supposed to be a student thing. Several students were on a “Fire Dean Chan” group and de-joined when he joined because they were worried about retaliation. So, she wondered why Associate Dean Peters is on Facebook?
Associate Dean Peters noted that he was on Facebook because a student told him that this is really cool site and “if you’re cool, you’re on it.” As student affairs officers, part of issue is that Facebook can be used to check in, communicate, and interact with students. Now it’s blowing up. Initially, it was about communication outside of traditional means. Associate Dean Peters doesn’t check Facebook at all because he does have personal ethical issues. Dean Chan was never on it willingly, students created a profile for him and that created other issues. It was almost like identity theft. There is a case in Massachusetts in which a student created administrator profile, was communicating through that profile, and the school sued Facebook to get the profile taken off the site.
Ken Smutny noted that he had names of 205 under age students found on Facebook consuming alcohol, compiled in under an hour. He wondered what Associate Dean Peters would do. Associate Dean Peters asked what the violation was. Ken noted an administrator could go on Facebook, and easily find pictures of students drinking as underage students. You can find that students are breaking college policy. What action would the College take? Associate Dean Peters noted that Student Affairs needed to have that conversation. Student Affairs needs to gather information, such as ethical issues, legal dilemmas, etc.; there are so many things Student Affairs doesn’t know yet. Also, there’s not a lot of case law, so there’s not a lot of guidance.
Ken also noted that he is aware of colleges using Facebook in judicial cases. Associate Dean Peters noted that some are and some are not. At the conference he attended, the room split in perspectives. The discussion is around how colleges held liable if something terrible happens and we could have easily known.
Ken then tried to simplify his concerns. Ken admits that he is very aggressive in dealing with administration on issues. He has been told lately that there are pictures of him on Facebook breaking policy, and he feels he can say to those accusations, “Prove it.” Other students might be intimidated and the administration could take advantage of them. There are equity issues there surrounding the use of these pictures as evidence. He wants to ensure fair treatment of students, make students aware of issues. Also, if there are so many students underage and drinking, why do administrators choose one student over other students?
Associate Dean Peters noted that discussion must take place about what the judicial process is and what is fair. He ensured students that Oxy has a fair judicial process that does not intimidate people. He also noted that evidence speaks to everything. He is not sure how the College would address violations brought to administrators through technological means. He does not have an answer to this question at this time but Student Affairs will be discussing it. Presently, there is no judicial process that includes using Facebook.
Amy Laslett noted that if the main concern is about safety, how big of a threat is it? 1 case out of 1000? Associate Dean Peters wondered if students had seen 20/20 or news stories lately about the 2 women missing right now. Associate Dean Peters doesn’t know how big of a threat, but it’s a concern to him if one person is missing. Also, if most student put personal information on the web, that’s a huge concern of his. He wants to be cautious.
Rozell Hodges wondered what the policy might be if administrators say a picture of an underage RA or HC drinking, Associate Dean Peters noted that beyond Facebook issues, there are responsibilities of student leaders on campus regarding how they interact/act on and off duty. He asks the students who work for him to be responsible, remembering tha they are always a students leader. This is part of training, leadership, and development.
Ken Smutny understood the safety concerns, but Oxy has other issues such as retention and judicial matters. Why would the administration divert energy away from retention to chasing college policy violators on Facebook? How can the administration justify time spent that way. Associate Dean Peters noted that everything is interconnected—judicial, retention, leadership, etc.
Ken also noted that Associate Dean Peters has mentioned liability a lot. Would expanding this to judicial be a matter of liability? Is the justification that “We have this information, so we should use it”? Associate Dean Peters said that one issue would be if there is a case of a student drinking heavily on Facebook and we knew about it, would be we held liable? Other option would be that administration saw it, did something about it, through a judicial process, would we be held liable by Facebook or student? There are privacy issues and liability issues at play.
Ali Raymond wondered if Associate Dean Peters had a perspective about Honor Board’s role in this? Would this be Student Affairs territory or Honor Board’s territory? Or would Honor Board hear cases like Ken’s example around students feeling intimidated by administration. Associate Dean Peters thought that would be an interesting discussion. Matt Kuzio noted that the HBAC had talked a little bit about this issue. Part of the Student Bill of Rights is making sure that Oxy maintains safe environment. So if there’s hate speech on Facebook, a student could bring that up to Honor Board because it violates community values. Ken wondered about harassment with wall postings add messaging. Ali noted that this worries her because she feels she could give names of half the school for Facebook postings that offend her. Associate Dean Peters wondered how Facebook affects the community. If it is a private space, and it gets out into public, it affects us as a community. Caroline Kim also noted that a student would have to bring a complaint to Honor Board, but Honor Board would not be looking. It would be a student’s prerogative.
Ben Bladis feels that Facebook could be a powerful surveillance tool because student are uploading pictures all the time. By using administrative judicial powers, as soon as the first picture on Facebook is used in a judicial case, that information will get around and administrators won’t be able to use other mediums that exist. Students will find ways to post anonymously. He does not feel that cracking down on Facebook is the answer. Associate Dean Peters reminded students that Facebook has not be judicialized. On the world wide web, you can do anything you want. He encouraged students to think about how they can be ethical or fair. It’s important that students know how to be safe; what the technology rules are; and what the on-line surfing rulesare, if they exist. He also reminded students t think about how they interact on-line and how it affects the community.
Ian heard that administration is using Facebook in RA evaluations. Associate Dean Peters reminded students that there is no current policy on using Facebook or Myspace. This is all being discussed. He has heard indications that employers and graduate schools are using Facebook for a reference checking; it’s not just schools, it’s also in the corporate world.
Ken Smutny has had in informal experience when Facebook has come up. He also noted that issues of free speech rights and privacy rights are important in these discussions and that the College may be in dangerous grounds. He also wondered if Associate Dean Peters could provide students a timeline for the discussions and possible policy development. Would the policy be ready for the student handbook? Associate Dean Peters noted that the student handbook is being updated at this point. Student Affairs is looking into what needs to be updated and will take student recommendations into account. In terms of a timeline, a Student Affairs staff member is presenting to Student Affairs in the coming weeks, at which point conversations will happen with the legal counsel, Sandy Cooper about how it impacts the College. Ken also asked Associate Dean Peters to include Honor Board in those discussions.
Kara Abelson wondered what would be done right now if someone was being harassed on Facebook. Associate Dean Peters didn’t know off the top of his head. He wondered what the difference would be between on-line and face-to-face harassment. He would investigate the complaint, just like any other case.
Ken wondered what would be done if he brought in a picture from Facebook of a underage student drinking. Associate Dean Peters wondered what the difference would be between that and Ken as an RA having photo documentation and adding that to the incident report. Rozell Hodges clarified that people put up picture of others. Associate Dean Peters noted that an RA saying, “I have photo documentation of student violating the alcohol policy,” is different than “There’s a picture of someone drinking on Facebook, check it out.”
Kara asked if a student could print a picture and bring it in to an administrator? Associate Dean Peters would want to know why a student is complaining. He also noted that this is one of those gray areas that Student Affairs does not yet understand.
Rozell Hodges wondered if Student Affairs would address defamation if another person used someone’s Facebook profile, but that person was unknown. Associate Dean Peters noted that it would be hard to figure this situation out if person is not known, but that he felt Student Affairs would treat it the same way if person was known if it happened on Facebook or in person
Ian asked what the picture policy is. Associate Dean Peters did not know with regards to this issue. He reminded students that it’s about keeping students safe and keeping the institution legally protected. Ian said it sounds like primary concern is safety. Associate Dean Peters agreed that it is. Ian noted that he is worried if administrators are using Facebook to look for policy violations. Dean Avery noted that administrators don’t have time to do that. Associate Dean Peters encouraged students to be more concerned about employers and graduate schools than Oxy administrators at this point.
Dean Avery noted that students have lost positions because of what is on Facebook. She also notes that employers call her right now when students apply for positions asking if students have a judicial file. Employers are making decisions based on whether you have judicial file. Dean Avery makes judgment calls if a student has one alcohol violation during the first year, she’s likely to say there is no file. Students mist give permission for employers to get this information, but with Facebook, they don’t need your permission.
Ben felt that this could be used as a blackmail tool if it was used in the judicial process. Associate Dean Peters reminded students that administration would have to figure out why a student is filing a report. Nothing is anonymous in judicial cases in this manner, and it is important to talk about concerns. Dean Avery noted that in the workshops she went to, most schools weren’t looking for it, but if they ignore it, it’s problematic. If an issue is brought to administration’s attention, they might ask questions about why it’s being brought to their attention and they are obligated to look at it.
Associate Dean Peters reminded students that there is not a lot of case law yet. Everyone is learning as they go along. Administrators want to make sure that the College doesn’t get sued, and that students are safe.
Maddie Knaup summarized that there is currently no policy around Facebook, that administrators don’t have time to look at profiles, but that there are schools where administration does use Facebook. She wondered how Oxy’s administration would publicize to students that their privacy is in jeopardy. Associate Dean Peters mentioned that one of the new positions in Student Affairs is the Director of Community Standards and Campus Climate. That person will be making brochures and websites to help students understand their rights. The Honor Board will help. Associate Dean Peters assured the students that the administration won’t surprise people.
Ken Smutny wondered at what stage the administration planned to inform the student body on the progress of the discussion. Associate Dean Peters reminded students that there would be a presentation from a Student Affairs staff this coming week, then a discussion with the legal council, then Student Affairs will figure out ways to keep students informed—such as coming back to the General Assembly. Ken asked for a timeline for the tentative policy. Associate Dean Peters didn’t know about a timeline because the discussions were just starting. Ken asked that students be advised of the tentative policy when it is being developed.
Shannon noted that the discussion so far had been about students who are directly affiliated with college, and she wondered if there was any concern about how Facebook might affect the reputation of institution. Associate Dean Peters wondered how many faculty were on Facebook. He said he had no particular concerns because it is not a scholarly website. Shannon clarified that members of Greek organizations are concerned about the reputation, and have been told to be careful with what is in their profiles. Associate Dean Peters clarified that in individual profiles students should be thinking about how students represent themselves on that page? Greek Life should be concerned about how their members represent the system to campus and community at large.
Dean Avery predicted that if Facebook starts affecting applications, then institutions will challenge Facebook. As parents look at it, as it affects enrollment, then colleges and universities will look at it because it could be perceived as affecting the reputation of the school.
Ken Smutny wondered what administration would do if he were the president of a club, sponsoring an event at a local cantina, in which the advertising has an unmarked bottle that looks like alcohol, which is not okay on campus, but is on Facebook. If it’s brought to administration’s attention, what would happen? Associate Dean Peters would have to look at it, just like the flyer example from earlier.
Dean Avery let students know that Student Affairs is really looking closely at this issue closely. It’s important for students to realize that Student Affairs is trying to protect the institution and students. Student Affair wants to hear students’ questions to help develop policies.
Matt thanked Associate Dean Peters and Dean Avery for coming and then asked Patrice Hall to give an update on the CIENAP Committee and their conversation with Dean Frank.
Patrice Hall noted that the conversation started with what happened to the office, why there is not an office now and what the circumstances were surrounding Joanne Wall leaving. She noted that Dean Frank was aggressive about not answering due to Human Resources policies which protect employee’s privacy. He wanted to look into the future instead of the past.
The conversation then shifted to discussing the transition stage. He didn’t realize that students were lost about where to go as they were considering applying for honors and awards, and they needed more time to get prepared. Dean Frank didn’t realize that there was a terrible job identifying students who would be good candidates. Patrice mentioned that this is bad for Oxy’s reputation if the student pool from Oxy is not as qualified or prepared for awards as it could be. There was not a smooth transition in letting students know where they needed to go to get more information. A lot of awards went to CDC, some went to URC, but the problem was that students now have to do research on how to get the awards.
Dean Frank said that they were in the process of developing position, but they can’t use same title. Patrice noted that pre-professional advising and national awards are two different. She wondered how one person could shop students to med schools or grad schools and also then help students get national awards. Dean Frank is considering getting 2 people—pre-professional advising separate from national awards, but this might not happen. The person will have PHD and will have been part of faculty. The committee felt those are good qualifications, but wondered about the push for a PHD and faculty member? They were more concerned about the person being well-connected and being organized. Whoever they get will have contacts and have capacity to work well with faculty. The faculty are supposed to identify students for national awards. They also discussed the possibility of reviving a faculty council to generate student names, but they must reinvigorate faculty to do this work. Patrice noted that the new person hired will be qualified in different ways.
Patrice reminded the group that Dean Frank couldn’t give reasons for why the office was dissolved or why Joanne Wall left. She also said that Dane may try to find out if there are ways to find out why Joanne Wall left. Some students feel that her departure seemed shady and under the table. Patrice also noted that Dean Frank took responsibility for the transition being hard, and promised that someone will be hired in the summer. Patrice had reminded him to make sure that person gets out there and let’s students know where to go.
Matt and Kara closed the meeting by letting attendees know that they did make quorum.